Creating Requisitions

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1 Creating Requisitions Users Guide REVISED 1/27/10 DEL MAR COLLEGE, PURCHASING DEPARTMENT

2 TABLE OF CONTENTS TABLE OF CONTENTS... 2 LOGGING INTO DATATEL - COLLEAGUE... 3 PROCESS FLOW... 5 CREATING A NEW REQUISITION... 6 REQUISITION MAINTENANCE (REQM)... 8 APPROVAL SCREEN REQUISITION ITEM LIST (RQIL) REQUISITION ITEM MAINTENANCE (RQIM) CANCEL A REQUISITION REQUISITION STATUS REQUISITION REGISTER REPORT (RREG) PRINT LOCAL SETTING REPORT BROWSER PREFERENCES

3 LOGGING INTO DATATEL - COLLEAGUE Go to website address by keying in and click <Enter>. The following Illustration shows what you will see next. 1 User ID Enter your User ID network login (e.g., jane.doe) 2 Password Enter your login password 3 Database Click on the pull-down arrow and select Production 4 OK Click on the OK button QUICK ACCESS MENU The system will verify your information and open the CF Application menu (CF = Colleague Finance). Enter REQM in the Mnemonic field on the Menu bar and click GO; or Click on File, Run, and type REQM. Press <Enter> or click OK. You may also select REQM from the tree menu panel: CF > PU Purchasing > REQ Requisitions > REQM Requisition Maintenance. 3

4 TREE MENU PANEL Menu Icons and Meanings Some of these Mnemonics may not be available with your login. 4

5 Process Flow Use the following forms to enter requisition information: The Requisition Maintenance (REQM) form The Requisition Item List (RQIL) form The Requisition Item Maintenance (RQIM) form Each of these forms is covered in detail on pages 9 to 17. The basic process flow between the forms is shown below. RQIM (Item 1) RQIL (Incomplete) REQM RQIM (Item 2) RQIM (Item 3) RQIL (COMPLETE) Process Flow for Requisitions 5

6 CREATING A NEW REQUISITION Let s begin the initial process by keying in REQM at the Quick Access Menu. Please read carefully. At the Requisition Look Up Prompt type, A then click <Submit> Or press <Enter>. A second alert message box will appear that reads, Enter new Req No, N o Number, <Enter> to assign automatically. See below. DO NOT KEY DATA WHEN THIS BOX POPS UP, LEAVE IT BLANK. The system will automatically assign a requisition number. Click Submit or hit <Enter>. A third message box will appear, click OK. Do not expect to see the assigned requisition number until you have reached the end of Step 24 of this manual. Colleague does not assign a number until the REQM screen is saved. If you have not finished your requisition or reached a stopping point due to interruptions: select Save and Update. Colleague will assign a Requisition number for you. Keep the Req # for future reference. 6

7 Finally, one last alert message box appears when two fiscal years are still open in the system (i.e. 2009/2010) that reads, xx/xx/10 falls in a future fiscal year. Accept Date? (Y, N). See the screen shot below. Click on Y or press <Enter>. The second screen shot illustrates what you should see as you begin entering your first Requisition. The Requisition Date will automatically populate. 7

8 REQUISITION MAINTENANCE (REQM) Entry steps (1-13) Follow each corresponding number from the Illustration below. 1. Requisition Date: Today s date is automatically entered; press <Enter> if this is correct. You may also change the date by clicking on the calendar icon and selecting a different date. 2. Initiator: Type in your System ID number and your full name will appear in the field. If you need to find your system ID number, type in two or more letters of your last name and press <Enter> or click <OK> for a short sorted list. Scroll through your choices using the scroll bar on the right side of the box or use the keyboard arrow keys. Your ID is located below your name. Write down the ID number(s) to limit key strokes for frequent use. Click the checkbox to the left of your name choice and press <Enter>. Then, select the green checkmark down on the right. 8

