Requisitions

Requisitions are used in organizations that have a dedicated Purchasing Department. A requisition is entered by your users to request goods or services they require. The Purchasing Department can then determine the best supplier for the requested items and centralize the purchase of items.

Requisitions are used with purchase orders. Depending on your configuration, requisitions often require less information than purchase orders because at this stage, users are not normally certain of the supplier or the cost of the items. As with purchase orders, you can create requisitions from service orders, work orders or add them individually.

This article includes:

• Add a Requisition
• Add Items to a Requisition
• Add a Non-Inventory Item to a Requisition
• Add Items From a Market List to a Requisition
• Edit a Requisition
• Delete an Item From a Requisition
• Create a Purchase Order From a Requisition
• Copy a Requisition
• Close a Requisition
• Cancel a Requisition
• Delete a Requisition
• Requisition Security

Add a Requisition

1. Click the Requisitions link from the Main Menu. The Requisitions screen opens.
2. Click the Add button. The Add Requisition screen opens.
3. Enter the necessary information:
   • Description – Name for the requisition. Defaults to Requisition.
   • Supplier – Supplier for the requisition.
   • Supplier Contact – Contact for the supplier for the requisition.
   • Department – Department that needs the requested items. Defaults to the department assigned to the requester. Department is required if the PO/Requisition Department Required check box is checked on the Purchasing Configuration screen.
   • Event/Job – Event or job that needs the requested items.
   • Required On – Date the items are needed.
   • Date - Date the requisition is created. Defaults to today's date.
4. Expand the Additional Information section.
5. Enter the necessary information:
   • Function – Function for the requisition. Only available if an event/job is selected.
   • Order – Order for the requisition. Use the magnifying glass next to the Order field to search for an order number.
   • Space – Space where the item(s) are needed. Defaults to the space selected in the Spaces drop-down on the Edit User screen. If no space is found, the space selected in the Space drop-down on the Purchase Configuration screen is used.
   • Currency - Currency for the requisition. Defaults to the currency set for the supplier account on the A/P Demographics screen.
   • Requester - Person asking for the items in the requisition. Defaults to the user adding the requisition if the Default Requester to User check box is checked on the Purchasing Configuration screen.
   • In/Out Date - If checked, enter the exact date and times for the requisition item(s). Informational purposes only.
6. Click the Save (disk) button. The screen saves and updates to the Edit Requisition screen.

Add Items to a Requisition

1. On the Edit Requisition screen, select the Requisition Items tab.
2. Click the Add button. The Add Requisition Item screen opens.
3. Enter the necessary information:
   • Item – Inventory item to request. If it is not an inventory item, select Non-Inventory Item from the drop-down.
   • Description – Defaults to the inventory item description if an inventory item is selected. If a non-inventory item is selected, enter a description of the item.
   • Units – Number of units to request for the item. If necessary, update the unit of measure for the item in the drop-down.
   • Unit Cost – Unit cost of the item. Depending on your configuration, the cost is before or after taxes or set as Nontaxable in the Taxable drop-down.
   • Extended Cost - Total cost of the item.
   • Event/Job – If you selected an event or job on the Add Requisition screen, the event/job defaults into the field and you cannot change it. If you did not select an event or job on the Add Requisition screen, you can select an event or job for the requisition item.
   • Department – If you selected a department on the Add Requisition screen, the department defaults into the field and you cannot change it. If you did not select a department on the Add Requisition screen, select the department needing the requisition item.
   • Required On – Defaults to the Required On date entered on the Add Requisition screen. You can update the date if necessary.
   • Supplier – If you selected a supplier on the Add Requisition screen, the supplier defaults into the field and you cannot change it. If you did not select a supplier on the Add Requisition screen, select the supplier for the requisition item.
   • Supplier Item Number – Defaults to the supplier’s item number configured for the inventory item.
   • GL Account – GL account for the expense (or stock) account. If more complex distribution is required, select the Distribution tab and click the Distribution button to insert additional distribution rows. If an account is selected from the GL Account Description drop-down, the GL account number defaults into the field.
   • GL Account Description – GL account for the expense (or stock) account. If more complex distribution is required, select the Distribution tab and click the Distribution button to insert additional distribution rows. If an account number is entered into the GL Account field, the description of the GL account displays.
   • Taxable – Select if the item cost does not include taxes (Exclusive), includes taxes (Inclusive), or if the item is not subject to taxes (Nontaxable).
4. Expand the Additional Information section.
5. Enter the necessary information:
   • In/Out Date – In and out dates for the item. Informational purposes only.
   • Function - If you selected a function on the Add Requisition screen, the function defaults into the field and you cannot change it. If you selected an event or job on the Add Requisition screen and did not select a function, you can select a function for the requisition item. If you did not select an event or job on the Add Requisition screen but you selected one on the Add Requisition Item screen, you can select a function for the requisition item. You must select an event or job to select a function.
   • Asset – Asset to assign to the item. Assigning an asset to the item marks the accounts payable voucher journal entry as an asset which allows you to import it against the asset and increase the book value of the asset.
   • Space – Defaults to the default space for a stock inventory item, but you can change it to the space the item is receipted to.
6. Click OK to add the item to the requisition. You return to the Edit Requisition screen.

