Enter Requisitions

(OLReq.exe) This program will allow the user to select catalog items, both stock and non-stock, to place on requisitions for processing. There are two screens in this program, Catalog, which allows you to choose the items you want to order, and Requisition, which allows you to view items that were ordered. If, at any time, you are not viewing an active requisition, the catalog at the bottom of the screen will not be accessible, but you will be able to view it.

Creating a New Requisition

On the Catalog screen, choose the Entity with which you are working by using the drop down menu in that field. Enter or use the drop down menu to choose the Department name and number or use the lookup for which you'll be ordering. The Deliver To field will automatically default to the default Deliver To Code, which you will have to set up in the Deliver To Master File prior to using this program. You can change this by using the drop down menu for the field if you don't want the default. A user may set a Default Deliver To in the User Master File under the Online Reqs tab. If there is an existing open requisition, the Requisition Number field will display Open Reqs in blue. This is a requisition that has not yet been activated and may be selected to use. To create a new requisition, select File then New from the application menu, click the New icon or key in CTRL+N. The system will automatically assign the next available requisition number to your new requisition in the Requisition Number field.

Moving between Requisitions

Only one department may order items on any given requisition. If you want to work with a requisition that was previously created for a department, you must first select the Entity, Department and Deliver To for which the requisition was created. Then, use the drop down menu in the Requisition Number field to select it. If, in the course of using this program, you want to change the department for which you are requisitioning items, you will need to begin a new requisition. If you return to the department with which you were originally working, any requisitions that have not yet been activated will be available. If none exist, you may begin a new requisition.

Choosing a Catalog

Use the drop down menu in the Catalog field to select the first catalog from which you'd like to order. The available catalogs for the chosen department must be set up in the Assign Catalogs To Departments application prior to using this program. After you have selected all of the items to be ordered from the first catalog, use the drop down menu to choose another catalog if you so desire. There is a System Option in the Requisitions module, Req Lookup All Catalogs, which determines if the user may access all catalogs assigned to department in the lookup.

Memo

The Memo field will allow you to write header comments associated with the requisition header for Buyer, Vendor or Patient. Double click in the Memo field, and a text box will appear allowing you to type in comments. They will automatically be saved when you activate the requisition. Detail comments for individual items that are ordered may be entered after an item is ordered. The procedure for adding them is described below.

Ordering an Item

Once you have chosen a catalog, the items in the catalog will appear below. You must enter the items into the Catalog Master File from the Inventory Master File prior to using this program. The first item in the catalog will be displayed in the middle portion of the screen, and the cursor will be in the Quantity field. Information on the Unit of Measure, Vendor ID, Vendor Name, Vendor Catalog, Mfg Catalog, and Location appears on the Unit of Measure section and may be viewed in this field. If you wish to display an alternate Unit of Issue in the Unit of Measure screen, there is a System Option, Req Use Default UOI, under the Requisitions module and set to N (No). Also, make sure to check the Allow Issue box for the alternate items on the Unit of Issue tab of the Inventory Master File. If you wish to change the PO Type, there is a System Option, Can Change PO Type, under the Requisitions module. When set, this option will allow the user to change the PO Type by selecting Tools on the Applications menu, and choosing Change PO Type or using the Hot Key (CTRL+Alt+P). This will display a PO Type Lookup, where the user may enter a PO Type and double click, or double click on the line in the lookup to set the new PO Type from the PO Types listed. This System Option may be taken to the user level, by leaving it at Y (Yes) and then setting each user individually in the User Master File, on the Online Reqs tab, with the setting Can Change PO Type. Please remember that these PO Types will not be available: Frequency, Not to Exceed, Sub Ledger (projects), Return Repair, or Profile ID required.

When you are in the Quantity field, you can use the arrow keys to choose a Material Code from the browse table below. You may also use the arrows to move up or down. If you wish to mark the item for Overnight or 2nd Day delivery, there are check boxes to do so. There is a System Option, Allow Stock Items Mark Overnight, in the Requisitions module, which when set will display on the pick ticket as an overnight stock delivery required, but this must be requested as a change will be needed to the user’s pick ticket.
If you want to order this item, simply type in the quantity in the middle field and press enter. The quantity you ordered of that item will appear in the table below, and the next item in the catalog will be displayed. If you don't want to order a highlighted item, use the down arrow key, or enter the Material Code and move on to the next item. When ordering an item that is marked on the Additional UOP’s tab of the Inventory Master File to be Purchased in Multiple’s of, a popup may display with a message that the vendor requested the item be ordered in a certain multiple and if the user wishes to continue if the quantity is not in that multiple. You may Add Non Stock (F2) or Add/Remove Non File (F3) under the Tools Menu and if the user has the rights assigned in the User Master File in the Online Reqs tab. When adding a Non File item the Material Code will display in bold. There are a number of different System Options associated with adding Non-file items which may be accessed from the Requisitions module: Add Items NStock Location, Add Items Popup Comment, Add Items Stock Location, Product Class Approval Process, Requisition Use PO Class, Use Main Vendor NonFile, PopUp NonFile on No Catalog, Use NonFile PO History, Automatic On Hold Non File, and Use Default Locs for Add Items. When adding a Non File may choose to Mark As a Regular Item. If marked, there is a report, OLR Regular Item Requests Report, which will list all items marked that are requested to be added to the Inventory Master File. If you wish to add the Vat Code field added to this screen, set the System Option, Requisition Use Vat Tax to Y (Yes), in the Requisition module. May set the Mfg Name in the Non-File screen as well by entering or using the lookup. The Mfg Name must appear in the Manufacturer Master File. Under Tools in the Non-File screen may Copy to New to hold information from previous entry when building a series of similar non-file items.

