MANAGE PURCHASE REQUISITIONS

Use this screen to:

• Enter requisitions online and have them approved for purchase order processing without entering Costpoint Purchasing. Buyers and other purchasing personnel can use the Requisition Processing screen to create requisitions.

• Enter new requisition and requisition line information, or to modify existing, non-approved requisitions.

Location

Identification

Use this group box to specify the identification number for this requisition.

Requisition ID

This field displays the requisition number that is the unique identifier for this requisition. This number is used throughout Costpoint to reference the requisition. You can assign requisition numbers in one of two ways, depending on the requisition numbering method selected in the Requisition Settings screen:

• If you selected System on the Configure Purchase Requisition Settings screen, Costpoint automatically numbers the requisitions, incrementing the Last System Req Number in the Configure Purchase Requisition Settings screen by one. You can skip this field when adding a requisition. When you have entered all data and clicked on the toolbar, Costpoint automatically assigns the next available number and displays it in this field. You can, however, enter a unique requisition number even if you have set up system numbering.

• If you selected Manual on the Configure Purchase Requisition Settings screen, you must enter a requisition number before you can save the new record. Costpoint does not store the last number used, so you must track the requisition numbers in your own log.

Rev

This field displays the number of times a requisition changes from R (Rejected) status to P (Pending) status. When a requisition/requisition line is rejected, you can modify and save the requisition. This resets the requisition status to P and increments the revision number.

Approval Process

Use this field to enter, or use to select, the approval process code for this requisition, if applicable.

Approval process codes have settings that specify the manner in which a requisition must be approved before generating a purchase order. The status of this field and the approval process codes available for selection depend on how the approval process is set up in the Process Assignments group box in the Configure Purchase Requisition Settings screen.

If approval processes are assigned manually at the requisition level (that is, the Requisition option is selected in the Approval Level group box, and the Manual option is selected in the Process Assignments group box in the Configure Purchase Requisition Settings screen), enter the approval process code that this requisition must clear to be eligible for generation into a purchase order. If approval processes are not required (or requisition approval is required at the requisition line level), or if they are automatically assigned, you cannot enter a value in this field. Once you have submitted a requisition line for approval, you cannot modify this code.

You can establish a link between an approval process and a system workflow in Costpoint Workflow in the Administration domain. For example, when you initiate the workflow case, Costpoint could send a message to the next approver's user ID when the requisition Status is changed to I (In Approval) in this screen. Be sure to check with your Costpoint administrator or consultant regarding establishing additional workflow settings in Costpoint Workflow.

Status

This field displays the line status listed below and can be updated by you or Costpoint, depending on the requisition's stage in the procurement planning process. If approvals are performed at the line level, the line status of a requisition may not always agree with the header status. Pending and in-approval requisition lines may coexist in this table window if approvals are performed at the line level. The system-defined values are as follows:

• Pending - This status indicates that the requisition is being modified by the requisitioner. This status persists until the requisitioner submits the requisition for approval, or freezes it from further modifications if no approvals are required.

• In-Approval - This status indicates that the requisition was submitted for approval and is in process. You cannot modify requisitions with this status, but you can void them.

• Void - This status indicates that the requisition was voided. No further processing occurs.

• Approved - This status indicates that the requisition was approved, and can be processed into a purchase order on the Requisition Processing screen. You cannot modify requisitions with this status on this screen.

• Rejected - This status indicates that the  requisition was rejected during the approval process (or by a buyer on the Requisition Processing screen). It can be corrected and submitted for approval again.

• PO Generated - This status indicates that a purchase order was created from this requisition, and the requisition cannot be modified.

• Closed - This status indicates that the requisition was closed by an authorized user. No further processing occurs.

Submit for Approval

Select this check box to send this requisition for approval when you click on the toolbar. Be sure to finalize all your settings and preferences in this screen before you select this check box.

Trans Currency

This field displays the transaction currency code that is specified for the requisition in the Exchange Rates subtask. All amounts on this screen are expressed in this currency.

Tabs

This screen contains the following tabs:

• Header: Use this tab to enter general information for this requisition.

• Accounting Defaults: Use this tab to enter default accounting settings for this requisition.

• Other Information: Use this tab to specify additional information you want to use for this requisition, such as delivery, purchase order, taxation, budgeting, and export options.

• Notes: Use this tab to enter additional information or comments you for this requisition.

• Assign PO Defaults: Use this tab to establish the default PO and vendor settings for the requisition.

• Security Requirements: Use this tab to specify the security requirements of any resource that you want to use for this requisition. This applies only to requisitions that have been specified as a subcontractor agreement.  All fields will be cleared and disabled if the requisition is not specified as subcontractor.

