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Requisition Processing User Guide

Requisition Processing User Guide

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Requisition Processing Overview

The Requisition Processing (RQ) module provides IFS IDEAS users with the ability to generate stock and non-stock requests for the purchase of goods and services. It interfaces with the Purchase Documents (PD) module directly. Because of this interface, there are parameters that must be established in PD prior to using RQ. The status of open requisitions may be monitored through reports found in both modules. There is no general ledger activity associated with a purchase requisition.

Requisition Processing transactions are considered preliminary commitments that are not contractual in nature. They simply notify Purchasing of specific needs for goods and services.

Requisitions may be created by importing existing material requisitions from the Warehouse (WH) module or by entering stock or non-stock requisitions directly in the Requisition Processing module.

Items to be purchased in stock requisitions are identified by selecting stock numbers already defined in the PD module. Every stock number is linked to a fully qualified account (FQA) based on the location where goods are to be received and the type of stock. The relationships between stock numbers and FQAs are defined in the Inventory Accounting (IA) module. Once defined, the accounting for stock purchases becomes automated.

Items to be purchased in non-stock requisitions are identified one of two ways:  Either by selecting commodity codes defined in the PD module, or by the entry of user-provided descriptions. In each identification method, the FQA to be charged is provided by the user either in purchase requisition entry, purchase document entry, or in accounts payable invoice entry.

When a requisition is approved, it may serve to prompt purchasing to initiate contact with vendors and establish contractual arrangements in the form of a purchase document (e.g. P. O.).

Various reports are available to review open requisitions, their status against respective purchase documents, and their termination.



Modules to Set Up Before Purchase Requisitions

IFS IDEAS requires that the following modules be set up before settings and configurations in the Requisition Processing module can be defined:

  • General Ledger

  • Accounts Payable

  • Purchase Documents

  • Currency Conversion, if applicable

 These modules must be set up first because certain settings and codes in these modules have an impact on the Requisition Processing module.



Screen-by-Screen Instructions

The Requisition Processing module offers functions to generate requests for the purchase of goods and services. Below are the drop-down menu names and the functions that fall under each:

CREATE PURCHASE RQ'S FROM MATERIAL RQ

TRANSACTIONS

REPORTS

UTILITIES

CREATE PURCHASE RQ'S FROM MATERIAL RQ

TRANSACTIONS

REPORTS

UTILITIES

From Stock Material Requisition

From Non-Stock Material Requisitions

Purchase Requisition Entry

Purchase Requisition Approval

Outstanding Requisition Report

Print Requisition Documents

Requisition Tracking Report

RQ Miscellaneous Setup

Please see the Screen-by-Screen Instructions supplied for each screen for detailed instructions on how to complete each screen.  These instructions are in the sections that immediately follow.



Export to Excel Feature

Some screens in this module may have an Export to Excel   button incorporated in the screen or an Export to Excel  icon in the toolbar.  The user can click on this button or icon to export the raw report data directly to an Excel spreadsheet, bypassing the report.  This feature is useful as it allows clients to use Excel features (for example, pivot tables, etc.) to organize the data as desired.



Create Purchase Requisitions from Material Requisitions

This screen makes possible the transfer of material requisitions created in the Warehouse (WH) module to stock purchase requisitions in the Requisition Processing module. This process is not applicable to non-stock purchase requisitions.

The purchase requisition number is entered. If a previously created requisition number is used, the new material requisition line items chosen in this function are added to the existing purchase requisition.

Once the material requisition number has been entered, a window providing a list of items from the material requisition populates the grid at the bottom of the screen. The items to be transferred are selected from the list and the process is executed.

After the selected items are transferred, a prompt displays to allow the user to go directly into the purchase requisition edit screen and modify the newly created or previously created purchase requisition.

A material requisition must be approved in order to transfer line items. Line items cannot be transferred from a closed material requisition. Once a line item has been transferred, it cannot be transferred to another purchase requisition.

Processing Create Purchase RQ’s From Material RQ

Select From Stock Material Requsition from the Create Purchase RQ’s From Material RQ menu.

  • Entity – Enter the desired entity. The user may also make a selection from the drop-down list or use the Spyglass button to search. If only one Entity is defined, it displays automatically.

