Requisition

 

Overview |Status Flow |Requisition Types| Header | Vendors | Items | PPCS | Ship | Acct | T & C | Attach | Approve | What's After the Requisition

Overview [Back to Top]

What is a Requisition?
The requisition is the starting point for Purchasing activity. This document communicates what goods or services are to be purchased and other needed information for the purchase to take place.

How Do I Create a New Requisition?
In order to create a new requisition, place your mouse over the purple Procurement link at the top of the screen .A menu will appear. Place your mouse over the Requisition option in the menu and a submenu will appear. Click on Create as seen in Figure 1 below.

Figure 1:

This will bring you to a blank requisition form for you to add your information. Please see the Header section of this document to begin adding a requisition.

How Do I Access the Requisition?
In order to access an existing requisition, use the Document Search screen. There are a number of ways to search for the requisition. Please see the Help Document on Document Search screen for help using the search.

How Do I Edit an Existing Requisition?
In order to edit an existing requisition, you must go to that requisition. (Please see How Do I Access the Requisition above.) Once on that requisition, each page will have a button at the bottom that says Change. Make any necessary changes and click the Change button to save them. On each screen that you make a change, you must click the change button before continuing.

Note: Changes can not be made in all statuses. For a detailed explanation of statuses, please see the Requisition Status flow section of this document.

How Do I Track the Status of a Requisition?
Once you have created a requisition, you may need to track the path of the requisition. The Log screen shows you the status changes the requisition has been through. In order to do this, place your mouse over the Search link at the top of the screen. Choose the Log option as shown in Figure 2 below.

Figure 2:

This will take you to the Log screen.

If you go to the Log screen from a Requisition, the requisition number will populate the document number and Requisition will populate the document type. The statuses for that requisition will display.

If you go to the log screen from the document search screen, you will have to enter the requisition number and choose Requisition as the Document type. Please see the Help Documentation on the Log Screen for help using the Log.

How Do I Copy a Requisition?
A requisition can be copied to create another requisition that is identical. To copy the requisition you are viewing, click Copy on the Header screen. The new requisition will appear on the screen in INC status regardless of the status of the requisition you copied from. All information associated with that document will copy (Header, Vendors, Items, etc.). Any changes can be made, and the document will have to go through the status flow.

How Do I Cancel a Requisition?
A requisition can also be canceled. To cancel a requisition, click the Cancel button on the Header screen. The status will change to CAN, and no further action can occur on this requisition.

Requisition Status Flow
Requisition statuses determine where in the process the requisition is. Statuses also determine if information can be changed. The statuses for requisition are as follows.

INC (Incomplete) - At this status, the requisition has been created. Department users can change any information they like.

BAL (Balanced) - At this status, the requisition item total amount and accounting total amount are equal. Department users can change any information they like. A change to items or accounting will put the status back to Incomplete.

RAPR (Routing for Approval) - At this status, the requisition has been routed to reviewers for approval. The only information that can be changed is on the Approve screen. Users can add additional approvers during the routing process. Information on other screens is "locked" in this status and can not be changed. In order to make a change, the spending authority or the user that initially added the requisition can disapprove it and change the status to INC. Once the requisition has been disapproved, it can be changed to incomplete by going to the Header screen, and clicking the Incomplete button. (For the initial add person to disapprove, his/her id must be added to the list of reviewers.) For an explanation on using the approval screen, please see the Help documentation on the Approve screen.

RAPP (Routed and Approved) - At this status, the requisition has been approved by the spending authority for each account listed on the requisition. The only change allowed is a status change. If requisition information needs to be changed, the status should be changed to INC. (This can be done by going to the Header screen by clicking the Incomplete button.)

From RAPP the requisition can be released to Purchasing for processing, or the department user can create a solicitation.

RDAP (Routed and Disapproved) - At this status, the requisition has been disapproved by either the spending authority or the person that initially added the requisition. The status is the only information that is allowed to be changed. In order to make a change to the requisition the status must be changed to INC. To do this, go to the header, and click the Incomplete button.

