Non-Stock Requisition Overview

The Non-Stock Requisitions module allows the users to create, approve, reject and cancel Requisitions in order to generate Purchase Orders. In creating a Requisition, the user must select a vendor, and this module allows the user to enter a new Vendor, select an existing Vendor or a new address for an existing Vendor.

The module does not restrict the number of items on a Requisition. There is also not a limit to the number of accounts coded per item as long as the total amount coded equals the price of the item.

The module allows users to enter comments and quotes. Once the Requisition is saved, the module shows a summary of the totals by account code and allows the users to print the Requisition.

The Non-Stock Requisition modules uses the same routing implementation as PARs.  Once a Requisition is created, the Originator must Mark the Requisition to send it on it's way through the approval process. When the Requisition is Marked for the first time, the Approvals box shows all approvals that are needed to fully approve the Requisition. Notifications are sent to each of the Approvers at this time and will show up in their Notification window. At each level, the Requisition can be Approved, Rejected, Canceled and Sent to Another User. The Approvals box is updated with the latest approval information.

If the Requisition is Rejected or Canceled, the user enters a comment explaining the action and a notification is sent to the Originator of the Requisition.

Once the Requisition is approved, and becomes a Purchase Order, 2 copies of the Purchase Order are printed, one for the Vendor and one for Accounts Payable. The Vendor copy will be securely signed with a secure digital signature.

When viewing a Requisition, the UI will show one of the following status values:

1. Originated - The state of the Requisition after it has been saved, but before it has been Marked.
2. In Process - The Requisition has been Marked and is in the routing process.
3. Approved - The Requisition is approved and the Purchase Order is generated.
4. Rejected - The Requisition has been rejected.
5. Canceled - The Requisition has been canceled.

After Marking a Requisition, the Approvals box will show all of the Approval Levels required for the Requisition to be fully approved. Users are defined to be Approvers based on the Groups table. The Approval Levels used in the Non-Stock Requisition module are:

1. Originator
2. Department Chair
3. Department Administrator
4. Campus Facilitator
5. Campus Administrator
6. Program Administrator
7. Vendor Approval
8. Coding Approval
9. Procurement
10. Budget