Requisition line View New Change Cancel... 60

Transcription

1 User Manual

2 erequisitions - Table of Contents How to use this manual... 4 Overview... 4 to erequisitions... 5 Overview... 5 Navigation... 6 How to access and exit erequisitions... 7 How to change password for erequisitions... 9 erequisitions Layout Overview Main Menu Requisition Detail Sub-Menu Approval Sub-Menu Delegates erequisitions Functions Overview Requisition View New Change Hold Release Cancel UnCancel Delete Submit UnSubmit Approve Reject Search Copy My Purchase Orders Generate PO Show Purchase Orders PO Purchase Orders Attachments Requisition line View New Change Cancel UnCancel Delete Submit erequisitions - Powered by Greentree erequisitions Module 2

3 UnSubmit Purchase Order View Approve Reject AP Invoices View Approve Reject Inventory Search Glossary erequisitions - Powered by Greentree erequisitions Module 3

4 How to use this manual Overview This manual has been written to assist in using the erequisitions system. Access aids There are various access aids to help you to find the information required. Table of Contents The listing of this manual s content, which is located at the front of the manual. Topic titles The major headings on each page, for example, the heading How to use this manual located on this page. Block labels The minor headings on each page for example, the heading Access aids located on this page. Requirement The user must ensure they have Adobe Acrobat Viewer Version 4 or above installed on their computer in order to display this PDF user manual correctly. erequisitions - Powered by Greentree erequisitions Module 4

5 to erequisitions Overview erequisitions is a web-based connection to the Greentree Requisitions system used for capturing Requisition entries electronically. The system gives real-time access to both enquiry and data entry functions. These functions are: Requisitions: A Requisition is the finished combination of a Requisition header and a number of Requisition lines that have been entered by the user in order to document requests for internal or external purchases. erequisitions allow you to view your / Team / All Requisitions, perform a search on Requisitions and Add a new Requisition. erequisitions make use of Greentree Approvals and Attachments functionality. Inventory: The inventory search function enables the erequisitions User to perform a search on the Inventory items within the Greentree database. You can define filters to limit the number of Inventory items retrieved. Inventory detail, Locations, Suppliers and attachments can be viewed. Requisitions can be created directly from the inventory detail screen. Note: Each erequisitions user needs to be configured for erequisitions in the User Preferences within Greentree. Please refer to the How to access and Exit eservice section of this document to view Login options and requirements. erequisitions - Powered by Greentree erequisitions Module 5

6 Navigation erequisitions provides a variety of navigational tools that will assist the user in moving around the system quickly and easily, including: Mouse and keyboard Data entry Common buttons Mouse and keyboard the user can use the keyboard to perform the same actions as the mouse. Some important keyboard actions are described below: Keys Links Description A link is an underlined word that can be selected using the mouse or enter key. Once actioned, a pop up list / window opens. Example: Requisition ID will display the details for the Requisition;! Display the online help for the Explorer program. Ctrl Alt Toggles between erequisitions and other open Windows applications. Data entry data can be entered into the field on a screen by three different ways; by direct entry, from a drop down list or pop up list. Direct entry to enter text into a field place the cursor inside the field and type in the data. Drop down list this is a drop down list button. When selected, it displays a list of values. Select a value and it will display into the selected field. Pop up list when a binoculars icon is clicked on a search pop up list box is shown. Enter search criteria, select the Go button and a list of options is displayed. The user selects an option by using their mouse and once selected the option will appear in the relevant field. erequisitions - Powered by Greentree erequisitions Module 6

7 How to access and exit erequisitions There are two ways you can access the erequisitions, through your local LAN or through the Internet. Conditions The user must be set up in the Greentree Preferences and have Microsoft Internet Explorer version 5 or later to access the erequisitions. Procedure How to log on: 1. From Microsoft Internet Explorer screen. 2. Select the File menu, select Open. 3. Enter the applicable erequisitions Location based on how access has been setup; Access from the Local LAN - type the computer name eg. Access over the Internet - type the fully qualified domain name (FQDN) eg Select OK. If the. erequisitions Log in screen appears. Then. you have accessed the erequisitions site. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 7

8 5. Enter the User Name or address, Password and select Log In. If the. erequisitions Main screen appears. Then. you have accessed erequisitions. Please note: The User Name and Password is the user s regular Greentree username and password as setup in User Preferences, accessed via the System / Utilities / User Maintenance / More Preferences button. Company defaults to the Default Company set in the erequisitions egreentree.ini file. This file also hosts a settings Show Company which determines if the Company field is displayed on the erequisitions Login screen. If ticked, the Company is displayed and you can select the Company you require. If not ticked, the Default Company is used. The Logged-in User is displayed in the top right corner of every erequisitions screen. Result: You have accessed erequisitions. Procedure How to exit: 1. From any erequisitions screen menu bar select the Logout link. If the. erequisitions Logout screen appears Then. you have logged out of erequisitions Please note: If any changes are pending, the system will not save before exiting. The user needs to save any changes prior to logging out otherwise changes will be lost. Result: You have logged out of erequisitions. erequisitions - Powered by Greentree erequisitions Module 8

9 How to change password for erequisitions This section explains how a user changes the login password. Conditions The user must be set up in the Greentree Preferences and have Microsoft Internet Explorer version 5 or later to access the erequisitions. Procedure How to change the password: From the Main screen: 1. Select the Change Password icon. 2. Enter the old password, press tab to move between fields as required. 3. Enter the new password. 4. Re-enter the new password to confirm. 5. Press the Change Password button. Result: The user password has been changed. erequisitions - Powered by Greentree erequisitions Module 9

10 erequisitions Layout Overview erequisitions consists of a number of Menus: A Main menu and a number of sub-menus. The Menus consist of a number of Icons, each representing an erequisitions Function. You can customise the availability of the icons through the Web Menu Configuration feature in Greentree, located in SCM > System > erequisitions > Web Menu Configuration. The Web Menu Configuration screen allows you to select the applicable menu, then the menu option (icon) and to turn the visibility of the option on and off. You can also update the Caption of the Icon. erequisitions - Powered by Greentree erequisitions Module 10

11 Main Menu The key functions and buttons are explained in the following diagram. Main Menu Icons Summary Header Menu Bar Current Date Menu Bar The menu bar contains the generic menu items, which needs to be available from all menus in erequisitions. Main Menu Gives access to the erequisitions Main Menu. The Summary screen is displayed. My Reqs Gives access to the erequisitions Main Menu. The My Requisitions screen is displayed, listing the erequisition User s Requisitions. Approvals Gives access to the erequisitions Main Menu. The Approvals screen is displayed, listing all the Requisitions awaiting approval. My Purchase Orders - Gives access to a table of PO Purchase Orders generated from requisitions that were entered by the logged in user. The Purchase Orders could have been generated by another user. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 11

