How to Enter a Requisition

Transcription

1 Module: Purchasing Topic: Requisition Processing How to Enter a Requisition Munis Version 11.1 Objective How to Enter a Requisition This document provides step-by-step instruction on how to enter a requisition into the Munis Requisition Entry program. It highlights only the most commonly used fields and options. It assumes that the user may need to modify default information provided by the system, but uses a minimal amount of options available in the program. It is intended for a user who already has a basic understanding of the Munis requisition entry program. Overview By entering a requisition, you are requesting funds to make a purchase. As soon as the requisition is entered with an expense account, the funds are set aside, or pre-encumbered in the General Ledger account. After the requisition is released, it goes through the approval process (workflow) after which it is converted into a purchase order. The PO is sent to the vendor as authorization to provide the goods or services requested. Prerequisites Permissions and Menu Access for Requisition Entry as well as: A vendor name or vendor number from which you would like to purchase the items. The proper General Ledger expense account(s) that will be used for the intended purchase. The quantity, price, and description of what the user would like to requisition. Page 1 of 14

2 Procedure 1. Open Tyler Menu *Each user s Tyler Menu will have different menu option 2. Requisition Entry Departmental Functions > Requisition Entry Note: Can also be found: Financials > Purchasing > Purchase Order Processing Menu > Requisition Entry Page 2 of 14

3 3. Click Add. on the Main tab, the requisition entry screen is divided into 2 sections: Header and Line Item Detail. The Header contains information such as the vendor, shipping address, etc. The Line Detail contains information about the specific item(s) you wish to purchase. The Line Detail at the bottom of this screen will automatically populate as the user adds items to the requisition. *WHEN COMPLETING THE REQUISITION FORM YOU SHOULD USE THE TAB KEY TO MOVE THROUGH THE FORM. The tab key will allow you to move from field to field and to the next page tab.* 4. Enter information on the Main tab: Page 3 of 14

4 Dept/Loc This will default to your department code. You may need to change this if you enter requisitions for multiple departments. Use the ellipsis to search. Highlight item and click accept Fiscal Year Tab through to accept the default Requisition number Tab through so the system can auto-populate the field. General commodity Required. Use the ellipsis to search. Highlight item and click accept. General description This will prepopulate from the general commodity code. You can add and or change this information as needed. General Notes Click - an additional screen will pop up. If needed, enter notes here. THESE ARE INTERNAL ONLY! Do NOT print these on the PO. Status 1- Rejected, 2- Created, 4- Allocated, 6- Released, 8- Approved, 0- Converted; Detailed Description of these Statuses at the end of this document under Status Changes. Needed by Use the calendar symbol to choose a date. Enter a date to alert the vendor if you would like the item(s) by a specific date. This is NOT a required field. If your needed by date is not realistic your requisition will be rejected. Entered Defaults to today s date and By defaults to enterer s user name. PO expiration Three way match required Inspection required By Project Accounts Applied Vendor Vendor Sourcing Notes No used at this time. Prepopulates with check in box. This can NOT be changed. Prepopulates with empty box. This can NOT be changed. This check box indicates that project account strings will be applied to the requisition. The Vendor numbers are the same as the AS400 Vendor numbers. Use the ellipsis to search. Use a partial name to search using the wildcard symbol (*). Vendor names are case sensitive, so search Vendor alpha. Highlight item and click accept. Vendor Name, PO Mailing, Delivery Method, and Remit will prepopulate from the Vendor Master File. If the default information is not correct, change it. Use the ellipsis to search. Highlight item and click accept. Click - an additional screen will pop up. If needed, enter notes here. THESE ARE NOTES FOR THE VENDOR! Be sure to click on the ribbon so that these print on the PO. Vendor Quotes Area is available to type in quote information. Click then click to add Vendor quote info. THIS IS NOT REQUIRED. WE WILL USE THE ATTACHMENTS ON THE RIBBON TO ATTACH QUOTES AND/OR JUSTIFICATION (See Attaching Quotes/Justification). Page 4 of 14

