Managing Requisitions in PeopleSoft eProcurement

This chapter provides an overview of requisition management and discusses how to:

Maintain requisitions.
Approve requisitions.

Understanding Requisition Management

The Manage Requisition feature provides you with the ability to review, edit, approve, or cancel requisitions. You can view requisitions in any status. You can only edit active requisitions that have not been sourced and do not have a status of Complete, or Canceled.

After you dispatch a requisition on a purchase order, the goods are received and the vendor is paid. The Requisition Reconciliation process (PO_REQRCON) then identifies the requisition status as Complete. .

Maintaining Requisitions

This section discusses how to:

Manage requisitions.
View requisition details.
Edit requisitions.
Change requisition line information after a purchase order (PO) is submitted.
Maintain requisition distribution and accounting details.
Change value added tax (VAT) details for distributions.
Cancel or reopen requisitions.

See Also

Setting Up Installation Options

Pages Used to Maintain Requisitions

Page Name	Object Name	Navigation	Usage
Manage Requisitions	PV_REQ_STATUS	eProcurement, Manage Requisitions	View and manage requisitions.
Requisition Details	PV_REQ_PO_DTLS	Click the Req ID link on the Manage Requisitions page.	View requisition details.
Item Description	PV_NEW_ITM_DESCR	Click the description of an item on the Requisition Details page.	View line item descriptions.
Edit Requisition	PV_REQ_FORM	Select Edit Requisition in the Select Action field on the Manage Requisitions page.	Edit requisition information. This page is accessible only for open requisitions.
Requisition Schedule and Distribution	PV_REQ_APP_DTL_GRD	Click the Requisition Schedule and Distribution link on the Requisition Details page.	Maintain requisition distribution and accounting details.
Create Change Request	PV_PO_CHNG_HDR	Click the button in the PO Information section of the Requisition Details page.	Change the requisition line if the PO has been dispatched but not received.
VAT Details for Distribution	REQ_INQ_DIST_VAT	Click the Distribution VAT button on the Requisition Detailed Summary page.	Change VAT details for distributions.
Requisition Details for <Requester>	PV_REQ_CANCEL	Select Cancel Requisition or Reopen Requisition and click the Go button on the Manage Requisitions page.	Cancel or reopen a requisition.
Approval Status	PV_REQ_APPR	For a requisition with the Approved status, select View Approvals, and click the Go button on the Manage Requisitions page.	View summary information for the requisition including the number of items and the total price. This page is similar in appearance to the Requisition Approval page. See Approving Requisitions.

Managing Requisitions

Access the Manage Requisitions page.

Use this page to view a list of requisitions in various statuses. From this page, you can access other pages to perform tasks, such as review requisition details, edit or cancel requisitions, create change requests, receive stock, copy requisition, view approvals, or return stock to the vendor.

Note. Use the eProcurement Installation Options page to define the maximum number of rows that are retrieved and appear on the Manage Requisitions page.

If the eProcurement role action NO_DEFAULT_RESULT is assigned to a user, requisitions do not appear in the scroll area until the user clicks Search.

Search Requisitions

Use the Search feature to search for specific requisitions. You can search by requisition ID, date, requester who entered the requisition, by PO number that requisitions are sourced to, and by request status.

You can search for the following requisition statuses. They appear in the Status column.

Status

All but Complete: Displays all requisitions except those with the status Complete.

Approved: The requisition is approved and can become a PO.

Canceled: The requisition was entered and saved but was canceled. A canceled requisition can be reopened within a certain number of days as specified for the Purchasing business unit; otherwise, it is closed permanently.

Complete: After the requisition is dispatched on a PO, the goods are received and the vendor is paid. A background process identifies the requisition status as Complete. Canceled requisitions and those that are fulfilled by inventory stock are also identified as Complete.

Denied: The requisition is denied in the approval process.

Open: The requisition has been entered and saved but not yet submitted, or the receipt has been entered and saved but might have errors.

PO(s) Created: The requisition has been placed on a PO.

