Objective. Overview. Prerequisites

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1 Module: Purchasing Topic: Requisition Entry and Processing How to Enter a Requisition Vanderburgh County Munis Version 11.2 Objective This document provides instructions on how to enter a requisition in the MUNIS Requisition Entry program. It highlights only the most commonly used fields and options used by Vanderburgh County. It assumes that the user may need to modify default information provided by the system, but uses a minimal amount of options available in the program. It is intended for a user who already has a basic understanding of the MUNIS requisition entry program. If you need help, please contact Terri Woodward at Overview By entering a requisition, you are requesting funds to make a purchase. As soon as the requisition is entered with an expense account, the funds are set aside, or encumbered in the General Ledger account. After the requisition is released, it goes through the approval process after which it is converted into a purchase order. The PO is sent to the vendor as authorization to provide the goods or services requested. Prerequisites Before you enter a requisition into Munis, the following information is helpful to know in advance: A vendor name or vendor number from which you would like to purchase the items. The proper General Ledger expense account(s) that will be used for the intended purchase. The quantity, price, and description of what the user would like to requisition. Page 1

2 Procedure 1. Open Requisition Entry program by first clicking on Tyler Menu. Select: Financials > Purchasing > Purchase Order Processing > Requisition Entry or Requisition Entry can also be found on the Munis Departmental Functions menu as shown below: Page 2

3 And this screen should appear: 2. On the ribbon, click Add and some fields will automatically populate as seen below: 3. Enter information on the Main tab: Field Dept/Loc Fiscal Year Requisition number General commodity General description Needed by Entered PO Expiration Receive by General Notes Description This will default to your department code. You may need to change this if you enter requisitions for multiple departments. If not, tab through. Tab through to accept the default. Tab through so the system can auto-populate the field. This is an optional field. Tab past this if you are not using commodity codes. Type in a description of the entire order. Enter a date to alert the vendor if you would like the item(s) by a specific date. Defaults to today s date. Defaults to 12/31/17 (end of fiscal year) unless changed. Defaults to Quantity. If needed, enter by clicking on the button, typing a note and saving. If you want this to print on the PO, be sure that the box is checked. In V11.2, you Page 3

4 Field Description must click on in the Menu ribbon to check the box. Example: Vendor Be sure to click on to save and click on to get back to the requisition screen. This is a required field. Either enter the vendor number or click on for a vendor. Helpful Hint - to search Use a partial name to search by typing the name and clicking. Example: and this will appear: ; select the vendor and click on and other vendor fields. to populate the vendor number PO Mailing Delivery method Remit Ship to Reference Will auto-populate if a vendor was selected. You may need to change this if the primary address is not where the PO should be mailed. Should default to Print. Only use if a vendor was selected. If the default remit is not correct, change it using to select the correct address. The ship-to address may default from Department Code FM. Tab through to the next field. If you need an item to be shipped to a location other than what defaults, you may change it. Enter if needed. (Ex. Attn: Joe Smith, 3rd floor) Page 4

5 Tab through all fields above in the Main screen to get to the Terms/ Miscellaneous screen shown below: 4. Enter information on the Terms/ Miscellaneous tab (Vanderburgh County users can tab through all the fields unless the default fields need to be changed). Discount Freight Freight methods/terms Bill to Bill to Special Handling Buyer Review Code Type Optional. Enter if receiving a percentage discount for the whole order. Optional. Enter the freight percentage for the whole order, if needed. Tells shipper if there are special shipping terms. Can change if needed. (Ex. Overnight mail, Fedex etc.) May default from Department Code FM. Change the code if the invoice should be billed to a different address. Insert a Bill To address if desired. Choose a special handling method if used. Some examples are Normal, Confirming, or Prepaid. Can also default from the Department Code FM. This is the person responsible for converting the approved requisition to a purchase order. Optional. Enter Review Code if needed. Defaults as Normal (one time Req and PO) Page 5

