Creating a Requisition

Feb 2011

Requisition Types

Requisitons are created by a department when ordering goods or services. The requisition created will be electronically routed to the cost center manager (s) designated for approval. Once approved, the requisition will reside in a 'buyer's in box' in the Purchasing Office. The buyer will review the requisition and then turn the requisition into a Purchase Order, which is then sent the vendor, if applicable.

When creating a requisition, you are required to identify and select the appropriate Req Type which best describes the type of purchase you are requesting. Requisition types are defined as follows:

Requisition type codes and descriptions.
Req Type	Description
RE	Regular
TQ	Dept. Telephone Quote (Fax Quote)
BR	Bids Requested (When Purchasing Dept Bids)
PC	Purchase from Contract
BL	Blanket
SS	Sole Source Purchase
PR	Personal Reimbursement
SA	Professional/Maint Service Agreement
EP	Emergency Purchase (Must have Purchasing Approval)
IA	Invoice Attached (Goods already received & you have invoice)

Commands and Actions

There are 3 commands used to create and submit a Requisition for processing. Below are the most common processes used when creating Requisitions.

Requisition related Commands and descriptions.
Command	What it allows you to do...
Creating and submitting requisitions - Action of A
REQH	Create the requisition header
REQL	Create requisition line(s)
REQT	Submit the requisition for approval - Action of S
Withdrawing requisitions
REQT	Back-out an unapproved (pending) requisition - Action of W
REQH	Create a requisition and bid header
REQL	Create requisition and bid lines
REQT	Submit the requisition for approval - Action of S
Delete a requisition and/or lines - Action of D
REQL	Remove requisition line(s)...MUST delete lines first
REQH	Remove requisition header...done second
Find your requisitions using list facilities
LTRS	List Transactions by Requestor, Transaction Command, & date
LRBU	List Reqs for a BU, dept reference id, & date
LRQS	List ReQs for Status, bu, type & date
LRLN	List Requisition Lines by Number (big picture)
Find the PO number issued for a requisition
LPOR	List Purchase Orders for a Requisition

Requisition List Facilities

LTRS (List Transactions for a Requestor and Status). This list allows you to locate transactions you have submitted for electronic approval for a status, transaction command, and date.
LRBU (List Requisitions for a BU and dept reference id by date). This list allows you to locate requisitions for your budgetary unit. You can further define the list by dept. reference ID and date if you used a dept. reference ID on the requisition.
LRLN (List Requisition Lines by requisition Number). This list allows you to look at the big picture of the requisition by displaying some header information about the requisition along with the requisition lines.
LRQS (List ReQuisitions for a Status, bu, type and date). This list allows you to show requisitions by a particular status (in-process, submitted, approved, etc.). You can also further define the list by BU, Req Type, and/or requisition creation Date.
LRLK (List Requisition Lines for a bu by item Keyword). This list allows you to view requisition lines for a particular BU and item keyword. You also have the option of starting from a particular requisition number.
LORC (List Open Requisition lines for a Company cost center & category). This list enables you to display open requisition lines for a particular company cost center (CCC) and departmental accounting (DART) category combination.

Creating and Submitting a Requisition

(This procedure is used on all requisition types with the exception of TQ and PC. Those requisition types and processes are discussed later in documentation.)

Step 1: Creating the requisition header (REQH)