  • Location – Enter the desired location for the requisition. The user may also make a selection from the drop-down list or use the Spyglass button to search. If only one Location is defined, it displays automatically.

  • Requisition Number – To review an existing requisition, enter the desired requisition number, or use the Spyglass button to search. To create a new requisition, click the New button to generate a new requisition number.

  • Material Requisition Information – This section allows the user to select the location and requisition number for the material requisition entered in the Warehousing module.

    • Location – Enter the location for the material requisition. The user may also make a selection from the drop-down list or use the Spyglass button to search.

    • Requisition No. – Enter an existing and approved material requisition number, or use the Spyglass button to search.

When an open and approved material requisition location and number are entered, the open lines items are displayed in a grid in the lower half of the screen. Highlight a line in the grid to select it. Select multiple lines by using the Shift or Control keys while clicking. Users may select all lines using the Select All check box.

Once all selections have been made, click the  button.

Users may continue to create stock purchase requisitions from material requisitions using the   button.

Processing Create Purchase RQ’s From Non-Stock Material RQ

Select From Non-Stock Material Requsition from the Create Purchase RQ’s From Material RQ menu.

  • Entity – Enter the desired entity. The user may also make a selection from the drop-down list or use the Spyglass button to search. If only one Entity is defined, it appears automatically.

  • Location – Enter the desired location for the requisition. The user may also make a selection from the drop-down list or use the Spyglass button to search. If only one Location is defined, it displays automatically.

  • Requisition Number – To review an existing requisition, enter the desired requisition number, or use the Spyglass button to search. To create a new requisition, click the New button to generate a new requisition number.

  • Material Requisition Information – This section allows the user to select the location and requisition number for the material requisition entered in the Warehousing module.

    • Location – Enter the location for the material requisition. The user may also make a selection from the drop-down list or use the Spyglass button to search.

    • Requisition No. – Enter an existing and approved material requisition number, or use the Spyglass button to search.

When an open and approved material requisition location and number are entered, the open lines items are displayed in a grid in the lower half of the screen. Highlight a line in the grid to select it. Select multiple lines by using the Shift or Control keys while clicking. Users may select all lines using the All Lines check box.

Once all selections have been made, click the  button.

Users may continue to create stock purchase requisitions from material requisitions using the  button.

Transactions Menu

The Transactions menu allows users to manually enter purchase requisition information. The resulting requisition detail serves to identify initial estimated committed costs, and to begin tracking ordered quantities.

 Functions on the drop-down menu include:

  • Purchase Requisition Entry

  • Purchase Requisition Approval

Purchase Requisition Entry

The Purchase Requisition Entry function allows the creation of new Purchase Requisition entries as well as the modification, approval, deletion, and closing of existing purchase requisitions.

Processing Purchase Requisition Entry

Select Purchase Requisition Entry from the Transaction menu. The Purchase Requisition Entry screen consists of a header and a tab section. The tab section has three tabs: 

  • Requisition Information

  • Contract Terms

  • Line Item

  • Entity – Enter the desired entity. The user may also make a selection from the drop-down list or use the Spyglass button to search. If only one Entity is defined, it displays automatically.

  • Requisition Number – To review an existing requisition, enter the desired requisition number, or use the Spyglass button to search. To create a new requisition, click the New button to generate a new requisition number.

  • Total Requisition Amt – This field is a system calculation equal to the total value of all line items defined in the current purchase requisition.

  • Requisition Type – Click either the Stock or Non-Stock buttons to initiate stock or non-stock purchase requisition entry. The Stock entry relates to inventory items, while Non-Stock entry relates to non-inventoried items and items for which commodity codes have been defined.

  • Approved – If separate approval is not applied, check the Approved box to approve a record. When the Approved box is checked, no further edits are allowed on the purchase document. If separate approval is applied, this check box will indicate if the file is approved, but it cannot be edited.

  • Close RQ – Check the Close RQ box to close a purchase requisition. Close an RQ only after all appropriate action has been carried out for each line item. Once a purchase requisition is closed, it cannot be revised, and items cannot be transferred into purchase document lines. Only closed requisitions may be selected for deletion (purged).

  • Hard Copy – Check this box if a hard copy of the purchase requisition is required.

Requisition Information Tab

Use the Requisition Information tab to enter or change additional information for the requisition selected or being created. This information will appear on the header of the printed requisition.