RPUR (Released to Purchasing) - The requisition has been released to the Purchasing Office for further processing.

SOL (Solicitation) - The Purchasing office has created a solicitation with the requisition.

DSOL (Department Solicitation) - The department has chosen not to release the requisition to Purchasing and has created a their own solicitation. The department is performing the solicitation function.

PO (Purchase Order) - A purchase order has been created from the requisition.

CON (Contract) - A contract has been created by the requisition.

Requisition Types [Back to Top]

Requisition type is a required field on the requisition header screen and is selected by the user. Types and uses are discussed below.

OMR Open Market Requisition
Most general and common requisition type used to request the purchase of equipment, supplies and operating services; whether solicited through a competitive bid process on the open market or purchased from state contracts or through noncompetitive means.

CPR Contract Purchase Requisition
Special requisition type used to request the purchase of equipment, supplies or operating services from an established Term Contract residing in the PRO Contract Database.

KRC Build Term Contract Requisition
Special requisition type used to request the establishment of a PRO Term Contract for specific, fixed price items purchased by a department on a recurring and as-needed basis.

CRR Construction/Renovation Requisition
Special requisition type used by Facility Services to request the purchase of construction or renovation projects governed under Title 38. Departments are to contact Facility Services for such needs.

PSR PPCS Requisition – Noncompetitive
Most general and common PPCS requisition type used to request the purchase of professional, personal, consulting and social services. PSR type is most often used for: (a) all professional and personal services contracts regardless of dollar value; (b) consulting services contracts valued less than $50,000; (c) social services valued less than $150,000; (d) sub-awards; and (e) non-HIPAA services [see PSH type].

PSP PPCS Requisition – Competitive
Special PPCS requisition type used to request the purchase of (a) consulting services valued $50,000 or more that require a competitive Request for Proposal process; and (b)social services valued $150,000 or more that require a competitive Request for Proposal process.

PSH PPCS Requisition – HIPAA Governed
Special PPCS requisition type used to request the purchase of professional, personal consulting, or social services to meet an individual patient’s healthcare and/or medical needs that are governed by and require HIPAA* compliance. Contact the Office of Purchasing prior to use.
[* The Health Insurance Portability and Accountability Act (HIPAA) of 1996 governs the security and privacy of electronically stored, patient identifiable, health and medical data. You may access http://www.hhs.gov/ocr/hipaa/ for more information regarding this federal act.]

Header[Back to Top]

For an explanation on navigating through the Requisition, please see the Navigation help document.

*The Header screen is required for creating a requisition.

Adding

In order to create a new requisition, place your mouse over the purple Procurement link at the top of the screen. A menu will appear. Place your mouse over the Requisition option in the menu and a submenu will appear. Click on Create as seen below in Figure 3.

Figure 3:

This will bring you to a blank requisition form for you to add your information.

The requisition header is broken into four sections. These sections are Header Information, General Information, Contact Information, and Requestor Information.

The Header Information section is all system generated and requires no entry. This information includes the requisition number, status, total cost, total items, attach flag, and remarks flag. (Please see the Help Document "Data Dictionary " for a definition of these fields.) The Header section is shown below in Figure 4.

Figure 4:

The General Information section includes general information about the requisition. The only information that is required is Requisition Type, Department and Campus. Required information is marked with a red asterisk as shown by the red arrow in Figure 5 below. (Please see the Help Document "Data Dictionary " for a definition of these fields.) While the other information is not required. It is beneficial to enter all known information. The General Information section is shown below in Figure 5.

Figure 5:

The Contact Information section contains information about the contact of the Requisition. This is the person that the Purchasing office will contact if there are questions with the Requisition. Name and Phone Number are the only required fields as noted by the red asterisks. If the fax number and email address are known, please enter that information as it will make contact easier. The Contact Information section is shown below in Figure 6.

Figure 6:

The Requestor Information section contains information about the requestor of the Requisition. This is the person who is requesting the purchase and will be the user of the purchased product or service. Purchasing as well as the Equipment Records office will use this information.

