Steps
to Add an Account GroupFollow the steps below to implement using requisitions within Accounts Payable and Web Link, if applicable.
Step 1: Define Account Groups, If Desired
If desired, account groups can be set up in order to allow users to enter (use) only certain account numbers when entering requisitions.
Step 2: Define Vendor Groups, If Desired
If desired, vendor groups can be set up in order to allow users to enter (use) only certain vendors when entering requisitions.
Step 3: Define Ship To Addresses, If Desired
If desired, ship to addresses can be set up if merchandise will be delivered (shipped to) different locations within the organization, or if the system will automatically assign the next available requisition numbers and different prefixes will be used with the numbers (for example, the ship to address for West High School will use a prefix of "WEST" so that all requisitions tied to West High School are assigned a requisition number starting with WEST, such as WEST0001, WEST0002, etc.). Users can be tied to ship to addresses so that the requisitions (and purchase orders, if applicable) entered by the user must be assigned to one of the designated ship to addresses, and the user will only be able to convert requisitions to purchase orders that are tied to the designated ship to addresses.
Steps
to Add a Ship To Address
Note: A prefix for the requisition numbers can also be defined within the Accounts Payable System File, if needed (for example, if only one prefix is used for all requisition numbers).
Step 4: Complete Requisition Options
Complete the Requisition Options option in Accounts Payable, including defining the necessary approval trees to be used by the school district.
Steps
to Complete the Requisition Options
Note: Also, for organizations with the Web Link module licensed, complete the Accounts Payable tab within the Web Link Setup Options if not already done.
Steps to Complete
Web Link Setup Options
Step 5: Define Users for Requisition Access
Define the users to have access to the applicable options for requisitions in Web Link (and Accounts Payable, if needed) by changing the desired users within the User Security option and adding new users if needed.
Note: If desired, use the View/Adjust Users option to update (add or remove) rights for existing users.
Step 6: Set Up System for Emailing Notification Messages, If Desired
If desired, set up the system to send notification email messages for requisitions. Notification email messages can be sent to the users who approve requisitions when requisitions are pending their approval, and if requisitions are changed during the approval process or recalled, if applicable. Notification email messages can also be sent to the users who submit requisitions once the requisitions have been processed (received final approval or rejected), and if requisitions are changed during the approval process, if applicable. Also, notification email messages can be sent to the users who are designated to receive an email for requisitions that received final approval. To set up the system to email notification messages for requisitions, do the following:
1) Open the Email Manager option and complete the following: 1) complete the General Options tab (if not already completed) by selecting the Enable Email Manager field and completing the remaining fields; 2) if needed, on the Email Addresses tab, add an email address to use for the requisition notification emails; and 3) complete the Requisition Options section on the Accounts Payable tab.
Steps
to Complete Email Manager
2) Verify that the applicable employees have a valid email address entered in the Employee File with the Other Communication field selected. If needed, email addresses for employees can be imported; also, the Adjust Email Addresses option can be utilized to update the usage field for Other Communication for employees.
Steps to Import Employee Email Addresses
Steps
to Adjust Email Addresses
Step 7: Applicable Users Enter and Submit Requisitions
The applicable users enter and submit requisitions. Typically, requisitions are entered and submitted by employees from within Web Link, if applicable, but can also be entered and submitted from within Accounts Payable if needed.
Steps
to Enter Requisitions (in Accounts Payable)
Steps
to Submit Requisitions (in Accounts Payable)
Step 8: Applicable Users Approve Requisitions
The applicable users complete the approval process for the submitted requisitions. Requisitions can be approved from within either Web Link, if applicable, or Accounts Payable.
Note: If an approver has access to the Accounts Payable module, an alert will appear on the Accounts Payable screen if requisitions are pending the approval of the user currently logged into the system, regardless if notification messages are emailed for requisitions.
Steps
to Approve Requisitions (in Accounts Payable)
Step 9: Select Approved Requisitions to Convert to Purchase Orders
When needed, a user with appropriate rights selects the approved requisitions to convert to purchase orders. Requisitions can be converted to purchase orders from within either Web Link, if applicable, or Accounts Payable.
Note: To use the requisition number as the purchase order number when converting requisitions to purchase orders, select the Purchase Order Number Same as Requisition Number field in the Accounts Payable System File; if applicable, select this field before completing the steps to convert requisitions to purchase orders.
Steps
to Select (Convert) Requisitions to Single Purchase Order (in Accounts
Payable)
Steps
to Select (Convert) Requisitions to Multiple Purchase Order (in Accounts
Payable)
Step 10: Print (or Email) and Post Purchase Orders as Normal
After the requisitions are converted to purchase orders, the purchase orders can be printed and posted as normal. If desired, the purchase orders can also be emailed by completing the Email Purchase Orders option in Accounts Payable.
Note: Purchase orders can only be posted from within Accounts Payable.