  • Currency – Select the currency in which the purchases are to be made. Line items for purchases in different currencies require separate requisitions. If line items amounts are going to be entered in the requisition, this field is required; otherwise it is not required.

  • Vendor ID – If a supplier is known, or a quote from a specific vendor is desired, the vendor number can be entered. However, it is not a required field. Enter the Vendor ID, or use the Spyglass button to search.

  • Responsible Unit – If responsibility units were established in the PD module, this field will be required. Otherwise, this field will be automatically skipped. Use the Spyglass button to search.

  • Ledger ID – Enter the name of the ledger for which all costs incurred on the purchase requisition will be charged, or select a ledger from the drop-down list. If only one ledger is defined, it appears automatically.

  • Location – Enter the location that will receive the delivered goods, or select the location from the drop-down list or by using the Spyglass button. This field is only required for stock requisitions. “NA” will appear in this field for non-stock requisitions.

  • Requisition Date – Enter the initial date of the requisition.

  • Description – Enter any description applicable to the requisition to summarize the items or services contained in the requisition.

  • Comment – Enter any comment applicable to the requisition. User requirements may dictate that this field has a specific purpose such as remarks on quality standards, delivery instructions, terms, or other conditions.

Contract Terms Tab

Use the Contract Terms tab to enter additional information concerning the requisition, such as personnel responsibilities and delivery information.

  • Operating Company – Enter the operating company responsible for the ultimate use of the item(s), or use the Spyglass button to search. This field is not required and is used only for reference.

  • AFE – Select the AFE number that is expected to absorb the costs associated with this purchase document. This field is not required and used only for reference. The actual AFE charged will be determined from the FQA entered or derived from each line item.

  • Priority Level  – The options for Priority Level are user-defined and created in the Utilities > Priority Level Setup screen.  Any Priority Level codes defined in the setup screen are available for selection in this field.  This field is not required.

  • Prepared By – Enter a valid buyer code, or use the Spyglass button to search for a valid buyer code. The buyer code represents the individual preparing the purchase document. The field initially defaults to the IFS IDEAS user ID. This field is required.

  • Requested By – Enter a valid buyer code, or use the Spyglass button to search for a valid buyer code. The buyer code here represents the individual requesting the purchase document. The field initially defaults to the IFS IDEAS user ID. This field is required.

  • Charge To – Enter any additional information concerning the direction of financial responsibility. This field is not required.

  • Delivery Date – Enter the promised delivery date for all items on the requisition as a whole. This field is not required.

  • In Country Date – Enter the date the item(s) are expected to arrive in the Country of the receiving location. This field is not required.

  • Deliver To – Enter the name or initials of the individual who should be notified at the time of delivery. This field is not required.

  • Route To – Select or enter the name or initials of the individual who should receive a copy of the purchase document and associated invoices. This information will be automatically displayed in the Accounts Payable invoice entry screen. This field initially defaults to the IFS IDEAS user ID and is not required.

  • Project - Enter any additional information regarding the project that may be pertinent. This field is not required.

  • Type/Pick - Options for Type/Pick are user-defined and created in the Utilities > Type/Pick Code Setup screen.  Any Type/Pick codes defined in the setup screen will be available for selection in this field.  This field is not required.

  • Shipping Reference – Enter any additional information regarding the shipper that may be pertinent to delivery. This field is not required.

  • End Use – Enter any additional information regarding the final disposition of the items ordered. This field is not required.

  • Suggested Vendors – Search to add suggested vendors for the purchase requisition. The addition of suggested vendors is informational for the purchasing department.


Route to Option

The Route to option allows users to assign the reviewer and approvers for this purchase document. Clicking the Spyglass button brings up the following screen.

Line Item Tab

Use the Line Item tab to enter the detail line items for Stock or Non-Stock requisitions.

  • Bill of Material Code – If a Bill of Material code exists for the item(s) to be input, enter the Bill of Material code to be used for this requisition, or use the Spyglass button to search.

Make entries in the grid by clicking an item in the grid and entering the desired information. If a search is available for the selected field, use the Spyglass button to search.

Purchase Requisition Entry – Description Tab

Use the Line Item Stock Description screen to do the following:

  • Enter an existing stock number defined in the Stock Master Maintenance screen

  • Override line item description information from the Stock Master

  • Add a term description, if needed.

