Understanding Requisitions

This chapter discusses how to:

• Configure requisition defaults.

• Cancel requisitions and requisition lines.

• Delete requisitions.

• Source requisitions automatically.

• Place a requisition on hold.

• Use procurement cards on requisitions.

• Use PeopleSoft Maintenance Management work orders on requisitions.

Configuring Requisition Defaults

To minimize data entry, you can configure defaults for requisitions. Beyond basic requisition defaults, you can use the Header Defaults page to enter default data that applies to the requisition as a whole. You can use this page to override the defaults at the line, schedule, and distribution levels. You can also use the Line Defaults page to enter default data that applies to a particular requisition line. The requisition line default values that you enter on this page can be applied to all associated distribution lines.

If you enter values on the Header Defaults page or Line Defaults page, and the Default option is selected, the system treats the values entered as part of the default hierarchy. The system first searches the PeopleSoft Purchasing default hierarchy for existing values for each requisition field. If it does not find this information in the default hierarchy, the system uses the information that you entered on the Header Defaults page and Line Defaults page. If default values already exist in the control hierarchy, the system uses those values and ignores the values on the Header Defaults page and Line Defaults page.

If you select the Override option on the Header Defaults page, the override setting appears by default on the Line Defaults page as well, and the system overrides the default hierarchy information for this requisition. The system does not search the default hierarchy for the fields that you have entered on the Header Defaults page and Line Defaults page. All default values entered on these pages override the values found in the default hierarchy.

When you change the default requisition header information and exit the Header Defaults page, the system prompts you with the Retrofit field changes to all existing requisition lines, schedule, and distribution pages. This page enables you to retrofit the default changes to all existing lines of the requisition.

When you change the default requisition line information and exit the Line Defaults page, the system prompts you with the Retrofit field changes to all of the distributions on the Requisition Line page. This page enables you to retrofit the default changes to all of the existing distribution lines associated with the line.

See Also

Entering Requisition Header Defaults

Entering Requisition Line Defaults

Applying Changes to Default Values in Requisition Header, Line, Schedule, and Distribution Fields

Requisition Default Hierarchy

Canceling Requisitions and Requisition Lines

Using PeopleSoft Purchasing you can cancel a requisition or requisition lines.

Canceling Requisitions

You can cancel an entire requisition if:

• The requisition is not on hold.

• You are authorized to cancel requisitions on the User Preferences - Requisition Authorizations page.

• You are authorized to cancel requisitions for the requester on the User Preferences - Requisition Authorizations page.

• No requisition lines have been sourced to a purchase order or request for quote.

• No requisition schedules have been staged.

• The requisition has never been successfully budget checked. If it has been successfully budget checked before, the budget status must be valid before the user can cancel the document.

Canceling Requisition Lines

You can cancel a requisition line if:

• The requisition budget status in the header is Valid.

  In this case, the budget has been checked and you can cancel a requisition line. When you cancel a requisition line, the system changes the budget status in the header to Not Chk'd (not checked).

• The requisition budget status in the header is Not Chk'd and the requisition has never been budget checked in its life cycle.

  In this case, the budget has never been checked and you can cancel a requisition line.

• The requisition budget status in the header is Error.

  In this case, the budget checking process found an error and you can cancel a requisition line.

You cannot cancel a requisition line if the requisition budget status in the header is Not Chk'd and the requisition has been previously budget checked during its life cycle.

Sourcing Requisitions Automatically

When you manually create a purchase order, you can set up the system to automatically select the most appropriate contract to which to source requisitions. During the process, the system searches for contracts to use on purchase orders, reducing the need for organizations to know the contract at the time of requisitioning. Requesters can ensure that the correct contract is selected, and override the contract if necessary. Budget checking can more accurately record pre-encumberance and requisitions that may have otherwise been denied are approved by using the lower contract price.

See Also

Understanding How to Apply Procurement Contract Prices to Transactions

Fixed, Open-Item, and Category Contract Relationships

Deleting Requisitions

You can delete a requisition line, schedule, or distribution by clicking the Delete Row button on the respective requisition page.

You can delete an entire requisition by clicking the Requisition Delete button on the Requisition Header page. To delete an entire requisition, the requisition must meet the following criteria:

• The requisition is not on hold.

• The requisition has never been successfully budget checked.

• The Allow Requisition Deletion check box is selected on the Purchasing Business Unit Options page.

• You are authorized to delete entire requisitions on the User Preferences - Requisition Authorizations page.

• You are authorized to delete entire requisitions for the requester on the User Preferences - Requisition Authorizations page.

• There are no change orders for this requisition.

• The deletion will not cause change order processing.

• No requisition lines have been sourced to a purchase order or request for quote.

• No requisition schedules are staged.

• No lines have been processed by PeopleSoft Project Costing.

