University

Requisitioning involves setup in three areas: Approval Groups, user permissions, and Administration. The System Administrator must perform these setup procedures before requisitioning will function correctly.

Approval Groups

An approval group consists of two elements: users and accounts. The group itself can be named in whatever way best suits your firm. As an example, you may wish to name your groups for the types of purchases to be made from that group: CAPITAL, GENERAL, IMRPOVEMENTS, etc. The group will contain those users who will both request and approve requisitions connected to that group. All accounts associated with purchases for this group must be assigned to the group here.

• Create an Approval Group by going to the 'Approval Group' link in the Requisition Center and clicking 'Add New Record' when the list displays.
• Once the group has a name and is saved, the detail view will allow you to add both users and accounts.

Users

• Add Users (Account Users) to the Approval Groups
• • Approval group User ID's must match the system account names. Only those who can log into the eMaint X3 system can be recognized as users. The User ID is case sensitive.
  • Account Users who submit requests should have zero approval level and 'Always Ask' set to 'False.'
  • The Account User(s) who approves requests should have the appropriate dollar amount approval level with 'Always Ask' set to 'True.'

NOTE: If someone has an approval level other than $0, and the dollar
amount of the requisition falls below their approval amount, they will
automatically appear as an approver when a requisition is created for
that group.

Accounts

• Add Accounts to the Group
• • These are the accounts to which line items on the requisitions can be assigned and which are associated with the approval group.
  • The account numbers are alphanumeric with a 10 character limit.
  • The description of the account number can be used to inform your users of the specifics of the different accounts.

User Permissions

Once you have determined the composition of your approval groups, you must assign the necessary permissions to your approval group users. Go to User Administration and add the appropriate rights to each user. A user who is allowed to submit requisitions needs access to the following:

Menu Options:
Parts File Information
Requisition Cart
Requisition Center

Additional Options (Security Access)
Asset File
Contacts
Parts File
Suppliers
Req. Cart
Account #'s
Approval Group Accounts
Approval Group Users

NOTE: Removing the Additional Option to 'Purchase Parts (Manual)' will prohibit your users from bypassing the approval process.

A user who is allowed to approve requisitions needs access to the following:

Menu Options:
Requisition Approval

Additional Options (Security Access)
No security options are necessary to approve.

A user who is allowed to process purchase orders (from pending to receiving) needs access to the following:

Menu Options:
PO Receipts (optional depending on the method you use for receipts)
Update Pending POıs
Purchase Order Center

Additional Options (Security Access)
Contacts
Parts File
Parts Information (Receive Parts (Manual))
Suppliers

Administration Setup

Fine-tune areas of requisitioning in 'Change Your Settings,' located in the Administration section of the Main Menu. Click the edit pencil adjacent to 'Purchase and Requisitioning Settings.' The screen below will be displayed and allow for editing of the way in which stock requisitions are handled along with other administrative aspects of requisitioning.

NOTE: The approval groups must already be created in order for them to be assigned to specific tasks in this section.

• Default Approval Group for Stock Reqs needs to be chosen if you are planning on using the 'Create Stock Requisitions' option.
• Default Account # for Stock Reqs allows you to specify an account number for stock requisitions if the parts do not have an account number already assigned in their detail records. If you have an account number on your parts already, the stock requisition account number will default to that part's account number.
• Stock Orders below Order Point allows you to choose whether you produce a stock reorder when the on-hand reaches the order point or just when it is below the reorder point. Choosing 'Yes' indicates stock orders should be generated only when the on-hand is below the order point. Choosing 'No' indicates stock orders should be generated when the on-hand is equal to or below the reorder point.
• All Req lines must be approved set to 'Yes' will not allow the requisition to be processed until all lines are approved.
• Limits approval queue to approvers with limits >0 will not show those people with no approval ability in any approval queue.
• Allow requisition to be self-approved if $amount is under the requisitioner's approval limit means that the requestor can approve his own requisitions if he has approval limits set properly.
• Specialty Approver Group - choose any approval group to be used in special circumstances.
• Financial (emergency) Approver Group - choose an approval group to be selected in case of emergencies.