How To Guide to Create a Recurring Requisition

Transcription

1 How To Guide to Create a Recurring Requisition The How To Guides are a series of user-friendly documents designed to help users of the PECOS System to carry out everyday activities. They are intended to help carry out common tasks quickly, with hints and tips where possible. To ensure that the How To Guide you are using is the most recent, please check the date in the bottom right corner of this document and compare it with the date shown in the How To Document Update list on the web site below: If you need help using the system, then please the Finance Systems Helpdesk: epsusers@ed.ac.uk Update Summary The aim of this document is to detail how to create, save and edit a recurring requisition, which enables requisitioners to order quickly from a list of items which have been set-up previously and which have been coded with specific financial tracking information. Recurring requisitions can be set-up for both catalogue items and non catalogue items, but not for external market (website) suppliers. Overview To create a recurring requisition you simply create a requisition, populate it with the correct financial tracking information and save the requisition as a recurring requisition. You can then select the items you wish to order from the list created. Financial tracking information is held within the recurring requisition, and catalogue pricing updates automatically when the catalogues are updated in eps. Creating the Recurring Requisition a) Search for and add the items you wish in your recurring requisition. b) Click on the requisition to view the items you have added. c) Ensure the items added to your requisition are correct. d) Ensure the financial tracking information is entered, including all default codes which may require to be changed. e) Click Save. HTG 9 - Creat a Recurring Requistion Last updated 07/09/2009

2 f) Click Save as Recurring. The Save as Recurring Requisition screen is displayed. Type - Enter a Type in the white box to build the drop down list. The Type should be something unique as you can filter on this field later to find your recurring requisition easily. Group - Select Private from the drop down list. Name - Give your recurring requisition a name that explains what is in the list e.g. stationery items purchased against ZA000 RZZ6204. g) Click Save. h) Recurring Requisition Saved will be displayed. HTG 9 - Creat a Recurring Requistion Last updated 07/09/2009

3 Using a Recurring Requisition a) Click on Recurring Requisition from the Application Toolbar. b) You can filter the list by choosing your Type from the drop down list, or by choosing Private from the Group drop down list.. c) Click onto the Recurring Requisition Name link (blue and underlined). d) Select the items you wish to re-order by clicking in the Add check box to the left of each item e) Click on the blue Add button at the top of the page when you have selected your items. The items should now be added to the Requisition screen, with the pre set quantities. f) Change the quantities/financial tracking information if required. g) Click Submit. N.B. Recurring Requisitions hold the financial tracking information. Quantities can be changed either before or after adding the items. HTG 9 - Creat a Recurring Requistion Last updated 07/09/2009

4 Editing/Changing a Recurring Requisition If you wish to change or edit a recurring requisition set up previously, you must first add the whole recurring requisition back into the requisition screen where it started. You can then make any changes you wish. When you save the recurring requisition you will be given the opportunity to save it with the same name, overwrite or give it a new name. a) Click on Recurring Req from the Application Toolbar. b) You can filter the list by choosing your Type or choosing your Group from the drop down list. c) Click on the Add button to the left of the Recurring Requisition you wish to change/edit. The whole recurring requisition will now be added back into the requisition screen. d) Make any changes you wish e.g. add a new item, delete an item, change a quantity. e) Once the changes have been made ensure the financial tracking information is correct on all lines. f) Click Save As Recurring at the top of the screen. Notice the boxes are pre-entered. g) Enter a new name to create a new recurring requisition. HTG 9 - Creat a Recurring Requistion Last updated 07/09/2009

5 Or h) Leave the name the same if you wish to overwrite and update the recurring requisition already on the system with this name. i) Click Save. j) Click OK in the pop up window to confirm the overwrite. k) Recurring Requisition Saved will be displayed. HTG 9 - Creat a Recurring Requistion Last updated 07/09/2009