• Subcontract Information: Use this tab to link and view subcontract-related information for the requisition.

The Subcontract Information tab is available only if you are licensed for CRM & Contracts. 

Subtasks

Requisition Lines

Use this table window to enter requisition line item information. Refer to the Header tab for settings that may default for requisition lines. Depending on the stage and settings of the requisition process, certain fields in each requisition line may or may not be modified.

Req Line

This field displays the system identifier of a line on the requisition. It is a sequential number assigned by Costpoint to track the line items of the requisition.

Status

Select the requisition line status from the drop-down list.

Line Type

This field displays the line type of P (Part), G (Good), S (Service), or M (Miscellaneous) for the item specified.

Item

Use this field to enter, or use to select, the ID of the item to be requisitioned. Items, whether they are a part, good or service, are entered in Costpoint Product Definition.

Item Rev

This field displays the latest revision default when you enter an item. If you are using multiple part revisions, you can enter another revision.

Misc Type

Enter, or click to select, the miscellaneous line charge type for miscellaneous lines. This field is accessible only when the Item field is left blank and a miscellaneous charge is being entered when the value in the Line Type field is M.

Description

This field displays the description of the item. If modifications to descriptions are allowed on the Configure Product Definition Settings screen in Costpoint Product Definition, you can modify the description here, but it does not update the Item table. You can also use this field to requisition miscellaneous items that do not exist on the Configure Product Definition Settings screen.

Part Security

This field is visible only if the Use Part Data Security Controls check box is selected on the Configure Product Definition Settings screen, which indicates that the item is subject to data security restrictions, as defined in the International Traffic in Arms Regulations (ITAR) or the Export Administration Regulations (EAR).

If enabled, this field displays one of the following values to indicate whether the item you are accessing is subject to part data security restrictions and whether you have the necessary authorization to access information for that item:

• Unrestricted - The item is not subject to data security restrictions.

• Restricted - The item is subject to data security restrictions and that you are authorized to access detailed part information.

• ***UNAUTHORIZED*** - The item is subject to data security restrictions and that you are not authorized to access or view part information. This value is displayed in red background color.

If you are unauthorized to access parts or revisions that are subject to data security restrictions, then you will not be able to create or edit requisition lines for that restricted part/revision. In addition, you will not be able to view Line Documents, Substitute Parts, and Manufacturer/Vendor part information for those restricted items.

Requested Date

Enter, or click to select, the date by which the item is needed by the requisitioner.

Req U/M

Enter, or click to select, the unit of measure code for the requisitioned quantity on this line.

Quantity

Enter the quantity to be requisitioned in the requisition unit of measure for this item.

Inv Abbrev

Enter, or click to select, the abbreviation of the inventory associated with the requisitioned item.

This field is required for all P type requisitions, and displays account information used by Costpoint Inventory when inventory transactions are posted to the inventory journal.

If you entered a valid inventory abbreviation in the Header tab and chose to have it default for all requisition lines, this field displays that inventory abbreviation. If that default value is unavailable, this field uses the inventory abbreviation that was entered in the Part Planning subtask of the Part Inventory Inquiry. In either case, you can enter a different abbreviation.

After the this field is populated for the requisition line, the Warehouse field value defaults to the Planning Warehouse ID that appears in the Inventory Projects screen for this inventory project/inventory abbreviation. The Project, Account, and Organization assigned to this inventory abbreviation default to the Account Distribution subtask.

Taxable

Use this drop-down list to indicate (Yes or No) if sales tax or VAT is to be calculated for this requisition line item. The default is taxable for all, non-taxable for all, or it defaults from the item's (or Misc Type code's) taxable status. Any default can be modified as necessary.

Ship ID

Enter, or click to select, the ship ID code. This code represents the address to which the purchased items should be delivered.

This is a required field for parts and goods, as well as for taxable items.

Sales Tax/VAT Rate

This field displays the sales tax/VAT rate for the sales tax/VAT code that is assigned to the ship ID. After you enter a ship ID for this requisition line or in the Other Information tab, the sales tax/VAT rate that is assigned to the sales/VAT tax code for that ship ID defaults in this field. Ship IDs and sales/use tax codes are assigned to vendors in the Manage Vendors screen. Sales/VAT tax codes can also be assigned to ship IDs for branch locations (in the Manage Branch Locations screen in Costpoint Purchasing), customers (in Costpoint Sales Order Entry), and warehouses (in Costpoint Inventory). The tax rate is originally assigned to the tax code using the Manage Sales or Value Added Taxes screen in Costpoint System Administration.

