For help on using the three buttons at the right of each item, click here 
For more information on the various buttons, icons, and fields that are features common to all Data Entry forms, click here. 
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External Requisition Form
Use the External Requisition Form to request items from a different database/site. Assuming the requisitioned items are available the resultant transaction of an External Requisition should be an External Transfer.
Form Creation
Select either a <Blank Requisition> or a requisition template from the left side of the External Requisition Form selection screen to begin the entry process.
Additionally, Inventory templates are available for use in creating external requisitions.
Header Tab
The Header tab includes the Date and Time, Personnel, and Comment fields in addition to the drop down list of sites/vendors from which the items are being requested.
Sites and entities which transfer goods and receive requisitions must be set up as "vendors" in the requisitioning database and must have the Transferable option checked on the Vendor Editor's Accounting tab. (See external transfer vendor setup instructions below)
The Requisition ID field will contain the system-generated requisition ID number once the form has been saved, paused or completed and it is not editable.
Details Tab
The Details tab includes Name, Quantity, Unit, Cost, Extension and Notes fields. (The Cost and Extension fields may be modified with appropriate user security permissions)
The From Location field is a drop down list for the user to select the specific location from which the item is being requested. The default location populated in the From Location is the Purchase Location for that item.
Items may be added to the form by clicking the link at the top of the Details data window entitled 'Click Here to Insert an Item to the Beginning of the Form'; or by selecting an item currently on the form which loads the item data entry info in the bottom frame of the screen.
Click the Insert button.
Search for an item to insert below the selected item by Name, Abbreviaton, Reference, Bar Code, or Report Group.
Note: The asterisk (*) wildcard character is helpful to search for items where the exact name of the item is not known by the user.
Example: If you are not sure whether the item you are searching for is named Roma Tomato or Tomato Roma, you could enter *roma in the name field and click the Search button or press Enter. The resulting item list will display all items with 'roma' anywhere in the item name.
Enter the appropriate data for the selected item (quantity requested, unit requested, any specific notes about this item requests, etc). When all of the data for the item has been entered, click the Update button or press Enter to add the item to the form.
When finished working on the form, save, complete or pause it as needed.
Save - Saves the information entered and leaves the form open for further data entry
Pause - Saves and closes the form, but it is marked with a stop sign icon to be opened later to continue editing
Complete (Complete 1 of 2 and Complete 2 of 2) - Saves and closes the form and marks it as a transaction (when applicable, completing sends the requisition to the requested site to be converted to an external transfer when filled)
The Template button may be used to save the data on the current requisition form as a template to be used later for assistance creating subsequent requisition forms.
Variable options upon completion:
If the database from which goods are being requisitioned resides on the same FOOD-TRAK system as the requisitioning database, when the External Requisition is completed it will be posted to the External Transfers Form Selection window (on the left side) in the requested database and can be converted into an external transfer whenever the user desires.
Additionally the requisition will appear in External Requisition forms in the requested database as an incoming external requisition. (Icon looks like a red arrow pointing to the right at an 'x')
If the database from which items are being requisitioned does not reside on the same FOOD-TRAK system or the requisition is to an entity which is not a site in the FOOD-TRAK system, options will be presented to e-mail the requisition, Save it to disk or Complete without sending.
The save to disk option creates an executable file which when executed by the system containing the database from which item are being requisitioned, will import the requisition and place it on the Alert List as well as on the left side of the External Transfers Form selection window.
External transfers are paused if the source (requesting) Site is not listed as a transferable vendor in the target (destination) site.
Setup requirements for external transfer vendors:
Example- Site A and Site B want to requisition and transfer items between each other.
Site A must create a vendor called 'Site B' and mark the Transferable option on the Accounting tab of Vendor Properties.
Site B must create a vendor called 'Site A' and mark the Transferable option on the Accounting tab of Vendor Properties.
(The vendor names must match the site names exactly)
Rules to prevent item duplication upon transfer:
1. If an item in Site A and Site B have the same Abbreviation when it is transferred between the sites, a duplicate item will not be created.
However, if an item transferred from Site A to Site B has an Abbreviation of 'TmtoRoma'; but the Roma Tomato item in Site B has an Abbreviation of 'TomatoRma' a duplicate item will be created for Roma Tomato in Site B as the Site A item Abbreviation does not match the Site B Abbreviation.
(FOOD-TRAK will append a '-A' character to the end of the name of the duplicate item in the receiving database to make it unique and easier to find when troubleshooting).
2. There must be at least one assigned unit in common between the items in Site A and Site B.
Example - Tomato Roma in Site A has lb and 30# cs as assigned units. The Roma Tomato item in Site B must have either lb or 30# cs as an assigned unit as well.
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Use the External Requisition Form to request goods from a different database. Assuming the requisitioned goods are available, the end result of an External Requisition should be an External Transfer.
Select either a <Blank Requisition> or a requisition template from the Form Selection page to begin the process.
The Header tab includes the Date and Time, Personnel, and Comment fields.
The Header tab also includes a field indicating the database from which the goods are being requested. The Requested From field includes a drop-down list for selecting the appropriate database Databases that transfer goods and receive requisitions must be set up as "vendors" in the requisitioning database and must have the Transferable option checked on the Vendor Editor's Accounting tab. .
The Items tab includes Name, Quantity, Unit, Cost, Extension and Notes. The Cost and Extension fields cannot be modified.
For help on using the three buttons at the right of each item, click here
For more information on the various buttons, icons, and fields that are features common to all Data Entry forms, click here.
When you have finished working on the form, save, complete or pause it as you desire.
If the database from which goods are being requisitioned resides on the same computer as the requisitioning database, when the External Requisition is completed, it will be posted to the External Transfers Form Selection window and can be automatically converted into a transfer.
If the database from which goods are being requisitioned does not reside on the same computer, options will be presented to e-mail the requisition or to Save it to disk.
Both options create an executable file which, when executed by the system containing the database from which goods are being requisitioned, will automatically import the requisition and place it on the Alert List as well as on the left side of the External Transfers Form Selection window.