If the Requestor is the same as the contact, simply check the "Requester is same as Contact" box shown in Figure 7 by the red arrow and the Requestor name and phone number will not require entry. (The red asterisks will still display, but once you click the Add button you will not get an error message.)

The requestor fax number and email address is not required, however entering this information will make contact easier.

Figure 7:

 

Once all information is entered, click the Add button.

If any required fields are not entered or any information is in an incorrect format, the system will not add the requisition and will display an error message. You can correct your information and click the Add button again.

If all required information is entered and all information is in the proper format the system will display the message "Add Successful" in the top left hand corner of the screen. A requisition number will also be generated and display in the Header information of the requisition. The status will also display as INC (incomplete).

Once a requisition header is added, the information can be changed, copied, or the requisition can be cancelled.

Changing

To change the information, make all necessary changes and click change.

Copying

Any requisition in the system can be copied to create another requisition. Simply search to find a requisition you want to copy (it can be in any status to copy). View the requisition from the Header page, scroll to the bottom and click the Copy button. A new requisition will automatically display at the Header page with a new document number in INC status. All information associated with the first document copies to the new document (Header, Vendor, Items, Accounting) except for the list of approvers. Any changes can be made at this point and the document will then follow the normal status flow.

Canceling

A requisition can also be canceled. To cancel a requisition, click the Cancel button on the Header screen. The status will change to CAN, and no further action can occur on this requisition.

 

Vendors [Back to Top]

*The Vendor screen is required to create a requisition.

The Vendors section communicates what vendors are to be used for the Purchase or for Solicitation purposes. All vendors that have been used in the process of obtaining budgetary quotes or those that should be solicited should be entered.

In order to use a vendor, they must be enrolled in the vendor database. The vendor database can be searched on this screen (instructions follow). If the vendor is not in the Vendor database, department users can add them in a Department Pending status. (Please see the Help documentation on the Vendor system for help adding a vendor.) In the Department Pending status, the vendor can be used on a requisition. Purchasing will have to approve the vendor and change the status to Active before other documents can be created with that vendor.

The Vendors section is divided into two sections. The first is the Header information. This information is the same as the header information on the Header screen. It is brief information about the requisition. The Header section is shown below in Figure 8.

Figure 8:

The second section is the Vendor section. It is in this section that vendors are added. The Vendor section is shown in Figure 9 below.

Vendors can be added using two methods. If you know the vendor number, you can enter the vendor number (7 digits) (arrow A in Figure 9) and location number(2 digits) (arrow B in Figure 9) in the fields under the title "Input Vendor Number and Location Number to Add ". Click the Add button. The system will add that vendor from the vendor database and display it in the Added Vendors summary shown by arrow C in Figure 9.

If you do not know the vendor number, you can search the vendor database. To do this, click on the Search Vendors to Add button. The vendor search screen will appear. For Help using the Vendor Search, please see the Vendor Search Help document.

Once you select the desired vendors from the search, and click Add Selected Vendors the vendors will be added to the Added Vendors summary as shown by arrow C in Figure 9.

Once you have added vendors, the button Delete Selected Vendors appears. To delete a vendor from the Added Vendors, check the box to the left of the vendor you would like to delete and click Delete Selected Vendors.

When all added vendors are correct, click the continue button.

If the requisition type is PSR, the next screen that appears will be the PPCS screen. For help with this screen, please see the PPCS section of this document.

For all other requisition types, the next screen in the process of the requisition is the Items screen. For help with the items screen, please see the Items section of this document.

PPCS [Back to Top]

*The PPCS screen is only required if the requisition type is PSR and PSH.

The PPCS screen does not have a corresponding link at the top of the screen. In order to access the PPCS screen, click the continue button at the bottom of the vendor screen.

The PPCS screen collects information about the service being purchased to aid in the writing of the contract. This screen is broken into five sections. These sections are Header Information, HRM Information, Contractor Information, Contract Information, and Grant Information.

The Header Information section displays information collected on other screens of the requisition. This section is display only.