Est Cost Type

Enter, or click to select, the cost type code for this requisition line. Set up cost types on the Manage Purchase Requisition Cost Types screen.

Costpoint searches for the cost type in the item cost tables and loads the associated cost amount in the estimated unit cost fields. You can add or modify these costs through the Maintain Item Cost and Maintain Project Item Cost screens in Costpoint Product Definition.

Est Unit Cost Amt

Enter the estimated unit cost amount for the requisitioned item. The cost stored in the Item Cost table defaults here, depending upon the Est Cost Type.

Est Extended Cost Amt

The estimated extended cost amount is automatically calculated by Costpoint using Est Unit Cost multiplied by the Quantity. You must enter the estimated extended cost amount for S (Services) and M (Miscellaneous) lines where a quantity and unit price are not entered and calculation need not be performed.

Est Line Charge Amt

This field displays the sum of all line charges entered in the Line Charges subtask for this requisition line.

Est Sales Tax/VAT Amt

This field displays the sum total of sales tax/VAT for the line item and any line charges assigned if the Tax field is Y (Yes).

Total Est Cost Amt

This field displays the sum of the Est Extended Cost Amt, the Est Line Charge Amt, and the Est Sales Tax/VAT Amt.

Buyer

Enter, or click to select, the ID of the buyer who is responsible for procuring this item. Costpoint may default a buyer based on the buyer set up in the Requisition Settings screen.

If the Allow Buyer Override option is selected on the Configure Purchase Requisition Settings screen, users can modify the default buyer, regardless of the buyer assignment method, or add a buyer if no value was defaulted in.

Assignment Date

This field displays the date on which this requisition is assigned to a buyer. It defaults to the current date if a buyer was assigned manually.

Delivery Schedule Exists

If selected, this check box indicates that there are multiple delivery schedules that exist for the PO line. This check box is cleared and disabled for new lines.

Target Place Date

Enter the date, or click to select, the buyer should generate the PO in order to receive the requisitioned item by the requested date.

Preferred Vendor

Use this field to enter, or use to select, the identification code of preferred vendor for this requisitioned item. If you enter a subcontract ID on the Subcontract Information tab, the preferred vendor linked to the subcontract record is loaded by default and cannot be edited.

If a vendor is  not active nor approved, it will not be loaded by default, even if its on the referenced subcontract record. If you need to correct this discrepancy, you can do this on the Manage Subcontracts or Manage Vendors screens.

Preferred Vendor Name

This field displays the name of the Preferred Vendor.

Vendor Part

Enter, or click to select, the vendor part ID for this item. This field defaults to the vendor part that was identified in the Manage Alternate Parts screen in Costpoint Product Definition. The default value can be modified.

Vend Rev

Enter the revision for the vendor part for this item. Costpoint loads the vendor revision based on the vendor part selected. Establish vendor revisions in the Alternate Parts screen in Costpoint Product Definition.

Manufacturer

Enter, or click to select, the manufacturer ID of the requisitioned part.

Manufacturer Part

Enter, or click to select, the manufacturer's part for this item. Costpoint loads this field from the Alternate Parts screen in Costpoint Product Definition, if one was assigned for this item. The system-loaded value can be modified.

Mfg Rev

Enter the revision for the manufacturer's part for this item. Costpoint loads the revision based on the manufacturer's part selected. Establish this revision in the Alternate Parts screen in Costpoint Product Definition.

Preferred Quote

Enter, or click to select, the vendor quote that is the source for this requisitioned item. Enter quote information using the Manage Request for Quotes by Vendor or Manage Request for Quotes by Item screen.

If you use to select an open, unexpired award, the requisition line's Est Net Unit Cost is populated with the Net Unit Cost for the selected breakpoint quantity as it appears for the quoted item. The Preferred Vendor field also loads from the quote header, as do the manufacturer, manufacturer part/revision, and vendor part/revision from the quote line. You can modify these fields for pending requisitions.

Suggested Blanket PO

Enter, or click to select, the suggested blanket PO for the requisitioned item.

Procurement Type

Enter, or click to select, the procurement type code for the requisitioned item.

QC Insp Reqd

Use this drop-down list to indicate whether a quality control inspection is required upon receipt of the items ordered.

This flag is loaded from the Part Master or Line Charge table and can be modified.

Srce Insp Reqd

Use this drop-down list to indicate whether a government source inspection is required.

A source inspection normally requires the vendor to obtain approval from a government inspector before shipping any material. This flag is loaded from the Part Master table and can be modified.

Cert Conf Reqd

Use this drop-down list to indicate whether a certificate of conformance is required.

