Review Stock Requisitions

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

First, use the change review type function under the Tools menu to select whether you are reviewing the requisitions as a pre-approved review or approved review. The user may save the preferred review type to open by saving the setting in the Desktop menu and selecting Save Settings. Based on the System Options that you set, under Approval Process in the Requisitions module, the 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). You may want to consider the System Option in the Requisitions module, Method of Stock Review, to set a type of review. Also, you may assign approval levels under System Options, in the Requisitions module, Use Approval Levels (please read the System Option Description). If using, 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.)

There are 2 tabs of how the user may choose to review, either By Entity or By Location.

By Entity, requires Entity and Department selection. By Location, requires Location selection.

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

Entity and Department (By Entity) using the drop down menu to select Entity, and entering the Department or All.

Location (By Location) using the drop down. A Default Location may be selected in the User Master File by user.

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

Once a requisition which needs to be approved by the Department Head, is approved, it will then be available for review and processing by the Stocking Location. There is a System Option, Req Inv Process Approval Type under the Requisitions module, which requires the Storeroom to review and approve requisitions before processing if chosen. There is also another System Option, Review Stock Keep Location, under the Requisitions module, which when set to Y (Yes) will maintain the same Location after approving in the Storeroom Review mode. When in the Department Review mode, after all the available lines in a Location have been approved, other Locations that the user is assigned to, that have items available for review will display starting with the default Location.

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 not be available for review by the Stocking Location and will not be processed until you release the item. If the Stocking Location holds the item, it will not be processed until the Stocking Location removes the hold. 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.

In the third portion of the screen, all of the stock items on the requisition(s) 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 first requisition will be the first one displayed. If there is a memo associated with the item that was entered when the requisition was created, MEMO will be listed in red capitals in the Memo Box. If the item is on hold, there will be a notation in the Hold column.  At this time, you may choose to place an item on or take an item off 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. You may also a Memo by double clicking in that column. If the OB field is checked, the item will take the department over budget, if using the Project program. 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.

You may approve the requisition in the Tools menu, by selecting Approve Requisitions or F4 or Approve Selected Requisitions or F6. Once any required approval is obtained, the stock requisitions will be ready for Process Stock Requisitions.

Under Tools, the user may Change Stock Locations if the User Master File setting, Can Change Stock Locations, is checked on the Online Reqs tab. This will open the Change Location screen, where a different Location may be selected.