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Requisitions are created to allow the user to request stock or miscellaneous items that are needed for a School or Board from the Shopping Cart. Requisitions may be entered for different vendors. A requisition number will be system generated for each vendor upon successfully saving the requisition. Once the items are reviewed and checked out, they become requisitions. Requisitions are posted as pre-commitments.
Some requisitions require approval based on user settings. If a user with requisition approval creates a requisition, the requisition will be auto-approved.
There are four screens that may be used to create a Requisition:
•Cart
Note: Click on any one of the above links to learn more about that section.
These sections are displayed along the top panel of the Shopping Cart Requisitioning screen.
Use the following steps to create a Requisition:
1. Click on the Business tab, click Requisition, and select Shopping Cart.
Note: The Shopping Catalogue is selected by default.
2. Click on the Search By drop-down menu and select Description or Stock Number.
3. Type part of the description or stock number in the field to the right of the Search By drop-down menu.
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4. Click on the Search button.
Note: All items related to the description provided will display in the grid.
5. For items showing a drop-down menu in the Attributes column, click on the drop-down menu to select attributes of a particular item (colour, fabric etc.)
Note: An attribute option must be selected if the item displays one before the item can be added to the Cart.
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6. To include more than one of the same item, in the Quantity column, change the number to the quantity needed.
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7. Check the corresponding selection box beside the item(s) and click Add to Cart for item to be added to the shopping cart.
Note: The Cart will now display the number of items that have been selected.
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8. To search and add more stock items, click on the Clear All button and follow steps 2 through 7.
9.
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If |
Then |
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An item is not found in the Shopping Catalogue |
1. Proceed to Miscellaneous Requisition hyperlink to get next steps. |
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All items have been added |
1. Proceed to Cart hyperlink to get next steps. |
10. Click on the Miscellaneous Requisition button.
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11. In the Miscellaneous Requisition dialog box, click on the Buyer drop-down menu to select an option.
Note: Fields highlighted in yellow are mandatory and cannot be left blank.
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12. Enter the Quantity.
13. If applicable, enter the Vendor or click on the Search icon to search for a Vendor.
Note: Refer to How to use Vendor Search for more information on how to use this feature.
14. Enter the Unit of Measure.
15. Enter the Unit Price.
16. If applicable, enter the G/L Account or click on the Search icon to search for a G/L Account.
Note: Refer to How to use G/L Search Wizard for more information on how to use this feature.
17. click on the TAX drop-down menu to select an option.
18. Enter a Description of the miscellaneous item.
19. click on the Add to Cart button. A message will display indicating: The item has been added to the cart successfully.
When all necessary items have been added to the Cart, review the items in the Cart before checking out. This screen is used to allow the user to make last minute changes before checking out the chosen items.
20. Click on the Cart button.
Note: All items that were selected will display.
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21. Review items in the Cart.
22. If applicable, update the Quantity of any of the items and click on the Save icon.
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23. If applicable, remove an item by selecting the Delete icon.
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When all the items have been reviewed, the next step is to checkout and complete the requisition.
24. Click on the Checkout button.
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The Checkout screen has four steps:
2.Review
3.Summary
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This is where the user will select the location to which the items will be shipped to.
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25. Click on the Ship to Location drop-down menu to select an option.
Note: If the location is not listed in the drop-down menu, select --Choose Location-- to enter a new shipping location.
26. Enter Address 1.
27. If applicable, enter Address 2.
28. Enter the City.
29. Click on the Country drop-down menu to select an option.
30. Click on the Province drop-down menu to select an option.
31. If applicable, enter the Postal and Ext.
32. If applicable, enter the Building, Department, Room and/or Attention to.
33. Click on the Continue button.
This is the final opportunity for the user to review and make any changes to the items in the Cart.
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34. Enter the G/L account or click on the Search icon to search for a G/L Account.
Note: Refer to How to use G/L Search Wizard for more information on how to use this feature.
When the G/L has been selected for an item, all items with a blank G/L will also auto-populate with the same G/L. If a different G/L is required, follow Review step 1 for each item.
35. If applicable, update the Qty.
36. If applicable, update any of the following fields for miscellaneous items: Stock Info, Buyer/ Vendor, G/L /Tax, Qty, Price and/ or Measure.
Note: The Stock Info, Buyer/ Vendor, Tax, Price and/ or Measure fields can only be updated for Miscellaneous items.
37. Click on the Save button beside each item where updates were made.
38. If applicable, remove an item by selecting the Delete icon.
39. Click on the Continue button.
This is where the user can see the summary of items to be purchased, with totals and taxes included, before the order is finalized.
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40. If a note is required, click on the Note Type drop-down menu to select who the note is directed to.
41. Enter a note in the Note field.
42. Click on the Continue button.
The requisition(s) have been created. The user can now view the items.
Note: If the requisitions require approval, a message will automatically be sent to the approver for Approval. Once the requisition is approved, the item is routed to the Buyer’s in basket, where it will be reviewed and turned into a purchase order.
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