This certificate is a legal document issued by the vendor, which certifies that the material conforms to certain specifications and requirements. This flag is automatically loaded from the Part Master table and can be modified.

Warehouse

Enter, or click to select, the warehouse to which this inventory part goes. This field is hidden if you do not have Costpoint Inventory on your system.

Warehouses are entered in the Warehouses screen in Costpoint Inventory.

Ship Via

This field displays the mode of delivery for the requisitioned item.

Deliver To

Enter the name or location to which the requisitioned item is to be delivered once it is received.

Drop Ship

Select this check box to create requisitions for drop shipment items.

Overshipments Allowed

Use this drop-down box to indicate whether to allow overshipments for this requisitioned item. This required field defaults from the Item table.

Receipt Tolerance

If the Overshipments Allowed field is set to Y (Yes), enter the overship tolerance percentage for this requisition line. Enter 0% if you do not want to restrict the overship amount or quantity.

Planner

Enter, or click to select, the user ID of the planner who is responsible for controlling the availability of this item. Set up planners in Costpoint Production Control.

Commodity

Enter, or click to select, the commodity code for the requisitioned item. A code defaults from the Item table (created in Costpoint Product Definition), but can be modified.

Industry Class

Enter, or click to select, the industry classification code for this requisition line. The value in this column displays as a default from the assigned Item, Misc Type, or Commodity Code. Establish industry classification codes on the Manage Industry Classifications screen in Costpoint Purchasing or Costpoint Product Definition.

NAICS Code

Enter, or click to select, the NAICS code for this item or miscellaneous charge on this requisition line. The value in this column defaults from the Item and Misc Type on the requisition line. Establish NAICS codes on the Manage NAICS Codes screen.

Mil-Spec

Enter the military specification number assigned to the part to be requisitioned. This defaults from the Manage Parts screen in Costpoint Product Definition.

NSN

Enter the national stock number assigned to the part being requisitioned. This defaults from the Manage Parts screen in Costpoint Product Definition.

CLIN

Enter the Contract Line Item Number (CLIN) to associated with this requisition line.

BOM Configuration

Enter, or click to select, the BOM configuration needed to determine requirements for a specific configuration. Enter the BOM configuration IDs on the Manage Configuration Identifiers screen in Costpoint Bills of Material.

Operation

Enter, or click to select, an operation code for the requisition line. The Lookup data originates from the Manage Labor Operations screen in Costpoint Routings.

Date Approved

This field displays the requisition's approval date after the requisition has gone through the approval process.

Approval Process

This field displays the approval process.

Order Ref Type

Enter S to record the line costs against the sales order line referenced in the Order Reference column. You can enter the sales order ID in the Order Reference column only when S is in this column. If you enter N (No), the order reference cannot be accessed.

Order Reference

This field displays the order reference.

Order Ref Release

Enter, or click to select, the sales order release number for the value in the Order Reference filed.

Order Ref Line

Enter, or click to select, the sales order line number for the value in the Order Reference filed.

Performance Start Date

Enter, or click to select, the starting period of performance (POP) date for this requisition line.  If you enter a subcontract ID on the Subcontract Information tab, the date linked to the subcontract record is loaded by default, but you can change the date as needed.

If the start date is outside the subcontract record's start POP range, Costpoint displays a warning message. If you change the subcontract ID linked to the record, Costpoint refreshes the POP information to reflect the update.

Performance End Date

Enter, or click to select, the ending period of performance date for this requisition line. If you enter a subcontract ID on the Subcontract Information tab, the date linked to the subcontract record is loaded by default, but you can change the date as needed. If the end date is outside the subcontract record's end POP range, Costpoint displays a warning message. If you change the subcontract ID linked to the record, Costpoint refreshes the POP information to reflect the update.

Line Rev

This field displays the current revision of this requisition line.

Line Notes

Enter additional information for this requisition line. These notes print on the requisition.

Internal Notes

Enter additional information for this requisition. These notes print on the requisition.

Resource Exists

This check box indicates if there is a resource for the corresponding requisition line. This check box is selected if one or more resources exist in the Resources subtask, otherwise this check box is cleared.

US Citizenship Required

This check box displays as selected to specify that the resource associated with the requisition has to be a US citizen. If you enter a subcontract ID, this takes on the default value of the subcontract ID and cannot be edited. If a subcontract has not been referenced, and the Subcontractor Agreement check box is selected, this option can be edited.

ITAR Authorization Required

This check box indicates if the resource associated with the requisition line has to be authorized for ITAR (International Traffic in Arms Regulations) restricted items.

