CREATING A REQUISITION

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Villanova University

CREATING A REQUISITION - QUICK Version - GUI 4.2

FROM A GENERAL MENU SCREEN

KEY: fpareqn ( enter)
At [Requisition] KEY : NEXT
PAGE DOWN
TAB to [Delivery Date]- enter desired date of delivery (must be later than transaction date)
TAB [Organization]- Key your 3 digit organization code (Administrator should know it)
TAB to [Phone Ext] and Key in your 4-digit number.
TAB to [Ship To] – Click on searchlight, then click in field next to % sign - key in the last name of person the item is going to. Click on FIND button. The name is brought over into the form or if there is more then one selection available, a list will show - Double Click on selection

IF YOU HAVE A NOTE FOR PROCUREMENT OR VENDOR-use step 8 -

IF NOT PAGE DOWN and go to step 9

8. DOCUMENT TEXT- this can be used for any notes to Procurement, vendor addresses, phone numbers, special instructions etc...

CLICK on Document Text in left column - this takes you to a Procurement Text Entry Form- PAGE DOWN key any messages (this does not wrap -to get to the next line arrow down)

SHIFT+F6 saves the message. Ctrl+q takes you back to requisition screen – PAGE DOWN

To enter vendor - see yellow guide for full instructions

Click on Searchlight – Click on [FTIIDEN] - tab to LAST NAME- put in as little or as much of vendors name with a % sign at end- press F8, scroll through list and Double Click on correct Vendor to bring name back to form

-if not found, Press Ctrl+q TWICE to bring you back to requisition - tab to long box and key in vendor name. You will need to let Procurement know in document text the address etc..

PAGE DOWN

You now should be on the Requisition Commodity Data Screen

PLEASE NOTE AT THIS TIME THE REQUISITION NUMBER FOR YOUR RECORDS

TAB to [Desc] box - Key in the item being ordered - (if you need more space you can
Click on Item Text in Left Column - this takes you to a text screen PAGE DOWN and key in additional information – Shift+F6 to save and Ctrl+q to exit text box).
TAB to [U/M]- (unit of measure) key EA for each, box, lot, ctn. etc...
. TAB to [Quantity] - key amount of items being ordered
TAB to [Unit Price] - key dollar amount of item (no need for $ signs)
IF THERE IS ONLY ONE ITEM TO BE ORDERED PAGE DOWN -
IF MORE ITEMS- ARROW DOWN AND REPEAT STEPS 10 THRU 13.

WHEN ALL ITEMS ARE ENTERED- PAGE DOWN and continue with step 15

(Page Down takes you to the Acctg part of this screen)

***Note: IF YOU ARE CHARGING EACH LINE ITEM TO A DIFFERENT INDEX, REMOVE THE CHECK IN THE [DOC ACCTG] BOX LOCATED ON THE TOP RIGHT OF THE PAGE

YOU WILL PAGE DOWN AFTER YOU ENTER THE ITEM-KEY THE INDEX TO BE CHARGED- THEN PAGE UP TO GET BACK TO THE COMMODITY DATA SCREEN- NOW ARROW DOWN TO GET TO THE NEXT BLANK LINE. CONTINUE UNTIL ALL ITEMS ARE ENTERED - AT LAST ITEM INDEX ENTERED- PAGE DOWN TO BAL/COMPLETION SCREEN (#17 on instructions)

You should now be on the Requisition Accounting Data Screen

TAB to [INDEX] - key in you 6-digit index
TAB to [ACCT] -key in the account/subcode to be used.
NOTE: If only one index is being charged PAGE DOWN - if multiple indexes are being used, Click on field next to [Ext] and key in dollar amount or Click on Check Box Next to [Ext] and key in the percentage being charged to the 1st index- ARROW DOWN to get to the next index line. Repeat step 15 and 16.
When finished PAGE DOWNYou should now be on the Balancing Completion Screen

Note: Once completed no changes are allowed - to double-check the information you can PAGE DOWN through the document to review it.
If satisfied all information is correct- Click on Green circle next to [COMPLETE]

The bottom of the screen will say – "Document #Rxxxxxxx completed and forwarded to the approval process".

If this does not occur there may be errors within the document.

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Please do not hesitate to call Procurement if you cannot find the error immediately or have any problems completing the requisition. We are happy to help.

Rosemary Colleluori 94230