Requisition Entry

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Overview:

  • Review Board Policies 3300 through 3315 for information on purchasing items.
  • Two types of Requisitions can be entered: to Vendors to purchase items and to the District Warehouse for Custodial Supplies and paper (called a “Pick Ticket”).
  • MSBSD uses custom forms in Requisition Entry. Select the form you want to use by clicking “Switch Form” in the Requisition Entry toolbar icon. For Requisitions that are sent to vendors, use MSD_REQ.
  • Use all caps when entering requisitions.

Instructions:

 
  1. Open Requisition Entry (Menu > Departmental Functions > Requisition Entry). Click ADD.

  2. In the “MAIN” section:
    1. Verify that the Fiscal Year is correct.
    2. TAB to General Commodity. Use FIELD HELP to select the general commodity code.
    3. TAB to General Description. Update the description to reflect what is being ordered.
    4. TAB through the remainder of the “MAIN” section.

  3. In the “VENDOR” section, use FIELD HELP to choose a vendor or type in a Vendor number. TAB through the remainder of the “VENDOR” section.

  4. In the “SHIPPING AND BILLING” section:
    1. Change the Ship-To code if necessary. Use “Field Help” to select the correct code.
    2. TAB to “Ship To Email” or “Reference” fields. If necessary, type specifics about who is receiving the product: a certain teacher, classroom, etc.
    3. TAB through the remainder of the “SHIPPING AND BILLING” section.

  5. In the “TERMS” Section, add any percentage discounts from the Vendor. TAB through the “TERMS” section.

  6. In the “MISCELLANEOUS” section, select “Normal” or “Blanket” from the drop-down menu.

  7. Click ACCEPT.

  8. Line Items will load (if the Line Items screen does not load, click LINE ITEMS in the icon toolbar). If a line is not automatically added, click ADD to add a new line to the Requisition. Note that it adds a line number in the “Requisition” section.

  9. In the “DETAIL” section:
    1. Enter the “Quantity.” If you are entering a Blanket PO, enter a quantity of “1” and the total for the blanket PO in the “Unit Price” line.
    2. Type a “Description” of the item, including the item number, color, size, etc.
    3. Type the “Unit Price” for EACH item. A total will populate in the “total” line.
    4. Type the “UOM [Unit of Measure]” (ex: dozen, case, each, etc.).
    5. TAB through the remainder of the “DETAIL” section

  10. In the “MISCELLANEOUS” field, add Manufacturer information and item numbers, if known and select if the item is a Fixed Asset. TAB through the remainder of the section.

  11. In the “ACCOUNT CODE” section:
    1. Enter the Account Code or select FIELD HELP and choose from the list. The available budget displays below the account code section.
    2. Tab to AMOUNT.
    3. Split requisitions between more than one account if necessary. To enter another account code, TAB to the next Account Code line.

  12. Click ACCEPT to save the account code and Requisition line.

  13. To add more requisition lines, click ADD and repeat steps 9-13.

  14. When all lines have been added, click BACK.

  15. The Requisition status will change to 4-Allocated. On the main Requisition screen, review all information and line items. If anything needs updating, click UPDATE. Or, click LINE ITEMS then UPDATE to update line items.

  16. Click RELEASE from the Menu section of the Icon Toolbar. The status changes to 6-Released and the Requisition will go through the approval workflow.

Details

Article ID: 53265
Created
Thu 5/3/18 3:22 PM
Modified
Tue 4/2/19 9:21 AM