APPROVE PURCHASE REQUISITIONS

Use this screen to approve requisitions that can later be generated into purchase orders. Only requisitions requiring approval from a specified user display. You can access this screen only if you selected the Requisition option in the Approval Level group box on the Configure Purchase Requisition Settings screen. Otherwise, you must approve purchase requisition lines in the Approve Purchase Requisition Lines screen.

The user ID approving the requisition is assigned to an approval title in the Manage Purchase Requisition Approval Titles screen. You can assign multiple user IDs to one approval title. Each of these user IDs can approve the requisition, as long as the user's minimum and maximum dollar limits are met. Then you assign the approval titles to an approval process code in the Manage Purchase Requisition Approval Processes screen. You can assign multiple approval titles to one approval process. Therefore, one approval process may require approval by many users.

You can also use this screen to reject a requisition. This can occur for various reasons and will cause the approval process for that requisition to be suspended. The requisitioner must then modify the requisition and resubmit it for approval.

If organization security is enabled for a requisition's organization and the organization is not part of your user ID's organization security profile in Costpoint System Administration, the requisition does not display on this screen. When enabled, organization security compares the requisitioner's organization to the security profile in Costpoint Procurement Planning for your user security group. If you do not have F (Full) rights to the organization, the requisition is not accessible.

Use this screen whenever there are requisitions requiring approval, if approvals are done at the requisition level.

When you access this screen, Costpoint prompts you to indicate the purchase requisitions you want to approve or reject via the Query dialog box. If you do not use the Query function, this screen displays in form view. Otherwise, this screen displays in table view.

Location

Identification

Requisition

This field displays the identification code for this requisition.

Rev

This field displays the revision of this requisition.

Approval Title

This field displays the approval title for the Approval Seq No assigned to this requisition.

Req Date

This field displays the date on which this requisition was created.

Trans Currency

This field displays the transaction currency code assigned to this requisition in the Exchange Rates subtask. All amounts on this screen are in terms of this currency.

Over Budget

This field displays the over budget status of this requisition:

• Yes - This indicates that the Over Budget Validation check box in the Configure Purchase Requisition Settings screen is selected. Before the requisition can be approved, you must run the Compute Over Budget Transactions screen in Costpoint Budgeting and ETC.

• No - This indicates that the Over Budget Validation check box in the Configure Purchase Requisition Settings screen is cleared. If the requisition is not over budget, it can be approved.

• Released - This indicates that the Compute Over Budget Transactions screen has been run and the requisition can be approved.

Total Req Amount

This field displays the total amount for this requisition.

Req Header Notes

This field displays the header notes for this requisition.

Req Approval Notes

Use this field to enter additional information associated with this requisition's approval or rejection.

Requisitioner Information

Requisitioner

This field displays the employee ID of the requisitioner for this requisition.

Requisitioner Name

This field displays the name of the Requisitioner.

Organization

This field displays the identification code of the organization to which the Requisitioner belongs.

Phone

This field displays the telephone number of the Requisitioner.

Extension

This field displays the telephone extension number of the Requisitioner.

Approval Information

Process

This field displays the approval process code for this requisition. You establish requisition approval codes and settings in the Manage Purchase Requisition Approval Processes screen.

Sequence

This field displays the sequence number assigned to the approval title of the approval process. This number determines the preferred approval order. When you add a new approval title, you must enter the sequence number, which cannot be less than the current approval title's sequence number.

Preferred Approver

This check box is selected if the person who opens this screen (as indicated by the user ID) is the preferred approver for this requisition.

Status

Use the drop-down list to select the approval status of this requisition. Valid options are:

• Pending — This indicates that this requisition is pending approval and cannot be turned into a purchase order.

• Approved — This indicates that this requisition is approved for this approval title. It can be turned into a purchase order after all required approval titles give their approval.

• Rejected — This indicates that this requisition was rejected during the approval process and can be corrected and submitted again.

Before you can approve a requisition, the inventory abbreviation's Active field must be Y (Yes) on the Inventory Abbreviations subtask of the Manage Inventory Projects screen in Costpoint Inventory. If the Active field is O (Out) or N (Not active), you cannot approve the requisition and save the record. Additionally, the project that is listed in the Display Line Detail subtask and the Account Distribution subtask must have its Active check box selected in the Manage Project User Flow screen in Costpoint Project Setup.

Action Date

This field displays the default date on which the approval status was modified for this approval title. You can modify this value as needed.

Rejection Reason

If you selected the Rejected from the Approval Status drop-down list, you must enter, or use to select, a rejection reason for this requisition. You can enter rejection reasons in the Manage Purchase Requisition Rejection Reasons screen.

Employee

Use this field to enter, or use to select, the employee ID to assign for the approval title for this requisition.

Employee Name

This field displays the name of the selected Employee.

Security Requirements

US Citizenship Required

If selected, this check box indicates that the resource associated with the requisition has to be a citizen of the United States of America (USA).

ITAR Autorization Required

If selected, this check box indicates that the resource associated with the requisition has to be authorized for International Traffic in Arms Regulations (ITAR) restricted items.

Security Clearance System ID

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

Description

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

Security Clearance Level

This field indicates the security clearance level that the resource associated with the requisition needs to have. The value for this field corresponds to the security clearance ID entered.

Issuing Agency

This field indicates the agency that issued the security clearance.

SCI

If selected, this check box indicates that the security clearance that the resource associated with the requisition has to be cleared for the Sensitive Compartmented Information (SCI).