Security Clearance System ID

This field displays the security clearance required for the resources associated with the requisition line.

Security Clearance Level

This field displays the level of the security clearance that the resource associated with the requisition line needs to have.  

Issuing Agency

Enter the name of the agency that issued the security clearance.

SCI

This check box indicates if the security clearance that the resource associated with the requisition line has to be cleared for Sensitive Compartmented Information (SCI).

SAP

This check box indicates if the security clearance that the resource associated with the requisition line has to be cleared for Special Access Programs (SAP).

Subtasks

• Table Information

  Changes to this screen update the following tables:

  • QT_LN

  • RFQ_HDR

  • RFQ_LN

  • RQ_HDR

  • RQ_HDR_APPRVL

  • RQ_HDR_DFLT

  • RQ_HDR_TEXT

  • RQ_LN

  • RQ_LN_ACCT

  • RQ_LN_APPRVL

  • RQ_LN_CHG

  • RQ_DOCUMENT

  • RQ_LN_PO

  • RQ_LN_QUOTES

  • RQ_LN_TEXT

  • RQ_LN_RESOURCE

• Related Topic: Organization Security Scenario

• FAQs

  What are the benefits of using this application as opposed to the Enter Purchase Requisitions screen?

  You should use this screen as opposed to the Manage Purchase Requisitions application if you need to enter a basic requisition with quickness and ease.

  This application only displays the core elements essential for entering a requisition; in addition, this application allows you to print a requisition once it has been saved.

  What is the best method by which to create a requisition on this screen?

  The best method by which to create a requisition on this screen are as follows:

  1. Enter, or click to select, a requisition type. You may also choose not to enter data in this field in order to have the default requisition type load. Next, click the Load Req Type Defaults button. Default data, previously defined on the Manage Purchase Requisition Types screen, will automatically display in the appropriate fields. If your Costpoint validation frequency is set to Field, requisition type defaults will load automatically after you press the TAB key to exit the Requisition Type field. Unlike most Costpoint screens, you are not required to select the New Record icon if you are entering merely one requisition on this screen; however, if you want to enter more than one requisition, you must use the New Record icon from the header screen to enter additional requisitions.

  2. Next, use the TAB key to access all other fields in the requisition header, adding relevant data as appropriate. Based on the setup you established on the Manage Purchase Requisition Types screen, you may or may not be able to edit the data.

  3. To add a line to the requisition, select the Requested Items (Add/View) subtask.

  4. In the Requested Items subtask, you may enter specific information, such as the item to be purchased, a description of the requisition item, the quantity, cost, and delivery information.

  5. To enter additional lines to the requisition, you must click .

  6. Next, you may open the Charge Numbers subtask, if you want to link the line to charge numbers which are different than what is specified in the requisition header.

  7. You may or may not be able to change or add multiple charge lines for a requisition line, depending on the requisition type. You must click to enter additional charge number lines.

  8. Before saving the record, if you are satisfied with the data entered in the requisition and want the requisition submitted for approval (or made available to a buyer if no approval is required), select the Submit for Approval check box. Once the saved requisition is submitted for approval, you will no longer be able to edit that requisition, unless it is rejected. If you do not submit it for approval, you can save the requisition, but will still be able to edit it.

  9. Saving the requisition is the final step necessary in order to preserve the data you enter on this screen. After you have entered the requisition and charge number information, you must click to store the record data. If you click the Save icon when working on a new requisition, the existing requisition will be cleared from the screen after a successful save. If you want to keep the requisition on the screen after you save it, select the Save Continue icon. In addition, you must have the saved requisition on the screen in order to print the requisition from this application.

  Can I print requisitions on this screen?

  You can click the Print icon to send the output to a printer. By printing the requisition, you can review its content for accuracy or generate a hard copy of the requisition for reference or approval purposes. Only saved requisitions can be printed. If you make changes to an existing requisition, you must save the changes before printing, as only saved changes will be printed.

  The Print Options icon is also available on this screen. Generally, this feature allows you to generate and print reports, save reports to a file, download reports, archive reports, and e-mail reports. In order to use this feature properly, you must first establish entries on the Manage System Printers screen.

  What is the purpose of the Lookup icon?

  You can click the to display the available values for a specific field. Validated Lookups provide a convenient way for you to select data from a system-provided list of eligible and valid options.

  Data fields associated with the Lookup will also be populated when you select a row from a Lookup. For instance, if you select the project ID from the Lookup, its associated description usually displays in the adjacent, non-editable field.

  How can I make changes or corrections to an existing requisition?

  If you need to make changes or corrections to the existing requisition, you can retrieve it by using and entering the selection criteria.