Purchasing Quick-Reference

May 1999

Requisition Types

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:

Using the Right Command

To initiate a command, you can select it from a menu or type the command in the Command field. Below is a list of commands related to establishing and maintaining requisitions, and a description of how each command is used.

Requisition List Facilities

• 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. See the User's Manual for information on processing these requisition types.)

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. This is a required 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.
• 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.
• 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. More information on the Vendor Search Facility is available in the Departmental User's Manual.
  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. More information on entering a proposed vendor may be found in the Departmental User's Manual.
• 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. 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 Action of A (Add), and input the requisition number in the Req No field. Then 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. Please refer to your User's Manual for further information on commodity codes. 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.
• 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 (if you have not put $1.00 in the Item Freight 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, input an Action of S (Submit), input the requisition number in the Req No field, and press Enter.
• 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 approval.

Acknowledging Receipt of Goods and/or Services

Performing dollar receiving (DRPO)

• Type "LLPO" in the Command field, tab to the PO No field and input the purchase order number you are receiving against, and press Enter.
• The lines of the PO will be displayed. If invoices have been received against the lines, the command "LUIP" will be displayed next to the line number. If no invoices have been received, the command "DRPO" will be displayed.
• If invoices have been received, select the lines and press PF2. (Suspd). The system will take you to the list which displays the invoice totals. If your receipt matches one of the totals, select the appropriate total and press PF2. The system will take you to the DRPO function with an Action of A to add the receiving entry.
• If there is no match, select the *NO MATCH* and press PF2. The system will take you to the DRPO function with an Action of A to add the receiving entry, but will not match it to any of the other invoice entries.
• Input the amount you are receiving in the Amt Received field, unless already displayed from a match.
• The current date will be displayed in the Dt Received field, but this date is modifiable if you received this prior to the current date.
• The Ticket No is an optional field in which you may input a ticket number, receipt number, etc. if you have one.
• The Comm field is an optional one in which you may enter a comment regarding this entry. In the instance of receiving against a blanket, it would be a good idea to put a brief description of the items that were purchased for later reference.
• Press PF10 to save the receiving entry.
  Note:  When performing dollar receiving you are giving automatic approval to pay the invoice when you enter the receiving entry.

Performing quantity receiving (QRPO)

• Type "LLPO" in the Command field, tab to the PO number field and input the purchase order number you are receiving against, then press Enter.
• The lines of the purchase order will be displayed. The command “QRPO" will be displayed beside each of the PO lines. Mark the lines you wish to receive against and press PF2. (Suspd). The system will take you directly to the QRPO function with an Action of A to add the receiving entries.
• Input the quantity you are receiving in the Received Qty field.
• The Date Received defaults to the current date, but is modifiable.
• The Ticket No field is an optional one in which you may input a ticket number, receipt number, etc. if you have one.
• The Payment Approval Cd is a required field in which you must designate whether or not approval is given to pay the invoice for this item.
  By pressing the PF1 key, the following choices are available:
  1. G Good, Payment is approved for the Qty Received
  2. D Damaged, HOLD Payment
  3. I Installation not complete, HOLD Payment
  4. S Shipment incorrect, HOLD Payment
  5. F Further follow-up action required, HOLD Payment
• The Comm field is an optional field in which you may input a comment regarding the receiving entry of this item.
• Press PF10 to save the receiving entry.

Purchase Orders that DO NOT Require Receiving

• Travel Authorizations
• Travel Related purchase orders assoc with a TA
• Invoice Attached Orders
• Check with Orders

Finding the PO Number(s) for your requisition

1. Type "LPOR" in the Command field, tab to the Req No field and input the appropriate requisition number, then press Enter.
2. If a purchase order has been issued for the requisition you specified, it will be displayed along with the following information:
   • PO Effective Date
   • PO Amount
   • Contract Number (if applicable)
   • Bid Number (if applicable)
   • Expensed Amt (if applicable)
   • PO Cd
   • PO Status
3. If you would like to then look at the big picture of the purchase order, you can select the PO and go to the list function LLPO (List Lines of a Purchase Order) to view the purchase order header and line information.