SAP

If selected, this check box indicates that the security clearance that the resource associated with the requisition has to be cleared for Special Access Programs (SAP).

Subcontractor Agreement

If selected, this check box indicates that the requisition is for a subcontractor agreement. If a PO is generated from any requisition line, and this option is selected, the PO must have a PO type of Subcontractor Agreement, or Subcontractor Agreement Blanket, or Subcontractor Agreement Release.

Subcontract

This field displays the subcontract ID that the requisition is linked to. Click the Subcontract link to access the subcontract record on the Manage Subcontracts screen.

This field is available only if you are licensed for CRM & Contracts.

Subtasks

Table Window

Use this table window to view requisition lines for the selected requisition.

Line

This field displays the requisition line number.

Line Type

This field displays the requisition line type.

Resource Exists

If selected, this check box indicates that there is at least one row in the Resources subtask for the corresponding requisition line.

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.  

Item

This field displays the identification code of the item requisitioned in this requisition line.

Rev

This field displays the revision of the Item.

Description

This field displays the description of the Item.

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.

Misc Type

This field displays the miscellaneous line charge type code for this requisition line.

Req Line Notes

This field displays the line notes associated with this requisition.

Internal Notes

This field displays information entered by the requisitioner for this requisition line.

Req U/M

This field displays the unit of measure for this requisition line.

Req Qty

This field displays the requisitioned quantity in this requisition line.

Est Unit Cost

This field displays the estimated unit cost for the requisitioned item.

Est Cost Type

This field displays the estimated cost type code for this requisition line.

Est Ext Amt

This field displays the extended amount for this requisition line.

Est Ln Charges

This field displays the estimated line charges for this requisition line.

Est Sales Tax/VAT Amt

This field displays the estimated sales tax/VAT amount for this requisition line.

Total Est Amt

This field displays the total estimated amount for this requisition line.

Requested Date

This field displays the requested date for this requisition line.

Inv Abbrev

This field displays the inventory abbreviation code for this requisition line.

Warehouse

This field displays the warehouse ID for this requisition line.

Deliver To

This field displays the 'deliver to' information for this requisition line.

Order Ref

This field displays the order reference information for this requisition line.

Order Ref Type

This field displays the order reference type for this requisition line.

Order Ref Release

This field displays the order reference release for this requisition line.

Order Ref Line

This field displays the order reference line for this requisition line.

Line Rev

This field displays the line revision for this requisition line.

Performance Start Date

This field displays the period of performance start date.

Performance End Date

This field displays the period of performance end date.

Over Ship

This field displays the overship value for this requisition line.

Receipt Tolerance

This field displays the receipt tolerance value for this requisition line.

QC Insp Reqd

This field displays Y (Yes) if this requisition line requires QC inspection. Otherwise, this field displays N (No).

Source Insp Reqd

This field displays Y (Yes) if this requisition line requires source inspection. Otherwise, this field displays N (No).

Cert Conf Reqd

This field displays Y (Yes) if this requisition line requires a certificate of conformance. Otherwise, this field displays N (No).

Ship ID

This field displays the ship ID for this requisition line.

Preferred Vendor

This field displays the ID of the preferred source vendor for the requisitioned item.

Preferred Vendor Name

This field displays the name of the Preferred Vendor.

Sales Tax/VAT Rate

This field displays the sales tax/VAT rate for the sales tax/VAT code assigned to the Ship ID.

Manuf Part

This field displays the manufacturer part number of the requisitioned item.

Manuf Part Rev

This field displays the manufacturer part revision number of the requisitioned item.

Vendor Part

This field displays the vendor part number of the requisitioned item.

Vendor Part Rev

This field displays the vendor part revision of the requisitioned item.

Procurement Type

This field displays the procurement type of the requisitioned item.

Planner

This field displays the planner of the requisitioned item.

Commodity

This field displays the commodity code of the requisitioned item.

Industry Class

This field displays the industry class of the requisitioned item.

NAICS Code

This field displays the NAICS code for the item or miscellaneous charge on the requisition line.

NSN

This field displays the National Stock Number (NSN) assigned to the part being requisitioned. This defaults from the Manage Parts screen in Costpoint Product Definition.

Mil-Spec

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

Operation

This field displays the operation code for the requisition line.

BOM Configuration

This field displays the BOM configuration needed to determine requirements for a specific configuration.

US Citizenship Required

If selected, this check box indicates that the resource associated with the requisition has to be a citizen of the United States of America (USA).

ITAR Autorization Required

If selected, this check box indicates that the resource associated with the requisition has to be authorized for International Traffic in Arms Regulations (ITAR) restricted items.

Security Clearance System ID

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

Description

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

Security Clearance Level

This field indicates the security clearance level that the resource associated with the requisition needs to have. The value for this field corresponds to the security clearance ID entered.

Issuing Agency

This field indicates the agency that issued the security clearance.

SCI

If selected, this check box indicates that the security clearance that the resource associated with the requisition has to be cleared for the Sensitive Compartmented Information (SCI).

SAP

If selected, this check box indicates that the security clearance that the resource associated with the requisition has to be cleared for Special Access Programs (SAP).

Resource Exists

If selected, this check box indicates that there is at least one row in the Resources subtask for the corresponding requisition line.

Subtasks

• Table Information

  Changes to this screen update the following tables:

  • RQ_DOCUMENT

  • RQ_HDR_APPRVL

  • RQ_LN

  • RQ_LN_ACCT

  • RQ_LN_DOCUMENT

  • RQ_LN_TEXT

• Related Topic: Organization Security Scenario