The HRM Information section displays information from the LSU HRM database. If the contractor (entered on the vendor screen) has been employed with the university in the last two years, the department the contractor was employed with will display. If the contrator has not been employed at LSU in the last two years, the message "Not Employed by LSU in the Last Two Years" will display in the HRM Information section.

The Contractor Information section displays the contractors information from the vendor database. The vendor number entered on the vendor screen is the contractor. This section is display only.

The Contract Information section collects the data needed to write the contract. This information is required.

The Grant Information screen will display information once account numbers are entered on the Account screen. If one of the account numbers entered has a Grant Expire Date, SPA Contact, or Source of Funds, that information will display in this section.

Once information is added, click Change to save the information.

Items[Back to Top]

*At least one item is required to be entered on the Item screen.

The Item screen contains the information on the items or services that are to be purchased. The item screen is divided into two sections. The header section which displays general information about the requisition and the item section where items are added.

The Header section of the Item screen is displayed below in Figure 10.

Figure 10

The Item section is shown below in Figure 11.

Figure 11

 

Adding

Before any items are added, the Item Detail fields are blank. All fields with a red asterisk are required. Fields without an asterisk are not required. If information for fields that are not required is known, entry is desired to help as the process continues.

Commodity Code and Item Spec ID have a Search link to the right of them as shown by arrow A and arrow B in Figure 11. Clicking these search links takes you to a search screen that allows you to find the commodity code and spec ids needed for your requisition.

For an explanation on using the search screens, please see the Help Documentation on Searches: Commodity Codes and Searches: Item Specifications. For a definition of the fields making up the item detail, please see the Help Document "Data Dictionary ".

Once you have entered all item information, click Add. The item will be added to an Item Summary above the the Item Detail. Brief information will display. The Item Summary is shown below in Figure 12 below.

Figure 12:

To see the item detail, click on the purple item number shown in Figure 12 by arrow A. The item's information will display in the item detail fields. Also, the available action will display in the form of buttons below the item detail. The actions available are Clear, Change, Delete, Shipping, and Attach.

Clear

The Clear button removes the selected item information from the Item Detail fields so that a new item can be added. The item information is not deleted or changed.

Change

The Change button saves any changes made to the selected item's information. Make any needed changes and click the Change button to save the changes.

Delete

The Delete button deletes the item from the requisition. Once you click Delete, a message at the top of the screen will display which reads "Click the Delete Button to Confirm Delete". Click the delete button again and the item will be deleted.

Shipping

Clicking on the shipping button will take you to the Shipping screen for that item. From this screen, the shipping address can be changed. Please see the section on Shipping below for help on the Shipping screen.

Attach

If the item description is longer than 1500 characters, a longer description in the form of a Microsoft Word document can be attached. To do this, click on the Attach button. The Attachment screen will appear. Please see the Attach section below for help on the Attach screen.

Once all items are entered, click on the continue button. The Ship screen will appear.

Ship[Back to Top]

The Shipping screen is not required to create a requisition.

The Ship screen collects the shipping address for the items on the requisition. Each item can have a different shipping address.

The Ship screen is shown below in Figure 13.

The shipping address is originally added from the five digit department code on the requisition Header screen. The department address on the COA for that department code populates the ship to address as the default ship to address and the Default Address field is checked Yes as shown by arrow A in Figure 13.

The default address can be changed. To change the default address, check Yes for Default Address and change the address information as needed. Click change.

To change the shipping address for only one item, make sure the Item Information section reflects the item number the ship to needs to be changed on. The Item Information is shown by arrow B in Figure 13. (If you do not have an Item section, click on the Next Item link at the bottom of the screen, which is shown by arrow C in Figure 13.) You can navigate through the items by using the Previous Item and Next Item buttons at the bottom of the screen, which is shown by arrow C in Figure 13.

Once the desired item appears in the Item Information section, Click No on the Default Address field (arrow A in Figure 13). Make the needed address changes and click Change. A new field, Make Same as Default Address will appear. If you click Yes, the address for the item will change to the default address.