Add a Non-Inventory Item to a Requisition

You can add requisition items not in your inventory list. These are often items you only order once or are not usually consumable items (class 2 or 3). When you enter a non-inventory requisition item, you are responsible for entering the GL account distribution and tax information. Adding non-inventory items is controlled by the Allow Adding of Non-Inventory Items access privilege.

1. On the Edit Requisition screen, select the Requisition Items tab.
2. Click the Add button. The Add Requisition Item screen opens.
3. Select Non-Inventory Item from the Item drop-down.
4. Enter the necessary information for the non-inventory item.
5. Select the Distribution tab.
6. Click the Add button. The Add Requisition Item Distribution screen opens.
7. Enter the GL account information for the requisition item.
8. Click OK.
9. Repeat steps 6-8 for all necessary GL accounts in the distribution.
10. Select the Taxes tab if using taxes. If you do not use taxes, proceed to step 13.
11. Click the Add button. The Add Requisition Taxes screen opens.
12. Select the tax resource from the Resource drop-down.
13. Click OK. You return to the Edit Requisition Item screen.
14. Click OK.

Add Items From a Market List to a Requisition

1. On the Edit Requisition screen, select the Requisition Items tab.
2. Click the arrow next to the Add button.
3. Select Add Items From Market List. The Add Items From Market List screen opens.
4. Select the market list with the items you want to add from the Market List drop-down. The Requisition Market List Items tab displays with the items from the market list.
5. Enter the date you need the items into the Required field.
6. Select the Requisition Market List Items tab.
7. Enter the Units into the Units field for the item you want to add. Repeat for each item.
8. Update the cost in the Unit Cost field for each item.
9. Click OK.

Edit a Requisition

The information available for editing on a requisition depends on the requisition status:

• Entry - All information is editable.
• Awaiting Approval or Open - You can edit the information if you have access to the approval level and for the amount of the requisition. If you do not have access to the approval level or the amount, you cannot make changes.

If you change the following fields on a requisition, the requisition is reset to an Entry status and needs to go through the approval process again:

• Supplier
• Event/Job

If you change the following fields on a requisition item, the requisition is reset to an Entry status and needs to go through the approval process again:

• Description
• Event/Job
• Supplier Item
• Unit of Measure
• Unit of Time
• Increase in Unit Cost
• Increase in Units
• Increase in Freight
• Increase in Extended Cost
• Increase in Time Units
• Distribution

If you change the supplier for a requisition or requisition item, taxes are recalculated if necessary. If you add additional items to a requisition at an Awaiting Approval status, it is set back to an Entry status and needs to go through the approval process again. You cannot add additional items to a requisition at an Open status.

You can edit requisitions entered by other users if you have the necessary approval level and amount access.

To edit a requisition:

1. Click the Requisitions link from the Main Menu. The Requisitions screen opens.
2. Select the requisition to edit.
3. Right-click and select Edit. The Edit Requisition screen opens.
4. Edit the necessary information. The available fields depend on the rules above.
5. To edit a requisition item:
   • Select the Requisition Items tab.
   • Select the item to edit.
   • Right-click and select Edit. The Edit Requisition Item screen opens.
   • Edit the necessary information.
   • Click OK.
6. Click OK. Based on the rules above, the status may update to Entry.

Delete an Item From a Requisition

You can delete items that are at an Entry or Awaiting Approval status. To delete an item from a requisition:

1. Click the Requisitions link from the Main Menu. The Requisitions screen opens.
2. Select the requisition with the item(s) to delete.
3. Right-click and select Edit. The Edit Requisition screen opens.
4. Select the Requisition Items tab.
5. Select the item(s) to delete. Use Ctrl+Click or Shift+Click to select multiple items.
6. Right-click and select Mark For Delete.
7. Click OK.