12 Change Password Allows the user to change their login user password. Your password is maintained through entry of the old (current) password, as well as the new password you wish to use. You have to re-enter the new password for confirmation. Help Gives access to this eservice User manual. Log Out Closes the user s current erequisitions session and returns to the Login screen. Main Menu Icons Enables access to the erequisitions functions and sub-menus. My Requisitions Displays the erequisitions User s list of Requisitions. The Requisitions are displayed for the Status selected. Team Requisitions Displays the list of Requisitions for the erequisitions User s Team. The Requisitions are displayed for the Status selected. This icon is available if the user is authorised to view team requisitions. All Requisitions Displays all the Requisitions for the Company. The Requisitions are displayed for the Status selected. This icon is available if the user is authorised to view all requisitions. Inventory Search Allows you to perform a search on Inventory items, view the detail of a specific item and to create a Requisition for the selected Inventory Item. You can do a normal search or a Tree search: Normal Search o By Item Code Keywords Description Alias Barcode o Supplier o Location Tree Search o Inventory Tree o All criteria for Normal Search is available This icon is available if the Company with which the erequisition User accesses erequisitions, is licensed to make use of the IN (Inventory) module. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 12

13 Requisition Search Allows you to perform a search on Requisitions. The following criteria fields are available: o One of the following: Requisition ID Requisition Date Expected Date Narration o Supplier o Branch o Location o View (All, Team, Mine) o Status Add Allows you to create a new requisition. This icon is available if the user is authorised to add Requisitions. Approve Requisitions This menu item lists all Requisitions awaiting approval for your default Approval Branch, as set in SCM User Preferences. If a default Approval Branch is not defined, then all Requisitions awaiting approval is displayed for the View option selected. You can drill-down on the Requisition ID to view the detail of a specific Requisition. The Requisition Detail screen allows you to approve or reject the Requisition. Once approved, Requisitions within Greentree can be selected to automatically generate official Greentree Purchase Orders, which are reflected in the General Ledger, Accounts Payable and Job Costing Modules. Note: The approvals function is available if the Approvals Method is selected in the SCM, System, Module Control screen within the Requisitions tab and the User is authorised to change Requisitions in Greentree User Preferences, SCM, Privileges tab and Requisitions tab > Can Approve Requisitions. Also, the Requisition s status needs to be Entered, On Hold or Submitted. Delegates Approvers can manage their Approval delegates within erequisitions. This is the equivalent of assigning delegates in User Preferences > Workflow > Approvals & BPM in Greentree. This enables you to select delegates that are allowed to approve items on behalf of the Greentree User for whom the User Preferences are set. Create Requisition Creates a Requisition for the selected Inventory item. The Requisition is pre-filled with the IN Item detail. Save Requisition The Requisition Header of the new Requisition is saved. Approve Line Items The displayed line items are approved. erequisitions - Powered by Greentree erequisitions Module 13

14 Current Date Header Summary Displays the current system Date. The Header provides a caption for what is displayed on the screen, for example: Detail for Requisition Number Gives a summary of the erequisition user s Requisitions. Drill-down on the record count to view the relevant list of Requisitions. For example: 4 Entered requisitions waiting to be submitted. Click on the 4 to view the list of 4 requisitions waiting to be submitted. Requisition Fields A Requisition is the combination of a Requisition header and any number of Requisition lines that have been entered by a user in order to document requests for internal or external purchases. The following fields are available on a Requisition: The Requisition number is automatically generated by the system. The Branch field is used to apply this Requisition to a particular Branch within the company when Requisition entries are created. Branch is a required field. Requisition Date confirms the actual Date that the Requisition was entered. The default for each new Requisition is the current system Date the user can however manually enter another valid Date for the Requisition at this time. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 14

15 Expected Date is the Date on which receipt of the Requisition is expected. The default for each new Requisition is the current system Date plus the default Requisition lead time (days) as set within the Greentree, SCM, System, Module Control menu on the Requisitions tab. Expected Date defaults to the Requisition lines. The Urgent flag enables the user to indicate if the Requisition is urgent. The Location field is used to apply this Requisition to a particular Location within the company. The Discount % field is used to apply a discount to this Requisition, which in turn defaults to the Requisition lines. The Currency field enables the user to select the relevant natural currency from the drop down list to indicate the currency for the Requisition. The currency rate displays the exchange rate associated with the currency selected. Requisition Type Maintenance in Greentree hosts a settings Default this Currency on Requisition. If ticked, the selected Currency for the Requisition Type will default on a new Requisition. The Rate Fixed flag enables the user to indicate if the currency rate is fixed for the currency related to the Requisition. The Status field displays the current status of the Requisition and is read only. The On Hold flag enables the user to indicate if the Requisition is on hold when selected the status is set to On Hold. A Greentree User Preference dictates whether this is available to the user to change. The Default Supplier Code, Alpha and Name fields are used to apply this Requisition to a particular Supplier, which in turn defaults to the Requisition lines. Alpha and Name are display only. The Delivery Details enables the user to select either the Company, Branch, Warehouse or Other delivery address for the Requisition. The Address, Post Code, Contact Name, Phone Number and fields default based on the delivery address selected, with the relevant details recorded in Greentree. A default delivery address can be set within Greentree, SCM Module Control, Requisitions tab. The Requested Date confirms the Date the Requisition items are required by. The default for each new Requisition is the current system Date the user can however manually enter another valid Date for the Requisition at this time. The Shipped Date confirms the Date the Requisition items were sent. The default for each new Requisition is the current system Date the user can however manually enter another valid Date for the Requisition at this time. The Narration field allows the user to enter lines of free form text. The text typed into the field appears in the Requisition narration within Greentree. The length of the Narration field is set in erequisitions.ini. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 15

16 The Discount, Net, Tax and Total fields display the totals for the Requisition and are read only. These can be hidden per user by changing Greentree User Preferences. The File Name, Size and Summary fields display the attachment details for files / documents added to the Requisition. A user is able to click on an attachment line to open or save the attachment. Please refer to the Requisition Detail Sub-Menu section of this Help Document to view the list of Requisition Line Fields. erequisitions - Powered by Greentree erequisitions Module 16

17 Requisition Detail Sub-Menu The Requisition Detail sub-menu is displayed after drill-down on a Requisition ID to view the detail of the Requisition. Sub Menu Icons Req Header detail Req Totals Grid detail Sub Menu Icons View Allows the user to view the Requisition Detail. The Requisition Header, all the Requisition lines and the Requisition Totals are displayed. The list of existing Attachments is displayed. You have the ability to add additional attachments, if required. Change Allows the user to change the detail of a Requisition. The Requisition Header fields are enabled for maintenance. You can drill-down on the Line number of each line to gain access to the detail of the specific Requisition line for maintenance. This icon is available if the user is authorised to Change a Requisition and if the status of the Requisition is not Cancelled or Processed. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 17

