How To Make A Requisition Online On A Computer At Spartanburg Technical College

Transcription

1 Spartanburg Technical College ONLINE REQUISITIONS 5/20/2005 ONLINE REQUISITIONS.doc Page 1 of 9

2 HOW ONLINE REQUISITIONING WILL WORK Complete the online requisition and include all pertinent information. Forward the requisition to the Dean or Director of your Department. If not approved Executive Vice President approves and forwards requisition to the Dir. of Administrative Services. If not approved Dean/Director approves and forwards requisition to Executive Vice President. If not approved Dir. of Administrative Services approves and forwards the requisition to Purchasing. Purchase order is sent to vendor. Requisition is converted to a purchase order. 5/20/2005 ONLINE REQUISITIONS.doc Page 2 of 9

3 CREATING A REQUISITION 1. Upon Entering the REQM screen, the first dialogue box will be: If you are creating a new requisition, enter A for Add. If you are returning to work on a previous requisition, enter the requisition number here. Press ENTER on the next two messages that appear if you entered an A. 2. Complete the required fields on the REQM screen: Begin by entering your name as the Initiator. You can enter your Social Security Number to avoid the resolution screen. Enter the AP Type of TR. Type the name of the Vendor in the Vendor ID Box. You may type the first few words in the vendor name accompanied by a to show all matches. For instance: If you were looking for Advance Auto, and Advance was entered, you may receive choices ranging from Advance America to Advanced Video & Repair. The more information you enter, the better. If at all possible, keep up with your Vendor ID numbers for future reference. More about Vendors: Try several different vendor name possibilities if you receive a Not Found message. The South Carolina Association of College Stores may be in the database as SC Association of College Stores or perhaps an abbreviation: S.C.A.C.S.. 5/20/2005 ONLINE REQUISITIONS.doc Page 3 of 9

4 If you are unable to find your vendor, contact the Purchasing department. Terms will default to 01 for Net 30. Do not change this unless the purchase is a prepay, in which case you would enter 09. Click on the arrow next to Line Items. This is the DETAIL button. This will take you to the RQIL screen to add line items. 3. Add line items to your requisition. 5/20/2005 ONLINE REQUISITIONS.doc Page 4 of 9

5 To begin adding line items, click on the first detail button. This screen will later serve as the item summary. Enter Specific Description Estimated Price Vendor Part No# (if available) Quantity Full Account Number You have the ability here to enter more than one account number and split the cost in the GL Amt field. OBJECT CODES: 5/20/2005 ONLINE REQUISITIONS.doc Page 5 of 9

6 52010 Office Equipment Repair Data Processing Services Education & Training Services Printing, Binding, & Advertising Other Contractual Services Office Supplies Data Processing Supplies Educational Supplies Food Supplies Major Supplies Other Supplies Dues & Memberships Travel In-State Registration Fees Out-of-State Registration Fees 56**0 Equipment- Cost of item must be > $5, Office Equipment Data Processing Equipment Educational Equipment Non-Capitalized Equipment (cost $1,000-$5,000) Other Equipment When you are finished with your line item, click on the disk at the top of the screen. This saves your work. It also opens a new screen for a new line item. If you have entered all of your line items, click the CANCEL button (red X). 4. Return to the main screen. Click the SAVE button to return to the previous screen, where you should now have a summary of your line items. 5/20/2005 ONLINE REQUISITIONS.doc Page 6 of 9

7 If you forgot a line item and need to add it, you can return to RQIM by clicking on the next available DETAIL button. Click the Save button once again to return to the main screen, REQM. 5. Set the next approval. Back on the REQM screen, next to the Approvals field, click on the DETAIL button. Enter the name of the next person who should receive this requisition for consideration, then SAVE. 6. Finish the requisition. 5/20/2005 ONLINE REQUISITIONS.doc Page 7 of 9

8 Set the Done field to YES. The system will then give you your requisition number: Make sure you take note of the number. 7. Print the requisition (for your records, if desired). Go to the RQSP screen and enter your requisition number at the lookup. Now just SAVE through the rest of the screens. 5/20/2005 ONLINE REQUISITIONS.doc Page 8 of 9

9 8. Checking on the progress of your requisition. It will be the initiator s responsibility to check on the status of the requisition. This is done through an Inquiry screen RINQ. Enter the requisition number at the lookup. There are three possible statuses: Not Approved this means that someone in the chain of approvals has not yet approved or has refused to approve the requisition. If it has been several days since you created the requisition, you should assume that it was denied for some reason. Outstanding the requisition has been approved by all parties, but has yet to be converted to a purchase order. PO Created the requisition has been converted. 5/20/2005 ONLINE REQUISITIONS.doc Page 9 of 9