On Line Requisitioning

This procedure defines how a user can enter purchase requisitions on line.  A user must already have a valid FRS account in order to enter requisitions.  In addition, the user must have training by the procurement office in order to enter requisitions.  If you already have an FRS account and would like to learn more about on-line requisitioning, contact Linda Campfield in the Purchasing Office.

To receive access to the On-Line Requisitioning Screens, the user must complete a Request for Access to On-Line Requisitioning Screens; this form must be approved by the user's division or department head and forwarded to Linda Campfield in the Purchasing Office, 307 Tillman Hall.  

How to Enter Purchase Requisitions

Note:

1.  When using the purchasing system always tab between fields.

2. Always check Screen 19 to ensure that sufficient funds are available in the appropriate account.

Opening A Batch

Screen 30 is used to open a batch. A batch must be opened anytime that a purchase requisition is created or changed where the funds will be affected. To open a batch, proceed to Screen 30 and enter the following information on the screen:

Session Reference: Department abbreviation, e.g., PURC, HIST.

Session Status: "O" (for Open).

Description: no entry required

Press RETURN

Closing A Batch

Screen 30 is used to close a batch. A batch must be closed before signing off of the system. To close a batch, proceed to Screen 30 and enter the following information on the screen:

Session Status: "C" (for Close).

Press RETURN

Screen 250 Header Maintenance

PR: Enter R0 (R zero). Press RETURN

Req Type: Enter the type of purchase requisition being created. Types of PR's are:
                                PR - purchase requisition
                                CO - check with order
                                CH - change order
                                NY - new fiscal year order

Ref No.: Only required if the purchase requisition is a change order (CH). The ref no. should be the purchase order number that is being changed. 

Buyer/Phone: Enter the code for the buyer and phone number. Use PF2 to determine correct entry.

Account No.: Enter 10 digit account number. Pct: You must either specify a percentage or an amount but not both. When using multiple accounts at least one account must be assigned a percentage. The sum of the percentages must equal 100. Amount: You must either specify a percentage or an amount but not both. When using multiple accounts at least one account must be assigned a percentage. The sum of the percentages must equal 100.

Auth ID 1: Enter the authorized ID code. May be obtained on Screen 6.

Contact: Enter the name of the requester and the extension.

Press RETURN.

Screen 251 Header – Shipping and Text

Deliver To Addr: Enter your six (6) digit account number.

Suggested Vendor: Enter the suggested vendor's name and address. Provide any other special instruction message for the purchasing office.

Press RETURN

Screen 254 Line Item Create/Modify

Quantity: Enter quantity required. Decimal point must be placed after whole numbers, i.e., 1., 10., etc.

UOM: Must be one listed in the database. Use PF2 to determine valid UOMs.  The system default is EA.

Unit Price: Enter unit price. Decimal point has to be placed after whole numbers, i.e., 1., 10., etc.

Description: Enter description of item being ordered.

Tax Code: Enter "TX." For out of state vendors

More Lines (Y/N): If more than one item is being order enter "Y" otherwise enter "N."

Press RETURN

Screen 256 Requisition Trailer

If a Batch was previously opened, press RETURN.

If the account(s) charged has sufficient funds available, the system will respond "Document Has Been Accepted." If the account(s) charged do not have sufficient funds, the system will highlight which account is lacking funds.

Insufficient Funds/BBA: If your PR is in an insufficient fund status, it is recommended that you go to screen 215, enter PR as document type, enter PR # and BUD as cat. Document the situation accordingly and immediately contact the Budget Office to resolve the insufficient funds situation. After correcting the insufficient funds situation return to screen 256 and press RETURN.

Caution: The requisition will remain in suspense until the insufficient funds issue is resolved. During this period, the requisition is deemed unauthorized to date and therefore not legal to proceed.

How To Approve Purchase Requisitions

Screen 252 is used to approve purchase requisitions. You will need the purchase requisition number to proceed.

Screen 252 Requisition Approval

PR: Enter the purchase requisition number.

Press RETURN.

Post (P, Y, N): Enter "Y" to approve the requisition.

Press RETURN.

The system will respond "Requisition Has Been Approved, and Is Ready To Be Transferred."

How to Track a Purchase Requisition:
From Screen 250, enter a PR # (Rxxxxxx) in the PR field. If the ref. # is blank, the PR has not been processed. If a Ref. # is in this field, retain this #, do not press enter. Type in 226 in the screen field, tab to PO field, enter the P# (Pxxxxxx), and press return. If an insufficient fund status is highlighted, the document is not authorized due to funding. You are not authorized to proceed using any of the subject information. Return to screen 215 to view other notes under the BUD category. If a note reads: BBA-OK, the Purchasing Official can approve this document. If a note reads: BBA-name, the requisitioner MUST resolve the budget issue with the Budget Office. This document will remain in suspense until this is resolved.

Commonly Used FRS Screens
Screen 006 SL Account Create/Modify
Screen 19   SL Account Summary
Screen 21  Open Commitments By Account
Screen 23  Transactions By Account
Screen 26  Open Commitments by Reference
Screen 27  Transaction Inquiry

Purchasing Screens

Menu Screens: 201 Purchasing Menu & 25M Requisitioning Processing Menu

How to Use Help

Place your cursor on the beginning of a field that you desire help on. Press the PF2 key on the keypad (PC keypad ‘/’)

Navigation keys:
Key:                        Function:
Control A:               insert/overstrike
Control H                 backtab
Control J:                moves 1 line at a time
Control L:                home
Control P:                erases field
Control W:               refreshes screen
F12 key                   backtab

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