HOW TO CREATE A REQUISITION Issue Date: 03/24/2011 Revision: 02/06/2013 (2)

Transcription

1 HOW TO CREATE A REQUISITION Issue Date: 03/24/2011 Revision: 02/06/2013 (2) 1. Login to Datatel. On the top Menu bar, click on Navigation. Use the drop down arrow to select CF. Once the menu expands, click on Requisitions REQ, then select Requisition Maintenance REQM. Shortcut type in REQM into the Search box and press enter. 2. A pop-up box titled Requisition LookUp or (A)dd will appear. If you are entering a new requisition, enter A for add and click OK. If you want to look up a requisition that already exists, enter the requisition number instead of A. 3. A pop-up box will ask you to enter N for a new number or push the <ENTER> key to assign a requisition number automatically. Push <ENTER>. 4. An alert box will appear stating Number will be assigned automatically upon completion of the Req. Press OK or hit <ENTER>. NOTE: An Alert box may appear stating that the current day s date falls beyond the current fiscal year (this usually happens when there are two fiscal years open). Press Y. Page 1 of 8

2 5. In the Initiator field, type in your Datatel ID number, or if you don t know your Datatel ID, type in your first initial and the first seven letters of your last name with no spaces in between and press <ENTER>. 6. Click in the Vendor ID field and enter the vendor s ID number. If you don t know the vendor number, type in the name or part of the name of the vendor. Datatel will search for the name. 6 5 The CORP Lookup Screen will come up with the results. Click on the on the left side of the vendor you wish to choose, or enter the number of the vendor in the Input box at the bottom. Then click Open or press <ENTER>. Page 2 of 8

3 7. Click in the Ship To field. Type in your department s two letter ship to code and press <ENTER>. Don t know your department s code? While in the Ship To field, hold down the CNTL, ALT and D keys to delete the value in the field. Then enter in the field and press <ENTER>. This will bring up a list of ship to codes. Find yours and enter the number in the Input box at the bottom. Then click Open or press <ENTER>. Page 3 of 8

4 8. Click in the Approvals field. Push F2 to enter the approval name area. This will open screen APRV (Approvals). 8 If you are the first approver, enter your name (first initial, first seven letters of last name, no spaces) and press <ENTER>. If you are not an approver, click on the first line under Next Approvals, and enter the first approver s name (first initial, first seven letters of last name with no spaces). Click on Save to save your data and leave the APRV screen. Click the Update box to update the authorization and return to your requisition. Page 4 of 8

5 9. Click on the AP Type field. Enter the type of purchase order you will need and press <ENTER>. There are three options: DVP, PO and BPO. 10. Click on the Line Item field. Press F2 (or click on the blue file icon) to go to the RQIL (Requisition Item List) screen With the cursor in the first box, press F2 (or click on the blue disk icon) again to go to the RQIM (Requisition Item Maintenance) screen. 11 Page 5 of 8

6 12. Click on the blue file icon to the right of the Description field. Enter the description of the item you wish to order including any important information (i.e. color, size, and part number Blue Swingline stapler, industrial, VEN1243). Click Save to save your data and return to the previous screen Click on the Est Price field. Enter the price that you expect to pay for the item; an estimated price must be entered to establish the value of the requisition. Press <ENTER> to continue. 14. In the Quantity field, enter the desired quantity. Press <ENTER> to continue. 15. In the Unit of Issue field, enter the unit of measurement that the item comes in using the two character code (i.e. DZ = dozen). Press <ENTER> to continue. If you aren t sure what the character code is for your unit of measurement, enter in the field and press <ENTER>. This will bring up a list of unit of measurement codes. Find yours and enter the number in the Input box at the bottom. Then click Open or press <ENTER>. NOTE: if the item comes individually, and you only want one (1) item, use EA (each). If the item normally comes in a box of one dozen (12), and you enter a quantity of 1, you will get one dozen unless you specify that you want one each. Page 6 of 8

7 16. In the GL Account No field, enter the account number which will be used to pay for this line item purchase and press <ENTER>. If you don t know the account number, ask your cost center manager. Notice the GL Funds Availability box that has appeared on the right. Make sure there are sufficient funds to pay for your requisition prior to submitting it. Datatel will not allow you to continue if you do not have the appropriate funds available in your account For most purchases, you will enter 100% in the adjacent Percent field (the Quantity field will populate from the previous Quantity field). If you wish to split the purchase between two GL Account numbers, enter a percentage other than 100% in the Percent field. This cursor will drop to a second GL Account No line. You can then put in additional GL Account numbers until you reach 100% of the item cost. 18. Move the cursor via the mouse to the Vendor Part field. Enter the vendor part number, if applicable, and press <ENTER>. 19. If desired, open the Comments field by clicking on the blue file icon to the right of the field. This will allow you to enter expanded comments. Type in comments pertaining to this item only. When you are finished, click Save, then Update. 20. A new, blank RQIM screen will open. Repeat steps 12 through 21 to continue entering line items. If there are no more items to enter, click Cancel, then Cancel again to return to the RQIL screen. Click Save, then Update to return to the REQM screen. Page 7 of 8

8 21. Click on the blue file icon to the right of the Printed Comments field. Enter any comments or instructions that the vendor should see in the Printed Comments field. These comments will print on the PO. When you are finished, press Save. 22. Click on the blue file icon to the right of the Comments field. Enter any comments in this field that are targeted to the Purchasing, Receiving or Accounting Departments. These comments are not printed on the purchase order. When you are finished, press Save & You may enter the name of the buyer in the Buyer field (first initial, first seven letters of last name, no spaces) if you know your Buyer s name, or want to make sure a specific buyer is attached to your requisition. Buyers are assigned by department; a list of assignments can be found at Press <ENTER> to continue. 24. Click in the Requisition Done field and type a Y if the requisition is complete. Press <ENTER> and a requisition number will be assigned to your requisition. If you are not finished with your requisition, leave the N in the field and press Save, then Update. Write down the number given in the pop-up box to be able to later finish or track your requisition through the purchasing process. NOTE: Until the Requisition Done field is marked done with a Y indicator AND the requisition has been fully approved, the Purchasing staff cannot issue a purchase order. 25. Once completed, the requisition will be ready for approval by the person entered as the next approval level (if required). At any time, you can view the status of your requisition by following step 1, but clicking on Requisition Inquiry RINQ, instead of REQM, and entering the requisition number. A fully approved requisition will show Status: Outstanding if it is complete and fully approved, but has not yet been processed by the Purchasing Department. Please contact your department s buyer for additional information or training needs. Page 8 of 8