9 3. Desired Date: This field is optional. Press <Enter> to bypass the field or enter a realistic date by which the products or services will be needed. 4. Vendor ID: Enter the vendor ID number. Type a minimum of the first two letters of the vendor s name and press <Enter>. A list of vendors will display given your criteria. Example: To find Best Buy, you can type in Best or Be or Buy. Partial name searches return a larger list. Select the correct vendor and click the green check mark. The arrows to the right of the Vendor Name and Vendor Address fields can be used to view additional names and the second line of the address associated with the selected vendor. Click on the Detail box to view additional addresses for the selected vendor. If your vendor is not in the list, Purchasing must create a Vendor record before you can continue with your requisition. Click Cancel All to exit. Send an to Deborah Lopez, djlopez@delmar.edu or Elizabeth Rodriguez, erodrigu35@delmar.edu requesting the vendor record be created. Provide the following information: Vendor Address (physical or internet), telephone number, fax number, and W-9. If a W-9 is not available, Purchasing will obtain one from the vendor. Without this information, your requisition can not be processed. Purchasing will or call you when the vendor record is on file. 5. Ship To: Search for your department code by keying in three dots ( ) ellipsis. A departmental list will pop up. Place a check mark next to your department and click on the green checkmark. Code 01 is not acceptable. 6. Ship Via: This is not a required field. You may key in Code DP = Department Pickup; ND = Next Business Day; Otherwise, press <Enter> to skip this field. 7. Vendor Terms: This is not a required field. Press <Enter>, or click <OK> to skip. 8. FOB: This is not a required field. Press <Enter>, or click <OK> to skip. 9. Approvals: Initiators are required to obtain approval by their Department Chairs and/or Deans. Click the Detail button to enter your approver for this account on the APRV Approval Screen. See pg. 10. Notice, two columns, Approvals and Next Approvals. Move to the right column underneath Next Approvals. <Tab> and enter the Approval ID which is the approver s login name or Employee ID number. For Example: (jrobert, yherbst, jjohnson) and press <Enter>. If you are uncertain of the approver s login, use the ellipsis ( ) wildcard search. Approvers are listed in alphabetical order by their first initial. The Initiator will enter only the first approver s name. Click Save and Update. Screen APRV will close and REQM will reopen. See pg.8. You will not see the approver s name on REQM. The approver name will appear after the requisition is approved. 9

10 APPROVAL SCREEN If an Initiator keys in the approver name under Approval (the left column) an Alert box will prompt, Enter a Password. Click <Cancel> and re-enter the approver name in the on the right column. 10

11 ****Special Note**** Initiators: Purchasing CANNOT add approvers. You may need to remind your Dean / Director or Chair that if there is more than one approver they must approve the requisition on the left side line 1 and then add on the right side Next Approval the approver s login name or ID #. Save and Update. See pg.10. Note to remember: If a department using Grant Funds wanted to order computers, software, and/or audio/visual equipment the Department Chair or Dean must add August Alfonso, Chief Information Technology Officer as the next approver. 10. Buyer: Skip. 11. Expire Date: Skip. 12. AP Type: You must type 41 and press <Enter>. This field cannot remain blank. 13. Line Items: Click on the Detail button to the right of this field to display the Requisition Item list (RQIL). RQIL is a summary page listing the line items on the requisition. You do not enter any information directly on this form: Use RQIL to create, edit, or delete requisition line items. (a) To create a new line item, go to the first blank line and detail to the (RQIM) Requisition Item Maintenance form. (b) To edit a previously entered Line Item; click the Detail button to the left of the description. REQUISITION ITEM LIST (RQIL) 11

12 c) To add or delete a line item, click the number of the line to be changed. The line will be highlighted in blue. An Alert dialog box will appear with several options. Click the Insert button to add a line or click the Delete button to remove a line. 12

13 REQUISITION ITEM MAINTENANCE (RQIM) Steps (14-21) Follow each corresponding number to the Illustration below. 14. Description: The first line is an important descriptor. Start with the commodity name of the item ordering then a description (i.e., Battery, Custom batteries for Law Enforcement Vehicles). Enter the information by pressing <Enter> at the end of each line on the description field, or click on the Detail button to enter up to five (5) lines of description at one time. Word wrap is enabled in the text editor. Save and update to return to RQIM. 13