Once the ship to address is complete, click continue. The Accounting Screen will display.

Acct[Back to Top]

* The Accounting screen is required to create a requisition.

The Acct screen communicates how the purchase will be paid for. If the requisition is a KRC type, accounting is not required. The system will not allow you to enter accounting information.

The Acct screen is divided into three sections, the Header Information, Existing Account Information (appears once an account number has been added), and the Account Detail section.

The Header Information section displays general information about the requisition, including the total cost of all items added on the Items screen. The Header Information section is displayed below in Figure 14.

Figure 14:

The Existing Account Information section displays all accounts that have been added to the requisition and the amount the account will pay. Also, this section displays a total of all of the amounts listed for the account numbers and the percentage each account number will pay. If an account added to the Existing Account Information section has a Grant Expire Date in the COA, the expire date will show in the GrEXPDate column. If there is no grant expire date, the column will be blank as shown in Figure 15 below.

Figure 15:

The Account Detail section displays detailed information about an added account. The Account Detail section is shown below in Figure 16.

Figure 16:

Adding Accounts

In the Account Detail section enter the appropriate information. The Account number and Object code is required. Also required is either an amount or a percentage. (For an explanation on fields on the accounting screen, please see the Help Document "Data Dictionary ".)

Once you have entered all accounting information, click the Add button. The account number will be added to the Existing Account Information section.

To view the detail of the account number, click on the account number in the Existing Account Information section and the Account detail fields will populate.

Changing Account Information

To change the account information, click on the account number in the Existing Account Information section that you would like to change to populate the Account Detail fields. Make all desired changes and click change. The changes will be saved and will populate the Existing Account Information section.

Balancing the Requisition

Once the total cost of the items in the header (shown in Figure 17 by arrow A) matches the total in the Existing Account section (shown in Figure 17 by arrow B), the status becomes BAL ( balanced) (shown in Figure 17 by arrow C).

Figure 17:

If the total cost of the items and/or the total account amount changes and causes the two amounts to no longer equal, the status will change to INC.

There are some instances when the total item cost and the total of accounts will equal, but the status does not change to BAL. In these cases, click on any account number in the Existing Account Information section to populate the Account Detail. Click on the Balance button beneath the Account Detail, which is shown by arrow A in Figure 18 below. If the total item cost and the account total equal, the status will change to BAL.

Figure 18:

Note: For PSR and PSH requisition types, the status will not go to BAL unless the total contract amount on the PPCS screen, the total item amount, and the total account amount equal.

Deleting Account Information

To delete an account, click on the account number in the Existing Account Information section to populate the Account Detail fields. Click the delete button. A message will display at the top left hand corner of the screen "Click Delete to Confirm Delete." Click the delete button. A message will display at the top left hand corner of the screen "Delete Successful". The account will be removed from the Existing Account summary.

Clearing the Account Detail

The Clear button appears when an account has been selected and the account information is populated in the Account Detail. This button allows the user to clear the Account Detail to add another account number. This button does not delete any information.

Once all accounting information is added, click continue. The T & C screen will appear.

T & C[Back to Top]

The T & C screen is not required. Use this screen only if you have special terms associated with the purchase. If terms are needed and not added, the Purchasing office will add them.

The T & C screen is used to add terms and conditions to the requisition.

Terms and conditions are created by the LSU purchasing office and are stored in a database. They are stored with a Note ID that uniquely identifies a term and condition and a description which is the actual term and condition that will print on a document. Once added to a document, they can be edited to suit the document.

The Terms and Condition screen is shown below in Figure 19.

Figure 19:

Adding Terms and Conditions

There are two methods to add terms and conditions.

If you know the Note ID of the term and condition you would like to add, enter that Note Id in the Note ID field (shown by arrow A in Figure 19) and click Add. The term and condition will be added to the Added Notes summary (shown by arrow B in Figure 19). To view the note, click the Note Id of the term and condition you would like to view. The information will populate the note detail.