 Use the Line Item Stock Detail tab to perform these actions:

  • Enter the quantity and values associated with the current requisition line

  • Specify the Date Promised and Expense Location for the current line item, if necessary

  • Line Item – Double-click a line in the grid to access the Purchase Requisition Line Item screen.

  • Charge Type – Enter PRCH for line items used for ordering stock. PRCH is a system-reserved charge type code for stock items, which have or will have a historical value maintained. Otherwise, there will be a list of additional charge type codes defined by the user to identify other costs such as FRT for freight costs or DUTY for duty costs. When a non-PRCH charge code is selected, only the Other Costs field is required entry.

  • Stock No – For PRCH line items, enter a stock number or search for a stock number using the Spyglass button.

  • Condition – For PRCH line items, enter a condition code or select an option from the drop-down list.

  • Short Description – This field is automatically filled from the short description defined for the stock number but can be altered as needed.

  • Long Description – If defined on the stock record, the long description will default.

  • Term Description – If term descriptions are defined, they will fill in automatically.

Purchase Requisition Entry – Detail Tab

  • Order Quantity – For PRCH line items, enter the quantity to be ordered for the specific line item. A precision of up to four decimals is allowed.

  • Order UOM – This field defaults to the primary unit of measurement for the stock item. However, the field can be edited to reflect a secondary or bulk unit of measure as defined in Stock Master Maintenance screen for the stock item being ordered.

  • Unit Price – Enter the dollar amount for a single unit of the line item. This field is not required, as the price is not always entered until a vendor is established and a purchase document is prepared. The system will calculate the extended price.

  • Extended Price – This field is a system calculation equal to the unit price multiplied by the ordered quantity.

  • Other Costs – If there are other costs, which should be added to the value of the stock item, enter the total value of the other costs in this field.

  • Total Value – This field is a system calculation, which adds the other cost to the extended price.

  • Control Quantity – This field will auto-display the same quantity as the order quantity unless the order unit of measure is a bulk purchase unit defined in Stock Master Maintenance for the stock number entered. If a bulk unit is ordered, the quantity to be received is displayed in the Control Quantity field (e.g. If 1 box of 24 spark plugs is ordered, “1 BOX” will be the display in the order quantity, and “24 EA” will be the Control Quantity and control unit of measure displayed by the system.)

  • Control UOM – This field will auto display the control unit of measure. (See explanation provided under Control Quantity.)

  • Date Promised – Enter the date of delivery promised by the responsible party.

  • Expense Location – Enter a valid expense location, or use the Spyglass button to search. This field applies  only to non-controllable/direct expensed stock items (defined in Stock Master Maintenance as stock type “2”). When the item is received at the warehouse, it will immediately be charged to the expense location versus controllable stock (stock type “1”), which is charged to the expense location only after being issued to that location.

Purchase Requisition Entry – Description Tab

Use the Line Item Non-Stock Description tab to enter an existing commodity code defined in the Purchase Documents module, to override line item description information, and to add a term description if needed. Also, use the Line Item Non-Stock tab to enter the quantity and values associated with the current requisition line as well as account coding and date if needed.

  • Commodity Code – If a Commodity Code exists for the line item being entered, the Commodity Code can be entered in this field or can be left blank. If a Commodity Code is entered, the descriptions will be brought in from the Commodity Code definition. If a Commodity Code is not entered, the user must provide a description.

  • Short Description – This field either defaults to the Commodity Code short description or is manually entered by the user.

Purchase Requisition Approval

The Purchase Requisition Approval function allows the approval of Purchase Requisition entries.  To turn on this function, select Allow Separate Approval in the Purchase Documents module.

Processing the Purchase Requisition Approval Screen

Select Purchase Requisition Approval from the Transaction menu.

  • Company – Enter the company for the approval process. The user may select a company from the drop-down list or use the Spyglass button to search.

  • Currency – Enter the currency for the approval. The user may select a currency from the drop-down list or use the Spyglass button to search. To add all currencies, use the All check box.

  • Document Type – Select Stock or Non-Stock.

  • Sort By – Choose to sort the results by Requisition Number or by Date.