PO(s) Dispatched: The requisition has been placed on a PO, and the PO has been dispatched to the vendor.

Pending: The requisition has been submitted and is awaiting approval.

Received: The requisition has been placed on a PO. The PO has been dispatched to the vendor, and the goods have been partially or fully received.

Requisitions

Req ID (requisition id)	Click a listed ID to view details of the requisition.
Budget	View the budget status for the requisition. This column appears when Commitment Control is enabled.
<Select Action>	Select an option and click the Go button to perform the action. The available actions vary depending on the status of the requisition. Actions include: Cancel Requisition displays the Requisition Details for: <name> page (PV_REQ_CANCEL), which has a Cancel Requisition button. When the Cancel Requisition button is clicked, a confirmation page is displayed, where the user can enter a reason code and a comment. Change Request displays the Select Requisition Line for Change Request page. Copy Requisition displays the Create Requisition - Review and Submit page. All items are copied to the new requisition. However, if one item was created from a special request, a message appears. Edit Requisition displays a warning message indicating that editing the requisition will restart the approval process. Click OK to continue or click Cancel to go back. If you click OK, the Edit Requisition - Review and Submit page appears for the requisition. Receive Order displays the Receive Items page. Re-open Requisition displays the Requisition Details for: <name> page. This option is only available when a requisition is in a Canceled status. Requisition Cycle displays the Requisition Cycle for: <name> page. Return to Vendor displays the Return to Vendor (PV_RTV) page. View Approvals displays the Approval Status page. Note. The options that appear for a requisition differ depending on the status of the requisition. For example, you cannot cancel a requisition for which a PO is created.
Go	Click to perform the selected action.
Create New Requisition	Click to access the Create Requisition page, where you can add another requisition.
Inquire Change Request	Click to access the Change Request List for page, where you can view and process change requests.
Inquire Receipts	Click to access the Receipts For page, where you can view and maintain receipts.
Requisition Report	Click to access the Requisition to PO XREF page, where you can define parameters for creating the Requisition to PO XREF report (POY1100).

Requisition Lifespan

Click the Expand button next to a listed requisition.

Stages in the requisition cycle that are complete or in progress are highlighted with active links. You can click any link to view the detail of a stage.

Cancel Requisition

Click this button to cancel a line on the requisition. A line can be cancelled if the line status is Active and the line is not sourced.

If the approval process includes one or more stages that have only header level approval and a requisition line is cancelled, the entire requisition is resubmitted for approval for the entire approval process. For example, all stages are resubmitted.

If the approval process includes one or more stages that have only line-level approval and a requisition line is cancelled, the line approval thread is terminated.

If the approval process includes two or more stages that have a combination of line-level and header-level approval and a requisition line is cancelled, the line-level approval thread is terminated if the current stage that the approval is on is a line-level approval. If the current stage is a header-level , then the requisition is resubmitted for the entire process.

See Also

Using Workflow and Managing Approvals

Creating Requisitions in PeopleSoft eProcurement

Canceling Requisitions and Requisition Lines

Viewing Requisition Details

Access the Requisitions Details page.

Use this page to view details about individual requisitions. The PO Information header appears only if a PO was created for the requisition.

Item Description	Click to view an item's description. You can also access the item's detail document.
Source Status	View the stage of the requisition line in the sourcing process. Values include: Not Sourced Available: The requisition line has not yet been placed on a PO or inventory stock request. In Process: A sourcing process is running on this requisition line or an error occurred in creating a PO. Sourcing Complete: The requisition line has been sourced to an inventory stock request or a PO.
Amount Only	A Y indicates that this line is for an amount value only. The quantity will be 1, and only one schedule line will be available.
Sourced from Inventory	Click the Sourced from Inventory button to access the Requisition to MSR List page, where you can view stock request information. This button only appears if the requisition line item is defined as an inventory item in PeopleSoft Inventory on the Item Definition - General : Common page.
Requisition Schedule and Distribution	Click this link to access the Requisition Detailed Summary page, where you can view line details, schedules, and distribution information.

