This guide will have two functions: first, as a learning tool to be to used at the requisition class and second, as a reference manual for after the class. At this time, the on-line requisition system is to used for external purchases only.

IMPORTANT: All information entered on the requisition can be transferred to the purchase order. Thus, entering as much information as you can at the requisition stage will help to speed along the purchase order process.

Helpful Hints Click on [CANCEL] to abort any functions NOT [FINISH] When you see an * means you can [DETAIL] on that FIELD. Computer prompts --- Lookup you can search with Entering ... GL account to search Enter first 4-6 digits of your budget code - example: Enter 1061... {This will narrow your search therefore the results of your search will be much quicker} @ in some FIELDS will repeat the last data entered [FINISH] to exit screens or click on OK

= hit enter Enter = input

System will prompt you with Requisition Lookup or (A)dd:

To add a requisition Enter a

System will prompt you with Enter “N”o Number or <Enter> to assign automatically:

NOTE: Requisitioners are to ONLY use the automatic numbering system through Datatel.

Continue to follow the computer prompts

1 Requisition Date:	Automatic	today’s date is automatically entered System format YY/MM/DD
2 Initiator	Required	Enter name of initiator or login name
3 Desired Date	Optional	Enter the date that you would like to receive the goods this is NOT a required field
4 Maintenance Date	Not Required
5 Vendor ID	Optional	The system prompts you for Vendor Lookup See Vendor Lookup notes below

At the Vendor Lookup prompt

NOTE: If the Purchasing Department will be responsible for choosing the Vendor -- You may then Field Jump to Field 22 to begin entering your line items.

NOTE: If you know the vendor in which you are ordering the goods and services proceed with the Lookup features.

Vendor ID Lookup is an essential feature on the Datatel system. We encourage requisitioners to try various lookups before entering the Vendor. This will eliminate the possibility of duplicate Vendors in the computer system.

You may search Partial Vendor Name Indexing vendor name or by Soundex Indexing which searches using a “sounds alike” method

Examples:

Partial Vendor Name Indexing

For Future Shop...you could Enter fut to begin the search or Enter futu etc. Minimum of two alpha letters.

Soundex Indexing

For Future Shop...you could Enter /fut to begin the search

If a Vendor ID was entered, fields 6-10, 12-14 will be filled in by the system and should not be altered. If this is a new vendor, leave field 5 blank and begin entering the vendor information.

Unable to locate your Vendor

To begin hit Enter

6 Name	Optional	Enter the vendor’s name ALERT: Is the vendor a (C)orporation or a (P)erson Click on C (you will NOT be entering person)
7 * Address	Optional	Enter the street address NO PUNCTUATION
8 Cty/Pr/Pc	Optional	Enter the city province postal code HINT: Enter postal code in the city field if already in the system will fill all the information out for you!

NOTE: At this point if you do not have information to enter in FIELD 9 through FIELD 16, then Field Jump to Field 22 to begin entering your line items.

9 Country	Not Required	unless OUTSIDE of Canada Lookup Enter ...
10 Currency	Not Required	unless this is a OUTSIDE of Canada Enter the currency here Lookup Enter ...
11 * Ship To	Optional	default to shipping and receiving “Lookup ...”
12 Ship Via	Not Required	unless you have data
13 Types	Not Required
14 Terms	Not Required	unless you have data
15 FOB	Not Required	unless you have data
16 Commodity	Not Required
17 *Approvals	Required	See Approvals Page 6. This is to be completed after Field 25

to go to the next field

18 Buyer	Not Required
19 Expire Date	Optional	Enter the date when this requisition can no longer be turned into a PO
20 AP Type	Not Required
21 * Invn Store	Not Required
22 * Line Items	Required	See below

Before you can add line items you have to Enter [DETAIL] for RQIL screen [FIGURE 2], Enter [DETAIL] for RQIM screen [FIGURE 3] to begin entering line items.