18 Add Line Allows you to create a new line for an existing Requisition. This icon is available if the user is authorised to Change a Requisition and if the status of the Requisition is not Cancelled or Processed. Cancel Line Allows the user to cancel a Requisition line. The cancelled line is displayed in red and Status is updated to Cancelled. This icon is available if the user is authorised to Change a Requisition and if the status of the Requisition is not Cancelled or Processed. Delete Line Allows the user to delete a Requisition line and or Requisition Header when no lines are recorded. The delete is permanent. This icon is available if the user is authorised to Change a Requisition and if the status of the Requisition is not Cancelled, Processed or Submitted. Submit Allows the user to submit a requisition to be approved. This feature auto selects all Line items for approval. You can deselect the items as required. Once submitted, the Submit icon is removed from the Sub-Menu. This icon is available if the user has permission to change a Requisition and the status of the Requisition is Entered or On Hold and the user has permission to release holds. UnSubmit Allows the user to unsubmit a submitted requisition. This feature auto selects all Line items to be unsubmitted. You can de-select the items as required. If not all items are unsubmitted, then the Requisition header status is updated to Entered and the unselected line items remain submitted. This icon is available if the user has permission to unsubmit a Requisition. Generate Purchase Order Allows the user to create a Purchase Order in Greentree for the displayed Requisition line items. A Purchase Order is created per Supplier. Once the PO/s are generated, the list of Purchase Orders for the Requisition is displayed. The Requisition s status is updated to Processed. Binoculars Allows the user access to a search screen for the relevant field. Save Requisition Saves the added or changed Requisition Header. Save Line Saves the new Requisition line item. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 18

19 Save Line and Update Total Saves the changed Requisition line item and updates the Requisition total. Cancel Line items Cancels the selected line items. Delete Line items Deletes the selected line items. Submit Line items Submits the selected line items. Generate PO Creates a Purchase Order per Supplier for the Line items listed on the Requisition. Attachments - Allow the user to add, open and save relevant documentation to Requisitions that will be submitted through to the Greentree Requisitions. Header detail Displays Requisition number, Branch, Requisition order, Supplier, delivery details and line details when viewing, adding or changing selected lines. Requisition total detail Displays the Requisition (total for all Requisition lines) discount, net, tax and total values. Grid Detail Grid details Displays Requisition line details that make up the Requisition. Requisition Line Fields A Requisition line is a single line on a Requisition. Requisition lines capture one item: asset, General Ledger, inventory, Job costing or non-stock code, requested for internal or external purchase. A Requisition line consists of the following fields: The Catalogue Item field enables the user to select a product or service available from the Organisation s Suppliers. The Line Type field enables the user to select the relevant line type from the drop down list to indicate the Requisition line type. Valid options are: Asset, General Ledger, Inventory, Job costing and Non-stock Code. The Tax Type field enables the user to select the relevant type from the drop down list to indicate whether tax is applied to the Requisition line inclusively or exclusively. Tax Type defaults based on Greentree, User Preferences, SCM, Requisitions tab: Default Tax Type. The selected Tax Code rate is displayed within the tax % and is used to calculate the tax field amount. The default tax code is from the Greentree Company maintenance or the Line Item record when the Line Item is selected (e.g. Inventory Item) or Supplier maintenance defaults if setup when Supplier code entered. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 19

20 The Status field displays the current status of the Requisition line and is read only. Fixed Asset The Code and Description fields are used to request a particular Fixed Asset for the Requisition line. The Analysis Group field is used to apply this Fixed Asset for the Requisition line to a particular analysis group. This field is display only. The Sub-Code field is used to apply this Fixed Asset for the Requisition line to a particular sub-code. This field is display only. The Reference field allows the user to enter a reference code applicable to the Fixed Asset for the Requisition line. General Ledger The Account field is used to allocate a particular General Ledger account for the Requisition line. The Company field is used to apply this General Ledger account for the Requisition line to a particular company. The Qty Account checkbox indicates if the General Ledger account for the Requisition line is based on quantity. The Short Code and Description fields are shown for the General Ledger account selected. These fields are display only. The Sub-Code field is used to apply this General Ledger account for the Requisition line to a particular sub-code. Inventory The Code and Description fields are used to request an inventory item for the Requisition line. The Location field is used to apply this inventory item for the Requisition line to a particular Location. The Unit field enables the user to select the relevant unit from the drop down list to indicate the measure applied to the inventory item for the Requisition line. The Allocated Job and Description fields are used to apply this inventory item for the Requisition line to a particular Job code. These fields are display only. Job Costing The Code and Description fields are used to allocate a particular Job costing code for the Requisition line. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 20

21 The Activity Code and Description fields are used to apply this Job code for the Requisition line to a particular activity code. The Work Centre and Description fields are used to apply this Job code for the Requisition line to a particular work centre. The GL Account and Description fields are used to apply this Job code for the Requisition line to particular General Ledger account. Non-Stock Code The NS Code and Description fields are used to allocate a particular nonstock code for the Requisition line. The GL account and Description fields are used to apply this non-stock code for the Requisition line to particular General Ledger account. These fields are display only. The Sub-Code field is used to apply this non-stock code for the Requisition line to a particular sub-code. The Qty Account checkbox indicates if the non-stock code for the Requisition line is based on quantity. Data The Supplier code, Alpha and Name fields are used to apply this Requisition line item to a particular Supplier. Supplier defaults from the Requisition header. Supplier Alpha and Name fields are display only. The Quoted Price checkbox indicates if the price for the Requisition line item is based on a Quote and when selected disables the Price field. The Qty Requested field enables the user to enter the quantity relevant for the Requisition line item that is required. The Discount % field is used to apply a discount to this Requisition line item, which defaults from the Requisition header. The Tax % field is read only and displays the applicable tax rate for the tax code selected for the Requisition. The Expected Date field is the Date on which receipt of the Requisition is expected. The default for each new Requisition is the current system Date plus the default Requisition lead time (days) as set within the Greentree, SCM, System, Module Control menu on the Requisitions tab. This field defaults from the Requisition Header. The Price field enables the user to manually enter the price for the Requisition line item or defaults when the Requisition line item is setup within Greentree with a price. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 21

22 The Discount field displays the calculated discount applicable to the Requisition line item based on the discount % field. The Tax field is read only and displays the calculated tax applicable to the Requisition line item based on the tax % field. The Line Total field is read only and displays the total for the Requisition line item. The Narration field allows the user to enter lines of free form text. The text typed into the field appears in the Requisition line item narration within Greentree. The length of the Narration field is set in erequisitions.ini. erequisitions - Powered by Greentree erequisitions Module 22

23 Approval Sub-Menu The Requisition Approval sub-menu is displayed after selecting the Approve Requisitions icon on the Main Menu and drill-down on the Requisition that you wish to approve / reject. Sub Menu Icons Req Header detail Req Totals Grid detail Sub Menu Icons View Allows the user to view the Requisition Detail. The Requisition Header, all the Requisition lines and the Requisition Totals are displayed. The list of existing Attachments is displayed. You have the ability to add additional attachments, if required. Approve Allows the user to approve a Requisition. You can drill-down on the Line number of each line to gain access to the detail of the specific Requisition line. This icon is available if the user is authorised to approve the Requisition and if the status of the Requisition is Entered, On Hold or Submitted. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 23

24 Reject Allows the user to reject a Requisition. You can drill-down on the Line number of each line to gain access to the detail of the specific Requisition line. This icon is available if the user is authorised to approve the Requisition and if the status of the Requisition is Entered, On Hold or Submitted. erequisitions - Powered by Greentree erequisitions Module 24

25 Delegates The Delegates icon is available if the user has their erequisitions User Preference "Allow delegates management" selected. If displayed, this allows you to add and remove users as your delegated approvers. The names of the login user's approval delegates are listed in the table. Remove To remove delegates, tick the checkbox for each of the users to be removed, and click the "Remove" button Add To add a delegate, enter the name of the required user. Their address, if it exists, is displayed. Click the "Add" button to add them to the list of delegates. Alternatively, click the binoculars on the name field to open a search screen of users. erequisitions - Powered by Greentree erequisitions Module 25

