Step-by-Step: Multi-Year Requisition
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STEP 1: Creating the Requisition Header
| 1. | From the Purchasing Module Main Menu (the PSM screen), the Requisition Entry Menu (the REM screen) or any other PS screen, type RQH in the NEXT FUNCTION field and press ENTER . |
| 2. | A blank Requisition Header (RQH screen) is displayed. |
| 3. | Type the BUY ENTITY the agency has set up for the purchase of goods. |
| 4. | Type the REQUESTER ID code. For a list of requester codes valid for this Buying Entity, see the RCL screen. |
| 5. | Press ENTER. |
| 6. | The BUY ENTITY and REQUESTER ID are validated and the REQUISITION NUMBER is assigned. |
| 7. | The SIGNATURE APPROVAL field displays the codes of the people required to approve the requisition lines before they are sent to the buyer for processing. |
| 8. | When the message ALL FIELDS ARE CORRECT is displayed at the top of the screen, the requisition header is set for completion. |
| 9. | Press ENTER (to complete the requisition header). |
STEP 2: Creating the Requisition Line
| 1. | Once the header is complete, the Requisition Line (RQ1) screen is automatically displayed. The BUY ENTITY, REQUISITION NUMBER and REQUESTER ID are brought forward from the RQH screen, and the REQUISITION LINE NUMBER is automatically assigned. |
| 2. | Complete the item fields and display defaults. |
| 3. | Enter the Multi-Year Indicator (MYI) in the MULTI YR field. The MYI indicates that this line is for a future year. No funds are committed for this line. |
| 4. | Make changes to the other defaults as necessary and press ENTER. |
| 5. | If there are no validation errors, the message ALL FIELDS ARE CORRECT appears at the top of the screen. Continue to the RQ2 screen and complete any required fields. Press Enter. |
| 6. | The RQ1 screen is redisplayed for the addition of another line. Notice that the REQ. LINE NO. field is automatically updated to 0002. |
| 7. | Continue to enter requisition lines as necessary. |
| 8. | When all lines have been entered, NEXT the requisition. |
STEP 3: Using the Requisition Comments (RCM) Screen
Instead of entering the MYI indicator on the requisition line, the requester can use the RCM screen to request that the requisition line be split between fiscal years by the buyer on the purchase order.
| 1. | In the Purchasing module, type RCM in the NEXT FUNCTION field and press ENTER. The Requisition Header and Line Comments screen is displayed with the BUY ENTITY and the REQUISITION NUMBER carried forward from the RQ1 screen. |
| 2. | Type an A to add requisition comments under the column headed A/B/C/D (Add/ Bypass/ Change/ Delete), . |
| 3. | Type the number of the requisition line the comments will refer to under the column headed REQ. LINE. |
| 4. | Type a number (001 to 999) to indicate the sequence the comments should be displayed and/or printed under the column headed SEQ NO.. |
| 5. | Type comments, directed to the buyer or the vendor, under the column headed COMMENTS/ SPECIFICATIONS/ INSTRUCTIONS. These are needed to complete the description of the requisition line transaction. |
| 6. | Type a code [Y = Yes or N = No] if the comment line should be printed on the purchase order that is sent to the vendor under the column headed PRINT LINE. |
| 7. | After all comment lines have been added using steps 2 through 6, press ENTER to record them. |
| 8. | The comments are recorded and a blank RCM screen is displayed. |
STEP 4: Approving the Requisition
The Requisition Total amount on the Requisition Approval Screen (RAS) represents the total of all requisition lines including those entered with the MYI indicator. Approve a multi-year requisition using the same procedure as used to approve any other requisition.