REQUISITION TYPES Standard PO Requisition Blanket PO Requisition Warehouse Requisitions Warehouse Return

Transcription

1 REQUISITION TYPES Standard PO Requisition This requisition is processed for items that are purchased from outside vendors. Each line item is described with the requested order quantity. These orders are routed to the warehouse for receipt verification for each line item. Blanket PO Requisition A blanket requisition is issued when no physical receipt is involved. Individual line items are not required for receipt by the warehouse. These requisitions are processed for maintenance contracts, repairs, travel, conference or other services. Warehouse Requisitions This requisition is used for ordering goods from the F.S.U.S.D. warehouse. Competitive bids are requested for all inventory items. Warehouse Return A requisition must be completed for any inventory stock items that are being returned from a department or school to the warehouse. Inventory adjustments are created and accounts are credited by this process.

2 HOW TO PROCESS A REQUISITION STANDARD PO REQUISITION Step 1 Step 2 Add the Requisition At the Main Menu, go to the Requisitions pull-down menu. Select - Standard PO Req by pressing S A blank, new requisition will appear on the screen. The following information should be completed: Requisitioner Order Site Ship to Site Room Info Vendor Vendor Address Name of the requisitioner Location code number for the department or school site Defaults to warehouse Delivery destination room (optional) Provide a brief description summary for the order Number of vendor SHIFT ENTER for lookup Is defaulted, change if necessary SHIFT ENTER Step 3 Add Line Items Press F2 to access this screen The cursor will be at the QTY field. You would then enter the requested quantity, cost and unit of measure (example: each, dozen) Use the TAB key to move from field to field. After completion, you can press F2 to add additional line items. If all required items are listed, press F3 to save the line item, Then press F4 to return to the requisition page Step 4 Assign Account Numbers The cursor is at the ACCOUNT # field enter the applicable account code number. If you do not know the account code, press SHIFT ENTER to get a lookup window of your valid accounts. To select an account from the lookup window, highlight it and press ENTER then press ENTER again to move to the account amount field. Step 5 Saving and Submitting Requisitions To submit completed requisitions for approval, press SHIFT F3 To save a requisition without submitting, Press F3 (not Shift F3)

3 HOW TO PROCESS A REQUISITION BLANKET PO REQUISITION Step 1 Step 2 Add the Requisition At the Main Menu, go to the Requisition pull-down menu Select Blanket PO Req. by pressing B A blank, new requisition will appear on the screen. The following information should be completed: Requisitioner Name of the requisitioner Order Site Location code number for the department or school site Ship to Site Defaults to warehouse Info Provide a brief summary of the order Vendor Number of vendor ( SHIFT ENTER for lookup ) Vendor Address Is defaulted, change if necessary SHIFT ENTER Step 3 Enter complete descriptive information in the notepad field. Press ENTER to move from line to line. Press TAB to exit this field. Example: If Request you are scheduling for a conference a conference, should include enter the the following information: Who Who Name Name of person of person attending attending the conference the conference What What Name Title of of the the conference Where Location for this event- specific place, address information When Date and time for this conference Step 4 Press PG to get to the Accounting Page. The cursor will be located at the TOTAL COST field. Enter the total cost of the order. Press TAB to move to the ACCOUNT # field Step 5 Step 6 Assign Account Numbers Enter the account number that should apply for payment purposes for this order. Saving and Submitting Requisitions To submit completed requisitions for approval press SHIFT F3 To save a requisition without submitting, Press F3 (not shift F3)

4 HOW TO PROCESS A REQUISITION WAREHOUSE REQUISITION This type of requisition is used to request items from the district warehouse. A large inventory supply is maintained for items that are ordered on a regular basis. Competitive bids are secured on an annual basis to secure the lowest pricing. Step 1 Step 2 Step 3 Step 4 Step 5 Add the Requisition At the Main Menu, go to the Requisitions pull-down menu. Select Add Warehouse Req by pressing W The following fields should be completed on the requisition screen: Requisitioner Name of the requisitioner Order Site Location code number for the department or school site Ship to Site Delivery location number (defaults to order location) Info Brief summary of order Room Delivery destination room (optional) Enter line items by pressing the F2 key Enter the Stock Item Number The cursor will automatically be placed at the item # field. Enter the applicable stock number and press ENTER Quantity The cursor will automatically be at the QTY field. Enter the required quantity for this stock item. The full description will then appear on your screen. Incorrect stock numbers can be revised by using the SHIFT TAB keys until the cursor lands in the ITEM # field again. The correct stock number can then be input. Step 6 Save or continue adding line items If additional line items are not required, press F3 to save and return to the requisition page. To add additional items, press F2 to save the current line item and add another line item. After completion of all necessary line items, press F3 to save these items and return to the requisition page. Step 7 Step 8 Assign Account Numbers The cursor will then be at the ACCOUNT # field. Enter the account number that will apply for these expenses. Saving and Submitting Warehouse Requisitions The final step will be to submit your requisition for approval, press SHIFT F3. To submit at a later time for approval, press F3 to save only.

5 REQUISITION STATUSES A requisition will have many statuses from creation to final completion. The picture below will illustrate the graphic representation for this cycle: Complete Requisition Expensing Invoices Warrant Paid Partial Needs Invoice Approved Order Open Submitted Will Print Purchase Printed OPEN SUBMITTED APPROVED DENIED WILL PRINT PRINTED NEED INVOICE EXPENSING COMPLETE CLOSED OUT CANCELLED First Status The user may edit the requisition The requisition is then in a pending status for approval Authorization has been provided for this expenditure This request was not approved The requisition has been approved / print is pending. The purchase order has been printed Order has been printed, encumbered and received. Invoice pending Invoice total has been received but is not fully paid Full payment was processed, the order is received (when required) Order has been closed at less than the purchase order amount The requisition or purchase order has been cancelled

6 WORKSHOPS AND CONFERENCES A blanket PO requisition should be processed for all workshops, conferences and seminars. Adequate time must be allowed for district processing, U.S. mail delivery and vendor confirmation. The registration forms must be properly completed prior to submittal to purchasing. NECESSARY STEPS Workshops/Conferences 1. Input a blanket requisition into the Escape system Include the following information: a. Title of workshop or conference b. Date(s) for the workshop or conference c. Names of authorized personnel scheduled to attend d. Where the workshop or conference will be held 2. Complete all required information on the registration forms. 3. Reference the requisition number in the upper right hand corner of the registration form 4. Route the completed registration forms to purchasing. 5. Attach any workshop or any conference flyers for reference purposes. Out of State Travel Requests All out of state travel will require authorization by the Governing Board. Travel Reservations 1. Name of person(s) scheduled for the trip 2. Describe purpose of trip 3. Date of departure and return date Separate requisitions should be submitted for airline or hotel reservations. Reimbursement requests are prepared for meals and mileage (original receipts are required). Requisitions will not be processed if you do not complete all required information: Who What When Where Requisition forms must be completed and routed to the Purchasing Department. Write the applicable requisition number in the upper right hand corner of the form.