INTRODUCTION
The purpose of the FRS on-line requisition manual
is to train University staff in the use of the requisition portion of the
FRS Purchasing Module, allowing for the efficient transfer of end user requirements
to the Purchasing Department and allow for the timely production of purchase
order or bid documents. The use of on-line requisitioning has proven to be
the most timely and efficient method for the University community to acquire
the goods and services needed to accomplish the goals of this institution.
PROBLEMS/QUESTIONS
It is recognized that no simplified training manual can
cover every aspect of every process involved, and this
manual will not attempt to do so. At any time, end users
should feel free to make inquiries relating to the requisitioning
process. Please call Nancy Patrylak @ 486-2622 or Tracy
Maheu @ 486-5924 for assistance or clarifications.
PRE-REQUISITION PROCEDURES BACK-UP
AND APPROVALS
Prior to entering the requisition on-line, there are several
things that must be done. The end user must supply the
proper back-up to the data entry personnel, and proper
departmental budget authorization and approval signatures
must be obtained. The signatures that were required on
Purchase Requisition documents prior to your department
going on-line are still required on your input documents.
Many Departments use a "departmental requisition form"
to assist in the record keeping required for budget and
audit purposes. I have attached a sample form on page
14 of this manual or you can screen print 25R and have
the authorized person sign the screen print. When you
receive your department copy of the purchase order from
Purchasing you should attach it to your input form with
the original signature on it for auditing purposes.
The following information is required to transfer a requisition
to a purchase order or bid documents :
- Complete
item description including part numbers if applicable.
- Complete specifications for complex purchases requiring the bid process.
- Number
of items required and proper unit of issue.
- Accurate cost information,
including quotation/price reference as required. Price quotes must
have first and last name and a current date.
- FRS funding source information.
- Complete delivery information.
- Suggested Vendor or Vendors
The more complete the back-up
information supplied to the Purchasing Department the fewer delays in processing
your requisitions.
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CREATING A REQUISITION
STEP 1 - Prepare a Departmental Requisition
A departmental requisition (DR) must be completed by the
end user, many departments have their own form, however
the standard requisition form PUR-4B may be used if your
department does not have its own document. The form must
include all required authorizing signatures, which allow
for further processing and expenditure of funds. If you
don't have an internal form there is a sample
form on page 14 of this manual or you can screen
print the 25R and 25L screens and have the authorized
person sign the screen prints and keep in your records
for auditing purposes.
STEP 2 - SCREEN 25R:Create New Requisition Header
GO TO SCREEN 25R - QUICK REQUISITION HEADER.
*-Type 'Z0' (0 is a zero) in the "PR" field, press enter
to get a FRS generated requisition number. DO NOT ENTER
A NUMBER IN THE "VEND" FIELD; LEAVE IT BLANK. Your suggested
vendor name and number goes on the last line item of your
requisition with a " ! " in the UPO code for an internal
memo. (see page 6)
PRESS ENTER
NOTE: After you press enter and the system assigns a requisition
number, write this number on your input documents for tracking/audit purposes
NOTE: The line with Screen: Vend: PR: Inv: Line: is the ACTION CONTEXT
line.
Whenever data is added to, or changed, in any of the fields
on this line, you must press the ENTER key, before completing data
entry in any fields below this line. If you do not do this, all data you
key in below this line will be erased when you press the ENTER key.
Now fill in the lettered areas
as described below:
A- Req Type: Type ER (electronic requisition).
B- Team Number: Insert
team number as 001, 002, 003, 004, 005, 006, 007, 008
see commodity
listing for appropriate team.
C-
Delivery Date: If you require items by a specific date, enter that
date as mm-dd-yyyy, otherwise leave this
space blank and your PO will automatically print with 14 days ARO (after receipt
of order) in this field.
D-
Authorized/Entered by: Name of person authorizing the purchase
and initials of person entering requisition data on-line.
E-
Delivery Address: In the first position next to the word CODE type the delivery code for your department.
F- Account
No: Insert the 10 digit FRS account
code (No Slashes or Dashes) that your purchase will be charged to. NOTE: You will only be able to enter codes that you have access to. (See page 12
for coding rules)
G-
PCT: For single coded PO's, enter 100.
(Don't forget decimal point)
H- Amount: Only used for multiple coded
purchases. When you want to identify a specific dollar amount to be paid out
of an individual coding.
(See page 12 for coding rules)
I-
Quote Reference: Type in the first and last name and current date
of who gave you the prices. i.e. Price per John Smith 3-19-2001
J-
Comments: Advise Purchasing of special handling required for the
requisition (rush or emergency), or other comments. NOTE: Each line used for
an internal memo needs to have an ! in the first position of the line. An
! means it is an internal memo for Purchasing, and will not be printed on
the Purchase Order.
Press
enter after all fields have been completed, review the screen information
for completeness and accuracy. If anything needs to be changed do so at this
point. This includes amending the delivery information, which was automatically
supplied by the system based on your delivery code. Add or change delivery
contact person and telephone number information and modify delivery address
if required.
NOTE: If you have made any changes be sure to press enter again.
