On Line Requisition Create/Edit/Track

Transcription

1 Login at airs.okstate.edu On Line Requisition Create/Edit/Track AIRS Menu will appear; click on Online Requisitions On Line Requisition Menu will appear create a new Requisition edit, view, and track Requisitions you ve created view Requisitions created by DASNR Units view Requisitions awaiting approval (Approvers & their delegates) set delegates for approval & notification setup DASNR routing for Requisitions Frequently Asked Questions modifications to systems since August 1, 2008 modified: 01/20/ Requisition

2 CREATE REQUISITION Create Requisition click on New Requisition button (anyone who can login with OKey credentials can create a Requisition) Complete the Delivery & Receiving Report/Invoice Information if the Receiving Report/Invoice Address is the same as the Delivery Address, click the Same Address box; if it needs to be sent somewhere else complete the name & address information. Complete the Vendor Information If there is a preferred vendor click the Lookup Vendor button; the system will complete the Vendor Information if the Vendor is already in the system. Type the Vendor name in the Name Like box; click the Look Up button; find the person s name in the list; click the Select button. Check the Subject to Bid box unless: items are on State Contract, Vendor is the sole source for items, items are professional fees, items total $5, or less, or submitting for payment (invoice attached). modified: 01/20/ Requisition

3 Complete the Quote, Freight, and Description information (optional) Click the Save button; after the window refreshes; click the Go to Step 2 button STEP 2 ITEMS & ACCOUNTS Complete the Item information note: cannot have a negative line item in the Online requisition system Enter Account information enter the Account information & click the Add button continue to Add accounts as needed; modified: 01/20/ Requisition

4 Click the Save button to save the Item/Account information the details for the item will be saved and the form is ready to accept information for the next item; to view information for the Saved Item click the Edit button; click the Delete button to remove the item If there are additional items, enter the next Item s information Use Previous Item Accounts If all or some of the same accounts used to pay for the previous item will be used to pay for this item you may want to click the Use Previous Item Accounts button. the Accounts from the previous item will appear and you can Edit and re Add the Account information for this item Edit Account the account information will be placed in the Edit Account boxes make any necessary changes to the Account & Amount information and click the Add button modified: 01/20/ Requisition

5 Save the Item & Account information click the Save button at the bottom of the screen the Item & Account information will be saved after all items are entered & saved; click on Go to Step 3 STEP 3 FILE UP LOAD Documentation may be added to the Requisition by using the File Upload option Click on the Browse button; select the file & click open ; the file name will appear in the box Click on Upload File; the file name will be listed on the screen Save/Submit the Requisition Back to Menu Save the Requisition and go to another area of the On Line Requisition System Submit Save the Requisition, check for errors, and setup Pre Route modified: 01/20/ Requisition

6 SUBMIT REQUISITION Two ways to Submit a Requisition: click the Submit button after Uploading Files: OR {Back to Menu button Saves Req & returns to main On Line Req menu} {Submit button Saves Req, checks for errors, & allows for pre route} click the Submit for Approval button in the My Requisitions option Requisition with Errors If any required information is missing or if there are problems with any of the items/accounts an error message will be displayed; click Fix button the portion of the Requisition with the error will be displayed; click the Edit button to find the Item/Account with the error click the Save button after fixing the error Anytime you Edit account information; you must Add the account back to the item, whether or not you have make any changes; if you don t re Add the account it will be removed. Re Submit after correcting errors continue to Step 3 and click the Submit button to re check for errors. modified: 01/20/ Requisition

7 No Errors in Requisition if the amount of the Requisition is less than $5000 a reason for not using Pcard must be entered: modified: 01/20/ Requisition

8 Pre Route for Requisition On Line Requisition Create/Edit/Track click the radio button next to the DASNR routing that should be used for the Requisition to view the pre route list, click the Show Route button Note: duplicate entries in the routing will be removed the first instance will be retained ORIGINATOR S NAME DEPARTMENT HEAD FINAL Submit a Requisition may NOT be edited after it is submitted after selecting any needed pre routing, click the Submit Requisition button Notification An automated message, from OSU AIRS, will be sent to the first Approver, & each subsequent Approver as the Requisition is approved. modified: 01/20/ Requisition

9 TRACKING REQUISITIONS Originator does not receive notice of approvals, but can check status at any time My Requisitions will show a list of all the originator s requisitions both pending & completed: Pending Requisitions Submit for Approval this is the status for Requisitions that have not yet been submitted; click Submit for Approval to check the Requisition for errors & select Pre Routing View to view where a Requisition is in the routing process; click View on the Requisition line scroll down to view the Approvals & Pending Approvals: modified: 01/20/ Requisition

10 Cancel an Originator can Cancel their own Requisition; the Requisition will move to the Completed Requisitions area; it may be copied, edited, and resubmitted. Upload if additional documentation is needed, after the Requisition has been submitted, it may be uploaded at anytime. Click the Upload button and follow the prompts. Completed Requisitions any completed Requisition may be copied, edited, and re submitted Rejected if Requisition is Rejected the originator receives an message: if the Requisition needs to be re submitted click Copy to New, the Requisition will be copied, assigned a new Req#, and will be available for editing. modified: 01/20/ Requisition