PO Information

Expand this section to view the PO line that was created for the requisition line.

Receipt Status

Displays the receipt status for this PO. Values include:

PO Not Received: No quantities for this PO line have been received.

PO Partially Received: Part or all quantities for this PO line have been received. Even if the quantity is fully received, the status does not change until you run the Match Request process in PeopleSoft Payables.

PO Received: All quantities for this PO line have been received. Run the Matching process (AP MATCHING) in PeopleSoft Payables.

View Receipt

Click the View Receipt button to access the Receipt For a Casual User page. This button appears if a receipt was recorded for this line.

Click to access the Change Request Header page, where you can enter a change request for this requisition line. This button appears if the PO was dispatched but not received.

Editing Requisitions

Access the Edit Requisitions page.

This page is similar in appearance and usage to the Create Requisitions page.

See Defining Requisitions.

Changing Requisition Line Information

Access the Create Change Request page.

The selected line item from the PO appears when you access this page. Click the Show All PO Lines button to display all lines from the PO. You can cancel the line item or click the Details button to edit the line item.

Maintaining Requisition Distribution and Accounting Details

Access the Requisition Schedule and Distribution page.

This page has three sections: Line, Schedule, and Distribution.

Line

The Line section contains all of the line items on a requisition. To view the item's description, click the item name.

Schedule

The Schedule section displays shipping information for the item, such as where the item is being shipped, when it's due, the amount, and cost of the item.

Click the Schedule VAT (schedule value added tax) button to access the Schedule VAT Information page, where you can review tax information as you manage requisitions. A VAT, as opposed to a retail sales tax, is an indirect tax. Rather then being applied only at the point of sale (at the end of the sale, to a final consumer), the tax can be paid by each supplier through the chain of sale.

When you access the Schedule VAT Information page, you can override the recovery percentage and rebate percentage, and recalculate or reset VAT defaults changes that are made to VAT determinants.

Distribution - Details

Access the Requisition Schedule and Distribution: Details page.

Dist # (distribution number)

Displays the number the system assigns to this distribution. The system uses this numbering to distinguish between multiple distributions for a single requisition line.

Status

Distribution statuses include:

Open: The distribution line is open.

Complete: The distribution line is closed.

Processed: The distribution line has been processed and is unavailable for sourcing.

Canceled: The distribution has been canceled.

Dist Type (distribution type)

Displays the method by which the system allocates or charges an expense account distribution. Values include:

Amt (amount): The sum of all distribution amounts must equal the schedule amount (merchandise amount). Inventory items cannot be distributed by amount.

Qty (quantity): The sum of all distribution quantities must equal the schedule quantity.

Distribution Vat

Click the Distribution Vat button to access the Distribution VAT Information page, where you can review tax information as you manage requisitions. The button does not appear when the Calculation Adjustment at business unit level is not selected, the purchasing business unit is not in a VAT environment, or the View and Override VAT Details feature is not selected as a user preference or role action.

Distribution: More Details

Access the Requisition Schedule and Distribution: More Details page.

Select the More Details tab.

Along with viewing accounting information, you can access projects. Click the Projects link to view and update projects and activities.

Distribution: More Details 2

Access the Requisition Schedule and Distribution: More Details 2 page.

Stat Code (statistics code)

Displays the code used to maintain statistical amounts to facilitate financial analysis and reporting. You can track a variety of nonmonetary amounts with statistics.

Open Amt (open amount)

Displays the amount that is still open on the PO. Values appear in this field when the distribution type is Amt.

Open Quantity

Displays the quantity that has not been received and is still open on the PO. Values appear in this field when the distribution type is Qty.

Base Amt (base amount)

Displays the monetary value for this distribution line. The value appears in the base currency for the business unit. The currency type also appears with the value.

If the currency is different than the base currency, an exchange rate also appears.

Exch Rt (exchange rate)

Displays the ratio between the base currency and the alternate currency.

Asset Information

Access the Requisition Schedule and Distribution: Asset Information page.

