The Internal Requisition is used to request items from another inventory location or Profit Center within the same operation (FOOD-TRAK site). Assuming the requisitioned items are available, the resulting transaction of an internal requisition is an Internal Transfer. In order to access the Internal Requisition form, go to Data Entry - Transfers and Requisitions.
The initial page is the Internal Requisition Form Selection screen. The Selection screen contains several columns which can be both sorted and filtered. Click on the down arrow in a text column header and select an alphabetical or reverse alpha sort. The date columns can be sorted from newest to oldest or vice-versa, based upon a date filter or cleared as with text columns. In the event the user would like to display more items per page, change the number of results from 25 to up to 100.
To print or delete a form, place a mark to the left of the form identifier prior to selecting the action.
Depending on your intended use, three views are available from which
to choose. To create a new Internal Requisition select the Internal Requisition
Templates or Inventory Templates view. To edit or view an existing form
choose the Internal Requisitions view.
Form Creation
Select either a <Blank Requisition> or a requisition template from the Form Selection page to begin.
Additionally, Inventory templates are available for use in creating internal requisitions.
Header tab
The information on the Header tab includes the Requisition Date and Time, Required Delivery Date, Personnel and Comments fields.
Also on the Header are two drop down lists for specifying the Profit Center or Inventory Location the items are being requested from (the location of the supply) and the Profit Center or Inventory Location making the request for goods (Requested By).
The Requisition ID field will contain the system-generated requisition ID number once the form has been saved, paused or completed. The ID 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.
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 desired.
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 completed transaction for reporting purposes.
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.
Two print options are available on the Complete 2 of 2 page. The Print when Completed option prints the form and display it on the screen. An email notification is triggered when you mark the Email when Complete box. The Compose Email window displays the pre-configured email recipient list for your Profit Center. Optionally, you can add email recipients to be notified that you have submitted a request.
Upon completion, the Internal Requisition form is available on the
Pending Requisitions view available from the Internal Transfer Entry Form
function. .
User Security
Any user can create an Internal Requisition form requesting items from any Profit / Cost Center regardless of the user's profit center access under the Site Access tab of the user in User Manager. The only restriction related to Profit Center access is related to the Profit Centers available to select under the Requested By drop down box. Only those Profit Centers and Profit Center Locations to which the user has been granted access are displayed in the Requested By drop down list on the Header.
For Cost Centers, any user which has a Cost Center assigned under their user account's Site Access tab can complete a transfer form sending items to any Profit Center even though this user does not have those Profit Center/s assigned under the Site Access tab of their user properties.
Advanced Procurement - Requisition Tracking
Advanced Procurement Requisition Status Tracking
In version 4.60 we introduced new icons in those sites with the Advanced Procurement module to denote the fill status of an individual form. Within the Internal Requisition Form selection screen’s Internal Requisitions View you will notice there are a few new icons to the left of the requisition forms. The following icon descriptions are a reference of the graphics which represent the current status of the requisition form:
Hand writing on a clipboard icon – Status is pending. This is a newly completed requisition form that has not yet been selected/considered on a Cost Center Reorder report, Cost Center Requisition Pick List or used the Shopping List Creation tool.
Blank
paper icon – Status is Processed, Not Filled. This
requisition form has been selected/considered when a user ran a Cost Center
Reorder report, Cost Center Requisition Pick List or used the Shopping
List Creation tool. No
items have been received as yet by the requesting entity either by Transfer
or received goods from a vendor.
Paper
with pencil and half page filled icon– Status is Processed, Partially
Filled. This requisition has been selected/considered
when a user ran a Cost Center Reorder report, Cost Center Requisition
Pick List or used the Shopping List Creation tool. At
least one of the items has been sent to the requesting entity using a
transfer form or received goods from a vendor. But
there are still items that have not yet been filled.
Paper
filled completely with horizontal lines icon – Status is Processed, Filled. This
requisition has been selected/considered when a user ran a Cost Center
Reorder report, Cost Center Requisition Pick List or used the Shopping
List Creation tool. All
items on the requisition form have been sent to the requesting entity
either via transfer form or received goods from a vendor.