AMS Standard Purchase Requisition (RQS)

STANDARD PURCHASE 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 #

In the CONTACT area, type the following information:

  • 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.)

In the DELIVERY DATE area, type the following information:
Click on the calendar and select a delivery date (make sure it’s a 2 week future 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 1111102; 1111103; 1111103 etc.
  • LINE TYPE: Click the v (drop down) and select ITEM
  • QUANTITY: Type how many of this item you want
    • (example 1; 2; 3 etc)
  • UNIT: Type ea, lot, cs, etc
  • UNIT PRICE: Type in the cost per item

EXTENDED DESCRIPTION: This is on the right side of your screen. Enter the description of the item you want. Make sure that the information is complete description.

Scroll to the bottom of the page and click the SAVE button.

If you have multiple items to order, repeat the same steps as above starting with insert new line above.

The last lines that you enter will be FREIGHT (111fr01; 111fr02; 111fr03, etc) and SALES TAX
(111st01; 111st02; 111st03, etc.)

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

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