5 Ship to Reference The ship-to address defaults from your Department Code. If you need items shipped to another location, change ship to code. Ship-tos are set up by building NOT department- USE REFERENCE FOR SUITE/ROOM INFO. Horry County NOT using. Does NOT print on PO Enter suite/ room information. 5. Enter information on the Terms/Miscellaneous tab: Discount % Freight % Sales Tax % Use Tax % If Applicable, enter if receiving a percentage discount for the whole order. If a vendor gives all county purchase a percentage discount this will pre-populate from the vendor master. If Applicable, enter the freight percentage for the whole order. Click the calculator symbol for calculator in needed. This should pre-populate from vendor master. If vendor does NOT collect sales tax it will be zero. Click the calculator symbol for calculator if needed. This should pre-populate from vendor master. If the vendor does NOT collect sales tax, use tax MUST be encumbered. Click the calculator symbol for calculator if needed. Page 5 of 14

6 Freight methods/terms Bill to Bill to Special Handling Allocation Code Buyer Review Code Type Purchase Order Notify originator when converted to PO/Contract Notify originator of overages Contract number Contract Description Tells shipper if there are special shipping terms. Can change if needed. (Ex. Overnight mail, FedEx, Call prior to delivery, etc.) Defaults from Department Code. DO NOT CHANGE! All invoices should be sent directly to Finance. Special handling method should be NONE. Optional. Enter allocation code, if applicable. Use the ellipsis to search. Defaults as Normal. Choose the applicable type. Purchase Order number will appear here after Requisition has been converted. This will prepopulate with a check in the box. Can be un-checked if originator does NOT want to be notified when PO is converted. This will prepopulate with empty box. Can be checked if originator wants to be notified of overages. If Requisition is being entered against an existing Contract, enter MUNIS Contract number here. Use the ellipsis to search. Highlight item and click accept. Prepopulates from contract if contract number is selected. Page 6 of 14

7 6. Enter information on the User Defined tab: HCG Procurement Tier? Best Value Procurement? Cooperative Name? Choose which Procurement Tier your purchase is in. Use the ellipsis to search. Highlight item and click accept. Tier 3 C- Cooperative Purchasing Tier 3 K- Horry County Contract Purchase Tier 3 S- Small Dollar Purchase ($25, or less for goods and services; $50, or less for PROFESSIONAL services) Tier 4 N- RFP(Request for Proposal)/RFQ(Request for Qualifications) NOT resulting in an Horry County Contract Tier 4 S- IFB (Invitation for Bid) NOT resulting in an Horry County Contract Tier 5 E- Emergency Procurement- This goes to the County Administrator for approval. Tier 5 S- Sole Source Procurement- SOLE SOURCE means the product or service being purchased is ONLY available from this vendor, NO ONE ELSE! This goes to the County Administrator for approval. Defaults to No, Yes or No: Use ellipsis to search. Highlight item and click accept. Did you procure the product or services and evaluate based on factors other than price? THESE FACTORS MUST BE SHARED UPFRONT WITH VENDORS! Defaults to None. Use the ellipsis to search. Highlight item and click accept. If you are purchasing from a Cooperative Contract, choose the cooperative name. If Cooperative name is not an option choose Other. Page 7 of 14

