Accounts Payable Support Document

8. PO/Requisition Menu: 4. Add/Edit Requisitions

Click on "8. PO/Requisition Menu" from the Main Menu and the following window will appear:

Click on "4. Add/Edit Requisitions" from the Reports Menu and the following window will appear:

Add/Edit Requisitions

Loc#: Enter the location code for the requisition being processed. These codes are defined in "I. Installation" off the Purchase Orders/Requisitions Menu.
Req#: If you are creating a new requisition, type in the next number, and the following field will become available:
Vendor: Type in the Vendor code or click on "Find" and select from there.

The "General" tab

When you select the requisition you wish to edit, or select the vendor for a new requisition, the following fields become available:

Name: Enter the name of the vendor this Purchase Order is for.
Address 1/2: Enter the address where this Purchase Order should be sent.
City: Enter the City
State: Enter the State
Zip: Enter the Zip Code.
Order Date: Enter the date that this Purchase Order was ordered.
Request Date: Enter the date that this Purchase Order was requested.
FOB: Enter the freight on board value.
Req By: Enter who requested the purchase.
Ship Via: Enter the preferred carrier.
Req Dept: Enter the requesting department.
Freight: Enter the carrier if delivery must be by truck.
Terms: Enter the billing terms.
Budget Year: Enter the budget year for this order.
Fund: Enter the fund this purchase is to be paid from.
Dept: Enter the department this purchase is to be paid from.
Account: Enter the account this purchase is to be paid from.
Purchase: Enter the purchasing agent code,
Remarks: Enter any remarks to note about this purchase order.
Save: Click this button to save on this computer. Refer to GENERAL FILE for more information.
Save & Approve: Click this button to cause the requisition to be recorded as approved to become an actual Purchase Order.
Cancel: Click "Cancel" to cancel and return to the previous screen.

The "Items/Accounts" tab

Blanket Order: If you check this box off, the screen will change. Refer to the section below for more information.
Item: Enter the item number ordered.
Description: Enter the description of the item.
Units: Enter the number of units of each item.
Price: Enter the price per unit of each item.
Extended: This will display the total cost for all the units.
Account: The General Ledger fund account that this Requisition Order will be paid out of.
Enc: Enter a "Y" in this column to have the amount encumbered in the General Ledger, enter a "N" in this column to NOT have the amount encumbered in the General Ledger.
Add: Click "Add" to add a new item to the list.
Delete: Click "Delete" to delete the selected item from the list.
Save: Click this button to save on this computer. Refer to GENERAL FILE for more information.
Save & Approve: Click this button to cause the requisition to be recorded as approved to become an actual purchase order.
Cancel: Click "Cancel" to cancel and return to the previous screen.

Blanket Order: Check this box when the Requisition Order is used for tracking dollars committed with out item quantities.
Item: Enter the item number ordered.
Description: Enter the description of the item.
Amount: Enter the total amount committed to the reference account being used on this line.
Account: The General Ledger fund account that this Requisition Order will be paid out of.
Enc: Enter a "Y" in this column to have the amount encumbered in the General Ledger, enter a "N" in this column to NOT have the amount encumbered in the General Ledger.
Add: Click "Add" to add a new item to the list, and fill in the appropriate information.
Delete: Click "Delete" to delete a selected item from the list.
Save: Click this button to Save this Purchase Order.
Save & Approve: Click this button to cause the requisition to be recorded as approved to become an actual purchase order.
Cancel: Click "Cancel" to cancel and return to the previous screen.