When the desired selections have been made, click the Load button to display the appropriate requisitions in the grid. The grid will display a column indicating the approval status of the requisitions. Click in the Approved field, and enter Y to flag the requisitions for approval. When all requisitions have been selected for approval, click the  button.

Reports Drop-Down Menu Overview

This menu contains reports for reviewing and printing purchase requisition information. The reports that can be generated from this menu are:

  • Outstanding Requisitions Report

  • Print Requisitions Documents

  • Requisition Tracking Report

Outstanding Requisition Report

This report provides a detailed printout of every purchase requisition not yet closed and on which further action is required. Each purchase requisition document prints on its own page, with the total document value printed at the end of each document. If both stock and non-stock requisitions are selected, two separate reports are generated.

The information printed in the report header is as follows:  

  • Company  

  • Currency  

  • Stock or Non-Stock  


     

The information printed in the report detail is as follows:

  • Requisition Number

  • Requisition Date

  • Location

  • Line Number

  • Quantity by Line Item

  • Unit of Measure by Line Item

  • Unit Price by Line Item

  • Extended Amount by Line Item

  • Other Cost by Line Item

  • Total Value by Line Item

Processing the Outstanding Requisition Report

Select Outstanding Requisition Report from the Report menu. The Outstanding Requisition Report request screen consists of a header and a tab section. The tab section contains five tabs:

  • Location / Dates

  • Responsibility Unit

  • Commodity

  • Stock No

  • Other

  • Company / Entity – Enter the desired company or entity for the report. The user may select a company or entity from the drop-down list or use the spyglass button to search. If desired, add all companies or entities to the report by checking the All box. If only one company or entity is defined, it displays automatically.

  • Currency – Enter the currency for the report. The user may select a currency from the drop-down list or use the spyglass button to search. To add all currencies, use the All check box. If only one currency is defined for the selected company or entity, it displays automatically.

  • Document Type – Select Stock, Non-Stock, or Both.

  • Requisition Status – Select Approved, Unapproved, or Both.

  • Line Status – Select Open Only, Closed Only, or All.

  • Detail – Select Summary, Detail, or Both.

  • Req No Options – Select One or Multiple, Range, or All.

    • Requisition No – This field activates when the One or Multiple option is selected. Enter a requisition number, and press the Tab key to add the entry to the report. Users may also use the spyglass button to search.

    • Beginning Requisition No – This field activates when Range is selected. Enter the beginning requisition number or use the spyglass button to search.

    • Ending Requisition No – This field activates when Range is selected. Enter the ending requisition number or use the spyglass button to search.

Location/Dates Tab

The Location/Dates tab allows users to filter outstanding requisitions by location, requested delivery date, and/or requisition date, and the Location Status allows users to report on active, inactive or all requisitions. By default, all locations and dates will be included in the report. Locations may be selected by range or list. Dates may be selected by range only.

  • Location Status – Select Active, Inactive, or All.

  • Location/Options – Select One or Multiple, Range, or All.

    • Location – This field activates when the One or Multiple option is selected. Enter the desired location and press the Tab key to add the location to the report. Users may also use the spyglass button to search.

    • Start Location – This field activates when the Range option is selected. Enter the desired beginning location for the repor,t or use the spyglass button to search.

    • Ending Location – This field activates when the Range option is selected. Enter the desired ending location for the report, or use the spyglass button to search.

    • Beginning Delivery Date – Enter the beginning delivery date for the report, if desired, or use the calendar button to search.

    • Ending Delivery Date – Enter the ending delivery date for the report, if desired, or use the calendar button to search.

    • Beginning Req Date – Enter the beginning requisition request date for the report, if desired, or use the calendar button to search.

    • Ending Req Date – Enter the ending requisition request date for the report, if desired, or use the calendar button to search.

Responsibility Unit Tab

The Responsibility Unit option tab allows the user to filter outstanding requisitions by responsibility unit. By default, all responsibility units are selected, but users may select by range or list. Selections in this tab are optional.

  • Responsibility Unit Options – Select One or Multiple, Range, or All.

    • Responsibility Unit – This field becomes active when One or Multiple is selected. Enter the desired responsibility unit, and press the Tab key to add it to the report. Users may also use the spyglass button to search.

    • Beginning Resp. Unit – This field becomes active when Range is selected. Enter the desired beginning responsibility unit for the report, or use the spyglass button to search.

