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At a minimum, a user who has the rights to add requisitions to the system needs access to the Requisition Cart menu option, as well as access rights to Parts, Contacts, Suppliers, Approval Groups, and the Approval Group accounts. If you would like them to be able to track requisitions they have entered, they also need to have access to the Requisition Center.

The Requisition Cart is where a user adds requisitions to the system.

Click Requisition Cart.

The following screen displays:



A User's Requisition Cart, when first accessed, is empty (as shown above). There are menu options and links in the upper, right corner of the screen:

Add New Req. - Use this menu option to add your requisitions to the system.

Req. Center - Use this menu option to view and track the requisitions you have submitted for approval.

Pending PO's - This menu option is for users who have security rights to review Pending PO's (approved requisitions) and to assign Purchase Order numbers. A user who simply has rights to add requisitions to the system would not access this menu option.

The PO Center - This option is for users who have security rights to review all of the PO's in the system (either those that are still 'Pending' or those that have a PO# assigned to them). A user who simply has rights to add requisitions to the system would not access this menu option.

Refresh List - Use this option to refresh the list of items in your cart in order to see on screen the summary of the latest items added.

Main Menu - Click this to exit from the Requisition Cart section and return to the Main Menu.

Adding Requisitions

On this first screen, the key is to select the Supplier and the correct Approval Group before proceeding to add your line items to the requisition.

- Click Add New Req. on the Requisition Cart. A new window will open called 'Add New Requisition.' The first field is the Supplier ID lookup. The last field shows the Approval Group(s) to which the User ID is assigned. All the fields in between (from 'Company' to 'Confirm') will populate from the Supplier Record or be left blank if the information has not been entered on the contact record.

- Click the Supplier ID lookup (yellow file folder) to select the Supplier from the Contacts list or leave it blank if you do not have a Supplier preference. ıIf you are picking a supplier, use the list filtering tools to easily locate the correct supplier. (The Supplier can be added or changed on the 'Update Pending PO' screen.)

- You MUST select the appropriate Approval Group if your User ID is associated with more than one group. Only the Groups you are associated with will show in the dropdown.

- Click 'Proceed with Requisition' to begin adding items to this requisition.

Items are added in the REQ Shopping Cart which automatically opens in the same window upon clicking 'Proceed with Requisition.'

The fields at the top - Adduser (your User ID), Supplier Id, Company, and Approval Group - are referenced from the previous screen and are displayed here as 'read only'.

The important fields to populate on this screen are the Item, Qty. Ordered, Unit Cost, Required Date and Account#.

- Click the Item lookup to display the Parts List. You can choose to view the Parts List in one of two ways. The default view is to see the list displayed as Parts By Supplier. On this view, only parts that have this supplier associated with them on the Parts/Supplier table will display. To view the complete parts list, click 'View Entire Parts File' on the list. Use the list filtering tools at your disposal to easily locate the part you want. When you have located the part you want, click 'Select' to the left of the row.

- Once you select the part, information about the part contained in the part detail record will populate to the screen, as shown below. If you are dealing with an item which has no cost associated (such as MIS1) then you can fill in the cost as well. Next, fill in the Qty. Ordered field and the Required Date field, and select the appropriate account# from the drop-down box.

- Click 'Save Changes' and the screen will display the Extended Cost field filled in.

From here, you have three options:

• Click 'Edit' to correct or modify the entry. This is the point at which you are able to make corrections to the entry.
• Click 'Add New Line' to continue adding additional line items to this requisition.
• Click 'Close Windowı' to return to the Req. Cart screen. ıYou would click this option after you have completed all of your line item entries for this requisition.

After you have added all of the lines that you have for a Requisition Cart entry, click close window. This will return you to the Requisition Cart screen.

Showing here is a Requisition Cart with items that are now ready to process.

If you click the magnifying glass to the left of an individual line item, the detail of the line will display in edit mode, allowing you to modify the line item and save the changes. If you click the X to the left of an individual item, you will delete the line item or the entire requisition if there is only one line item in the requisition.

If you click the Magnifying glass to the left of the supplier ID, the information about the requisition cart items show on screen, with options to either 'Add New Line' or 'Submit for Approval' (see picture below).ı If you have additional lines to add, you can do so from this screen.

Clicking 'Submit for Approval' will change the screen so that you can deselect any items which you do not wish to submit at that time.

For those items that you do want to submit for approval, click 'Submit Checked Lines for Approval' at the bottom of the screen. After you submit the checked lines for approval, you see the Approval Queue associated with the approval group you chose when you created the requisition. The top portion of the screen shows the Requisition number assigned to this group of items. ıIt shows the submitted lines, the Supplier name, and the total dollar value of the requisition. The bottom portion of the screen shows a list of all the User ID's for approvers who belong to the approval group for this requisition.

A green arrow displays to the left of the Approvers who are automatically indicated to approve the requisition. The 'Asked' column on this Approver is automatically checked. You can click on the 'Asked' box to check off additional approvers if it is appropriate for additional approvers to approve your requisition. All Approvers that have the 'Asked' column checked must approve the requisition in order for it to be eligible to become a Purchase Order.

'More Approvers' displays for selection of any approvers in the Emergency or Specialty approval groups. The final step is to click 'Process Queue' at the bottom of this screen so that the items are made available to the Approvers to approve them. After you click 'Process Queue,' a screen will appear showing you that the process is complete.

When you click 'Click here to continue' you will be taken back to your Requisition cart. The items that you just processed will no longer be in your cart.