When adding an item that is marked as Patient Chargeable on the Location tab of the Inventory Master File, a popup screen will display entitled, Choose Patient. Enter the Patient ID or Patient Name or use the lookup and then press the Yes Use Patient button or may choose to Do Not Use Patient. Also, may choose to Add New Patient, which will open another screen, Add Patient, where pertinent information may be added. When completed, press the Save and Exit button and then press the Yes Use Patient button to add the patient. You may choose to create memos’ for Buyer, Vendor or Patient. When accessing the Patient Memo, a screen appears and the user may enter patient information (Patient Name, Serial Number of the item, and Date of Surgery and well as the memo). This information may then be accessed on the Purchase Order in the Patient Memo field.
If you order an item and realize you should not have, you can delete it and select another item if you so wish. To delete an item, click on that item in the table at the bottom of the screen. That item will appear in the middle portion of the screen. Change the quantity to zero. To select another item, click on another catalog item in the table at the bottom of the screen that you want to order.
Another option is to do a lookup in the Material Code/Description fields in the middle portion of the screen to find the item you want to order. The user also has the option to change the search by going to View and selecting Vendor Catalog or Mfg Catalog (Manufacturer Catalog), which will display that selection in place of the Material Code in the center section. The user may also elect to view Ordered Items Only by checking that selection under View. If there is a purchase order in the system for the department in which you are working that contains any unreceived non-stock items, and you attempt to order such an item, a message will appear. It will give you the details of the item already on order, including how many are on order. There is a Status Bar on the bottom of the screen which displays the Req Stock Value (total value of Stock items requested) on the left and the Req Non Stock Value (total value of Non Stock items requested) on the right.
If you order an item that appears on another unprocessed requisition that exists in the system, a pop up message will appear asking you if you want to see a list of unprocessed requisitions that contain this item. Answer yes, and a table will appear displaying these requisitions. A beep will sound when the On-Order Popup is displayed.

There is a System Option which will restrict the quantity a user may requisition, Req Max Quantity Before Warning in the Requisition module, by setting a numeric quantity that will pop up a warning that it has been exceeded. There is also a System Option, Req Max Quantity Allow Order, that will not allow the user to order beyond the maximum when set to N (No). This will display a message to please re-enter a quantity less than the maximum. There is also a System Option, Show Cost OLR, in the Requisitions module which will not allow the Cost field to display in the grid when set to N (No). To override on a selected user basis, set the Override System Show Cost on the On-Line Reqs tab in the User Master File.

Viewing Requisitions and Modifying Ordered Items

Examine the Requisition screen at any time to examine all items ordered on any requisition. You may modify or delete any item you have ordered. You can add memos also. Simply type in the change you want to make to modify the requisition.

Activating a Requisition

Once all the items have been entered into the requisition, click on Activate Requisition or (F4) in the Tools menu. The system will display an Information box and the assigned Requisition Number. It will then move on to the next open requisition for the department/deliver to you are viewing. If there are no open requisitions for that Department/Deliver To, the browse table will become disabled. You may begin another requisition as described above or move to another department and/or deliver to code. A requisition may be deactivated by selecting Tools, Deactivate Requisition or (F7) before it has been reviewed or processed.

Upon activation if using e-mails to notify users in the review process chain, the e-mail will be sent if the user is marked to receive the e-mail in the User Master File on the Online Reqs tab, Receive Emails for Req Approval is checked, and the e- mail address is set on the User Info tab in the Email field.

If a requisition is activated and the Vendor minimum is not met as set in the Vendor Master File , there is a System Option, Notify Req Doesn’t Meet Vendor Min, in the Requisitions module, to display a pop up box titled, Vendor Minimum Order Not Satisfied, if below the minimum for a vendor. The screen displays requisition information and has 2 buttons Edit Order, which forces the user to change the amount or Ignore Minimum and Activate. This same System Option, also has a value F, which will notify the user that it doesn’t meet the minimum but does not allow the user to activate it.

There is a System Option, Send Processed Email, in the Requisitions module, which will send a "Processed" notification e-mail to the user who originally activated the requisition. This will be based on the proper selection in the System Option. The user must have a valid e-mail address set up in the User Master File on the User Info tab, to receive this notification.

When using the Budget Master File, when activating a requisition that is over budget a Warning screen will display stating that, "Ordering this Amount will take you over budget" and lists Account #, Budget Amount and Current Amount used for this budget period. It will or will not allow the user to continue the activation process based on the setting for the System Option, Budget Period Type Don’t Allow Over, in the Materials Management module.

Scanned Image or MSDS

There is an icon with a person walking on the Toolbar, this will allow the user to view a scanned image or scanned MSDS information that is associated with the Material Code if one is available. In the File menu, the user may select Show Image, and if there is a scanned image for that Material Code it may be displayed. Also, there are columns on the grid of the Catalog tab to indicate if an Image or MSDS is on file. Double clicking on the line of the Material Code on the grid will display the selected item’s scanned image.