Profile ID

Displays the default asset profile ID associated with distribution items.

CAP ID (capital acquisition plan ID)

The CAP identification ties the asset to a capital acquisition plan.

Sequence

Displays the sequence number for the capital acquisition plan.

Tag Number

If you use tags to track assets, enter the tag number assigned to the asset.

EmplID (employee ID)

Employee ID of the custodian for this distribution item.

Capitalize

Select to designate this item as a capitalized item. If the item is capitalized, it can be depreciated before the order is paid.

Cost Type

Displays the default cost type associated with the item purchase, if applicable. Cost types represent components of the cost of an asset, such as materials, labor, and overhead.

Activity

Displays the activity associated with this distribution item.

See Also

Defining Purchasing Item Attributes

Changing VAT Details for Distributions

Access the VAT Details for Distribution page.

Use this page to make adjustments to VAT distribution details. Information that appears on the page relates to the requisition line number item and the schedule that you selected on the Manage Requisitions page.

Vat Defaults

Use Type	Determines VAT recoverability. The field value is retrieved from the VAT default hierarchy, but you can override this value. Use type is a type of activity in which a purchased good or service will be used and, therefore, to determine a recoverability percent and a rebate percent (when applicable) that is applied to a transaction line. Activities are categorized as taxable, exempt, or mixed. Where activity is mixed, you can associate either the ratio of taxable activity to exempt activity directly with the use type, or you can indicate that this ratio is determined at the ChartField level.
Apportionment Control	Displays the business unit that you want to control the VAT apportionment. This value appears by default from the Purchasing business unit. VAT apportionment is the mechanism that enables you to specify the ratio of taxable activity to exempt activity for individual ChartFields.
Recovery Source	Select whether the VAT recovery is Automatic or Manual. This value appears by default from the Purchasing business unit. If you select Manual, enter a value in the Recovery Percent field.
Rebate Source	Select whether the VAT rebate is Automatic or Manual. This value appears by default from the Purchasing business unit. If you select Manual, enter a value in the Rebate Percent field.
Treatment	Controls default and transaction behavior. A description of how the transaction must be treated for VAT purposes. This value is used to determine how VAT defaults are applied, what accounting entries are required, and how and if the transaction is reported on the VAT return. You can override the values in this field. The VAT defaulting hierarchy determines the value of this field based on the country in which the service is deemed to have been performed, and the countries in which the bank and beneficiary are located and registered.
VAT Code	Select a value to specify the rate at which VAT is calculated. The VAT code used to define a percentage the system uses to determine the VAT amount. The VAT code is similar to the sales and use tax code, with a few exceptions. The tax authority tied to the VAT code generally consists of a single authority, and the ChartFields for a VAT code don't reside with the tax authority but are determined by the combination of the VAT code, VAT account type, and VAT transaction type.
Transaction Type	Select a value to categorize VAT transactions according to particular VAT accounting and reporting requirements. The VAT code and the VAT transaction type are used in conjunction with the VAT account type to obtain the ChartFields for accounting entries.

VAT Calculations

Transaction Amount	VAT amount in the transaction currency.
Transaction Amount Base	VAT amount in the base currency.
Basis Amount	VAT basis amount in transaction currency.
Basis Amount Base	VAT basis amount in the base currency.
Tax Rate	Displays the rate at which this item is taxed.
Recorded Amount	Displays the amount of VAT calculated for the schedule in the transaction currency.
Recorded Amount Base	Displays the amount of VAT calculated for the schedule in the base currency.
Recovery Percent	Displays a system-calculated value based on the selected VAT use type. You can override the automatic value if the VAT Allow Override Recovery/Rebate field on the business unit indicates that manual override is allowed. This value must be smaller than or equal to 100 and a positive number. To access the field, select eProcurement, Procurement Application Admin, Maintain Business Units, Processing Options, and click the Set VAT Default link.
Rebate Percent	Displays a system-calculated value based on the selected VAT use type. You can override the automatic value if the VAT Allow Override Recovery/Rebate field on the business unit indicates that manual override is allowed. This value must be smaller than or equal to 100 and a positive number. To access the field, select eProcurement, Procurement Application Admin, Maintain Business Units, Processing Options, and click the Set VAT Default link.
Recovery Amount	VAT recovery amount in the transaction currency.
Recovery Amount Base	VAT recovery amount in the base currency.
Rebate Amount	Calculated VAT rebate amount in the transaction currency.
Rebate Amount Base	Calculated VAT rebate amount in the base currency.