Create a Purchase Order From a Requisition

You can create a purchase order directly from requisitions at an Open status (the requisition is fully approved).

1. Click the Requisitions link from the Main Menu. The Requisitions screen opens.
2. Select the requisition to created into a purchase order.
3. Right-click and select Tools -> Create Purchase Order. The Edit Purchase Order screen opens with the information from the requisition, including the requisition items. You can edit information if needed.
4. Click OK.

You can create a purchase order from multiple requisition items at an Open status (the requisition is fully approved) that have the same supplier, bill-to and ship-to accounts.

1. Click the Requisition Items link from the Main Menu. The Requisition Items screen opens.
2. Select the requisition items for the purchase order. Use Ctrl+Click or Shift+Click to select multiple requisition items.
3. Right-click and select Tools -> Create Purchase Order. The Create Purchase Order screen opens with the information from the requisition items. You can edit information if needed.
4. Click OK. The Edit Purchase Order screen opens with the requisition items. You can edit information if needed.
5. Click OK.

Copy a Requisition

1. Click the Requisitions link from the Main Menu. The Requisitions screen opens.
2. Select the requisition to copy.
3. Right-click and select Tools -> Copy. The Copy Requisition screen opens.
4. Enter the information for the new requisition.
5. Check the Copy Documents check box to copy the documents from the requisition to the new requisition.
6. Check the Copy Notes check box to copy the notes from the requisition to the new requisition.
7. Click OK. The Edit Requisition screen opens for the new requisition. Edit information as needed.
8. Click OK.

Close a Requisition

You can close requisitions that are at an Open status. You cannot reopen closed requisitions.

1. Click the Requisitions link from the Main Menu. The Requisitions screen opens.
2. Select the requisition(s) to close. Use Ctrl+Click or Shift+Click to select multiple requisitions.
3. Right-click and select Tools -> Close. You receive a message confirming you want to close the requisition(s).
4. Click Yes. The requisition updates to a Closed status. 

Cancel a Requisition

You can cancel requisitions that are at an Entry, Awaiting Approval, On Hold, Rejected or Open status. You cannot reinstate cancelled requisitions.

1. Click the Requisitions link from the Main Menu. The Requisitions screen opens.
2. Select the requisition(s) to cancel. Use Ctrl+Click or Shift+Click to select multiple requisitions.
3. Right-click and select Tools -> Cancel. You receive a message confirming you want to cancel the requisition(s).
4. Click Yes. The requisition updates to a Cancelled status.

Delete a Requisition

You can delete requisitions that are at an Entry, Awaiting Approval, On Hold or Rejected status. You cannot recover a deleted requisition.

1. Click the Requisitions link from the Main Menu. The Requisitions screen opens.
2. Select the requisition to delete.
3. Right-click and select Mark for Delete.
4. Click the Save button.

Requisition Security

Access to Requisitions

Access to requisitions is controlled by the Access to Requisitions access privilege. This includes the ability to add, edit, delete, copy and view requisitions. Roles and/or users assigned to the privilege can add, change, delete, copy and view requisitions if the value entered into the Value field is ALL. To allow only view access and not allow roles/user to copy requisitions, enter VIEW into the Value field. If no roles/users are assigned to the privilege, it is considered inactive and all users can add, change, delete, copy and view requisitions. If there is no value entered into the Value field the role/user does not have access to requisitions. 

Allow Access to Purchasing/Vouchers by Department

This access privilege controls who can view requisitions by department. Roles and/or users assigned to this privilege can view requisitions with departments they are assigned to view using the Assign Details option. If no roles/users are assigned to this access privilege, it is considered inactive and all roles/users have access to all departments' requisitions. If a user is assigned (activating the access privilege), all unassigned roles/users are unable to view any departments' requisitions.

Allow Cancel/Close Requisition

Cancelling and closing requisitions is controlled by the Allow Cancel/Close Requisition access privilege. Roles and/or users assigned to the privilege can cancel and close requisitions as long as the requisition item is not closed on a purchase order. If no roles/users are assigned to the privilege, it is considered inactive and all roles/users can close and cancel requisitions. 

View Requisitions

Viewing requisitions is controlled by the View Requisitions access privilege unless a role/user is assigned the Access to Requisitions privilege which automatically gives view access. Roles and/or users assigned to the privilege are able to view requisitions. If no roles/users are assigned to the privilege, it is considered inactive and all roles/users can view requisitions.