26 erequisitions Functions Overview This section explains how to perform each of the functions within erequisitions. In this section This section is divided into the following topics: Requisition View New Change Hold Release Cancel UnCancel Delete Submit Approve Search Generate PO Show Purchase Orders PO Purchase Orders Attachments Requisition line View New Change Cancel UnCancel Delete Submit Approve Inventory Search erequisitions - Powered by Greentree erequisitions Module 26

27 Requisition View This section explains how a user gains access to the detail of an existing Requisition Header. Conditions None Procedure From the Main screen: 1. Select the My / Team / All Requisition icon. 2. The Entered and Onhold Requisitions screen is displayed, listing the Requisitions with status Entered and OnHold, by default. 3. Select the relevant Status. 4. The list of Requisitions is updated based on the Status selected. Please note: The selected status is matched against the Requisition Header as well as the Requisition Line items. The Requisition is listed if any one of the Header or Line Items matches the selected Status. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 27

28 5. Select the Requisition ID for the Requisition Header you wish to view. Result: The selected Requisition s header and summary of line items are displayed. 6. Click on the Security tab to view the Assigned User and Assigned Team. 7. Click on the Custom tab to view the Trees and Userdefined fields. erequisitions - Powered by Greentree erequisitions Module 28

29 New This section explains how a user creates a new Requisition Header. Conditions This menu item is only available if the erequisitions User has permission to create a Requisition. Authorisation is set in Greentree, under User Preferences. Procedure From the Main screen: 1. Select the Add Requisition icon, an adding a new Requisition screen will appear. 2. Select the relevant Branch code from the Branch drop down list, press tab to move between fields as required. 3. Requisition Type defaults to the Default Requisition Type for the User, as defined in Greentree, User Preferences, SCM, Requisitions, Default Req Type. Select another Requisition Type, if applicable. 4. Tick the urgent checkbox (if applicable). 5. Enter the relevant Location, accept the default or select from the drop down list the Requisition Location. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 29

30 6. Enter the relevant discount. 7. Currency defaults from the Requisition Type. You may select a different currency from the drop down list. 8. Enter the relevant currency rate or accept the default. 9. Tick the rate fixed checkbox (if applicable). 10. Tick the on hold checkbox (if applicable). 11. Enter the Supplier code required for this Requisition or select the binoculars link to search Suppliers using the Supplier code, sub code and name as your selection criteria (if applicable). If the Requisition Type is set to have the Supplier Mandatory, then the system checks upon save of the Requisition that a Supplier has been entered. 12. Select the Company, Branch, Warehouse or Other delivery details for the Requisition. Delivery details option defaults from Greentree, Purchase Orders Module. 13. Enter the delivery details; contact name, phone number, , requested Date and shipped Date or accept the default setup. 14. Type free form text into the Narration field. Note: The length of this field is set in erequisitions.ini. 15. Click on the Security tab to view the default Assign Security settings. The default is set to the erequisition User and the erequisition User s Default Team. If you have the authorisation to maintain security, then you can select another User / Team if required. 16. Click on the Custom tab to maintain the Requisition Trees and / or User-defined fields. 17. Press the Save Requisition button. Result: A new Requisition header has been created. Please note: This process sets the Requisition status as entered (unless On Hold is selected) and a Requisition record is created within Greentree, SCM. erequisitions - Powered by Greentree erequisitions Module 30

31 Change This section explains how to change a Requisition header. Conditions This menu item is only available if the: erequisitions User has permission to change a Requisition. Authorisation is set in Greentree, under User Preferences. Status of the Requisition is NOT Cancelled or Processed. The number, currency and currency rate of an existing Requisition header cannot be changed from within the Requisition change screen. If these details are incorrect the Requisition needs to be deleted and a new Requisition created with the correct information. For information on how to delete a Requisition refer to the Requisition, Delete page within this manual. Procedure From the Main screen: 1. Select the My, Team or All Requisitions icon. 2. Select the required status from the drop down list or accept the default to filter the Requisitions listed. 3. Select the Requisition ID link to open the Requisition to be changed. 4. Select the Change Requisition icon. 5. The Change Requisition page is displayed. erequisitions - Powered by Greentree erequisitions Module 31

32 Continued on the next page 6. Change the Requisition header details as required. 7. Click on the Security tab to view the Assign Security settings. If you have the authorisation to maintain security, then you can select another User / Team if required. 8. Click on the Custom tab to maintain the Requisition Trees and / or User-defined fields, as required. 9. Press the Save Requisition button. Result: Changes have been made to the Requisition header. erequisitions - Powered by Greentree erequisitions Module 32

33 Hold This section explains how to put a Requisition Header and Requisition lines on Hold. Conditions The erequisitions user needs to be authorised in order to put a Requisition on hold. Authorisation is set in Greentree, User Preferences, SCM, Requisitions tab: Can Release On-hold Requisitions. Procedure From the Main screen: 1. Select the My, Team or All Requisitions icon. 2. Select the required status from the drop down list or accept the default to filter the Requisitions listed. 3. Select the Requisition ID link to open the Requisition to be held. 4. Select the Change Requisition icon. 5. Tick the On Hold checkbox. 6. Press the Save Requisition button Result: The Requisition and all Requisition lines within the selected Requisition header have been put on hold. Please note: This process sets the Requisition status to on hold. erequisitions - Powered by Greentree erequisitions Module 33

34 Release This section explains how to release an On-hold Requisition Header and Requisition lines. Conditions The erequisitions user needs to be authorised in order to Release an On Hold Requisition. Authorisation is set in Greentree, User Preferences, SCM, Requisitions tab: Can Release On-hold Requisitions. Procedure From the Main screen: 1. Select the My, Team or All Requisitions icon. 2. Select the On Hold status from the drop down list to filter the Requisitions listed. 3. Select the Requisition ID link to open the Requisition to be released. 4. Select the Change Requisition icon. 5. Click on the On Hold checkbox (this deselects the option). 6. Press the Save Requisition button Result: The Requisition and all Requisition lines within the selected Requisition header are no longer on hold. Please note: This process sets the Requisition status from On Hold to Entered, to be submitted or approved. erequisitions - Powered by Greentree erequisitions Module 34

35 Cancel This section explains how to cancel a Requisition. Conditions This menu item is only available if the: erequisitions User has permission to change a Requisition. Authorisation is set in Greentree, under User Preferences. Status of the Requisition is NOT Cancelled or Processed. When a Requisition is cancelled all Requisition lines within the selected Requisition header are to be cancelled first. Procedure From the Main screen: 1. Select the My, Team or All Requisitions icon. 2. Select the required status from the drop down list or accept the default to filter the Requisitions listed. 3. Select the Requisition ID link to open the Requisition to be cancelled. 4. Select the Cancel Line icon. 5. Select all the line items for cancellation. The checkbox in the line labels row when ticked will tick all line items. 6. Press the Cancel Line Items button. Result: The Requisition and all Requisition lines within the selected Requisition header are cancelled. Please note: This process sets the Requisition status to cancelled. erequisitions - Powered by Greentree erequisitions Module 35

