Instructions for Completing the "Requisition for Purchase" Form

 

HOW TO ENTER A REQUISITION FOR PURCHASE

 

  1. Enter the Vendor ID.

 If you do not know it, scroll to the bottom of the form to “Code LookUp”.

Enter “D” (always) for Chart of Accounts

Type = Vendor

Title Criteria = vendor name%

Execute Query

Scroll to top of page to see results.

Pick your vendor ID and enter it under VENDOR ID

ADDRESS TYPE = PO;  ADDRESS SEQUENCE = 1

(if there is more than one address, you can enter sequence 2, etc)

Tab down to ORGANIZATION – enter Organization number

Select VALIDATE VENDOR

  1. Scroll down to ship code and enter:

DYR = Dyersburg, COV = Covington, GIB = Trenton

 

  1. Select VALIDATE VENDOR again.
  2. Enter ATTENTION TO:   _________
  3. Enter any COMMENTS.  These are comments to Amy to “fax order”, “rush”, etc. To enter any text you want printed on the PO, click on DOCUMENT TEXT.   This would be special instructions for the vendor.  For Example:  Please Deliver to Maintenance Bldg., College closed 12/25, etc.  Enter your text and click SAVE. EXIT.
  4. Enter COMMODITY (Item) description.  If your description is too long for the space, click on the # of that line you are on and enter the rest of your description and click save and then close box.
  5. Enter Unit of Measure :  EA, LOT, FRT, etc.
  6. Enter QUANTITY
  7. Enter PRICE
  8. Enter any DISCOUNT AMT
  9. Select COMMODITY VALIDATE when done
  10. Check the DOLLARS radio dial only.  DO NOT USE “PERCENTS”
  11. Enter CHART D, FUND, ORGN, ACCOUNT, PROGRAM
  12. Enter the Dollar Amount under ACCOUNTING
  13. VALIDATE
  14. If no errors, select COMPLETE.
  15. Requisition has been forwarded for approvals.  Record Requisition # on your documents.
  16. Once you requisition has been approved/denied

 

At the bottom of your screen, select VIEW DOCUMENT

Type in Requisition number, select APPROVAL HISTORY

You will see the approvals required for your document.  To speed the process along, you may call or e-mail the approvers listed to let them know something is out there to be approved.

 

From the main menu, select APPROVE DOCUMENTS.

Select “all documents which you may approve; SUBMIT QUERY

This screen shows you what you have to approve.