14 14A. Using the Item Description Comments text editor: If you wish to leave the appearance of a blank line between sentences or phrases, you must type something into the line. Using just a period (.) will allow you to skip lines, and view all data in printed form. DO NOT DETAIL from the Item Description Comments field; doing so will bring up an editor selection screen. If you reach this point, pressing <Enter> will return you to the RQIM screen. Clicking on the X in the upper right corner of the screen will close the Datatel session and you will lose the entire requisition. DO NOT CLICK ON THE X CLOSE BUTTON. When finished with the text editor, save and update to return to RQIM. Note: Shipping charges should be listed as a separate line item. Equipment items that will be tagged separately should be entered as separate items. For example, a Thermal Imager should be listed as a separate line item from the shipping cost. Always enter the quote number in the Printed Comments field on the REQM screen. 15. Est. Price: If the price is an even dollar amount, a decimal is not needed. If the price includes cents, type a decimal point. Freight cost that is unknown may be entered as $1.00. The price will be displayed with four places to the right of the decimal point. Press <Enter>. See pg

15 Refer to screen RQIM. See Illustration on pg. 13 for Steps (16-21). 16. Quantity: A quantity of one (1) will default into this field. Type in the amount if it is different from one (1) and press <Enter>. 17. Unit of Issue: Type and press <Enter> to find the two-letter code. This will bring up a list of possible Units. You may select the check box to the left of your desired code and click on the green checkmark. 18. Trade Disc Amount / Trade Disc PCT: Use these fields to enter any discount shown on the vendor s quote. You may enter information in only one field. If you enter a percentage, the system will enter the calculated amount in the amount field. The line item extended price is reduced accordingly. Send the attachment showing this discount to the Purchasing office. 19. General Ledger (GL) Account No: Type in the appropriate GL Account number from your chart of accounts and press <Enter>. If you are entering the entire account number, it is not necessary to use hyphens or underscores between the Fund, Function, Unit and Object portions of the GL number. If you are uncertain of the appropriate object code, you may perform a wildcard search. Example: followed by a 6 digit department number, followed by to list all object codes using this account; or followed by six digit department number plus underscore _5 which will display all expense object codes. A Funds Availability report will appear in the lower right hand of the screen. If using one account, press <Enter> twice. If using more than one account, you can choose to enter the dollar amount and press <Enter>. You could also use your mouse to click into the Percent field, enter the percent of the total, and then press <Enter> twice. Repeat the process to enter additional account numbers. The percentages must equal 100 before leaving the screen. If the amount of the line item exceeds the available funds balance, you will not be able to continue with the requisition. At this point, you have a couple of choices. If you want to retain your work, reduce the extended value of the line to $0.00 by giving the line item a trade discount equal to the line item amount. Save/Update the RQIM, RQIL, and REQM screens. Make a note of the system-assigned requisition number. The Requisition will be unfinished. After funds are transferred, return to the requisition line, remove the discount (F4= field delete) and complete the requisition. Alternatively, you may cancel the requisition. Select Cancel All. No requisition will be created. After funds are transferred, begin again. Important Note: Only account numbers with the same AP Type may be entered on the same requisition. 20. Desired Date: Press <Enter> to skip this field or click OK. If you entered a date in this field on the REQM screen, it will appear here. Skip the Fixed Asset field. 21. Vendor Part: Enter the Vendor s part number, if known. Max length 11 characters. Save and update. 15

16 RQIM Line Item A blank RQIM screen will appear after completely entering the 1 st line. This is to signify that another item (line 2) can be entered if you have more than one line. A new RQIM screen will display ready for entry of the next item. If you want another Line Item and you wish to use the same GL Account entered on line 1, use symbol and press <ENTER> for the account number and the last account number will be automatically entered. If there are no more lines to be entered, click <Cancel> twice to return to the summary screen (RQIL). See pg. 11. Save and update the RQIL screen to return to REQM. Match corresponding numbers (22-24) to screen REQM. See pg Printed Comments: Click on the Detail button. This field is used for Fixed Assets to list inventory location to include building, room number and FRS account number. This field is also used for additional comments or information you believe should be printed on the purchase order, i.e. invoice numbers and quote numbers. This comments field works just like the line item description comments (Step 14A). 23. Comments: List additional vendors here if desired. Any messages for the Purchasing Office may go here. Enter any additional information relevant to these line items. These comments will not print but will be read by the Purchasing Buyer. 24. Requisition Done: When everything on the requisition is correct and ready to be released for approval, tab to the Requisition Done field and change the N to Y. Your requisition will NOT move for approvals unless this step is completed. Save and Update. Click <OK> in the Alert Box for approvals needed, then Update. Make a note of the requisition number; then Click <OK> in the requisition number box. Click <FINISH> or enter A to add another requisition in the Requisition Lookup field. CANCEL A REQUISITION If you decide not to create this requisition, you can cancel it at any time before a requisition number is assigned by clicking the Cancel All button on the menu bar. This will cause the system to return to the Menu Tree. To cancel a requisition that already has a Requisition number, call Purchasing. 16

