Review Non-Stock Requisitions

(RevNSReq.exe) This application will allow the user to review and approve each department's non-stock requisitions.

First, use the Change Review Type function under Tools to select whether the user is reviewing the requisitions as a Department Review or Purchasing Review. Based on the System Options that you set, under Approval Process in the Requisition module, the non-stock requisitions may require approval. Your selection will be based upon the user groups of which you are a member (see Assign Users to Groups). Also, the user may assign approval levels under System Options, in the Requisitions module, Use Approval Levels (Please read the System Option Description). If using Approval Levels, in the User Master File, on the Online Reqs tab, you may assign an Approval Level and Dollar Limits. (See an example in the Hierarchical Approval Process flowchart.)

The screen is divided into three sections. In the top section, the user is able to choose the:

Entity whose requisitions you want to approve by using the drop down menu.

Buyer or All Buyers, based on the information accessible to you.

Requisitions or certain available requisitions by using the Requisitions drop down menu.

Department by using the lookup function to search by department code or department name for those available to you, or select All Departments to select all departments available to you.

Vendor by using the lookup function to search by Vendor Code or Vendor Name. You can choose All Vendors or certain Vendors available to you.

In the second section, the Requisition Number of the next requisition available for viewing/approval is displayed. The Material Code and Description of the first item on the requisition will be displayed. There is an Image icon to the right of the Material Code Description which will allow the user to view an image of that item.

If you click on the Hold Item box as a Department Head, the item displayed will be available for review by Purchasing and will not be processed until the Hold status is changed. If using the Approval process the item will be passed on up the approval stage while still maintaining the On Hold status and may be changed from that status by other approvers in the process. If Purchasing holds the item, it will not be processed until Purchasing removes the hold. Eventually, if you have items On Hold that you want to remove you may want to change the Order quantity to 0 to remove them. There is a System Option, Ask About On Hold Reqs, in the Requisitions module which will pop up a message box, Item On Hold, during the approval process asking that if an item is On Hold does the current user wish to pass on the item to the next approval level or keep it from moving on up. The item will still need to be taken off Hold before it may be ordered. May select to mark the item as an Overnight or 2nd Day. You may add a Memo to the buyer memo or vendor memo section of the associated purchase order by checking on the Buyer Memo or Vendor Memo. If the OB field is checked, the item will take the department over budget, if using the Project program.

The Ship To Information may be changed in the Purchasing Review by highlighting any item in the grid and then double clicking on the label "Ship to Information". When it is enabled the combo box turns blue. The user may change the Ship To using the drop down. Once it is changed the requisition will be updated and the combo box will be disabled. Please remember that the Ship To change will affect the entire requisition, not just the highlighted line.

The Quantity field is the only field that may be altered. You may change this number to add or delete the quantity ordered of the item displayed. The Total Dollar Amount for the item will appear in that field.

There is a System Option, Can Change PO Type, under the Requisitions module, which when set to Y (Yes) allows the user to display and change the PO Type. The PO Type field will display above the grid. To change the PO Type, select the Tools menu and then choose Change PO Type. This will open the lookup, double click on the PO Type to select it. A Confirm screen will then display to verify the change for all selected items. Please remember that these PO Types will not be available: Frequency, Not to Exceed, Sub Ledger (projects), Return Repair, or Profile ID required.

In the third portion of the screen, all of the non-stock items on the requisition that you are currently looking at will be listed. Items with a White background are already approved, items with Red background require approval. If an item is highlighted here, it will be displayed in detail in the middle section of the screen and the line will have a Green background. By default, the first item on the requisition will be the first one displayed. If there are any notes associated with the item that were entered when the requisition was created, there will be a notation in the Memo column. If the item is On Hold, there will be an (X) in the Hold column. If there are any Memos to be added to the purchase order, MEMO will be in red capitals. Double click on the MEMO to view the text. At the bottom of the screen there is a Status Bar which will display the Stock and Non Stock Values associated with the requisition that is highlighted with the arrow.

If the items listed in the grid need to be approved by the Department Head, under the Tools menu there is a selection of F4 for Approve All Items in the Grid, a popup Confirm box will display after so the user may affirm the selection, or F6 for Approve Selected Items in the Grid. Items may be multi selected by choosing the line and pressing the CTRL button simultaneously. Once items which need to be approved by the Department Head are approved, these items will then, and only then be available for review and processing by Purchasing.

In the Tools menu, you may select Edit Non-File or F3, to edit non-file items. If editing the MFG Name, it must appear in the Manufacturer Master File. When completed click on the Save and Exit button. Also, there is the ability to copy a cell by right clicking and selecting a cell in the grid and then choosing Copy Cell or CTRL + C. When editing a button marked WWW will display all the HIPPA agreements with that vendor. Under View, the user may select to view Only Lines Matching Your Approval Level, if the System Option, Use Approval Levels, under the Requisitions module is set to Yes. There is a System Option, Default View for NS Review, under the Requisitions module that when set will open up the review program to View Only Line Matching Your Approval Level if approval levels are turned on. The user has the option to change to view all levels at or below their level. Also, may be overridden with a saved desktop.

There is a System Option, NonFile Approval Process, under the Requisitions module, which will require users to force all Non-File items to be approved by Purchasing even if the system does not require Purchasing approval for Non-Stock items. There is also a System Option, Product Class Approval Process, which when set will be assigned on a Product Class basis if it is checked for Requires Req Approval in the Product Class Master File, then the item will then require approval.

Once any required approval is obtained, the non-stock requisitions will be ready for Process Non-Stock Requisitions.