FRS Requisition Training

FRS Training Guide

View the PowerPoint presentation or follow the steps below.

Creating Purchase Requisitions

Data Entry Screens
250 Requisition Header: Type and Coding
251 Requisition Header: Deliver To and Text
254 Requisition Line Item Create/modify
251 Pr Multi-line Item Create/modify
256 Requisition Trailer
252 Requisition Approval

Step 1
On screen 250, type “Z0” in “PR” field, hit Enter, the system will generate a requisition number. Write this “Z” number down.

Type part or all of vendor name in the “Vend” field, hit enter. Vendor number will appear.

If there is more than one match, screen 202 will appear.

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Step 2
Type “Line Number” of correct vendor at bottom of screen and press Enter. Screen 250 will reappear with vendor number filled in. Vendor name will appear in upper right corner.

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Step 3
Enter “ZX” for “Req Type.” If you have a quote number, enter it in the “Quote Ref” block. Enter account number and subcode in “Account No.” Type percentage (usually 100%) in “Pct” field. Always use a decimal point. When all info is filled in, hit Enter. Screen 251 will appear.

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Step 4
On 1st line of “Deliver-to Address” type department name, on 2nd, type room/building/or other location, on 3rd type name of orderer, on 4th type mail code. Type telephone extension in “Ext” block. (If you need to dial 7 or more digits to reach your department, type the number in the “Phone” block, and type a dot or dash in the “Ext” block.) Enter any message for the buyer in the “Requisition Text” blocks. When finished, hit Enter. Proceed to screen 254.

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Step 5
Type in “Quantity” followed by decimal point, Unit of Measure (“UOM”), “Unit Price” and “Description. When finished hit Enter to lock in information. If you have more items, you can proceed to next line item by either typing “002” in the “Line” field, or by typing “Y” in the “More Lines (Y/N)” field a the bottom of the screen, and hitting Enter.

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Step 6
No Charge items may be entered in the same way, leaving the “Unit Price” field blank and typing “N” in the “UPO” field at the end of the line. A line item that is only text may be entered by leaving the “Quantity”, “UOM” and “Unit Price” fields blank, and typing a “T” in the “UPO” field. This may be used for special instructions, or if the item description is too long to fit on one screen.

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Step 7
Up to three line items may be entered on screen 25L, using the same steps as the 254 screen. When three items are complete, hit Enter. If you have additional items, you may type “004” in the “Line” field to display three more lines (Lines 4, 5 and 6) to complete.

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Step 8
When all line items have been entered, proceed to screen 256. If there are sufficient funds in your account, you will see this screen with the message “DOCUMENT HAS BEEN ACCEPTED.” Proceed to screen 252.

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Step 9
If there are insufficient funds in your account, you will see this screen with the message “DOCUMENT WILL NOT BE PROCESSED AS IS UNLESS BBA OVERRIDE = Y.” At this point you will need to contact Budget or Grants to rectify the insufficiency. The requisition will not print in Procurement or receive any action by Procurement until the “DOCUMENT HAS BEEN ACCEPTED” message appears.

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Step 10
If your document has been accepted, enter your approval on the screen 252 by typing “Y” in the “Post” block. Your name, department and the date will appear below. Notes for budget or grants may be entered on the following two lines.

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Step 11
If your requisition is for an amount that requires Grants or Budget approval, your 252 screen will look like this. You should post your Level 99 (Department) approval at this time. If for any reason, Grants or Budget changes the coding or subcode on your requisition, you may have to reapprove the requisition. Either they or Procurement will let you know if reapproval is needed.

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Step 12
At this point you have finished the requisition entry procedure. You may print a copy of the requisition by proceeding to Screen 259. Tab down to the “Print PR” field, type “Y” then type “00” in the “Printer Code” field. Hit Enter. You will see a message that instructs you to “Turn printer on... Press RETURN to continue.” When you have done this, the requisition will print out on your local printer. You will be returned to the 259 screen and the date will appear in the “Print PR” line.

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Step 13
If at any time during the requisition entry process you want to drop the requisition, proceed to screen 253. Type a “1” in the “Drop” field and hit Enter. The requisition will be completely removed from the system. This should only be done on the day the requisition is entered. After that day, Procurement should be notified, as a hard copy of the requisition will have printed in the Procurement Office and confusion will result if a requisition is dropped after it is printed.

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