Requisition Entry

 

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”). Reference the Knowledge Base document titled Pick Ticket Entry for more information on Pick Tickets.
  • 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.
  • GL account only, no project string: Split requisitions between more than one account if necessary.
  • Project Strings (Example: SSASR Projects & Student Allotment Projects): Split requisitions between more than one account and project string if necessary.

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 (ellipsis) 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 (ellipsis) to choose a vendor or type in the Vendor number. TAB through the remainder of the “VENDOR” section.
  4. VENDOR/SOURCING NOTES FOLDER:  A quote number or additional information the vendor needs can be added to this section. 
    1. Click the folder icon to open the screen.
    2. Click add and enter miscellaneous information you want the vendor to see on the PO.
    3. Click Print on PO.
    4. Click accept.
    5. Click the back arrow.
    6. The folder icon will turn orange when information is entered.
  5. In the “SHIPPING AND BILLING” section:
    1. Change the Ship-To code if necessary. Use “Field Help” to select the correct code.  If you change the last zero to 3 it will change the delivery address to your department/site at the MSBSD Warehouse in Palmer.
    2. TAB to “Ship To Email” and enter the originator’s email address.
    3. TAB to “Reference” fields. If necessary, type specifics about who is receiving the product: a certain teacher, classroom, etc.
    4. TAB through the remainder of the “SHIPPING AND BILLING” section. 
  6. In the “TERMS” Section, add any percentage discounts from the Vendor if applicable. TAB through the “TERMS” section.
  7. In the “MISCELLANEOUS” section, select “Normal” or “Blanket” from the drop-down menu.
  8. Click ACCEPT. 
  9. 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.
  10. 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. 
  11. In the “MISCELLANEOUS” field modify the Capital asset line if the item is a Fixed Asset. TAB through the remainder of the section. 
  12. In the “ACCOUNT CODE” section:
    1. Use of Project String
      1. Enter the Project Type “Expenses” and Project String if applicable. 
      2. Enter the Account Code or select FIELD HELP and choose from the list.
      3. Complete the GL account code by entering the GL object code and project segment.
      4. Tab to AMOUNT.
      5. Split requisitions between more than one project string and/or project/account code combination if necessary. To enter another project string, project string/account code combination, or account code, TAB to the next Account Code line.
    2. Use of GL Account Code only
      1. Enter the Account Code or select FIELD HELP and choose from the list. The available budget is displayed 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. 
  13. Click ACCEPT to save the account code and Requisition line. 
  14. To add more requisition lines, click ADD and repeat steps 9-13. 
  15. When all lines have been added, click BACK.  
  16. 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. 
  17. 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. 
  18. After a requisition is released, you can check the status by clicking on the Approvers button located on the bottom of the Requisition Entry.   It will take you to a new screen that shows where the requisition is currently in workflow.  If you click on Expand All you can see the entire workflow process.
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Details

Article ID: 53265
Created
Thu 5/3/18 3:22 PM
Modified
Thu 1/4/24 12:48 PM