8 Cooperative K #? Professional Services Grant Purchase? Grant #? Justification Attached? Quotes Attached? Insurance Required? Free Form Entry For Response: If you are purchasing from a Cooperative Contract, enter the contract number here. If you have chosen Other for the Cooperative name; give the cooperative name - contract number. Defaults to No, Yes or No: Use ellipsis to search. Highlight item and click accept. Are you purchasing Professional Services? (ie. legal fees, architectural fees, etc.) Defaults to No. Yes or No: Use the ellipsis to search. Highlight item and click accept. Are you purchasing product or services with grant funds? Free Form Entry For Response: If you are purchasing with grant funds, enter the grant number here. BE SURE TO ATTACH THE GRANT AWARD, GRANT PROCUREMENT INFORMATION, AND ALL OTHER GRANT RELATED DOCUMENTS as a requisition attachment. You can do this after you complete the requisition and accept it. Choose the paper clip for attachments. Yes or No: Use the ellipsis to search. Highlight item and click accept. If you are purchasing via Tier 5 E/S, did you attach documentation/justification for procuring Tier 5 E/S way? If you are purchasing via Tier 4 N/S please attach bid tab or evaluation documentation. If this is a grant purchase, did you attach all required grant documentation? You can do this after you complete the requisition and accept it. Choose the paperclip for attachments and follow TCM Instructions. Yes or No: Use the ellipsis to search. Highlight item and click accept. If you are purchasing via Tier 3 C, Tier 3 S (over $ ), Tier 5 E, Tier 5 S, quotes MUST be attached. You can do this after you complete the requisition and accept it. Choose the paperclip for attachments and follow TCM Instructions Defaults to Yes. Yes or No: Use the ellipsis to search. Highlight item and click accept. Change if insurance is not required. *NOTE THAT THE COMMENTS SECTION ON THIS PAGE PROVIDES CLARIFICATION ABOUT THE REQUESTED INFORMATION* 7. Once all fields are filled out Press Tab or Enter on the keyboard or click the Accept button. This will bring you to the Line Detail section. Each Line Detail screen represents an item you would like to purchase. If there is more than one item, you will need to add multiple records on this screen. By default, you are brought to the first item you are requesting in Add mode. Page 8 of 14

9 8. Enter information on the Line Detail screen: Quantity Commodity Inventory Item Location Type Description Add l Desc/Notes Unit Price UOM Defaults as 1, but can be changed to the number of units being requested. REQUIRED. IF YOU KNOW THE 5 DIGIT CODE WITHOUT SEARCHING TYPE IT IN. Choose the commodity code that best fits your purchase (5-digits here). Use ellipsis to search codes. General Commodity Code will prepopulate from the Main Screen of requisition you can click accept or search through general commodity codes by using the ellipsis. Once the correct General Commodity Code is chosen click accept to review the 5 digit commodity code with in that Class; Highlight the correct 5-digit code and click Accept. Currently NOT set-up. Will be used down the road. Choose inventory item if applicable. Use the ellipsis to search. Highlight item and click accept. Prepopulates from Commodity code to add additional description after commodity code description add - and additional description needed. Description is required. Add additional Description and Notes here. Be sure to check for these to print on your purchase order. Enter the price per unit. The total will multiply the Quantity times this price. The unit of measure for the item. Prepopulates to EACH. Change accordingly Typical is Each or Lb. or Foot, etc. Page 9 of 14

10 Freight Enter a freight cost for this line item ONLY (not the whole order), if needed. Discount percent Enter a discount percent for this line item ONLY (not the whole order), if used. Taxable amount Enter the taxable amount. Click the calculator symbol for calculator if needed. Sales tax amount Calculates from the taxable amount. Credit Enter credit amount, if applicable. Line item total (Calculates from the quantity - discount percent if applicable) x unit price + sales tax credit Amount justification Prepopulates to UNKNOWN. Horry County NOT using. Manufacturer If entered this will print on the PO. Manufacturer item # If entered this will print on the PO. Vendor Prepopulates with Vendor # and Name from requisition Main Tab selection of vendor. DO NOT CHANGE. Vendor item # If entered this will print on the PO Box Prepopulates from Vendor Master File. Bid Dept/Loc Prepopulates from requisition Main Tab. Required by Optional. Choose required by date if applicable. Use the calendar symbol to choose a date. Requested by Optional. Can choose MUNIS user that requested item. Use the ellipsis to search. Highlight item and click accept. Receipt Notification to Optional. Can choose MUNIS user to notify once items are received via PO Receiving. Use the ellipsis to search. Highlight item and click accept. Fixed Asset Not Modifiable: N or Y. WO Number WO Task Notify buyer 9. Tab to open GL Allocations at the bottom of the screen. 10. If Project Accounts Applied box was checked cursor will be in project account box and you will be required to select a project account. Use the ellipsis to search. To select the highlighted account click Accept. 11. Cursor will be in the account field; choose the account this purchase should be allocated to. If the entire amount of this line item will be allocated to a single GL Account, verify the amount, and click Accept to save that line item. If you need to allocate the amount to more than one GL account, change the amount of the first GL expense account. Then press the tab key through the amount field, and you will be taken to a second line where you can enter another expense account and amount. Always review the amounts and accounts before clicking OK/Accept to save the line item. Page 10 of 14