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STEP 3 -
SCREEN 254/25L: Line Item Data Entry
Two
screens are available for the input of line items, they are:
SCREEN 254, Requisition Line Item Create/Modify
This screen allows you to enter
one line item at a time and is used if you have line item descriptions that
exceed 80 characters (2 lines of 40 characters).
Or, if you need to input many
line items requiring only short descriptions you may use;
SCREEN 25L, PR Multi-line Line Item Create/Modify
This screen is used if you have
brief descriptions (under 80 characters) and allows you to enter data for
three lines at a time.
After you have determined which
screen (254 or 25L) is appropriate, enter that number in the screen field
and press enter.
Now fill in the lettered areas as described below:
OR
A- Quantity: Type the number of units you wish to order, don't forget the decimal point
after the quantity, ie: 10.
B- UOM: Unit of
Measure; the default for this field is EA (each). If not EA, change to the
code that applies. Use on-line help (PF-2 key) for a complete list of valid
codes.
C- Unit Price: Enter the price of each unit, don't forget the decimal point. (Do not use
commas or dollar signs)
D- UPO: This
is a code that denotes special conditions for this line item. Leave blank
for regular line items. The following is a list of possible UPO codes you
may use and why:
T- Used for a TEXT ONLY line item. When used, do not enter
a quantity, unit of measure or unit price. Enter a T in UPO
and type your text in the description field.
N- Used for a NO
CHARGE item. When used, do not enter a unit
price. Enter the quantity and N in the UPO field and
then your
description, this will print out the words NO CHARGE
on the
Purchase Order.
I
- Used for an item that is INCLUDED. When used, do not
enter a unit
price. Enter the quantity and I in the UPO field and
then your
description, this will print out the words Included
on the
Purchase Order.
!- Used to make entire line an INTERNAL
MEMO to Purchasing. When used do not enter a quantity, unit of measure or
unit price. Type a ! in the UPO and your internal note in the description
field. NOTE: You will always use this as the last line item on your requisition
to inform Purchasing of your suggested vendor.
X- Used if you want to DELETE
the entire line. Enter an X in the UPO and press enter and your line will
be erased. NOTE: You can only use this option if your requisition has not
printed.
E-
DESC: Type a complete description of the required item or service.
The following rules apply:
-Always start your description on the first line of the description area
-Do not enter an asterisk (*) in the first position of any line. This will
cause the line to be erased when you press enter.
-If you are using SCREEN 254, keep in mind that it has a wordwrap feature.
If you type beyond the asterisk (*) which appears 2/3 of the way across
the screen, all your text will wrap when you press enter. When using the
wordwrap feature keep in mind that you are typing in a field that has 10
lines of text that are 60 characters long. When you press enter the system
redistributes the text into 10 lines 40 characters long. NOTE: Text in excess
of 400 characters (10 lines of 40 characters) will be lost when the enter
key is pressed. Use additional text lines to continue longer descriptions.
If you want to avoid wordwrap, keep all your text to the left hand side
of the asterisk
F- Account No: If the FRS account(s) were not entered on SCREEN 25R, enter the 10-digit account
number for this line item.
When all information for line item/s is complete, press enter. If additional
lines are required change the line number in the upper right hand corner of
the screen to the appropriate number and press enter or from the screen field
backtab once and place a Y in More Lines field and press enter.
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STEP 4 - SCREEN 256 Requisition Trailer
When finished entering all line items you need to trailer (complete)
your requisition by typing 256 in the
screen field and pressing enter or put a N in the more lines field and press
enter which will take you to screen 256. If your requisition passes budget
approval and no problems exist, SCREEN 256 will appear as shown below with the words DOCUMENT
HAS BEEN ACCEPTED. If budget or other problems exist, the document
will not be accepted. To determine the exact reason for this, review the screen
for information relating to insufficient funds in FRS account, or read any
reject messages that might be noted at the top of the screen. NOTE: Press
the PF3 key to view multiple messages. If you have received a message that
looks like this:
INSUFFICIENT BUDGET BALANCE AVAILABLE
You must contact the Budget office or Sponsored Programs office immediately.
After funds have been moved, you must re-trailer your requisition by going
to SCREEN 256 until you get the message:
DOCUMENT HAS BEEN ACCEPTED.
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STEP 5 - Requisition
Printing
After you have successfully trailered your requisition use SCREEN
259 for real-time printing in the Purchasing Department
On SCREEN 259 no data entry is required.
Verify that the information on the left side of the screen is correct. Press
Enter, a print date will appear in the Print PR field on the right
side of the screen, this indicates the requisition has printed. You may not
print twice. Requistions not printed in real-time using SCREEN
259 will print overnight during the daily batch process.
Correcting Data Entry Errors
You may return to any of the requisition screens to make a correction up until
the time the requisition has printed. Once the requisition has printed (look
for a date in the Print PR field of screen 259) any corrections have to be
made directly with the respective team in Purchasing. NOTE: If you make any
corrections affecting accounting codes, quantities or dollar figures you must
retrailer (screen 256) to make sure your requisition is out of process.
