Steps to Add a VendorNote: In order for the Requisition Entry option to be available in Web Link, a user must be defined with rights to enter requisitions (within the User Security option in the School Accounting System).
Tip: The instructions listed below explain each field as they appear on the Requisition Entry screen when the data entry preferences are set to the defaults within the Requisition Options option in the School Accounting System. If the data entry preferences were changed, some of the fields may not appear on the screen.
Select the Data Entry 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 Number Search screen will appear. To continue working with an existing requisition, select the desired requisition by double-clicking on the record or clicking on the record once and then clicking the Select button. Otherwise, to enter a new requisition, click the Cancel 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 in order to enter a new requisition.
Complete the Header Information of the requisition.
Enter the ID of the approval tree for which to use for the requisition in the Approval Tree ID field, or click the Search button to select the correct one. If the Allow Override of Approval Tree field in the Requisition Options option in the School Accounting System is not selected, the user will only be able to utilize an assigned approval tree, and if only one approval tree is assigned to the user, this field will be completed by default and cannot be changed. If the Allow Override of Approval Tree field is selected and only one approval tree is tied to the user, the approval tree assigned to the user will appear as the default (unless the field is set to repeat within the data entry preferences), but can be changed if needed.
Enter the number for the requisition in the Requisition Number field. The requisition number can be alphanumeric and up to 15 characters long. Leave this field blank to have the system automatically assign the next available requisition number once the requisition is saved. If the Disable Requisition Number in Data Entry field in the Requisition Options in the School Accounting System is selected, the Requisition Number field will be disabled (gray) and the requisition number will be automatically assigned once the requisition is saved.
Note: If having the system assign the requisition number, the system will assign the number as follows: 1) first, if the requisition is tied to a ship to address with a defined requisition prefix, the number will be incremented from the most recently used requisition number with that prefix; 2) otherwise, if a requisition prefix was defined in the Accounts Payable System File, the number will be incremented from the most recently used requisition number with that prefix; or 3) else the number will be incremented from the most recently used requisition number. Keep in mind, if the Purchase Order Number Same as Requisition Number field is selected in the Accounts Payable System File, a requisition number cannot be used if it matches a purchase order number that already exists.
In the Vendor ID field, enter the ID of the vendor from whom the goods or services will be ordered or purchased. If the ID is not known, click the Search button to select the correct one. If the Default Requisition Vendor ID field was completed for the specified approval tree (within the Requisition Options option in the School Accounting System), the default vendor will appear (unless the field is set to repeat within the data entry preferences) but can be changed if needed.
Tip: If the user entering the requisition is tied to one or more vendor groups (in the User Security option in the School Accounting System), the vendor entered here must be included in one of the designated vendor groups.
Note: If a user is defined to have rights to edit vendors, the Add New button and Edit button will appear on the search screen in order to add a new vendor to the Vendor File or edit an existing vendor (for example, edit a vendor's address).
Enter the total amount of the requisition in the Requisition Amount field. The amount can be up to 14 digits long and will be rounded to 2 decimal places by the system if capable. If desired, leave this field blank until all the detail lines have been entered; then click the Calculate button to have the system automatically add up all the detail line items and display the total in this field.
Note: If the Automatically Calculate Totals on Data Entry field in the Accounts Payable System File is selected, the system will automatically add up all the detail line items and display the total in this field.
Enter the date of the requisition in the Requisition Date field. Use the mm/dd/yyyy format or click the Calendar Search button to select the desired date. The current computer date of the web server will appear as the default (unless the field is set to repeat within the data entry references), but can be changed to a date that is within the month prior to the current computer date to any future date.
Note: If the date entered in this field is more than one year different from the current computer date, a prompt will appear warning the date is more than one year different; click OK and then verify the date entered is correct.
Enter the date the goods or services are expected to be received in the Expected Date field. Use the mm/dd/yyyy format or click the Calendar Search button to select the desired date. The current computer date of the web server will appear as the default (unless the field is set to repeat within the data entry references), but can be changed to a date that is within the month prior to the current computer date to any future date.
Note: The Expected Date is used to determine the correct fiscal year balances to display for the requisition. If the date entered in this field is more than one year different from the current computer date, a prompt will appear warning the date is more than one year different; click OK and then verify the date entered is correct.
Enter a summary description for what is included on the requisition in the Requisition Description field. The description can be alphanumeric and up to 40 characters long.
Note: To use the description from the Vendor File for the specified vendor, enter a V in this field.
If applicable, enter the ID of the ship to address to use for the requisition in the Ship To Address ID field. If the ID is not known, click the Search button to select the correct one.
Tip: If the user entering the requisition is tied to one or more ship to addresses (in the User Security option in the School Accounting System), one of the designated ship to addresses must be entered here; if only one ship to address is assigned to the user, the designated ship to address will appear by default and cannot be changed.
