Steps to Submit RequisitionsNote: In order to recall a requisition after it has been submitted, the Allow Recall of Requisitions field must be selected within the Requisition Options option, and the requisition must have not yet been converted to a purchase order.
From the Accounts Payable screen, select the Requisitions menu and then Requisition Entry.
If there are any unsubmitted requisitions previously entered and saved by the current user (or rejected or recalled requisitions not yet cancelled or deleted), the Requisition Search screen will appear; click the New Record button. If there are not any unsubmitted requisitions (or rejected or recalled requisitions not yet cancelled or deleted), the Requisition Entry screen will appear immediately.
Click the Recall Submitted Requisition button.
Note: The Recall Submitted Requisition button only appears if the Allow Recall of Requisitions field is selected in the Requisition Options option.
At the search screen, double-click on the requisition number for the requisition to recall.
Note: Only the requisitions initially entered by the user that have not yet been converted to a purchase order can be recalled.
A message will appear stating that the requisition has already been submitted and asking if it should be recalled; click Yes to recall the requisition.
If designated to do so in the Email Manager option, notification emails for the recalled requisition will be sent at this time to the appropriate users as based on the approval tree assigned to the requisition (unless the requisition was recalled right after submitting and before the approval notification emails were sent).
Note: If there were notification email messages that did not go through, a message will appear; click OK and then contact the Business Office in order to check the activity log file (System Log tab within the Activity Log option) and resolve the error(s). If an email is rejected, the rejection notice will be sent to the appropriate address for the designated email address in the Email Manager option.
Make the desired changes to the requisition.
For the line items in the Detail Information section, complete the blank line (indicated with an asterisk) at the bottom of the list to add a new line item, or click the Delete button located to the left of the desired line item to delete one (when prompted to delete, click Yes).
To edit the comments in the Comments List (located in the upper right-hand side of the screen), enter a new comment or edit the existing comment in the Comments field as needed, or click the Delete button located to the left of the desired comment to delete it; the system will automatically display the ID of the current user in the User ID field and the date the comment was entered (or updated) in the Date Updated field.
Note: Only one comment per user can be added for each requisition; if additional information is needed to be entered for a comment, edit the existing one. Users can edit or delete only their own comment.
To edit the number of bids for a line item, click the Edit Record button for the Number of Bids field (cursor must be in or over the field before the button will appear). Then at the Requisition Bids screen, complete the blank line (indicated with an asterisk) at the bottom of the list to add a new bid, or click the Delete button located to the left of the desired bid to delete one (when prompted to delete, click Yes); click the Save button to save the changes and close the Requisition Bids screen.
Note: To delete the requisition instead, click the Delete button; when prompted to delete the record, click Yes.
If the total amount of the requisition changed but the Requisition Amount field was not updated (and the Automatically Calculate Totals on Data Entry field in the Accounts Payable System File is not selected), click the Calculate button for the Requisition Amount field at this time to have the system automatically add up the total of all the detail line items and display the updated total.
After all the changes have been made, click the Save button. If desired, to print the requisition form for the current requisition number displayed, click the To Screen & Save button instead to save the requisition and print the form now, using the report entered in the Default Requisition Form Report field for the specified approval tree within the Requisition Options option.
If the requisition number was changed, a prompt will appear verifying whether or not to change the specified information for the requisition. To change the information for the requisition, click the Change button. To not change the information and revert to use the original information, click the Revert to Original button.
If applicable, resubmit the requisition at this time.