If you do not know the Note ID of the term and condition you wish to add, you can search the Terms and Conditions database. Click on the purple Search link next to the Note ID field (shown by arrow C in Figure 19). The Note Search will display. (For help using the Note Search screen, please see the Note Search help document.)

Changing Terms and Conditions

To change a term and condition, you must first add the term and condition. Once added, click on the Note ID in the Added Notes section to populate the Note Detail fields. Make any changes needed and click Change. The note will populate the Added Notes section. The Note ID will change to "view".

Deleting Terms and Conditions

To delete a term and condition that is added to a requisition. Click on that Note ID in the Added Notes section to populate the Note Detail. Click the delete button beneath the Note Detail. A message will display in the top left hand corner of the screen that says "Click Delete to Confirm Delete". Click the Delete button again and the Note Id will be removed from the Added Notes section.

Clearing Terms and Conditions

The clear button allows the user to clear the Note Detail fields in order to add a new term and condition. This button does not delete the term and condition.

Once all needed terms and conditions are added, click the Continue button to go to the Attach screen.

Attach [Back to Top]

*The attach screen is not required. Use this screen only if additional information needs to be attached (additional specifications, quotes, etc) or if standard purchasing forms need to be completed and attached.

The Attach screen is used to attach forms and documents to the requisition. Attachments can be standard forms placed into the system by the Purchasing office, or attachments could be Word, Excel, or Adobe PDF documents attached from the user's hard drive.

The Attach screen is divided into three sections, Attach Other Documents, Attach Standard Form, and Search for Standard Forms.

Attach Other Documents

The Attach Other Documents section is the section where documents from the user's hard drive are attached. The Attach Other Documents section is shown below in Figure 20.

Figure 20:

To attach documents, click on the Browse button next to the File: field as shown by arrow A in Figure 20. A Choose File box will appear allowing the hard drive to be searched. Once the file to be attached is located, click the Open button. The file name and path will populate the File: field. Choose from the Form Desc field a description for the document you are attaching. Click attach and the document will be added to the Added Attachments section at the bottom of the screen.

Attach Standard Form

The Attach Standard Form section is the section where standard Purchasing forms are attached. Use this section if you know the form id. The Attach Standard Form section is shown below in Figure 21.

Figure 21:

Enter the form id in the Form ID field, as shown by arrow A in Figure 21, and click Attach Template. The document will be added to the Added Attachments summary.

Once you have added the form, you must fill it out. Please see Filling in Attachments below.

Search for Standard Forms

If you don't know the form id of the standard form you need to attach, use the Search for Standard Forms section. The Search for Standard Forms section appears below in Figure 22.

Figure 22:

Forms can be searched by Form ID or Keyword. Enter information in either field and click Search. A list of forms that match the search criteria in the Form ID and Keyword field will display. (Leaving both the Form ID field and the Keyword field blank and clicking search will result in all forms displaying as the search results.)

Click in the box to the left of the form you would like to attach and click Add Selected Forms. The form will appear in the Added Attachments Summary.(Multiple forms can be selected from the search and added to the document at the same time.)

Once you have added the form, you must fill it out. Please see Filling in Attachments below.

Filling in Attachments

Attachments are added to the Added Attachments Summary as shown below in Figure 23.

Figure 23:

Once you have added the form, you must fill it out. Click on the purple form id in the Added Attachments summary as shown by arrow A in Figure 23. The form will open in Adobe. (Adobe Reader is a free software available for download on www.adobe.com). Fill in all information and click the Change button at the bottom of the form. A check will display in the status column of the Added Attachments summary as shown by arrow B in Figure 23. This means changes have been saved on the form.

Once all information is attached and forms filled in, click on the Continue button.

Approve[Back to Top]

*The Approval screen is required.

NOTE: KRC requisitions are approved by the user that initially added the requisition and can be routed for approval at an INC (incomplete) status.

The Approval screen is used to route the requisition for approval from spending authorities and other needed approvers.

A requisition must be approved by a release authority for each account listed on the requisition. A requisition can be routed to others, but one release authority for every account is required.