This will take you to the description FIELD

1 Vendor Name	Not Required	Appears if Vendor ID has been entered
2 Commodity	Not Required
3 Stock No	Not Required
4 * Description	Required	Enter some descriptive text; length of lines are limited to what you see in the FIELD box; to continue with the description as many lines as you require. When complete
5 * Est Price	Required	Enter the estimated (or actual) price for the item example 25.00
6 Quantity	Required	Enter the quantity
7 Unit of Issue	Optional	Enter ... to search
8 * Trade Disc Amt	Optional	Enter the discount amount (if applicable)
9 Trade Disc Pct	Optional	Enter the discount percentage (if applicable) NOTE: if a discount amount is entered, colleague will automatically calculate the discount amount
10 Work Order/Type	Not Required
11 Tax Codes	Not Required	NOTE: Requisitioners are NOT to input tax information - this will be completed by the Purchasing Department.
12 * GL Account No	Required	See Helpful hints #4 Choose your applicable budget code
13 Desired Date	Optional	Enter date
14 Fixed Asset	Not Required
15 Vendor Part	Optional	Enter part numbers NOTE: If you require more space enter data into the description FIELD
16 Form/Box/Loc	Not Required
17 * Comments	Optional	Include any comments pertaining to this item as required Press [DETAIL] for the full screen.

To Enter Another Item

Click on update to refresh the RQIM screen

To Exit This RQIM Screen Click on [FINISH] and click on OK two (2) times to return to the REQM screen.

23 * Printed Comments	Optional	Enter [DETAIL] Enter any comments you wish to APPEAR on the PO [FINISH] or click on OK E.g. quote information
24 * Comments	Optional Required	Enter any comments for the Purchasing Dept. and Shipping and Receiving Dept. IMPORTANT: Deliver to Room # and Depart. is entered in FIELD 24 E.g. phone, fax numbers, quote info. etc.
25 Priority	Optional	Enter [HELP] click on HELP Enter # and
17 *Approvals	Required	See notes: Page 6

System will prompt you with Approval Lookup

Enter [DETAIL]

[FIELD JUMP] or click your cursor to FIELD 2 Next Approvals

Enter approver(s) login(s) or to search Enter ...

NOTE: Your cursor will NOT show in the 2 Next Approvals FIELD BUT on the bottom of your screen you will notice

Controller Next Approvals

Approval Lookup

You will notice the name now appears in FIELD 2 Next Approvals. If you have any more approver(s) please follow the above procedure. [FIGURE 4]

Enter [FINISH]

NOTE: Although the FIELD 17 is blank when the requisition is completed, Enter Y in FIELD 26 the requisition is forwarded electronically to the next approver(s).

System will prompt you with Approval Lookup

Enter your login

Enter your password

NOTE: If you have to forward this requisition to another approver follow the above notes that a Requisitioners with NO signing authority would follow.

Requisitioners:

If the first-level approver is unavailable to approve your requisition, then send the requisition to the next-level approver.

Approvers:

If the next-level approver is unavailable to approve your requisition, then send the requisition to the next-higher-level approver.

After you have completed all the appropriate approval procedure(s) return to FIELD 26. Record requisition as done - change "N" to "Y"

After you have completed a requisition the system will alert you with various prompts, please keep hitting the return (enter) key until you are at the prompt Requisition LookUp or (A)dd.

To Logout of wIntegrate Click on [FINISH]; Enter lo to Logout ; Close the connection from host ; Close wIntergrate screen Click on top left hand corner of screen - Close

Congratulations
You have completed your requisition!!

To inquire on a requisition, enter RINQ [FIGURE 5] at the function prompt. This will take you into the requisition inquiry screen. At the requisition lookup prompt, enter the requisition number or .... The ... entry will give you a list of requisitions. Other lookup features are:

;V vendor id - gives you a list of requisitions with that vendor

;IN initiator name - gives you a list of requisitions that were created by that initiator

Enter the sequence number beside the requisition that you want to select and press Enter. This will bring up a summary of the requisition and all its line items. Across the top of the page, the requisition number, status and status date are listed. Possible status for a requisition are:

U In Progress/Unfinished

N Not Approved

O Outstanding (Approved)

P PO created

The [DETAIL] key can be used on a number of fields to provide more information about this requisition. Fields 4 and 5 (upper right corner) will provide PO and BPO numbers. Pressing the [DETAIL] key here will bring up the Purchase Order Inquiry screen. Press the [FINISH] key to exit this function.

