Entering a Non-Stock Requisition

Opening the Non-Stock Requisition UI

In the Compass Menu -> Items Non-Stock Requisition is listed. Depending on the access level of the user, other menu items could also be in the list.

Double click on the Non-Stock Requisitions and the following UI will show:

At this point, the only actions that can be taken is to either view an existing requisition or purchase order, or to add a new requisition.

To start a new Requisition the user can either click the + button or from the menu File -> Add New or CTRL + N. The Search Vendor dialog will show. The process of selecting a vendor is described in Selecting a Vendor for a Non-Stock Requisition.

Once the Vendor is selected or entered, the following information will be populated and it's time to enter items.

• Requisition ID (will be auto-generated) and Fiscal Year will show on the first line. Once the Requisition is saved and marked by Originator, the Approval Level will also show. Once fully approved, the PO ID and PO Date will also show. The PO ID is also system generated.
• Vendor Information which will also show the applicable tax rate. If the Vendor is in the state of AZ, the tax rate defaults to the Yuma tax rate of 9.4%. If the Vendor is not in AZ, the tax label changes to 'Use Tax' and shows a percentage of 6.6%. The tax type and value can be changed
• Requestor - This defaults to the user creating the Requisition, but will be able to be overwritten by the user.
• Requisition Date - This is the date the Requisition was entered and defaults to the current date. This can be overwritten by the user.
• Expires - This is the date the requisition will expire. By default this is the last day in the current fiscal year. It is not recommended to change this value unless a different date is needed. If the Purchasing Department or the Business Department need to change it, they can do so once the Requisition is sent to them.
• Location - This defaults to the user creating the Requisition, but will be able to be overwritten by the user. Also if the Requestor is changed, the location will also change to be the location of the new Requestor.

The Vendor can be changed by selecting the menu option Action -> Select Vendor which will bring up the Search Vendor dialog as described in Selecting a Vendor for a Non-Stock Requisition.

If the items are needed by a certain date, put the date in the Need By field, otherwise leave it alone.

There are 3 auto complete fields. The Deliver To and Bid fields will look at existing requisitions and looks at the first 3 characters entered, if found, the drop down will populate with the matches, which can be more than one. The other field is the Item Name. This looks at all the existing items entered into the system, and if a match is found after 3 characters, it will populate the drop down. All three fields accept new values. An example of an auto complete field:

Enter the Deliver To, Bid and Project fields if applicable, otherwise leave blank.

At this point, items need to be added to the Requisition. The Requisition requires at least one item. To enter Items, click on the Items tab, if not already selected.

Enter the Item Name, Quantity, Unit (Case, Each, Unit, Other) and Price (which can have up to 3 decimals, ex: 9.997). The Item Total, Requisition Sub Total and Requisition Total auto-calculate and are read-only at all times. The Requisition Total includes any applicable tax and shipping.

Every item must be coded to an account. If only one account code is needed, enter it on the Item line. If this total is going to be split between more than one account, click on the Accounts button on the Item line. This bring up the Account Coding screen.

This dialog show the Item Name, Description and Item Total. Enter the account codes and amounts. This dialog will not close successfully until the amounts coded equal the Item Total. To add another account code click on the Add/Delete drop down and select Add. To delete an account code, select Delete. If all account code lines are deleted, an empty line will show allowing to enter a new account code. One or more account codes have to entered. When finished click OK.

When entering accounts, there are three colors that can be displayed. Account codes in Green are not in the right format and will be this color while entering. If the account code is valid, the text will turn Black. If the account code is in the right format but is invalid the text will turn Red.  Invalid account codes are acceptable but they have to be approved by the Coding Approver before the Requisition can be fully Approved.

Once the Account codes are entered, the Coding column will either show the 1 account code that has been entered, or it will show the # of account codes entered using the Account Coding Dialog, unless only 1 account was entered then it will behave as if the account code was entered on the Item Line.

Enter a Description. This field is small, but accepts 400 pages of text, including paragraphs.  Don't let the line size limit the amount of text entered, but we recommend keeping it as brief as possible as this information print on the Requisition and Purchase Orders.

To add additional items to the Requisition, click on the Add/Delete button (which is on the far right of the Description field) and select Add. Items can also be deleted by selecting Delete. If all Items have been deleted, and empty item line will show as the Requisition has to have at least one line item.  New line items are not automatically added.

Once all the Items are entered, the bottom of the screen shows the Sub-Total, Tax, Shiping and Not to Exceed amounts.  The tax can be either "Sales Tax" or "Use Tax" and the percentage can be changed.  If there are Shipping costs associated with the Requisition, enter the dollar amount. Both the tax and shipping can be 0. The Tax and Shipping amounts apply to the entire Requisition and not per item.

Once all the items are entered, click the Save icon, use the menu option File -> Save or CTRL + s and send the Requisition on it's way to be approved by all applicable approvers.

If you try to save, and it doesn't let you (you know it saved properly because the little * at the very top, in the title bar, will disappear).  Here are the fields that are required:

• The Requestor is required (this is defaulted to the current user)
• A Vendor must be selected
• The Request Date is required and has to be in the current Fiscal Year (this is defaulted to the current date)
• The Need Date cannot be before the Request Date and has to be in the current Fiscal Year
• The Expires Date is required and cannot be after the last day of the current Fiscal Year (this is defaulted to the last day in the current Fiscal Year)
• The total amount coded to an account has to equal the Requisition Sub Total

Also, every single item is also checked for all these things, to make sure everything is entered correctly. Item data validations that prevent the Requisitions from being saved:

• An item name must be entered for all items
• A quantity must be entered for all items
• A unit must be selected for all items
• A price per unit must be entered for all items
• The total is required for all items
• There must be at least one account code for an item

When first entering a Requisition, the tax percent is checked based on the City and State of the Vendor. Since the system defaults the tax to Sales Tax: 9.4% (which is the tax rate for Yuma, AZ), if the Vendor is not in Yuma, AZ but the tax rate is 9.4% a warning message will show asking if this is the correct tax amount. This check only happens once.

There is one last set of checks that happens. Because we are a school, we have to prove we are getting the best deal around. The State and the District have very strict rules about how we prove this, and the system checks all of these rules:

• If the total > $50,000 a bid is required.
• If the total > $25,000 a written quote is required.
• If the total > $5,000 an oral quote is required.
• Having a Bid will override the need for a quote.

Entering Quotes and Comments

Account Summary Tab

You have to meet these requirements before you can "Mark" and send it off to get approved and ultimately get our items. The above rules apply to the Vendor over the entire course of the fiscal year, which means it might get upset with you, even though what you want to buy is well under the amounts shown above. Sorry about that! The rules are the rules! If you are the lucky one that will put the total bought from the vendor over one of these thresholds, then you MUST prove that you are getting the district the absolute best deal. If you get stuck with this process, contact the Purchasing Office, and they can help you through the quote and bidding process. Once you have the required quotes or bid done, you can come back and enter that information. If it's a BID, you just put the bid # in the box, and you are all done! (provided the items you want are actually ON that bid). If you just needs Quotes, then select the Quotes tab, and type in the quote information. At some point we will allow you to attach the quotes, but we don't have that done yet. In the meantime enter in the Quote information, and then make sure you send the actual quotes to the Purchasing Department, so they can keep them on file.