36 UnCancel This section explains how to un-cancel a Requisition. Conditions This menu item is only available if the: erequisitions User has permission to change a Requisition. Authorisation is set in Greentree, under User Preferences. Status of the Requisition is NOT Processed or Submitted. When a Requisition is un-cancelled all Requisition lines within the selected Requisition header are to be un-cancelled first. Procedure From the Main screen: 1. Select the My, Team or All Requisitions icon. 2. Select the Cancelled status from the drop down list to filter the Requisitions listed. 3. Select the Requisition ID link to open the Requisition to be un-cancelled. 4. Select the Un-Cancel Line icon. 5. Select the checkboxes for the line items to be uncancelled as required, (the checkbox in the line labels row when ticked will tick all line items). 6. Press the Un-Cancel Line Items button. Result: The Requisition and selected Requisition lines are uncancelled. Please note: This process sets the Requisition and Requisition line status from cancelled to entered to be re-submitted for approval. erequisitions - Powered by Greentree erequisitions Module 36

37 Delete This section explains how to delete a Requisition. Conditions This menu item is only available if the: erequisitions User has permission to delete a Requisition. Authorisation is set in Greentree, under User Preferences. Status of the Requisition is NOT Cancelled, Processed or Submitted. When a Requisition is deleted all Requisition lines within the selected Requisition header are to be deleted first. Procedure From the Main screen: 1. Select the My, Team or All Requisitions icon. 2. Select the required status from the drop down list or accept the default to filter the Requisitions listed. 3. Select the Requisition ID link to open the Requisition to be deleted. 4. Select the Delete Line icon. 5. Select all line items for deletion. The checkbox in the line labels row when ticked will tick all line items. 6. Press the Delete Line Items button and OK to confirm delete. 7. Select the Delete Line icon. 8. Press the Delete Requisition button and OK to confirm delete. Result: The Requisition and all Requisition lines are deleted. erequisitions - Powered by Greentree erequisitions Module 37

38 Submit This section explains how to submit a Requisition. Conditions This menu item is only available if the: erequisitions User has permission to change a Requisition. Permissions are set in Greentree, under User Preferences. Status of the Requisition is Entered or On-Hold (if the user has permission to release the hold). Procedure From the Main screen: 1. Select the My, Team or All Requisitions icon. 2. Select the required status from the drop down list or accept the default to filter the Requisitions listed. 3. Select the Requisition ID link to open the Requisition to be submitted. 4. Select the Submit icon. 5. Select all line items for submission. The checkbox in the line labels row when ticked will tick all line items. 6. Press the Submit Line Items button. Result: The Requisition and all Requisition lines within the selected Requisition header are submitted. Please note: This process sets the Requisition status from entered to submitted and the line status from entered to waiting approval. If not all the line items are submitted, then the Requisition status remains entered i.e. it represents the status of the line items earliest status. erequisitions - Powered by Greentree erequisitions Module 38

39 UnSubmit This section explains how to unsubmit a Requisition. Conditions This menu item is only available if the: erequisitions User has permission to unsubmit a Requisition. Permissions are set in Greentree, under User Preferences. Status of the Requisition is Submitted. Procedure From the Main screen: 1. Select the My, Team or All Requisitions icon. 2. Select the required status from the drop down list or accept the default to filter the Requisitions listed. 3. Select the Requisition ID link to open the existing Requisition, which contains the line that you wish to submit. 4. Select the UnSubmit icon. Please note: The UnSubmit icon is only available if the User has permission to unsubmit a Requisition. 5. Ensure all line items are selected. (The checkbox in the line labels row when ticked will tick all line items). 6. Press the UnSubmit Line Items button. Result: The Requisition lines within the selected Requisition header is unsubmitted. The Requisition is unsubmitted. Please note: This process sets the Requisition line status and Requisition Header status from submitted to entered. erequisitions - Powered by Greentree erequisitions Module 39

40 Approve This section explains how to approve a Requisition. Conditions This menu item is only available if the: Single or multi level Approval is set in Greentree > SCM Module Control. If single level Approval is set, then the erequisition User needs to be able to Approve Requisitions. This is set in Greentree > SCM User Preferences > erequisitions. Approval from and to amounts can be defined. If multi level Approval is set, then the required Approval Rules need to be defined, which includes the erequisition User as an Approver. Requisition is of status Entered, On Hold or Submitted. Procedure From the Main screen: 1. Select the Approve Requisitions icon. All Requisitions waiting for approval are listed for the View option selected. Please note: You can select the Document Type drop-down to limit the display to Requisitions only. If Allow Purchase Order approvals is ticked in erequisitions Module control, then All document Types are displayed by default. You can select the Document Type drop-down to limit the display to only Requisitions. Single level approval: If Show Requisitions outside of range is ticked in SCM User Preferences, then all Requisitions awaiting approval is displayed regardless of the Requisition total. If this option is not ticked, then only the Requisitions with a Total within the defined range, is displayed. Multi-level approval: All Requisitions that include the User in the Approval sequence are displayed. erequisitions - Powered by Greentree erequisitions Module 40

41 2. Select the Requisition ID link to open the Requisition to be approved. 3. Select the Approve icon. Please note: The Approve icon is only available if the logged-in Approver is allowed to approve the Requisition at that time, for example: single level approval or within the correct sequence of multi-level sequential approval. If an Approver accessed the Requisition awaiting approval out of sequence, then the Approve Requisition icon is not available. 4. Select the checkbox in the line labels row to tick all line items. 5. Press the Approve Line Items button. Result: The Requisition and all Requisition lines within the selected Requisition header are approved. You have the ability to enter an Approval Reason, which is optional. Please note: This process sets the Requisition line status from Waiting for Approval to Submitted. The Requisition Header status is updated to Submitted. erequisitions - Powered by Greentree erequisitions Module 41

42 Reject This section explains how to reject a Requisition. Conditions This menu item is only available if the: Approvals are turned on in Greentree, SCM, System, Module Control, Requisitions tab Use Approval Method is selected. For Single level approval, the User needs to be setup in Greentree SCM User Preferences > erequisitions, as able to approve Requisitions. Approval from and to amounts can be set. Requisition is of status Entered, On Hold or Submitted. Procedure From the Main screen: 1. Select the Approve Requisitions icon. All Requisitions waiting for approval are listed. Please note: If Show Requisitions outside of range is ticked in SCM User Preferences, then all Requisitions awaiting approval is displayed regardless of the Requisition total. If this option is not ticked, then only the Requisition s with a Total within the defined range, is displayed. 2. Select the Requisition ID link to open the Requisition to be approved. 3. Select the Reject icon. 4. Select the checkbox in the line labels row to tick all line items. 5. Press the Reject Line Items button. Result: The Requisition and all Requisition lines within the selected Requisition header are rejected. You have the ability to enter a Rejected Reason, which is optional. Please note: This process sets the Requisition line status from Waiting for Approval to Rejected. The Requisition Header status is updated to Rejected. If not all line items are rejected, then the Requisition Header status is updated to Entered. erequisitions - Powered by Greentree erequisitions Module 42

43 The reject reason is displayed when viewing details of the requisition. erequisitions - Powered by Greentree erequisitions Module 43

