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 in the School Accounting System, and the requisition must have not yet been converted to a purchase order.
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; 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.
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 in the School Accounting System.
At the search screen, click once on the requisition number of the requisition to recall and then click the Select button.
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 OK to recall the requisition, and then click OK again when prompted that the requisition has been recalled.
If designated to do so in the Email Manager option within the School Accounting System, 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.
Note: 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.
Make the desired changes to the requisition.
To edit an existing line item on the requisition, make the desired changes to the line.
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 enter an additional line item on the requisition, click the Add Rows button located at the top of the Detail Information List to add ten more lines, and then complete the necessary information for the line item. Any blank lines will automatically be removed (deleted) when the requisition is saved.
To delete a line item from the requisition, click the Delete link located to the right of the desired line; when prompted to delete the line item, click OK.
To change the comments for the requisition, edit the comment in the Your Comment field. Once the requisition is saved, the comment will be updated within the Comments List displayed below the Your Comment field.
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); 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 Bid Detail button to the right of the Bids field. Then at the Detail Bids screen, complete one of the following: 1) to enter an additional bid, click the Add New button, complete the necessary information for the bid, and click the Save button; 2) to edit an existing bid, click the Edit link located to the left of the desired bid, enter the updated information, and click the Save button; or 3) to delete a bid, click the Delete link located to the right of the desired bid and when prompted to delete the bid, click OK. After making changes to the bids on the Detail Bids screen, click the Save button to save the changes and close the Detail Bids screen.
Note: To delete the requisition instead, click the Delete button; when prompted to delete the record, click OK.
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.
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 applicable, resubmit the requisition at this time.