    • Ending Resp. Unit – This field becomes active when Range is selected. Enter the desired ending responsibility unit for the report, or use the spyglass button to search.

Commodity Tab

The Commodity tab allows users to filter outstanding requisitions purchases by commodity code. By default, all commodity codes are selected, but users may search for a specific range or list of codes by using the filters. Commodity Codes are for non-stock requisitions only.

  • Commodity Options – Select One or Multiple, Range, or All.

    • Commodity Code – This field becomes active when One or Multiple is selected. Enter the desired commodity code and press the Tab key to add it to the report. Users may also use the spyglass button to search.

    • Beginning Commodity Code – This field becomes active when Range is selected. Enter the desired beginning commodity code for the report, or use the spyglass button to search.

    • Ending Commodity Code – This field becomes activew hen Range is selected. Enter the desired ending commodity code for the report, or use the spyglass button to search.

Stock No Tab

The Stock No tab allows users to filter outstanding requisitions purchase by stock number. By default, all stock numbers are selected, but users may search by filters for a specific range or list of stock numbers. Stock numbers are for stock requisitions only.

  • Stock No Search – Select Active, Inactive, or All.

  • Stock No Options – Select One or Multiple, Range, or All.

    • Stock No – This field becomes active when One or Multiple is selected. Enter the desired stock number and press the Tab key to add it to the report. Users may also use the spyglass button to search.

    • Beginning Stock No – This field becomes active when Range is selected. Enter the desired beginning stock number for the report, or use the spyglass button to search.

    • Ending Stock No – This field becomes active when Range is selected. Enter the desired ending stock number for the report, or use the spyglass button to search.

 

Other Tab

The Other options tab allows you to filter outstanding requisitions by Prepared By, Requested By, Route To, and Total Purchase Value range.  The Total Purchase Value option is entered as a range of beginning and ending amounts.  The Prepared By, Requested By, and Route To options are entered as lists.  

  • Requested By – Enter the requesting user, and press tab to add the user ID to the report. Users may also use the spyglass button to search.  

  • Prepared By – Select the user who prepared the requisition, and press tab to add the user ID to the report. Users may also use the spyglass button to search.   

  • Route To – Select the user to which the invoice is routed using the spyglass button.  

  • Beginning Total Purchase Value – Enter in the desired Beginning Total Purchase Value .  

  • Ending Total Purchase Value – Enter in the desired Ending Total Purchase Value. 


Print Requisition Documents  

Users can select purchase requisition records for printing. A specific requisition or range of requisitions may be selected. Users may print new or modified records. Both stock and non-stock items will be printed. Each requisition is printed on a separate page and can be used to document user approval of requisition amounts.  

The information printed in the report header is as follows:  

  • Stock or Non-Stock    

  • Company  

  • Currency  

  • Requisition Number  

  • Requisition Description  

  • Location  

  • Approved (Y/N)  

  • Comment  

  • Requisition Date  

The information printed by line item in the report detail for non-stock requisitions is as follows:  

  • Line Number  

  • Fully Qualified Account  

  • Long Description  

  • Date Needed  

  • Quantity  

  • Unit of Measure  

  • Unit Price  

  • Extended Amount   

  • Other Cost  

  • Total Value  

The information printed by line item in the report detail for stock requisitions is as follows:  

  • Stock Number  

  • Short Description  

  • Date Needed  

  • Quantity  

  • Unit of Measure  

  • Unit Price  

  • Extended Amount  

  • Other Cost   

  • Total Value



Processing the Print Requisition Document Screen  

Select Print Requisition Document from the Reports menu.  

  • Company/Entity – Enter the desired company or entity for the report. The user may select a company or entity from the drop-down list or use the spyglass button to search. If desired, add all companies or entities to the report by checking the All box. If only one company or entity is defined, it is displayed automatically.  

  • Currency – Enter the currency for the report. The user may select a currency from the drop-down list or use the spyglass button to search. To add all currencies, use the All check box. If only one currency is defined for the selected company or entity, it is automatically displayed.  

  • Document Type – Select Stock, Non-Stock, or Both.  

  • New/Modified Only – Check this box to print only new or modified requisitions. Leave the box unchecked to print all requisitions.  

