STANDARD BLANKET REQUISITION (RQS)
Creating a Standard Purchase Requisition:
To access School Sites/Department workspace, click on the workspace link at the top of the page
Click on Purchase Requisition via the Secondary Navigation panel in the School Sites/Department workspace (left side of your screen)
Click on Purchase Requisition in the middle of your screen
In the Document Identifier area, type the following information:
CODE RQS (this is already in this field)
DEPT Type your dept. number
UNIT Type the Unit number from your budget
ID Type the ID number (this is the same number as your unit)
Click on Create at the top of your screen
Under Other Options, type the following:
AUTO NUMBER Click on the box to the right of AUTO NUMBER at the bottom of your screen
CREATE Click on CREATE at the bottom of your screen. Now you are in a new document.
Click on the v (expand all) icon at the top of your screen to expand all fields below.
In the General Information area, type the following information:
- DOCUMENT DESCRIPTION If you are using State and Federal Funds, enter the site plan and page #
- CONTACT
- REQUESTER ID Type the name as it looks like in the ISSUER ID above.
- NAME Type the person’s name who is requesting this order
- PHONE Type your phone number at your site
- EXTENDED DESCRIPTION Type the purpose for this order for exempt and non-exempt.
- SHIPPING LOCATION Type your site location (example 001, 002, 003, etc)
- DELIVERY DATE Type a 2 week future date from the date you entered your document or click on the calendar and select a delivery date
Scroll to the bottom of the page and click the SAVE button
Click on VENDOR via the secondary navigation to the left side of your screen
Click on INSERT NEW LINE link at the top of your screen
VENDOR Click on the > icon to the right of Vendor/Customer and enter the following information:
- LEGAL NAME Type part of the name (example: office*).
- (Note: the * is known at a wild card). Hit the enter key. You should see vendor names that start with the word Office. If you see the vendor you want, click on select. When you select a vendor, it will put the vendor number on your RQS. document. If you are having a problem with this process, please call Dee Hall at 73469 and she will walk you through the process.
Click on SAVE at the bottom of your screen.
Click the COMMODITY tab via the Secondary Navigation panel on the left side of your screen
Click the INSERT NEW LINE link at the top of your screen
Click the v (expand all) icon at the top of your screen to expand all fields below
Enter the following information under the GENERAL INFORMATION section
- COMMODITY Enter 111BK02; 111BK03; 11BK103 etc.
- LINE TYPE Click the v (drop down) and select SERVICE
- QUANTITY Skip this field
- UNIT Skip this field
- UNIT PRICE Skip this field
- CONTRACT AMOUNT Enter the amount that you want for this blanket
Scroll to the bottom of the page and click on the Save button
In the extended description box (right side of the screen, which is to the right of unit price), click in that box and enter as follows:
- FOR (enter what the blanket is for)
- Example: MISC. OFFICE SUPPLIES; MISC. INSTRUCTIONAL SUPPLIES
- EFFECTIVE: (enter the effective dates of this blanket)
- Example: 07/01/09 – 06/15/10
- AUTHORIZED APPROVER: (enter who is authorized to approve purchases)
- PERSONS AUTHORIZED TO BUY: Type all the names of the people at your site that will be shopping at that particular store. (Note: if you are doing an Office Depot Blanket, type the person’s email address that is going to order online for the teachers)
Scroll down to the bottom of your screen and click the SAVE button
Click on the ACCOUNTING DISTRIBUTION tab via the Secondary Navigation panel on the left side of your screen.
Click on INSERT NEW LINE link at the top of your screen.
Click the v (expand all) icon at the top of your screen to expand all fields below.
Enter the following information GENERAL INFORMATION section:
- DISTRIBUTION % Enter 100 (this means 100%)
- FUND ACCOUNTING
- FUND Enter your fund number from your budget
- DEPARTMENT Enter your department number from your budget
- UNIT Enter the unit from your budget
- APPR UNIT This will automatically infer from your budget (do not enter anything in this field)
- OBJECT Enter the object number from your budget
- DETAIL ACCOUNTING
- ACTIVITY Enter the activity number from your budget
- FUNCTION Enter the function number from your budget
Scroll to the bottom of the page and click the SAVE button
NOTE: THIS NEXT STEP IS A VERY IMPORTANT STEP
Click the DISTRIBUTE ACCOUNTING LINES
(above General Information)
Scroll down to the bottom of your screen
Click the VALIDATE button. At the top of your screen, you should see:
DOCUMENT VALIDATED SUCCESSFULLY
Scroll down to the bottom of your screen
Click the SUBMIT button. At the top of your screen you should see:
DOCUMENT SUBMITTED SUCCESSFULLY – PENDING APPROVAL
Scroll down to the bottom of your screen and click on close.
In order to totally get out of your document, you need to do the following:
On your secondary navigation panel (left side of your screen), at the top you should see the following:
Save Restart Save All Close
Click on Restart