Purchasing - Requisitions

Enter Travel Requisition

• Enter Header and line Items
• Enter Distributions
• Submit Requisition for approval
• Enter Travel Requisition in foreign currency

Other useful links:

• Enter Requisition
• Enter Requisition in foreign currency
• Enter Distributions for more than one cost centre
• Add Notes to Requisition
• Enter Preferences for Requisition
• Cancel Requisition

Enter Header and line Items

1. Log in to the Finance System as a Purchasing Requestor and from the Navigator select Entry, Requisitions to display the Requisitions window. The area containing the top two rows of information is the Requisition Header.



2. Enter a brief description of the trip (eg. name of person travelling, destination, and travel dates) in the Description field. This information will appear on the Approver's Notification and e-mail. (NB. As this information must be entered again on the Requisition line it is advisable to copy it at this stage so that it is available to paste at step 8.)

3. Move cursor to the Type field in the Lines region. Do not change the line Number.

4. Select Travel from the List of Values in the Type field.



5. Click on the List of Values button in the Item field to display the System Items flexfield.



6. Select 9999 - Travel from the List of Values in the Classification field.



7. Select the appropriate Item Number (eg. ‘1005 - Conference Domestic’) from the List of Values in the Item Number field. The Category, Description, and UOM fields will be populated with default entries.



8. Move cursor to Description field, use the right arrow key to move it to the end of the default description, and enter the full details of the travel (i.e. name of person travelling, name of conference or other event, destination, and dates) or paste the information copied at step 2. (NB. To view the full contents of the field select Edit Field from the Edit menu.)

   

9. Enter the appropriate quantity in the Quantity field. (NB. The UOM (Unit of Measure) field default, EACH, does not need to be changed.)

10. Enter the price in Australian dollars, exclusive of GST, in the Price field (unless you want to Enter Travel Requisition in foreign currency). (NB. The default tax rate can be changed if necessary by selecting the appropriate code from the List of Values in the Tax Code field.)

11. Click on the small white box with brackets above it at the end of the Requisition line to display the Travel Requisition flexfield.



12. Select the appropriate Type of Activity and Salary Class from the List of Values.

13. Enter the relevant information in the Title of Activity/Paper and Location fields.

14. Enter the QUT Start Time, QUT Start Date, QUT End Time, and QUT End Date in the appropriate fields. Start and end times should be entered in military time (i.e. 0800 for 8am and 1600 for 4pm). Dates should be entered in the format: DD-MON-YY. (NB. The start time and date is when the staff member leaves home (or QUT) to attend the activity, not the time and date the activity actually commences.)

15. Enter the appropriate information in the No. Of Days on QUT Business field.

16. Enter Yes or No in the Was There Non QUT Travel? field. If the answer is Yes, also enter the Non QUT Start Time, Non QUT Start Date, Non QUT End Time, Non QUT End Date, and No. of Non QUT Days fields. If the answer is No these fields can be skipped.



17. Click on the OK button to return to the Requisitions window.

18. Click on the Supplier field in the bottom right corner of the Requisitions window and select the appropriate Supplier from the List of Values. (NB. If you know the Supplier’s name enter the first few letters in the Supplier field and press Tab. If the Supplier exists in the system the full name will be inserted and the cursor will move to the Site field.



19. Select the appropriate site from the List of Values in the Site field. The supplier's fax and phone numbers will be displayed and should be checked for accuracy. (NB. The Supplier’s name and/or site must exist in the Finance System before a Requisition can be completed and submitted for approval. If the required site does not exist, Save the Requisition, note the number, and then recall and complete it once the site has been created.)

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Enter Distributions (Charge Accounts)

1. Click on the Distributions button to display the Distributions window. (NB. Each line on the Requisition has its own Distributions window. Distributions line numbers, which should never be changed, have no relationship to Requisition line numbers.)



2. Enter the number of items being charged to this particular account code in the Quantity field. The default is 1.

3. Move the cursor to the Charge Account field to open the Charge Account Flexfield and enter the relevant account code. When you click on the OK button the Account Description fields at the bottom of the Distributions window will be automatically populated.



4. Click on the Close Button at the top right corner of the Distributions window to return to the Requisitions window. To enter further lines on the Requisition press the Down Arrow key. (NB. To save time when entering further lines select Duplicate, Record Above from the Edit menu. This will duplicate the full record including the Description and Descriptive Flexfield information. However, remember to change those items, such as Price and Supplier, which will not be the same for the new line.)

5. Save your work. The Approve button at the bottom right corner of the Distributions window will then become available.

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Submit Requisition for approval

1. Click on the Approve button to display the Approve Document window. The Requisition number will now appear in the title bar at the top of the window.



2. Click on the OK button to submit the Requisition to your immediate supervisor for approval. (NB. To send the Requisition to another approver click on the Forward field to bring up the default information in the Forward From, Approval Path, and Forward To fields. Delete the information in the Forward To field and enter the first few letters of the surname of the desired approver in capital letters. The system will automatically enter the full name or display a list of approvers from which to choose. When you click the OK button the system checks the Requisition and if correct forwards it to the approver and sends an alert advising you accordingly. If incorrect an error message is displayed and the cursor moves to the relevant field for correction and resubmitting.

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Enter Travel Requisition in foreign currency

1. Follow steps 1 to 11 of the normal procedures for entering a Travel Requisition but do not enter an amount in the Price field on the Requisitions line.



2. Click on the Currency region tab to move the cursor to the Currency field.



3. Enter the relevant currency code if known or select from the List of Values in the Currency field. The Rate Type field will display Corporate as the default.

4. Press Tab to move the cursor to the Rate Date field. The Rate Date field will default to the current date and the relevant exchange rate will be displayed in the Rate field.



5. Enter the foreign currency amount in the Foreign Currency Price field.



6. Press Tab (Not Enter) and the system will calculate and enter the Australian amount in the Base Currency Price field.



7. Click on the Items region tab to confirm the Australian amount displayed in the Price field on the Requisition line.



8. Click on the Source Details region tab and enter a Note to Buyer stating the foreign currency amount that should appear on the Purchase Order (eg. 'Order to state US$200.00).

9. Complete the Travel Requisition in the normal way from step 11.

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