  • Req Number Options – Select One or Multiple, Range, or All.  

  • Requisition No – Enter the desired requisition number(s), and press tab to add the requisition(s) to the report. Users may also use the spyglass button to search.  

  • Beginning Requisition No – Enter the desired beginning requisition number or use the spyglass button to search.  

  • Ending Requisition No – Enter the desired ending requisition number or use the spyglass button to search.  

Requisition Tracking Report 

The Requisition Tracking Report function is used to generate a report of purchase requisition line items and their status with the ability to filter line items based on many different selection criteria.  

Processing the Requisition Tracking Report Screen  

Select Requisition Tracking Report from the Reports menu. The Requisition Tracking Report consists of a header and a tab section, consisting of the following tabs: 

  • Location / Dates

  • Responsibility Unit

  • Commodity

  • Stock No

  • Other

  • Company/Entity – Enter the desired company or entity for the report. The user may select a company or entity from the drop-down list or use the spyglass button to search. If desired, add all companies or entities to the report by checking the All box. If only one company or entity is defined, it displays automatically.  

  • Currency – Enter the currency for the report. The user may select a currency from the drop-down list or use the spyglass button to search. To add all currencies, use the All check box. If only one currency is defined for the selected company or entity, it displays automatically.  

  • Document Type – Select Stock, Non-Stock, or Both.  

  • Requisition Status – Select Approved, Unapproved, or Both.  

  • Line Status – Select Open Only, Closed Only, or All.  

  • Detail – Select Summary, Detail, or Both.  

  • Requisition Number Options – Select One or Multiple, Range, or All.  

    • Requisition No – Enter the desired requisition number(s), and press tab to add the requisition(s) to the report. Users may also use the spyglass button to search.  

    • Beginning Requisition No – Enter the desired beginning requisition number, or use the spyglass button to search. 

    • Ending Requisition No – Enter the desired ending requisition number, or use the spyglass button to search.



Location/Dates Tab  

The Location/Dates tab is used to select requisition line items by the receiving location, delivery date promised, and requisition date. The Location Status allows you to report on active, inactive, or all requisitions.  

  • Location Status – Select Active, Inactive, or All.  

  • Location/Options – Select One or Multiple, Range, or All.  

  • Location – This field becomes active when the One or Multiple option is selected. Enter the desired location, and press the Tab key to add the location to the report. Users may also use the spyglass button to search.  

  • Start Location – This field becomes active when the Range option is selected. Enter the desired beginning location for the report, or use the spyglass button to search.  

  • Ending Location – This field becomes active when the Range option is selected. Enter the desired ending location for the report, or use the spyglass button to search.  

  • Beginning Delivery Date – Enter the beginning delivery date for the report, if desired, or use the calendar button to search.  

  • Ending Delivery Date – Enter the ending delivery date for the report, if desired, or use the calendar button to search.  

  • Beginning Req Date – Enter the beginning requisition request date for the report, if desired, or use the calendar button to search.  

  • Ending Req Date – Enter the ending requisition request date for the report, if desired, or use the calendar button to search.  

  • RQ/PD Days Difference  - Enter the number of days allowable difference between the requisition and the purchase document.  



Responsibility Unit Tab 

The Responsibility Unit tab is used to select requisition line items by responsibility unit if you have the responsibility unit feature established in the Responsibility Unit Tracking Setup screen.  

  • Responsibility Unit Options – Select One or Multiple, Range, or All.  

    • Responsibility Unit – This field becomes active when One or Multiple is selected. Enter the desired responsibility unit and press the Tab key to add it to the report. Users may also use the spyglass button to search.  

    • Beginning Resp. Unit – This field becomes active when Range is selected. Enter the desired beginning responsibility unit for the report or use the spyglass button to search. 

    • Ending Resp. Unit – This field becomes active when Range is selected. Enter the desired ending responsibility unit for the report or use the spyglass button to search. 

Commodity Tab

The Commodity tab is used to select non-stock requisition line items by commodity code.  

  • Commodity Options – Select One or Multiple, Range, or All.  

  • Commodity Code – This field becomes active when One or Multiple is selected. Enter the desired commodity code and press the Tab key to add it to the report. Users may also use the spyglass button to search.  

