Specifications for Non-Stock Requisitions

The goal of this project is to allow the user to create Non-Stock Requisitions within Compass.  This document describes the current plan on implementing this module.  So far we have only created the layouts of two of the UI's, which are shown below.  We would like user input on the following design in order to verify the new module meets all the needs of the users.

The goal is to create Non-Stock Requisitions that shows all information from the UI.  When a user wants to create a Non-Stock Requisition, UI is empty.  This is the proposed layout.

NOTE:  There will be a place to enter the tax percentage.  The system will know if the tax is either Sales tax or Use tax based on the location of the Vendor.  Sales tax applies to Vendors within Arizona and Use tax applies to Vendors outside of Arizona.  Use tax is 6.6%.  Sales tax will default to 9.4%, which is Yuma's percentage, but will be overridden once the user enters the correct amount.  The above screen shot will be updated once the tax has been added.

To start a new Requisition the user can either click the + button or from the menu Actions -> New Requisition.

This brings up the proposed Search Vendor UI:

This search will return Active Vendors with Active Addresses where the valid date range is in the current Fiscal Year.  The user should enter at least one search criteria.  Adding more search criteria will narrow the Vendor more. 

The Vendor data is from the Vendor Maintenance module.  Searching can be done using Vendor fields, which is on the left, or Vendor Address fields, which is on the right, or both.  Once the Search button is clicked, the matching vendors will be shown in the table.  Only one vendor will be able to be selected from the table.  If the Vendor is in the list the user will be able to click on it and then click the Select button.

If the Vendor is not in Compass, the Add New Vendor will bring up the Vendor Maintenance UI to allow the user to create a new vendor.  Please see the Vendor Maintenance Compass User Documentation for more information.  If a new Vendor is created, neither the Vendor or the Vendor Address will be Active until the Requisition is fully approved.  Only requestor will be able to update the new Vendor data unless the user is privileged.  In this case, the Requisition will show that the Vendor is new.

Once the Vendor is selected, the following information will be populated:

• Requisition ID (will be auto-generated) and Fiscal Year will show on the first line
• PO ID will show the status of the Requisition.  Once fully approved, this will show the PO ID (will be auto-generated)
• Vendor Information which will also show the applicable tax rate
• There will be an additional field added to allow the user to override the tax rate.
• Requestor - which will default to the user creating the Requisition, but will be able to be overwritten by the user
• Requisition Date - will be the date the Requsition was entered
• Location - this will default to the user creating the Requsition, but will be able to be overwritten by the user

There will be a right click menu to allow the requestor to add / modify / delete an Item. 

When adding an Item, a Line Item UI will popup.  The system will remember past items entered for the selected Vendor in order to help the users be consistent in the naming and selection of items.  The user will enter the Item, which will auto complete if the item exists and allow text entry if the Item does not exist for the selected Vendor.  In addition to the Item Name, the following fields will need to be entered:  the Commodity, Sub-Commodity, Description, Quantity, Unit, Price Per Unit, Shipping and the tax, which is auto calculated.  There will also be a coding table.  This table will allow the cost to be split between account codes.   This table will allow the user to add / modify / delete rows. 

There will be checks in the code to make sure that there is at least one account code defined and the amount matches the Item amount.

Modifying an Item will be similar with the exception of adding a new Item.

The User will be able to add as many Items as needed.  The Requisition Total will auto-update based on the Items table.

The Comments will work like PARs.

Once the Requisition is saved, notifications will go out and the routing process will begin.  We need to know the routing rules.  Kerri came up with the following approval levels:

• Deptartment Chair
• Campus Facilitator
• Campus Administrator
• Department Administrator
• Program Administrator
• Budget
• Purchasing

But it is understood not all Requisitions need all approvals.   Approvals will be shown on main UI in the Approval box.

If the Requisition gets declined at any stage in the approval process, the approver will need to enter a comment as to why and the Requisition will be sent back to the Requestor.  If the Requisition was entered with a new Vendor and is rejected for that reason, that Vendor will no longer be in the Compass system.

Once the Requisition is fully approved, the Requestion will get a Purchase Order number assigned which is system generated.  Requisitions will be allowed to be deleted, but once it has been fully approved, it cannot be deleted.  Upon approval, if the Requistion uses a new Vendor, it also will be approved and both the Vendor and Vendor Address will be set to Active.

Once the Items have been delivered, the Requestor will be able to verify the delivery.  If the delivery is fulfilled, a notification will be sent to Accounts Payable to pay the Vendor.

We will cover Change Requests to Requisitions at a later date.