Requisition Entry - Next Year Requisitions

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.
  • If you want next year’s requisitions processed prior to your return in the fall, the requisition must be entered, released, and approved in MUNIS workflow prior to you and your supervisor leaving for the summer.
  • 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 in the Icon Toolbar.
  2. Tab to the “MAIN” Section.  In the “MAIN” Section:
    1. Change the Fiscal Year to the next year (for example, “2023” for FY23). Verify that the “Next” button is selected.
    2. TAB to “Requisition Number” and verify that it begins with 1XX, where XX represents the next fiscal year (for example, FY23 Requisitions begin with 123).
    3. TAB to General Commodity.  Use FIELD HELP to choose the general category for the Requisition.
    4. TAB to the General Description. Type in or update the short description.
  3. TAB to the “VENDOR INFORMATION” Section.  In the “VENDOR INFORMATION” Section:
    1. Use the FIELD HELP Icon to choose a vendor or type in a Vendor number.
    2. The rest of the section auto-fills. 
  4. TAB to the “SHIPPING INFORMATION” section.  In the “SHIPPING INFORMATION” section:
    1. Change the Ship To code if necessary, using “FIELD HELP.”
    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.
  5. TAB to the “TERMS” section. In the “TERMS” Section:
    1. Add any percentage discounts from the Vendor if applicable. 
  6. TAB to the “MISCELLANEOUS” section.  In the “MISCELLANEOUS” section:
    1. From the “Type” drop-down, choose if the PO is “Normal” or “Blanket.”
  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]” line and enter how the item is counted. Ex: dozen, case, each, etc.
  10. TAB to the “Miscellaneous” field.  In the “Miscellaneous” field:
    1. Add Manufacturer information and item numbers, if known.
    2. Select if the item is a Fixed Asset. 
  11. 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. 
  12. Click ACCEPT to save the account code and Requisition line. 
  13. To add more requisition lines, click ADD and repeat steps 10-13. 
  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 DETAIL 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.
  17. 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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