44 Search This section explains how to run a Requisition search. The search allows you to define filters in order to view a limited list of Requisitions. Conditions None Procedure How to run a Requisition search. From the Main screen: 1. Select Requisition Search icon. 2. Enter the search criteria into the search field, press tab to move between fields as required. 3. Select the Requisition id, Requisition Date, Expected Date or Narration from the drop down list to search by. 4. Select the Branch to filter the search by from the drop down list or accept the default. 5. Select the Supplier to filter the search by from the drop down list or accept the default. 6. Select the Location to filter the search by from the drop down list or accept the default. 7. Select the View filter from the drop down list to filter on All, Mine or Team or accept the default. 8. Select from the drop down list the status to filter the search by or accept the default. 9. Press the Go button to run the search. The first 20 records that match the search criteria will be displayed. 10. Select the Requisition ID link to view and edit details for the Requisition. Result: A Requisition search has been run. erequisitions - Powered by Greentree erequisitions Module 44

45 Copy This section explains how to copy an existing Requisition in order to create a similar Requisition. Conditions None Procedure From the Main screen: 1. Select the My / Team / All Requisition icon. 2. The Entered and Onhold Requisitions screen is displayed, listing the Requisitions with status Entered and OnHold, by default. 3. Select the relevant Status. 4. The list of Requisitions is updated based on the Status selected. 5. Select the Requisition ID for the Requisition Header you wish to view. 6. The Details for Requisition screen is displayed. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 45

46 7. Select the Copy Requisition button. Result: A new Requisition number is generated and the Requisition is saved. The Copied Requisition contains all the information on the source Requisition. erequisitions - Powered by Greentree erequisitions Module 46

47 My Purchase Orders This gives access to a table of PO Purchase Orders generated from requisitions that were entered by the logged in user. The Purchase Orders could have been generated by another user. This displays the Number, Date, Expected Date, Summary, Number of the requisition from which it was generated, Status and Total. You can click on the Purchase Order Number to view the details of the order. Status Select the status of the Purchase Orders you want to display. Prev/Next Click these to scroll through the list of Purchase Orders to see more, if required. erequisitions - Powered by Greentree erequisitions Module 47

48 Generate PO This section explains how to create a Purchase Order / Purchase Orders for a Requisition. Conditions The Generate PO icon can be turned off on a user by user basis in Greentree > User Preferences > SCM > Requisitions > PO Generation. The Generate PO icon is hidden if the displayed Requisition is of status On Hold, Processed, Cancelled or Rejected. Supplier is compulsory before the PO can be generated. Procedure From the Main screen: 1. Select the My / Team / All Requisition icon. 2. The Entered and Onhold Requisitions screen is displayed, listing the Requisitions with status Entered and OnHold, by default. 3. Select the Status of the Requisition for which you wish to generate a Purchase Order. 4. The list of Requisitions is updated based on the Status selected. 5. Select the Requisition ID for the relevant Requisition. 6. Select the Generate PO icon. Result: If single or multi level Approval is set in SCM Module Control, then the Approval Requirements need to be met before the PO is generated. Once approved, the Requisition Header and the Line Items status are Submitted. If Approval is not in use or the Requisition has been approved, a PO is created in Greentree for each Supplier, based on the Requisition line items. 7. The list of Purchase Orders for the Requisition is displayed. 8. Select the PO Reference to view the detail of the Purchase Order. 9. Select the View Requisition Detail icon to return to the Requisition. Result: The Requisition Status and Requisition Line statuses are updated to Processed. erequisitions - Powered by Greentree erequisitions Module 48

49 Show Purchase Orders From the "Details for Requisitions" screen, it is possible to display a list of PO Purchase Orders that have been generated from the processed Requisition. Show Purchase Orders Click this button to show the purchase orders generated from the requisition, as shown below. From here you can drill down to each purchase order to view the details. erequisitions - Powered by Greentree erequisitions Module 49

50 PO Purchase Orders It is possible to a Purchase Order in erequisitions from the Details for Purchase Order page. Purchase Order Click this to the displayed Purchase Order to the recipient whose " address" is specified on the page. address This defaults to the address: of the user who entered the originating requisition, if the erequisitions Module Control "Default address for PO ing" is set to "Requisition Assigned User", or of the originating requisition's Delivery Details, if the erequisitions Module Control "Default address for PO ing" is set to "Requisition Delivery Details". The address can be overridden by the user. On clicking " Purchase Order", the document is sent in the format specified on the following: Purchase Order Status; if blank then Supplier (Integration tab); if blank then Purchase Order Module Control (Defaults tab) If no report format has been specified on any of these, an error occurs. erequisitions - Powered by Greentree erequisitions Module 50

51 Attachments This section explains how to add, open and save attachments for Requisitions. Condition Attachment size is limited to the size specified in Greentree, SCM, System, erequisitions, Module control, Main tab. Procedure How to add an attachment. From the Main screen: 1. Select the My, Team or All Requisitions icon. 2. Select the required status from the drop down list or accept the default to filter the Requisitions listed. 3. Select the Requisition ID link to open the Requisition to add the attachment to. 4. Enter the add attachment path and file name or select the browse button to choose the file. 5. Select the add button. Result: The file / document has been added to the selected Requisition. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 51

52 Procedure How to open an attachment. From the Main screen: 1. Select the My, Team or All Requisitions icon. 2. Select the required status from the drop down list or accept the default to filter the Requisitions listed. 3. Select the Requisition ID link to open the Requisition the attachment is attached to. 4. Select the Name, File Name, Size or Summary link of the attachment required to be opened. 5. Select the open button. Result: The file / document attached to the selected Requisition has been opened for viewing. Procedure How to save an attachment. From the Main screen: 1. Select the My, Team or All Requisitions icon. 2. Select the required status from the drop down list or accept the default to filter the Requisitions listed. 3. Select the Requisition ID link to open the Requisition the attachment is attached to. 4. Select the Name, File Name, Size or Summary link of the attachment to be opened. 5. Select the Save button. 6. Set the save in Location, file name, save as type and select the save button. Result: The file / document attached to the selected Requisition has been saved to the specified Location and name. erequisitions - Powered by Greentree erequisitions Module 52

53 Requisition line View This section explains how to view the detail of a Requisition line. Condition None. Procedure From the Main screen: 1. Select the My / Team / All Requisition icon. 2. The Entered and Onhold Requisitions screen is displayed, listing the Requisitions with status Entered and OnHold, by default. 3. Select the relevant Status. 4. The list of Requisitions is updated based on the Status selected. 5. Select the Requisition ID for the Requisition you wish to view. Result: The selected Requisition s header and summary of line items are displayed. 6. Select the Line No for the line item you wish to view. Result: The detail of the selected line item is displayed. erequisitions - Powered by Greentree erequisitions Module 53

54 New This section explains how to enter a new Requisition line into an existing Requisition. Condition This menu item is only available if the: erequisitions User has permission to change a Requisition. Permissions are set in Greentree, under User Preferences. Status of the Requisition is NOT Cancelled or Processed. Procedure How to Open an existing Requisition. From the Main screen: 1. Select the My, Team or All Requisitions icon. 2. Select the required status from the drop down list or accept the default to filter the Requisitions listed. 3. Select the Requisition ID link to open the existing Requisition you wish to enter a Requisition line to. Result: The selected Requisition will appear on the screen. Procedure How to enter a new Requisition line. From the Main screen, Details for Requisition screen: 1. Select the Add Line icon. 2. An adding new Line Item screen will appear. erequisitions - Powered by Greentree erequisitions Module 54

