Capital Requisitions Master File

(CapReq.exe) This process may be used to track Capital Expenditure Requisitions as a paperless document.

On the CER Information tab, to create a new Capital Expenditure Requisition, click on the New icon, File then New on the Application menu, or CTRL+N. The CER ID will fill in with the next ID number after saving the record, the Date Submitted will display the current date or may use the calendar to enter a different date. To the right of the CER ID is a lookup button that will display all CER’s that need approval, in the lookup grid to the far right it will display the next Signature Needed. Next, enter the CER Description. There is a Memo box if needed. Enter the Date Desired (the date you wish it to arrive) or use the calendar. Enter a Completion Date or use the calendar. Enter the Phone No (Number) if necessary. Enter the Entity using the drop down. Enter the Department or Department Name or use the lookup. Enter the Account No.(Number) or use the lookup. May enter a Username or may use the lookup. May enter a PO No (Purchase Order number) or use the lookup for reference, the PO Date will fill in. Enter a Location (free form). Enter an Asset Tag (free form) if applicable. Enter a Reason for Purchase. May enter a memo in the Reason for Purchase memo field. Enter the Purchase Type (None, New, Lease Buyout, Replacement, Demonstration, Evaluation or Trial) using the drop down. Enter the Quantity Requested. Select the Disposition of Replaced Asset in the drop down (None, Keep, Transfer, Sale, Trade-In, or Scrap). May check the Requires Specific Supplies (enter Yes or No in the drop down). An accompanying memo may be entered to the right. Enter an Approximate Cost, Internal, External, Shipping Cost and the Total Cost will then calculate. May mark as On Hold and enter a memo. May mark as Canceled and enter a memo.
In the bottom section of the CER Information tab, entitled "Vendors where equipment can be purchased in order of preference," enter up to four Vendors that may be considered for the project, by entering the Vendor Name or Vendor ID or using the lookup.

Next, to the right of that field enter information for a Grant, Funding or Project No (Number) if necessary. May lookup by the Project No. Enter the Approved Budget Amount. Enter Budget Adjustments if necessary. Enter the Total Budget Amount. If it Requires RFP select Yes or No in the drop down. There is a Memo field if needed. When completed with the CER Information tab save by pressing the Save icon, File then Save on the Application menu or CTRL+S or click on the Signatures tab. Warranty and five Service Year fields are at the bottom of the screen.

On the Signatures tab, the designated positions will display based on the value set in the System Option, CapReq Signature Title (1 through 16), in the Capital Requisitions module. The position may be assigned to a user on the CapReq tab of the User Master File. This may be done by checking the designated position.

The user may approve the Capital Requisition by clicking on Approve on the applications menu, and selecting their respective Authorization Level. When the CER is created the user may employ the check boxes between the Date/Time Stamp and the memo to assign the required approvers. When the appropriate approvers are selected an e-mail will be sent as it is approved to the next in line in descending order to notify them. The e-mail address must be set on the User Info tab of the User Master File. When approving this will mark the name next to their title and time stamp it to the right. If the user incorrectly marked the wrong line or wanted to cancel the mark, it can be removed by repeating the Approve process a second time, a question will appear stating that you have already approved this and continuing will remove the approval. Answer affirmatively to cancel it. There are memo boxes next to the approvers’ Signature field if needed.

There is a System Option, CapReq Use User To Department, in the Capital Requisitions module. When set to Y (Yes) this will send e-mails based on if the user is assigned to the department chosen in the Assign User To Department.

There is a System Option, Show CapReq Tab in Users, in the Capital Requisitions module which when set to Y (Yes) will display the CapReq tab for use in the Users Master File. This will display the various Authorization Levels a user may be assigned by checking.

There is the ability to View/Scan Documents that are associated with the CER. This may be accessed by selecting File on the Applications menu then View/Scan Documents or clicking on the icon that displays an arrow and paper (the sixth from the left). For scanning information see Scanning a Document. If a document has been scanned against this CER, the icon will appear in red.

There is also the ability to View Sent E-Mails by selecting File on the Applications menu then View Sent E-Mails. This will open a screen displaying e-mails sent relating to the CER.