If applicable, enter the ID of the employee who should receive the merchandise included on the requisition in the Employee ID field, or click the Search button to select the correct one. If the Allow AP Data Entry Employee Selection field in the User Security option in the School Accounting System is not selected, this field cannot be changed. If the Allow AP Data Entry Employee Selection field is selected and an employee is tied to the user (in the User Security option in the School Accounting System), the employee assigned to the user will appear as the default (unless the field is set to repeat within the data entry preferences), but can be changed if needed.
The Cancelled field will be disabled when entering a new requisition.
Note: Once a requisition has been entered and submitted, if it is rejected (not approved), the requisition can be edited and then cancelled by selecting this field, if desired.
If desired, enter any additional information to track for the requisition in the Your Comment field. The comment can be up to 1,000 characters long.
Tip: Once the requisition is saved, the comment will be added to the Comments List displayed below the Your Comment field. 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. The information in the Comments List cannot be changed.
Note: Only one comment per user can be added for each requisition (not including the automatically generated comment for submitting a requisition on another user's behalf).
Complete the Detail Information of the requisition.
Note: If one or more default chart of account numbers had been entered for the specified vendor (in the Vendor File), the designated account number(s) will appear in the detail section, with each account number as its own detail line item. If applicable, complete the information for the line items, or click the Delete link located to the right of a line item to delete the line.
Tip: By default, ten detail lines will appear in the Detail Information section (unless the vendor is defined with more than ten default chart of account numbers); if needed, click the Add Rows button located at the top of the Detail Information List to add ten more lines. Any blank lines will automatically be removed (deleted) when the requisition is saved.
Select the Print field to print the line item on the purchase order (once the requisition is approved and converted to a purchase order). A checkmark will appear in the box if the field is selected. When entering a new detail line item, this field is selected by default (unless the field is set to repeat within the data entry preferences).
Tip: Do not select this field if the line item is only entered to expense the cost of an item to one of several account numbers and does not need to be printed on the purchase order.
Select the Post field to post the line item to the specified account number. A checkmark will appear in the box if the field is selected. When entering a new detail line item, this field is selected by default (unless the field is set to repeat within the data entry preferences).
Tip: Do not select this field if the line item is only entered to order an item that will be split between several account numbers.
Enter the account number to be expensed for the line item in the Account Number field. Typically, the account number entered here is an expense account. If the account number is not known, click the Search button to select the correct one. If the Post field is selected for the detail line and the Chart of Account Number field is set as a required field within the data entry preferences, the Account Number field must be completed; if the field is not set as required, the field can be left blank and an account number entered at a later time (for example, during the approval process).
Tip: If the user entering the requisition is assigned to one or more account groups with the AP & WL Data Entry usage (in the User Security option in the School Accounting System), the account number entered here must be included in one of the designated account groups. Once the account number is specified, the name of the account will display at the bottom of the screen. If the Display Budget Balances field is selected in the Web Link Setup Options in the School Accounting System, the budget balance (including the total of unposted invoices, unposted purchase orders, and outstanding requisitions (those that have been approved but not yet converted to purchase orders) for the particular account number, if applicable) will also appear at the bottom of the screen. If the Display Fund Balance field is selected in the Web Link Setup Options in the School Accounting System and the account number is in a fund defined as an activity fund, the appropriate fund balance will also display. Also, the total of all submitted requisitions that have not yet received final approval and the requisitions not yet submitted (including the current requisition) for the particular account number will display, if applicable.
Enter a description for the line item in the Detail Description field. The description can be alphanumeric and up to 1,000 characters long.
Note: To use the description from the Vendor File for the specified vendor, enter a V in this field. To use the requisition description entered in the Header Information, enter an H in this field. To use the description for the account number from the Chart of Accounts File, enter a C in this field.
Enter the item number in the Item Number field, if desired. The number can be alphanumeric and up to 30 characters long.
Enter the ID of the cost center to track for this line item in the Cost Center ID field. If the ID is not known, click the Search button to select the correct one.
Enter the quantity of the item to order in the Quantity field. The quantity can be up to 14 digits long and will be rounded to 4 decimal places by the system if capable.
Enter the cost of one unit of the item in the Unit Price field. The amount can be up to 14 digits long and will be rounded to 4 decimal places by the system if capable.
Enter the unit of the item to order, such as EA for Each or DOZ for Dozen, in the Unit Description field. The unit can be alphanumeric and up to 10 characters long.
If the Quantity and Unit Price fields were completed, the system automatically calculates the total cost of the line item and displays it in the Amount field (can be changed, if needed); otherwise, enter the amount to be distributed to the specified account number for this line item in the Amount field. The amount can be up to 14 digits long (including the decimal point, if applicable) and will be rounded to 2 decimal places by the system if capable.