To obtain a hard copy of a requisition, enter RQSP [FIGURE 6] at the function prompt. At the requisition prompt, enter the requisition number or use one of the lookup features to find your requisition. Once you have the requisition you want to print, press the [FINISH] key to exit this screen and go to the next one. Press the F4 [FIELD JUMP] key to go to field 4. Enter the printer queue name. If you don't know the queue name, enter ... to bring up a list of available queues. Press the [FINISH] key to exit this screen and send the requisition to the printer.

Print Screen: Is located on the left hand upper corner of your screen. Click on this icon and it will print the screen defaulted to your windows printer.

This guide will have two functions: first, as a learning tool to be used at the Receiving class and second, as a reference manual for after the class.

Purchase Order Receiving (GSR)

• function mnemonic is PORC [FIGURE]
• can lookup POs using many techniques
• Enter the PO number
• Enter the vendor name
• Enter the initiator's name (;IN name)
• Enter the PO date (;DA EQ YY/MM/DD)

Fields

1. Date Received - defaults to todays date, can be changed, Enter year/month/day.
2. Packing Slip No - free format text
3. Arrived Via - Enter '...' to bring up a table of choices
4. List of items - displays a list of all of the items associated with this PO, press the Enter key to accept each item one at a time
5. Received by - filled in by the system based on login id
6. Accept All Items - Enter a Y in this field to receive all the goods associated with PO

Purchase Order Accepted Item Adjustment

• function mnemonic is POAL [FIGURE 10]
• can be [DETAILED] to from PORC (Field 4) or can be accessed directly
• can lookup POs using many techniques
•         Enter the PO number
•         Enter the vendor name
•         Enter the initiator's name (;IN name)
•         Enter the PO date (;DA EQ YY/MM/DD)

Fields

1. List of items - list of PO items, press the Enter key to move the cursor to Accepted field to change the quantity, press [HELP] key to view table of change reasons, also pressing the [DETAIL] key to enter more information (see below)
2. Change indicator - filled in the system based on the login id

• Detail screen POOM
• Allows for more detail on why an accepted quantity is changed

Fields

1. Description - filled in from the PO
2. Packing Slip - filled in from the original receipt
3. Quantity Received - Enter the number of items that actually arrived
4. Quantity Accepted - Enter the number that are actually accepted
5. Change Reason - press [HELP] key to view table
6. Change Initiator - filled in by system
7. Item Condition - press [HELP] key to view table
8. Quantity Rejected - Enter number of rejected items
9. Return Date - Enter the return date (YY/MM/DD)
10. Return Via - Enter ... to view table
11. Rejected Item Condition - press [HELP] key to view table
12. Receiving Comments - Enter receipt comments
13. MSDS Received - Enter Y if the item came with a Material Safety Data Sheet
14. Comments - Enter other comments

Blanket Purchase Order Receiving

• function mnemonics is BPUM [FIGURE 11] amd BPIL [FIGURE 12]
• either function can be used to enter new orders and receive items
• ordering and receiving can be done in one step - BPUM can be used to enter new orders and receipts in one step only
• once the order is entered, receiving would have to be done using BPIL

Blanket PO Use Maintenance (BPUM)

• Can be accessed from the men or by DETAILing on a line item in BPIL
• can lookup BPOs using the same techniques as POs

Fields

1. Vendor - displays the vendor information for the BPO
2. Commodity - not to be used at this time (press Enter to bypass this field)
3. Item Description - Enter a description of this item
4. Qty Ordered - Enter the quantity ordered
5. Unit of Issue - Enter the unit of issue
6. Order Date - Enter the date that the item was ordered
7. Initiator - Enter your login id
8. Expected Cost - Enter the cost of the item
9. Expected Date - Enter the expected delivery date
10. GL Account No - Enter the GL Account number(s)
11. Comments - Enter any comments here
12. Qty Accepted - Enter the quantity accepted
13. Packing Slip - Enter the packing slip number
14. Receive Date - Enter the date that the items were received
15. Received By - Enter your login id
16. Actual Cost - Enter the actual cost of the item

Blanket PO Item Orders List (BPIL)

• can lookup BPOs using many techniques (see above)

Fields

1. Vendor - displays the vendor associated with BPO
2. Requisitions - displays requisitions (if any) associated with BPO
3. Line Items - press [DETAIL] on a blank like to enter a new items for this BPO

• press [DETAIL] on an existing line to modify that line item
• pressing [DETAIL] brings up the BPUM screen