DO NOT MAKE ANY CHANGES AFTER THE REQUISITION HAS
PRINTED.
Additional system functions and screens used for informational purposes during
the requisition in-put process are explained on the following pages, in addition
sample documents and information lists are attached
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Useful
Information
On-Line
Reference System
- Place the cursor within
any data element input area, on any message appearing on the top line of
a screen, or in the SCREEN field.
-
Press the PF2 key. The following
is an example of a screen that will appear:
In the above example:
“PO
Buyer Code” - Is the FRS name of the data element
“(POA72)” - Is the FRS code number for the data element
“Values” - Lists the only possible values acceptable for entry into
this data element
If
you are doing data entry and you place the cursor on the ‘V’
next to the value desired and PRESS ENTER, you will return to the screen
you were working on, and the value will appear in the data element field
you needed help on.
- To exit and return
to the input screen you came from, press PF4, or press the enter key until
you have paged through the documentation.
- To learn more about
the On-Line Reference System, type ‘aaaaaa’ in the “Change
topic to” field and PRESS ENTER. From there, follow the instructions
found on screen.
Vendor File Inquiry
From any screen containing a “VEND” field in the
ACTION/CONTEXT line:
- Type ‘203’
on the “SCREEN” field, and in the “VEND” field type
in either the vendor’s FRS number or the first part of the vendor’s
name and PRESS ENTER.
- IF FRS has only one
vendor that matches, SCREEN 203 will appear;
- If the system found
multiple vendors matching your search criteria, SCREEN 202 will appear;
- Select the number
located to the left of the names displayed which matches the vendor desired,
and type that number in the “LINE NUMBER” field at the bottom
left of the screen and PRESS ENTER
- SCREEN 203 will now
appear with your selected vendor. NOTE: Only use vendors that have an address
on the left side of the screen. The left side of the screen is the address
that appears on the Purchase Orders. The right side of the screen is the
address where we remit payments.
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Coding Rules
FRS
Codings may be entered either on SCREEN 25R, or line item create screens,
25L & 254.
- Codings entered on
25R apply to the value of the requisition in full
- Codings entered on
25L or 254 are for the line item only
- Regardless of the
technique used for entering account codes, no more than 4 different 10-digit
codes may be used on one requisition.
NOTE: You will only be able to enter FRS codes that you have access to.
If you are using another departments FRS code, you will initially have to
put the requisition in with an FRS code you have access to. Put a note on
the 25R SCREEN in the comments area for Purchasing to change the FRS number.
SCREEN
25R METHOD
- If
you are using one account, type it in the first “ACCOUNT” field,
and ‘100.’ In the “PCT” field next to it.
- For
multiple account requisitions, type each account to be charged, and use
the “PCT” or “AMOUNT “ fields to explain how much
of the total cost of the requisition should be charged.
a. At least one account must have a “PCT” applied
b. An account has either a “PCT” or “AMOUNT”, never
both
c. The amount column specifies the maximum dollar amount to charge against
that account.
d. As invoices are paid, charges are first applied to the accounts with
the dollar amounts specified, in the order listed. Once the dollar amount
codings are paid in full, all remaining charges are applied according to
the percentages listed.
e. Accounts with percentages must total 100%.
-
See the following examples of codings on the header screen
  
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COMMODITY
ASSIGNMENTS
Purchasing Department's current Commodity Assignments
SAMPLE DEPARTMENT ELECTRONIC REQUISTION INPUT DATA WORKSHEET:
Sample
electronic requisition input data worksheet in PDF format
Attach specification sheets for bid items
SCREEN 2QQ – Shows you what screens you have inquiry access to
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IMPORTANT
THINGS TO REMEMBER
- Always
read your messages that appear at the top of the screen. Messages that begin
with an “R” are Reject messages. If an asterisk precedes multiple
messages – press you F3 key to display them one at a time.
- Action/Context
line: Whenever you add or change any information on this line be sure to
hit enter before completing data entry in fields below this line. If you
do not do this, all the data you key in below this line will be erased when
you press the enter key.
FREQUENTLY
ASKED QUESTIONS/PROBLEMS
- Question: I entered my requisition number in and then filled in the body of the 25R
screen and when I hit enter everything disappeared.
Solution: The line that the PR field appears
on is the action context line. Any time you enter or change any information
on that line you must hit enter before you enter any data below that line.
- Question: When I enter my requisition on screen 25R I am getting an error message
at the top that reads ‘R-FZ857 DOCUMENT CAMPUS MUST MATCH VENDOR CAMPUS’.
Solution: This message means that
you have a vendor number in the vendor field. Take the vendor out and hit
enter. NOTE: You give us the vendor as the last line item on your requisition
with an ! in the UPO and type the vendor number in the description area.
- Question I am trying to put a line item in with a T or ! in the UPO and I am getting
an error message that reads ‘R-FZ749 DESC ONLY WHEN UPO=T OR !’.
Solution: This message means that
you are entering in a description only line item and you forgot to take
out the EA in the unit of measure field. Take the EA out and hit enter.
HOW DO I LOG OFF FRS?
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