55 3. Enter the catalogue item required for this Requisition line or select the binoculars link to search the catalogue using the catalogue code, description, Supplier part and Supplier as your selection criteria (if applicable). 4. Press tab to move between fields as required. 5. Enter the relevant line type, accept the default or select from the drop down list the Requisition line type. 6. Enter the relevant tax type, accept the default or select from the drop down list the Requisition line tax type. 7. Enter the relevant tax code, accept the default or select from the drop down list the Requisition line tax code. Tax Code defaults based on the following sequence: Supplier / Customer Tax code Inventory item / Non-stock code / JC Activity Code / GL Account Company Tax code Please note: The line type will determine the fields displayed prior to the line data information and are shown below. Line Type: Asset 8. Enter the code required for this Requisition line or select the binoculars link to search the asset code using the asset code, sub code and description as your selection criteria. 9. Enter the analysis group as required for this Requisition line or accept the default. 10. Enter the sub-code as required for this Requisition line or accept the default. 11. Enter a reference as required for this Requisition line or accept the default. Line Type: General Ledger 12. Enter the account required for this Requisition line or select the binoculars link to search the GL account code using the account no, short code and description as your selection criteria. The GL Account search screen displays Alerts in a separate column if any exist on the GL Account. Once selected, the GL Account is listed in the field. Once again, if Alert text exists for the account it is displayed as a fly-over hint i.e. hover the mouse pointer over the GL Account. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 55

56 13. erequisitions Module Control hosts a setting Default company for GL Lines. If this setting is set to None, then you can search for GL Account in all Companies. If this setting is set to Logged In, then the Company defaults based on the GL Account selected. You can maintain company as required. 14. Enter the sub-code as required for this Requisition line or accept the default. 15. If Transaction Analysis is turned on and a Transaction Analysis Tree has been allocated to the General Ledger Account, then you can select the Transaction Analysis Tree through the use of the binoculars field in the Line items table. Line Type: Inventory 16. Enter the code required for this Requisition line or select the binoculars link to search the inventory code using the inventory search function (refer to the Inventory Search section of this manual for further details). 17. Enter the relevant Location, accept the default or select from the drop down list the Requisition line Location. 18. Enter the relevant unit, accept the default or select from the drop down list the Requisition line unit. 19. Enter the allocated Job for this Requisition line (if applicable) or select the binoculars link to search the Job code using the Job code and name as your selection criteria. 20. The IN Tran Type defaults to the Transaction Type set in Greentree, User Preferences, SCM, Requisitions, JC IN Tran Type. You can select another Transaction Type through the use of the search field or leave the field <blank>. The Transaction Type is used in Greentree Requisitions when Inventory is allocated to the Job. 21. If Transaction Analysis is turned on and a Transaction Analysis Tree has been allocated to the Inventory Item, then you can select the Transaction Analysis Tree through the use of the binoculars field in the Line items table. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 56

57 Line Type: Job costing 22. Enter the code required for this Requisition line or select the binoculars link to search the Job code using the Job code and name as your selection criteria. 23. Enter the activity code required for this Requisition line or select the binoculars link to search the activity code using the activity code and description as your selection criteria. 24. Enter the work centre required for this Requisition line or select the binoculars link to search the work centre using the work centre and description as your selection criteria. Line Type: Non-Stock Code 25. Enter the NS code required for this Requisition line or select the binoculars link to search the non-stock code using the code and description as your selection criteria. 26. Enter the sub-code as required for this Requisition line or accept the default. Data Entry 27. Enter the Supplier code required for this Requisition line, accept the default or select the binoculars link to search the Supplier code using the code, sub code and name as your selection criteria. If the Requisition Type is set to have the Supplier Mandatory, then the system checks upon save of the Requisition that a Supplier has been entered. 28. Enter quantity requested as required for this Requisition line. 29. Enter discount % as required for this Requisition line or accept the default. 30. Enter Expected Date as required for this Requisition line or accept the default. 31. Enter the price if applicable for this Requisition line or accept the default. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 57

58 32. Tick the quoted prick checkbox (if applicable), note: this will change the price field to read only. 33. Type free form text into the Narration field. The length of the Narration field is set in erequisitions.ini. 34. Select the Save Line button. Please note: Line Limits and overall Requisition Total limits can be set against the Requisition Type. If set, the system checks to ensure that the limits have not been exceeded. Result: The Requisition line has been entered and saved. erequisitions - Powered by Greentree erequisitions Module 58

59 Change This section explains how to maintain a Requisition line. Condition This menu item is only available if the: erequisitions User has permission to change a Requisition. Permissions are set in Greentree, under User Preferences. Status of the Requisition is NOT Cancelled or Processed. Procedure From the Main screen: 1. Select the My, Team or All Requisitions icon. 2. Select the required status from the drop down list or accept the default to filter the Requisitions listed. 3. Select the Requisition ID link to open the existing Requisition, which contains the line that you wish to change or view. 4. Select the Line No link to open the existing Requisition line that you wish to change or view. 5. Make changes into any or all fields, or view details as required. 6. Press the Save Line and Update Total button to save changes or the ok button to close the line item details screen. Please note: Line Limits and overall Requisition Total limits can be set against the Requisition Type. If set, the system checks to ensure that the limits have not been exceeded. Result: Changes saved, or information within the Requisition line has been viewed. Please note: Changes made to submitted Requisition lines that have been cancelled and un-cancelled resets the status back to entered to be re-submitted for approval. erequisitions - Powered by Greentree erequisitions Module 59

60 Cancel This section explains how to cancel a Requisition line within the header. Conditions This menu item is only available if the: erequisitions User has permission to change a Requisition. Permissions are set in Greentree, under User Preferences. Status of the Requisition is NOT Cancelled or Processed. Procedure From the Main screen: 1. Select the My, Team or All Requisitions icon. 2. Select the required status from the drop down list or accept the default to filter the Requisitions listed. 3. Select the Requisition ID link to open the existing Requisition, which contains the line that you wish to cancel. 4. Select the Cancel Line icon. 5. Select the checkboxes for the line items to be cancelled as required. (The checkbox in the line labels row when ticked will tick all line items). 6. Press the Cancel Line Items button. Result: The Requisition line within the selected Requisition header is cancelled. Please note: This process sets the Requisition line status to cancelled. erequisitions - Powered by Greentree erequisitions Module 60

61 UnCancel This section explains how to un-cancel a Requisition line within the header. Conditions This menu item is only available if the: erequisitions User has permission to change a Requisition. Permissions are set in Greentree, under User Preferences. Status of the Requisition is NOT Processed or Submitted. Procedure From the Main screen: 1. Select the My, Team or All Requisitions icon. 2. Select the required status from the drop down list or accept the default to filter the Requisitions listed. 3. Select the Requisition ID link to open the existing Requisition, which contains the line that you wish to uncancel. 4. Select the Un-Cancel Line icon. 5. Select the checkboxes for the line items to be uncancelled as required. (The checkbox in the line labels row when ticked will tick all line items). 6. Press the Un-Cancel Line Items button. Result: The Requisition line within the selected Requisition header is un-cancelled. Please note: This process sets the Requisition line status from Cancelled to Entered to be re-submitted for approval. erequisitions - Powered by Greentree erequisitions Module 61