The system deletes records from these tables when you delete a requisition:

REQ_HDR

REQ_LINE

REQ_LINE_SHIP

REQ_LN_DISTRIB

REQ_LN_COMMENT

REQ_HDR_COMMENT

REQ_APPROVAL

REQ_DFLT_TBL

REQ_DFLT_DISTRB

REQ_L_DFLT_DIST

REQ_ACTIVITY

See Also

Creating PeopleSoft Purchasing Business Units

Defining Requisition User Authorizations

Placing a Requisition On Hold

To place a requisition on hold from further processing, select the Hold From Further Processing check box on a requisition using the Maintain Requisitions - Requisition page. Once you place a requisition on hold, PeopleSoft Purchasing prevents you from doing the following at all levels of the document:

• Approving a requisition.

• Canceling a requisition.

• Closing a requisition.

You will not be able to delete a requisition at the header level, but row level deletions are permitted.

In addition, if you have indicated hold from further processing on a requisition, you will not be able to source that requisition to a purchase order or a request for quote.

Note. All buttons on the requisition will be grayed out (not available) except for the Budget Check, Create Header Change, and Create Line Change buttons.

Budget Checking a Requisition On Hold

When you perform budget checking for a requisition, using the actual buttons on the Maintain Requisitions - Requisitions page or the Req Budget Check run control page, that process is also affected by the hold from further processing functionality.

Budget checking is now determined by the selection criteria that you define as part of the Source Transaction definition for the Commitment Control Budget Processor process and whether you have selected the Hold From Further Processing check box for the requisition. You define the Source Transaction definition selection criteria using the Source Transactions - Selection Criteria page. This table illustrates the different Source Transaction definition selection criteria and whether budget checking occurs for the requisition:

Processing Not Affected When a Requisition is Placed On Hold

If a requisition has the Hold From Further Processing check box selected, you will still be able to:

• Create header and line changes.

• Run document tolerances.

• Run entry events.

• Execute the Request for Quote/Contract process—if this process has already started and the requisition is placed on hold, the process will continue.

See Also

Creating Requisition Header Information

Using Commitment Control

Setting Up Commitment Control Source Transaction Types

Using Procurement Cards on Requisitions

If you are using the procurement card functionality in PeopleSoft Purchasing, the system may automatically assign a procurement card to the requisition as the payment method. The system looks for procurement cards that are defined as a default for the requester. The requester needs to have the access rights to use a procurement card on a requisition before they can use the procurement card. Plus, after the system assigns a procurement card the requester can override the procurement card if they choose with another card.

A procurement card will default on to the requisition from the requester if the requestor has a procurement card specified and they have selected the Use Procurement Card as default payment method on requisitions check box on the Requester Setup page.

If the requester wants to add a procurement card to a requisition where one has not been specified they will select the Use Procurement Card check box on the requisition header and if they have a default card specified for the requester defaults (without the Use Procurement Card check box as payment method on Requisitions selected) the system will automatically populate the requisition.

A requester can change or add any procurement card to a requisition if they have the role that has been assigned the Usage - Use Procurement Card on Requisition access rights for that card. Plus, a requester can deselect lines for payment by procurement card by clearing the Use ProCard check box in the line details for the requisition.

In addition, vendor cards cannot be associated with a requisition. At the time of requisition creation the vendor location is not known until the buyer saves the purchase order or the system creates the purchase order through the sourcing processes. In PeopleSoft Purchasing vendor cards are associated with a vendor location and can be used when defining purchase orders.

See Also

Managing Procurement Cards

Creating Requisitions Online

Procurement Card Processing on the Purchase Order

Using PeopleSoft Maintenance Management Work Orders on Requisitions

In PeopleSoft Purchasing you can only associate a PeopleSoft Maintenance Management work order to a requisition for non-inventory and description only items. Once you make this association, the requisition schedule is pegged to a work order. You will use the Pegging Workbench to associate work orders to inventory items on a requisition.

In PeopleSoft Purchasing there are a few different methods of defining a requisition to support a PeopleSoft Maintenance Management work order. These methods are:

• PeopleSoft Maintenance Management creates their own requisition staging tables directly so that the PeopleSoft Purchasing Requisition Loader process can generate the requisition from their tables.

  If the requisition was created through the Purchasing Requisition Loader processes and the requisition originated in PeopleSoft Maintenance Management, then the fields on Maintain Requisitions - Schedules page will contain the work order information passed from PeopleSoft Maintenance Management.

• You manually create the PeopleSoft Maintenance Management work order association directly when defining a requisition in PeopleSoft Purchasing.

  You manually associate PeopleSoft Maintenance Management work order information to a requisition schedule by selecting existing work order information on Maintain Requisitions - Schedules page. You can also manually associate a maintenance work order to a requisition schedule even though the item ID on the requisition does not exist on the work order parts list. Ma king this association will add the item to the work order.

Plus, if you change the work order information that is already associated with a requisition schedule, the system will delete the existing requisition distributions and copy in the work order distributions from the work order itself. Plus, the pegging information will be updated to reflect the new work order information.

See Also

Using Purchase Order Sourcing

Using the Requisition Loader

Entering Requisition Schedule Information

Entering Purchase Order Schedule Information

PeopleSoft Maintenance Management Work Order Processing on the Purchase Order

PeopleSoft Maintenance Management Integration with PeopleSoft Purchasing and PeopleSoft Payables

Pegging Supply and Demand