Online Purchasing System

Entering Requisitions | Approving Requisitions | Entering Receivers  

Entering Requisitions

- Log on to FRS and go to screen 220. 

- Tab to Doc # field, type R0 (zero) and press enter. The word REQUISITION will appear on the screen. 

- Tab to Doc Type field and type in the one of the following order types: 
RO (Regular Order)- one time order of materials
SO (Service Order)- one time order of services
BO (Blanket Order)- standing order for goods acquired throughout the year. 

- Tab to Vendor field. You may type in a vendor number, vendor name or leave blank if you do not have selected . 

- Press Enter. If vendor information was entered, the full vendor name should appear. If there are several vendors with the same name, but different addresses, the system will list them on the screen. Tab down to the correct one and place an X to the left of the name. Press enter. 

- A box headed ACCOUNT DISTRIBUTION will appear on the screen to enter accounts. There are several options for entering account information. An account may be entered for each line on the requisition (another screen) or, if everything on the requisition is to be charged to the same account, the account information may be entered to this screen only and not on each line. The total amount of a requisition may also be allocated to various accounts on a percentage basis by entering the accounts and appropriate percentages on this screen. 
1) If this screen is to be used, enter the appropriate account numbers and percentages. If the entire requisition is charged to a single account, enter the 10 digit account number followed by 100 and press enter. (The total percentages entered must equal 100.) 
2) Review the data. If correct, press enter again. 

- A box will appear on the screen for Shipping Address. You may enter a shipping address. If the items are to be delivered to Central Receiving, tab to the first line of the address field, type a 1, and press enter. The appropriate address will appear. Press enter again. 

- A new box headed DOCUMENT LINE MAINTENANCE will appear and line 1 will be displayed. 
1)Press enter before entering data for line 1. 
2) Tab to Quantity and type the quantity of the first ordered item. 
3) Tab to UOM (unit of measure) and type the appropriate information. (While EA for each will be the standard, type a ? in the field and press enter to see the available options). 
4) Tab to Unit Price and type the quoted price of the ordered item if applicable. 
5) Tab to Description and type a description of the ordered item. 
6) If individual items are to be charged to specific account codes, tab to Account Code and type the appropriate 10 digit account code. 
7) Press enter and review the data for accuracy. If you wish to enter a second line, press enter again and you may begin typing data for line 2. If not, press F3 to exit to the header screen. A document number and data will have been assigned as well as vendor number (if you entered or selected a vendor name). 

- If you have completed entering the requisition, go to screen 225. The requisition needs to be trailered to establish the appropriate approval levels and accounting feeds. Press F9 to trailer the requisition. A Document Trailer Box will appear. If the amount displayed is correct, press enter. The status of the requisition (displayed in lower right hand corner of the screen) should change from In Process to Pending Approval. 

- To view the additional approvals required, press F10. Users listed with a Y in the Priority column must approve this document. Approval from RO1 will always be required. If the total amount of the requisition is greater than $1,000, approval by DEPT will be required and if the amount is greater than $10,000, approval by the appropriate senior staff member will also be required. 

Approving Requisitions

If the requisition requires additional approvals, it will be forwarded to the appropriate individuals for approval. Procedures for approving requisitions are as follows. 

- Go to screen 214 in FRS. 

- Tab to Class field and type R. 

- Requisitions for which you are authorized to view/approve will be listed. Department heads will be required to approve requisitions greater than $1,000. Senior staff members will be required to approve requisitions greater than $10,000. 

- Requisitions may be approved on this screen as follows. 
1) Tab to line of requisition to be approved. Before approving, you may wish to view the information by pressing F10. You may then press F10 or F12 for more information on the requisition. In order to return to the screen at which the document is actually approved, press F3 to exit. 
2) Place a Y in the far left column and press enter. The status will remain as PENDING APPROVAL until Purchasing approves the requisition. 

- If you would like to see more detail on the requisition than is available on screen 214, go to screen 225 and enter the document number assigned to the requisition as displayed on screen 214. You may look at the account distribution by pressing F5. If you want to review the individual lines, you may go to screen 220 and press F12. 

- A requisition may also be approved from screen 225 by pressing F10. The Document Approval Box will appear. 
1) If you are a department head, tab to the line for DEPT and enter a Y to the far left column. If you are a member of senior staff, tab to the line containing your initials and enter a Y to the far left column. 
2) Press enter. Press enter again. 

Entering Receivers

When items ordered on purchase order are received, a receiver record needs to be entered to FRS before a payment to the vendor will be made. In order to enter a receiver, go to screen 230. 

1) Tab to the Doc # field. Type the PO #. Press enter. 

2) The purchase order information should appear on the screen. Press F12. 

3) A box will appear on the screen headed RECEIVE MULTIPLE LINES. The first time you enter receiving data for a line, a smaller box will appear on the screen headed RECEIVING SHIPMENT DATA. Type in the appropriate initials to indicate the receiving place and person as well as other pertinent data. Press enter. This data will be assigned to all subsequent lines for which receiving data is entered during the session. Press enter again. 

4) If everything listed was received, you may simply press F4. 
a) A small box headed QUALITY OF GOODS will appear. Place a G on the appropriate line and press enter.
b) Review amounts now reported on the screen as received. The system should now report today's date in the Date Received column. 
c) If correct, press F3. If not correct, move cursor to the incorrect line and press F6 to list. 
d) A box headed RECEIVING INQUIRY will appear. Move the cursor to the line and press F8 to delete. The status should change to delete.
e) Press F3 to exit. 

5) If only materials on certain line items were received, tab to the appropriate line. 
a) If all items on the line were received in good condition, type a G in the left hand column of the line. (Place a ? in this field and press enter to see options other than G.) 
b) Press enter. Review the amounts now reported for that line as received 
c) If no more items were received, press F3 to exit. If there are additional lines for which items were received, move to the next line. 

6) If only some of the items ordered on a line were received, press F10 to edit. 
a) Change the number accepted to the appropriate amount. 
b) Tab to QUALITY and type in a G or whatever is more appropriate. (Place a ? in this field and press enter to see options other than G.) 
c) Tab to STATUS and type a P for partial receiver of F for final. If no more items are to be received on this line, an F is appropriate. 
d) Move to the next lines and enter the number of items ordered, but not received on the appropriate lines as backordered, rejected, or lost. Press enter. Review the data on the screen. If correct, press F10 to post. 
e) The system should now report today's date in the Date Received column. f) If there are additional lines for which items were received, move to the next line. 

7) When completed entering all received items, review the data on the screen in the RECEIVE MULTIPLE LINES box. If correct, press F3 to exit. If not correct, move the cursor to the line and press F6 to list. See 4)d) above for further instructions on deleting receiver lines.