62 Delete This section explains how to delete a Requisition line within the header. Condition This menu item is only available if the: erequisitions User has permission to change a Requisition. Permissions are set in Greentree, under User Preferences. Status of the Requisition is NOT Cancelled, Processed or Submitted. Procedure From the Main screen: 1. Select the My, Team or All Requisitions icon. 2. Select the required status from the drop down list or accept the default to filter the Requisitions listed. 3. Select the Requisition ID link to open the existing Requisition, which contains the line that you wish to delete. 4. Select the Delete Line icon. 5. Select the checkboxes for the line items to be deleted as required. (The checkbox in the line labels row when ticked will tick all line items). 6. Select the Delete Line Items button. 7. Select the OK button to confirm delete. Result: The Requisition line within the selected Requisition header is deleted. Please note: Un-cancelled lines cannot be deleted as cancellation history is recorded against this line. erequisitions - Powered by Greentree erequisitions Module 62

63 Submit This section explains how to submit a Requisition line within the header. Conditions This menu item is only available if the: erequisitions User has permission to change a Requisition. Permissions are set in Greentree, under User Preferences. Status of the Requisition is Entered or On-Hold (and the user has permission to release holds). Procedure From the Main screen: 1. Select the My, Team or All Requisitions icon. 2. Select the required status from the drop down list or accept the default to filter the Requisitions listed. 3. Select the Requisition ID link to open the existing Requisition, which contains the line that you wish to submit. 4. Select the Submit icon. 5. Select the checkboxes for the line items to be submitted as required. (The checkbox in the line labels row when ticked will tick all line items). 6. Press the Submit Line Items button. Result: The Requisition line within the selected Requisition header is submitted. Please note: This process sets the Requisition line status from entered to waiting approval. erequisitions - Powered by Greentree erequisitions Module 63

64 UnSubmit This section explains how to unsubmit a Requisition line within the header. Conditions This menu item is only available if the: erequisitions User has permission to unsubmit a Requisition. Permissions are set in Greentree, under User Preferences. Status of the Requisition is Submitted. Procedure From the Main screen: 1. Select the My, Team or All Requisitions icon. 2. Select the required status from the drop down list or accept the default to filter the Requisitions listed. 3. Select the Requisition ID link to open the existing Requisition, which contains the line that you wish to submit. 4. Select the UnSubmit icon. Please note: The UnSubmit icon is only available if the User has permission to unsubmit a Requisition. 5. Select the checkboxes for the line items to be unsubmitted as required. (The checkbox in the line labels row when ticked will tick all line items). 6. Press the UnSubmit Line Items button. Result: The Requisition line/s within the selected Requisition header is unsubmitted. Please note: This process sets the Requisition line status from submitted to entered. The Requisition Header status is updated to the earliest line item status, therefore the status changes from submitted to entered. erequisitions - Powered by Greentree erequisitions Module 64

65 Purchase Order View This section explains how to view a Purchase Order. Conditions Allow Purchase Order Approvals needs to be ticked in Greentree emodule Control > erequisitions. This item gives access to PO s generated from erequisitions or Greentree that are waiting for Approval. Procedure From the Main screen: 1. Select the Number of Purchase Orders awaiting Approval from the Summary line located under the Purchase Orders Approvals header. 2. The Requisitions Awaiting Approval screen is displayed with the Search Criteria defaulting to Document Type = PO. The table lists all the Purchase Orders Awaiting Approval. 3. Select the PO Number to view the detail of the Purchase Orders. Result: The detail of the Purchase Order is displayed. erequisitions - Powered by Greentree erequisitions Module 65

66 Approve This section explains how to approve a Purchase Order. Conditions Allow Purchase Order Approvals needs to be ticked in Greentree emodule Control > erequisitions. This item gives access to PO s generated from erequisitions or Greentree. Single or multi level Approval is set in Greentree > SCM Module Control. If single level Approval is set, then the erequisition User needs to be able to Approve Requisitions. This is set in Greentree > SCM User Preferences > erequisitions. Approval from and to amounts can be defined. If multi level Approval is set, then the required Approval Rules need to be defined, which includes the erequisition User as an Approver. Procedure From the Main screen: 1. Select the Approvals Menu Item. 2. Select Document Type PO. Result: All the PO s, awaiting approval, for the selected View are displayed. 3. Select the PO Number for the Purchase Order you wish to approve. Continued on the next page erequisitions - Powered by Greentree erequisitions Module 66

67 4. Select the Approve PO icon. 5. You have the ability to enter an Approval Reason, which is optional. 6. Press the Confirm Approval button. Result: The Purchase Order is approved. Please note: You can also access the Purchase Order Awaiting Approval from the Summary displayed on entry of erequisitions. If any Purchase Orders are waiting for Approval, then the header Purchase Order Approvals are displayed, as well as a summary line listing the number of PO s awaiting Approval. erequisitions - Powered by Greentree erequisitions Module 67

68 Reject This section explains how to reject a Purchase Order. Conditions Allow Purchase Order Approvals needs to be ticked in Greentree emodule Control > erequisitions. Single or multi level Approval is set in Greentree > SCM Module Control. If single level Approval is set, then the erequisition User needs to be able to Approve Requisitions. This is set in Greentree > SCM User Preferences > erequisitions. Approval from and to amounts can be defined. If multi level Approval is set, then the required Approval Rules need to be defined, which includes the erequisition User as an Approver. Procedure From the Main screen: 1. Select the Approvals Menu item. 2. Update Document Type to PO to limit the display to only Purchase Orders. Please note: All Purchase Orders, awaiting Approval, for the selected View are listed. 3. Select the PO Number link to open the Purchase Order to be rejected. 4. Select the Reject icon. 5. You have the ability to enter a Rejected Reason, which is optional. 6. Press the Confirm Rejection button. Result: The Purchase Order is rejected. Please note: You can also access the Purchase Order Awaiting Approval from the Summary displayed on entry of erequisitions. If any Purchase Orders are waiting for Approval, then the header Purchase Order Approvals are displayed, as well as a summary line listing the number of PO s awaiting Approval. erequisitions - Powered by Greentree erequisitions Module 68

69 AP Invoices View This section explains how to view an AP Invoice. Conditions Allow Invoice Approvals needs to be ticked in Greentree emodule Control > erequisitions. This item gives access to AP Invoices generated from Greentree that are waiting for Approval. Procedure From the Main screen: 4. Select the Number of Invoices awaiting Approval from the Summary line located under the Invoice Approvals header. 5. The Requisitions Awaiting Approval screen is displayed with the Search Criteria defaulting to Document Type = Invoice. The table lists all the Invoices Awaiting Approval. 6. Select the Invoice Number to view the detail of the Invoice. Result: The detail of the AP Invoice is displayed. erequisitions - Powered by Greentree erequisitions Module 69