Before any action can be taken on the approval screen, the status of the requisition must be BAL. The requisition type KRC is the only exception. A KRC requisition does not contain accounting information and therefore will never go to Balanced. A KRC requisition can be routed for approval at the INC status.

Adding Approvers

Once a requisition reaches a status that will allow approvers to be added, the Update Reviewer List section will display. At this time, reviewers can be added. The Update Reviewers List section is displayed below in Figure 24.

Figure 24:

The first field is the Release Authority drop down, shown by arrow A in Figure 24. This drop down box will populate with the names of release authorities at the lowest level. (For example, John Smith has authority on 188 and Jane Doe has authority on 1. The drop down box will display John Smith, because he only has access at the college level, which is less than the campus.) To Add the reviewer, select from the drop down and click Add. The reviewer will be added to the Current Reviewer List. If the release authority needed is not contained in the drop down, the id can be added to next field, which is Reviewer.

The Reviewer field, shown by arrow B in Figure 24, is the field used to enter reviewers that are not in the Release Authority drop down. Enter the PAWS ID of the reviewer and click ADD. The reviewer will be added to the current reviewer list.

If you do not know the PAWS ID of the reviewer, click the purple Find link shown by arrow C in Figure 24. Enter the first and last name of the user or just the last name, click Look Up Names. A list of all names that match the search criteria will display. Click on the circle next to the name of the reviewer you would like to add. The reviewer will be added to the current reviewer list.

Removing Reviewers

As reviewers are added, they will display in the Current Reviewer List as shown below in Figure 25.

Figure 25:

Also, when a reviewer is added a Remove Reviewer drop down box displays beneath the Update Reviewer List section. This is shown below by arrow A in Figure 26.

Figure 26:

All users added to the Approve screen will appear in the Remove Reviewer drop down. In order to remove a reviewer, choose the name of the reviewer you would like to remove from the Remove Reviewer drop down. Click Remove. The reviewer will be removed from the Current Reviewer List.

Routing the Document

Once all needed release authorities have been added, a button will display that reads Route as shown below in Figure 27.

Figure 27:

Clicking the Route button will send a message to the workspace of all reviewers listed on the Approve screen. The status will change to RAPR (Routing for Approval).

Once the requisition has been routed, reviewers can still be added. Enter the PAWS ID in the Reviewer field and click Add. A message will automatically be added in the reviewers' workspace.

Approving/ Disapproving

When the reviewer pulls up the requisition, they will have an Approve and Disapprove button. They will also have a Reviewer Remarks field. This is shown below in Figure 28.

Figure 28:

To approve the requisition, click on the Approve button. A remark can be entered in the Reviewer Remarks field, but is not required. If a release authority approves the requisition, the status will be changed to RAPP (Routed and Approved). For this reason, release authorities should wait until all needed approvals have been received before approving and changing the status. Once the status has changed to RAPP, no further approvals will be needed to move forward in the procurement process.

To disapprove the requisition, click on the Disapprove button. A remark is required to be entered in the Reviewer Remarks field. If a release authority disapproves the requisition, the status will be changed to RDAP (Routed and disapproved). Once the status has been changed to RDAP, the requisition can no longer continue through the Purchasing process. It must be changed and routed for approval.

At the RAPP and RDAP statuses, the requisition can not be changed. To make changes, click the Incomplete button on the Header. The status will change to INC, and changes can be made. The requisition will have to be balanced (if not a KRC type) and routed for approval. Please see the Accounting and Approve section of this document for help.

What's After the Requisition[Back to Top]

Once the status is RAPP, the requisition can be released to purchasing for further processing or it can be used to create a departmental solicitation.

To release the requisition to purchasing, go to the Header screen. Click Release to Purchasing. The status will change to RPUR. A buyer will see the requisition and begin working on it. Departments can not make changes to the requisition at this time.

To create a department solicitation, click Create Solicitation from the Header. The Solicitation screen will appear. (Please see the Solicitation Help document for help on creating and sending a solicitation.) Once a solicitation is successfully created, the status will change to DSOL for department solicitation. No changes can be made to the solicitation at this time.

 

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