Note: If the line item goes over budget for the account number and the Warn if Requisition Over Budget field is selected in the Requisition Options option in the School Accounting System, a message will appear stating the entry has a negative budget balance; click OK and then make changes as needed.
To track the bids or quotes received from other vendors for the purchase of the goods or services included in the line item, click the Bid Detail button to the right of the Bids field to enter the bids. Then at the Detail Bids screen, complete the following:
Click the Add New button.
At the Edit Detail screen, enter the ID of the vendor from whom the bid was received in the Vendor ID field, or click the Search button to select the correct one.
Tip: If the user entering the requisition is tied to one or more vendor groups (in the User Security option in the School Accounting System), the vendor entered here must be included in one of the designated vendor groups.
Enter a description for the bid in the Bid Description field, if desired. The description can be alphanumeric and up to 40 characters long.
Enter the total amount of the bid from the specified vendor in the Bid Amount field. The amount can be up to 14 digits long and will be rounded to 2 decimal places by the system if capable.
If desired, enter the date the bid expires in the Expiration Date field. Use the mm/dd/yyyy format or click the Calendar Search button to select the desired date.
If desired, enter the website address for the bid item in the Bid URL field. The URL can be up to 2,000 characters long.
Note: If your computer is connected to the Internet, click the Go To button located to the right of this field to launch the Internet browser and display the specified website.
Click the Save button.
Repeat theses steps until all the bids have been entered for the line item.
Click the Save button to save the information and close the Detail Bids screen; the number of bids entered for the line item will appear in the Bids field.
If desired, complete the Split % (Percent) field in order to do one of the following:
1) To split an amount proportionately among multiple line items already entered, such as for shipping, enter the percent sign (%) in the Split % (Percent) field, leave the Account Number field blank, complete the remaining fields with the appropriate description and amount, and then save the line item. Once the requisition is saved, the system will expense the amount (shipping) proportionately to the expense accounts specified for the line items entered without the percent sign (%) and list a second line for each expense account with the proportionate amount.
2) To expense a certain percentage of the total amount of the requisition (as entered in the Requisition Amount field) to the line item, enter the percentage of the total amount to use for the line item in the Split % (Percent) field and the system will then calculate the amount for the line item and display it in the Amount field after saving the line item. For example, if 15% of the requisition total should be expensed to this line item, enter 15 in this field.
3) To calculate a percentage of a particular amount to expense to the line item, enter the percentage followed by the percent sign (%) and then the particular amount; for example, enter 20%299.75 to have the system calculate 20% of $299.75 for the line item and display it in the Amount field after saving the line item.
Note: The information entered into the Split % (Percent) field is not saved with the line item after saving the requisition.
If desired, enter the website address for the item in the URL field. The URL can be up to 2,000 characters long.
Note: If your computer is connected to the Internet, click the Go To button located to the right of this field to launch the Internet browser and display the specified website.
Repeat Step 4 until all the detail line items have been entered for the requisition.
Note: The Distributed amount for the requisition must equal the Requisition Amount specified in the Header Information. These totals are displayed at the bottom of the screen.
If the Requisition Amount field was left blank (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 total amount.
Click the Save button.
Note: If bids were not entered for a line item, for which the amount is equal to or greater than the amount entered in the Minimum Bid Amount field for the specified approval tree in the Requisition Options option in the School Accounting System (if applicable), a message will appear stating bids should be entered; click OK. This message will appear for each applicable line item.
A message will appear stating the requisition was saved; click OK.
If desired, click the Print Requisition button to print the requisition form for the current requisition number displayed. The Print Requisition button only appears if the Default Requisition Form Report field is completed for the specified approval tree in the Requisition Options option within the School Accounting System.
Note: In order to print the report, a requisition must be displayed on the screen and have the Requisition Number field completed. Also, a PDF viewer, such as Adobe® Reader, must be installed on your computer prior to running the report; if you do not have a PDF viewer, download Adobe® Reader free of charge by going to http://get.adobe.com/reader/ and following the instructions.
10. If desired, submit the requisition at this time, or wait until all requisitions have been entered, and then submit the requisitions all at once. To enter another requisition, click the Add New button, click OK when prompted to continue, and then repeat Steps 3-9.
Note: After submitting a requisition, notification emails for approval will be sent to the appropriate users as based on the approval tree assigned to the requisition if designated to do so in the Email Manager option (in the School Accounting System). If there were notification email messages that did not go through, an error will be tracked in the Activity Log option (on the System Log tab) in the School Accounting System and an alert will appear on the main School Accounting System screen. 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.
Tip: If desired, the Save and Clear button could have been utilized in Step 7 (instead of the Save button) to save the requisition and add another one.
11. After all requisitions have been entered and submitted, select the Home option on the top of the screen to close the Requisition Entry screen.
Tip: The number of unsubmitted requisitions (for the current user) appears at the bottom of screen.