6 Purchase Order Contract number Contract Description Purchase Order number will appear here after Requisition has been converted. Optional. Enter Contract number here if Requisition is being entered against an existing Contract. The description is automatically completed by the program from the contract record, and you cannot update it 5. Click Accept to advance to the Line Detail section. Each Line Detail screen represents an item you would like to purchase. If there is more than one item, you will need to add multiple records on this screen. By default, you are brought to the first item you are requesting in Add mode. Page 6

7 6. Enter information on the Line Detail screen as seen above: Qty Unit Price UOM Freight Discount percent Description Defaults as 1, but can be changed to the number of units being requested. Enter the price per unit. The total will multiply the Qty times this price. The unit of measure for the item. Typical is Each or Lb. or Foot, etc. Enter a freight cost for just this line item (not the whole order), if needed. Enter a discount percent for just this line item (not the whole order), if used. Enter a description for the specific line item being purchased. 7. Tab through the remaining options to open GL Allocations at the bottom of the screen as shown: 8. Enter the GL expense account to which the item will be charged. Choose or enter the Org and Object (Project is not needed). Org may default to accounts based on the department code. Select Org: Select Object: 9. If the entire amount of this line item will be allocated to a single GL Account, verify the amount, and click to save that line item. Page 7

8 10. If you need to allocate the amount to more than one GL account, change the amount of the first GL expense account. Then press the tab key through the amount field, and you will be taken to a second line: where you can enter another expense account and amount. Always review the amounts and accounts before clicking to save the line item. Once accepted, this screen will appear: 11. If you would like to purchase more than one item with this requisition, you will need to click on or the Add button to add another Line Detail record. Follow the same process as above for each item you are requesting. Page 8

9 12. After saving by clicking on, to return to the Requisition Header screen, select the Return button in the Munis Ribbon to get back to the Main tab: It now has a status 4 as shown: 13. Click Release in the Menu of the Ribbon as shown in the screen shot below: This starts the approval process for the requisition. Once you have released the requisition, you will be able to see it, but will not be able to make changes to it. Results Status Change With Workflow, a released requisition will have a status of 6 Released as shown below: Page 9

10 Approvers You can click on the Approvers button to see who needs to approve the requisition: If this screen does not appear, one of the approvers on your screen needs to approve the Requisition which will move it on through the workflow to the Bookkeeping Approvers (shown below) to process the PO: Page 10

11 Once approved, your requisition will have the status of 8 Approved. For any questions or if you need to know the status of the PO, contact Bookkeeping by using this address: claims@vanderburghgov.org. GL Impact The GL account will now show the requisition amount (in the Requisitions field) which reduces the Available Budget amount as shown below (using Account Inquiry): You can then click on the yellow folder next to the Requisition Field to view the Requisitions which make up the dollar amount in the field as seen below: Approval / Creation of Purchase Order Notification For the workflow set up for Vanderburgh County s approval process, Bookkeeping in the Auditor s Office will approve and a notification will be sent to your MUNIS Dashboard as shown below: Page 11

12 Click on Notifications to read any notification of approval. By clicking on the link at the top:, you will see that the Requisition has been converted to a PO by the status showing as converted (0) as seen below: Print (or ) the PO Once notified by Bookkeeping that the PO has been created, go into Vendor Inquiry to print the PO by following these steps: 1. Search for the Vendor in Vendor Inquiry and pull up the vendor. Page 12

13 2. Click on PO Inquiry in the Menu on the ribbon as shown:. 3. When this appears, change the period to zero, select and the screen below should appear: 4. Double click on the item and this will appear: Page 13

14 5. Click on the paperclip icon and select Purchase Order and as shown below: to view the PO in TCM as shown: Page 14

15 6. Print by clicking on the print icon as the screen as seen below in TCM: 7. Click to this: and print as shown: 8. If you would like to the PO, click on the icon:, enter the address and send. What s Next? Once the requisition is approved and converted to a purchase order, it can be sent to the vendor. Page 15