17 REQUISITION STATUS The approval status of the requisition remains Not Approved (N) until the required approvals are secured. If the requisition is not marked Done the status remains In Progress/Unfinished (U). When the requisition is marked Done, and All Approvals are secured, then the requisition s status becomes Outstanding (O). The status of a requisition that has been transferred to a PO will be classified as PO Created (PO) or (BPO) as listed on the Requisition Inquiry Report (RINQ). Note: This does not mean a purchase order has been issued to the vendor. It only means that the requisition information has been transferred to a purchase order processing screen. A requisition s status changes as it passes through the system. Colleague assigns the following status codes automatically at various stages of the process: U- In Progress (Unfinished) The requisition has been saved in an incomplete state. To save a requisition as In Progress, leave the Requisition Done field on the REQM form set to No when you save the record. The requisition is not yet launched into the approval stream. A purchase order cannot be generated from an In Progress requisition. To be saved as In Progress, you must first identify an initiator and enter at least one line item description for the requisition. N- Not Approved The requisition has been completed and sent out for approval, but has not yet received all the necessary approvals. If you make any changes to the requisition at this point, the approval process starts over at the beginning. To be considered complete and reach Not Approved status, a requisition must contain the following data: Requisition date Initiator A description, price, quantity, and GL Account number for at least one line item. The Requisition Done field set to Yes 17

18 O- Outstanding The requisition has received all approvals and is ready to be turned into a purchase order. To make changes to an Outstanding requisition, you must delete any existing approvals and restart the approval process after you have changed the information. P- PO Created A purchase order or blanket purchase order has been created from the requisition. When a requisition has PO Created status, you can no longer view it via the REQM form you can use the Requisition Inquiry (RINQ) form to review details of the requisition. REQUISITION REGISTER REPORT (RREG) Use the Requisition Register Report (RREG) to generate a list of all requisitions created by an Initiator or by requisition number by selecting a date range. Access the Requisition Register screen by typing RREG into the Mnemonic field on the Menu Bar and click on <GO>, Tab to Report Dates and selecting a date range. For Example: you may use 9/1/09 as the beginning of fiscal year. Enter the date in the following format: 2-digit month, 2-digit date, and 2- digit year or click on the calendar see the illustration below to find the date you want. Click on the End Date field and key in today s date for a current list. Tab over to the Initiator and key in your ID number in the Initiator field. Click on Save and Update. 18

19 Click on Save and Update when you see the screen below. Afterwards, the screen below will appear. Follow instructions on the Illustration. 19

20 Finally, you will see your report will load. Click Finish To view a sample of the Requisition Register RREG report on the next page.. 20

21 REPORT (RREG) The Requisition Register report shows PO numbers as shown circled in red, and other important information for review. See example below. RREG should be used in place of RQSP. Requisitioners DO NOT have access to printing Purchase Orders. A hard copy of this report may be given to Department Chairs or Deans for their departmental requisition tracking. To print this report, click on the print local icon at the top of the report and follow the instructions. To save the report, click the file folder, and follow instructions. 21

22 PRINT LOCAL This option downloads the report to your PC and uses Windows to print the report. When you select Print Local, a Printer Setup dialog box may or may not open up. Your report automatically is displayed. Note: For best results with the Print Local option, you must choose an appropriate font size and page orientation. We recommend Landscape, Courier 9 pt., but you may choose whatever font or font size that you prefer. 22

23 SETTING REPORT BROWSER PREFERENCES You can resize the browser window to fit any selected report. If the entire report does not fit on the screen, use the vertical and horizontal scroll bars to view the other parts of it. If you have questions, contact the Purchasing Office at Ext.1272 or

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