11 12. If you would like to purchase more than one item with this requisition, you will need to click the Add button to add another Line Detail record. Follow the same process as above for each item you are requesting. 13. Click Accept to save the items and requisition. 14. To return to the Requisition Header screen, select the Return button in the Munis Ribbon. And Select the Main Tab. Attaching Quotes and Justification 15. You can now attach any required documentation by clicking the Attachments Button in the Munis Ribbon. The Document Mappings box will pop up. Page 11 of 14

12 16. Choose Requisition Attachment and Click View Documents. TCM will open. 17. On the TCM Ribbon Click New ; 18. You can now IMPORT or SCAN (if your scanner is available) documentation in to TCM a) IMPORT: Click Import. This will be allow you to browse your computer documents and select the appropriate file. Once selected click Open. YOUR FILE IS NOW ATTACHED TO TCM! There are additional tools in TCM that can be used to add notes and highlights, etc. However, use of these is not required. b) SCAN: Click Scan. This will bring up the Select a Scanner Box. Select the appropriate scanner from the list and click Scan. Follow the instructions from your scanner softwareonce complete your scan will show in TCM. Page 12 of 14

13 19. Click Save and Close Viewer to return to your requisition. 20. Once you have entered all of your requested items, click Release in the Menu Section of the Ribbon. This is releasing your requisition into the workflow. This starts the approval process for the requisition. Once you have released the requisition, you will be able to see it, but will not be able to make changes to it. Workflow Once the Requisition has been released into workflow. You can view where it is by Clicking Approvers at the bottom of the Requisition. Below is a screen shot of the workflow for a Requisition. It shows each step and approver in the process, when the Requisition arrives in each queue, where the Requisition currently resides in workflow, and keeps record of who approves and when the approval takes place. Page 13 of 14

14 Results Your requisition has now been released to workflow. It will go through workflow for all necessary approvals. Once all approvals are received, your requisition will come to procurement to be audited for procurement requirements and to be converted to a purchase order. Procurement will print purchases orders once a day. Printing s the vendor the vendor copy of the purchase order. ONLY if the vendor has an address in the Vendor Master File. If the vendor does NOT have an address in the Vendor Master File, the purchase order will be printed at procurement and be sent to the requesting department via interoffice mail. Printing also sends the file copy of the purchase order to TCM for viewing by department users. Status Change The following are valid status values for requisition approvals: 1- Rejected: The requisition has been rejected by an approver. Click the Approvers button to view the rejection comments. To update a rejected requisition, click the Activate button. 2- Created: The requisition header (general) details have been entered, but general ledger (GL) details have not been entered, or, the requisition has header and GL detail, but does not have the appropriate budget to move it to a Status 4. In this case, a budget transfer must be made and posted, after which, you can click the Allocate button to move the requisition to a status 4-Allocated. 4- Allocated: The requisition has been entered and has been allocated (charged) to a general ledger account, therefore money is being taken from available budget. The requisition has not been released into Workflow. A requisition must be in a status 4-Allocated to be released into Workflow; click Release to initiate the Workflow process. 6- Released: The requisition has been released into Workflow and is awaiting approval. Click the Approvers button to see the current approval status. 8- Approved: The requisition has been fully approved in Workflow and is ready to be converted to a purchase order. 0- Converted: The requisition has been converted to a purchase order. The number is included on the Terms/Miscellaneous tab in Requisition Entry. Page 14 of 14