See Also

Working with VAT

Canceling or Reopening Requisitions

Access the Requisition Details for: <name> page.

Click a line item link to review the details of that line item.

Cancel Requisition	Click to cancel a requisition. You can cancel any requisition for which a purchase order is not already submitted.
Reopen Requisition	Click to reopen a canceled requisition.

Approving Requisitions

This section discusses how to:

View a list of requisitions that require approval.
Approve requisitions.

Pages Used to Approve Requisitions

Page Name	Object Name	Navigation	Usage
Approve Requisitions	PV_APPR_MGR2	eProcurement, Approve Requisitions	View a list of requisitions that require approval.
Requisition Approval	PV_REQ_APPROVAL	Click a Req ID on the Approve Requisitions page.	Approve or deny requisitions.

Viewing a List of Requisitions That Require Approval

Access the Approve Requisitions page.

Use this page to review the requisitions that you have approved or that you are responsible for approving. By default, all requisitions in Pending status appear. You can filter the list in various ways. Click a Req ID to approve or deny the requisition.

Approving Requisitions

Access the Requisition Approval page.

Use this page to approve or deny requisitions. You can view details of the requisition and its line items, view the approval process and history, and enter comments.

Dist # (distribution number)	Displays the number the system assigns to this distribution. The system uses this numbering to distinguish between multiple distributions for a single requisition line.
Status	Distribution statuses include: Open: The distribution line is open. Complete: The distribution line is closed. Processed: The distribution line has been processed and is unavailable for sourcing. Canceled: The distribution has been canceled.
Dist Type (distribution type)	Displays the method by which the system allocates or charges an expense account distribution. Values include: Amt (amount): The sum of all distribution amounts must equal the schedule amount (merchandise amount). Inventory items cannot be distributed by amount. Qty (quantity): The sum of all distribution quantities must equal the schedule quantity.
Distribution Vat	Click the Distribution Vat button to access the Distribution VAT Information page, where you can review tax information as you manage requisitions. The button does not appear when the Calculation Adjustment at business unit level is not selected, the purchasing business unit is not in a VAT environment, or the View and Override VAT Details feature is not selected as a user preference or role action.

Stat Code (statistics code)	Displays the code used to maintain statistical amounts to facilitate financial analysis and reporting. You can track a variety of nonmonetary amounts with statistics.
Open Amt (open amount)	Displays the amount that is still open on the PO. Values appear in this field when the distribution type is Amt.
Open Quantity	Displays the quantity that has not been received and is still open on the PO. Values appear in this field when the distribution type is Qty.
Base Amt (base amount)	Displays the monetary value for this distribution line. The value appears in the base currency for the business unit. The currency type also appears with the value. If the currency is different than the base currency, an exchange rate also appears.
Exch Rt (exchange rate)	Displays the ratio between the base currency and the alternate currency.

Profile ID	Displays the default asset profile ID associated with distribution items.
CAP ID (capital acquisition plan ID)	The CAP identification ties the asset to a capital acquisition plan.
Sequence	Displays the sequence number for the capital acquisition plan.
Tag Number	If you use tags to track assets, enter the tag number assigned to the asset.
EmplID (employee ID)	Employee ID of the custodian for this distribution item.
Capitalize	Select to designate this item as a capitalized item. If the item is capitalized, it can be depreciated before the order is paid.
Cost Type	Displays the default cost type associated with the item purchase, if applicable. Cost types represent components of the cost of an asset, such as materials, labor, and overhead.
Activity	Displays the activity associated with this distribution item.