Type "REQH" in the Command field; input an Action of A (Add), then press Enter.
Input the appropriate requisition type in the Req Type field. Press PF1 while the cursor is in this field to access a help list of the valid requisition types.
The Advance PO No field is an optional field only used in instances when Purchasing has given you an Advance PO Number for your purchase. If they have, you will input the PO number in this field.
Type the cost center that will be used for the requisition in the CCC field. If the requisition is going to include more than one (1) cost center, press the PF12 (CCC) key to type additional cost centers.
The Category is a required field used to match requisitions with Departmental Accounting (DART) categories.
Press PF1 while the cursor is in this field to access a help list which displays all available categories for the selected CCC.
The PR field is an optional field available if you wish to further categorize a cost center by project.
The Estimated Req Amt is an optional field in which you can enter an estimate of the total requisition amount. It becomes a required field if you allow an amount in the Est Freight field.
The Est Freight field enables an estimated freight for a requisition to be distributed across the lines of the requisition as they are entered to establish an estimated commitment per line for freight.
Note: NO freight will be paid on an invoice unless a minimum amount of $1.00 is entered in this field OR on the requisition line. On a Req Type of BL, enter the $1.00 at the line (REQL).
The Tolerance % field is the percentage by which the payment may exceed the total requisition amount, including freight but not tax. The system will default to 10% for most requisition types. This field is modifiable if you wish to raise or lower this amount.
Note: If you are creating a Req Type of BL and your department has chosen not to encumber any money, you will input 999 in the Tolerance field.
The Requestor is a required field in which you will input the person's name for whom the purchase is being made. This name will also appear on the printed purchase order. Note: This field is very important when creating requisitions for items that result in 'capital equipment', as the requestor becomes the person responsible for the asset.
The Telephone is a required field in which you will input the phone number of the person you input in the Requestor field. This phone number will also appear on the printed purchase order.
The Ship To address is a required field in which you will input the address code to which your items will be shipped. Press the PF1 key followed by Enter to access a help list from which you can select the appropriate code.
The Handling Code fields are optional except for Req Types "PR" (Personal Reimbursement) and "IA" (Invoice Attached). When a Req Type of "PR" or "IA" is selected, a Handling Code of "I" will be displayed in the Handling Code field and will not be allowed to be removed. A Handling Code of "I" is also the only allowable entry on a Req Type of "PR" and "IA".
Purchase orders will be automatically faxed to vendors if the vendor has a fax number on file. If a fax number is not on file, the purchase order will be printed in Purchasing. There is no need for you to select a Handling Code unless you want the PO to print in Purchasing (Check with Order, Confirming Order, or Invoice Attached.)
The Hold for field is only used in conjunction with the handling codes of C and H.
The Bill To address will default to the Accounts Payable address. This address may not be modified unless the address you are selecting has been setup in hte Bill To address file.
In the Vendor ID field, input the vendor number of the vendor from which you are purchasing your items.
Press the PF1 key to activate the Vendor Search Facility. Please Note: When looking for a person's name, you must type Last Name first followed by a ; (semi colon). If the vendor is not in the vendor file, you may propose the vendor by pressing the PF6 key and inputting the vendor name and address.
The PO Effective Date is an optional field that is used when you are requesting that the PO be effective on a certain date. It becomes a required field when creating a requisition type BL. When creating requisition type PR or IA, this field is labelled as Vendor Invoice Date and is a required field.
The PO Expiration Date is only used when creating a requisition type BL. The system defaults the date of 12/30/2099, but it is modifiable. In the instances of requisitions with 04xx cost centers you will change this date to reflect the ending date of the grant.
The Expected PO Close Date is an optional field in which the user is specifying an anticipated close date for the PO.
The Const and MOF fields are used to identify whether or not the requisition is construction related. The system will default to N (No).
The Delivery Cd is an optional field in which you may specify to the vendor a delivery statement on the purchase order. When this field is used, the Date field will be required.
The Univ Logo Item field defaults to N and should be changed to Y when the requisition contains an item that falls under the University Licensing Program.
The Reference ID is an optional field that allows you to group and find requisitions by a particular identification number that you have input.
The Supporting Doc field is used in those instances when you are going to have supporting documentation routed to Purchasing through conventional means.
The Customer ID is an optional field in which you may input the customer number a vendor has for you. This number will print on the purchase order.
The Sales Tax ID field is used in those instances when your department has a valid sales tax ID and is purchasing items for resale, or when your department is tax exempt. When this field is used, the Type field will become a required entry.
Your User ID will be displayed in the Dept Rep field along with your budgetary unit code in the BU field.
Press PF10 to save the requisition header. A requisition number will be displayed in the banner. If you are creating a requisition from a paper document, you will want to write this requisition number on your document for tracking purposes. You are now ready to create the requisition lines by following Step 2.

Step 2: Creating the requisition lines (REQL)

Type "REQL" in the Command field, an in the Action field type an A (Add). You should still have your requisition number in the Req No field. Tab to the requisition line field (the second block of the Req No field) and input the first requisition line number (1); press Enter.
The Desc is a required field in which you input the first 40 characters of the item you are requesting. You should get into the habit of using this field more as a bullet specifying what is being purchased. These 40 characters will be displayed on various list facilities. If additional text is required, press the PF9 (EItmD) key to continue adding your description. Press PF10 to save any extended item description you created.
The Vendor Item No field is an optional field in which you may input a vendor's number for a particular item.
The Commodity is a required field in which you will input the Commodity Class Item Code for the item you are purchasing. Press PF1 while cursor is in this field to activate the commodity search facility. Type a word that describes what you are purchasing. For example: "desk". Press Enter and a list of commodities will be displayed that have the keyword of "desk". You will select the commodity that best describes your purchase. If you are not sure of the appropriate code to use, you may input "99999," which will result in your requisition routing to a Buyer for approval.
The Qty field is required entry for you to input the quantity of the items you are requesting.
The UM field is a required entry for you to input the appropriate unit of measure.
Note: If you are going to perform dollar receiving, you will input a $ sign in this field. Blankets will require you to input a $ sign.
The Unit Price field is where you will enter the unit price for the item you are requesting.
Note: If you are creating a blanket and have chosen NOT to encumber funds, only input $1.00 in this field.
The Item Freight field is available for entry of freight for a line item. If you input a freight amount at the header, the prorated freight will be displayed at the line once you press Enter.
The Tax field will display tax, if applicable, when you press Enter to validate.
The two (2) Keyword fields are optional ones in which you may input up to two keywords for the item you are requesting. This allows you to group and find items by the keyword you used.
The Dept Stock No is an optional field in which you may enter a stock number for your item.
The Packed By field is an optional one in which you may input how the items will be packaged.
Press PF10 to save the line. Repeat the above steps for all additional lines you are creating. You are now ready to proceed to Step 3.

Step 3: Submitting the requisition for approval (REQT)

Type "REQT" in the Command field. In the Action type an S (Submit). You should still have the requisition number in the Req No field. Press Enter to validate.
Certain pieces of header information from the requisition will be displayed along with the requisition lines. You can also revise the Tolerance %, Const, or MOF if you desire.
Press PF10 to submit the requisition via TARGET for electronical approval.