  • Beginning Commodity Code – This field becomes active when Range is selected. Enter the desired beginning commodity code for the report or use the spyglass button to search.  

  • Ending Commodity Code – This field becomes active when Range is selected. Enter the desired ending commodity code for the report or use the spyglass button to search.  


Stock No Tab  

The Stock No tab is used to select stock requisition line items by stock number.  


  • Stock No Search – Select Active, Inactive, or All.  

  • Stock No Options – Select One or Multiple, Range, or All.  

  • Stock No – This field becomes active when One or Multiple is selected. Enter the desired stock number and press the Tab key to add it to the report. Users may also use the spyglass button to search.

  • Beginning Stock No – This field becomes active when Range is selected. Enter the desired beginning stock number for the report or use the spyglass button to search.

  • Ending Stock No – This field becomes active when Range is selected. Enter the desired ending stock number for the report or use the spyglass button to search.  




Other Tab  

The Other tab is used to select requisition line items by the receiving location, delivery date promised, and requisition date.  

  • Requested By – Enter the requesting user and press the Tab key to add the user ID to the report. Users may also use the spyglass button to search.  

  • Prepared By – Select the user who prepared the requisition and press the Tab key to add the user ID to the report. Users may also use the spyglass button to search.  

  • Route To – Select the user to which the invoice is routed using the spyglass button.  

  • Beginning Total Purchase Value – Enter in the desired beginning total purchase value.

  • Ending Total Purchase Value – Enter in the desired ending total purchase value.  

  • RQ/PD Amount Difference  - Enter the amount of allowable difference between the total of the requisition and the purchase document.  

Utilities Drop-Down Menu Overview

This menu accesses the Purchase Requisition Utility functions, which are used for initial system setup.  



Priority Level Setup

The Priority Level Setup screen is used to define priority level codes to be used to indicate the priority of purchase requisitions.    

Select Priority Level Setup from the Utilities menu.  

  • Priority Level – Enter the desired Priority Level code to define, or select an existing Priority Level code. 

  • Description – Enter a description for the code entered. If reviewing an existing code, the description appears automatically .  

Requisition Approval Setup

The Requisition Approval Setup function provides a level of security for the processing of purchase documents. A buyer may be given the capacity to approve requisitions. If not possessing such capacity, the buyer can only add and modify requisitions.  The buyer must be an IFS IDEAS user.

Select Requisition Approval Setup from the Utilities menu.  

  • Buyer Code – Select the Buyer Code from the drop-down list, or use the Spyglass button to search for it. This code is the IFS IDEAS system user’s name. Once the buyer is selected, all appropriate information will automatically appear in the grid .  

Double-click a blank field in the grid to bring up the drop-down list of options for each column. Enter the Approved Amount for the Entity, Document, Location, and Currency combination. 

Once all selections are made, click Save. When finished, click the Exit button to close the Requisition Approval Setup window.  


Type/Pick Code Setup  

The Type/Pick Code Setup screen is used to define Type/Pick Codes to be assigned to Purchase Requisitions. Select Type/Pick Code Setup from the Utilities menu.  

  • Type/Pick Code – Enter the Type/Pick Code to define, or select an existing Type/Pick Code.  

  • Description – Enter a description for the entered code . If reviewing an existing code, the description appears automatically .  


RQ Miscellaneous Setup  

The RQ Miscellaneous Setup screen is used to initialize the starting purchase requisition number based on company.  

Additional codes may be added in future releases for other purposes.  The codes ending in “README” are created to explain the purpose and setup of miscellaneous codes.  

Select RQ Miscellaneous Setup from the Utilities drop-down menu.  

  • Code – Select the desired code from the drop-down list.  

  • Field 1 -17 – Make the appropriate entry in one or more of the fields.  



RQ MISCELLANEOUS CODES  

MODULE  

PURPOSE  

VALID RESPONSES  

RESULT  

(entity)_ next_rq_no  

RQ  

Next unique RQ no per entity; (entity) to be replaced with entity enter  

 

 

default_unit_price  

 

RQ  

To default estimated unit price for Stock RQ Entry  



Y/N  

 

Rqprintreport  

RQ  

 

0 or 1  

(currency)  

Field 1 = (0=Standard report, 1 = Grid Format Report)  

Field 2 = Secondary currency code for grid report  







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