1 Purchase Requisitions Handout

Purchase Requisitions The SMART system is designed to work somewhat like building blocks. A strong foundation has to be created to support any future activity. In SMART, the Purchase Requisition is the foundation. If the Purchase Requisition is accurate, ie has the correct funding information, distribution method, etc., then following activities (transactions) will flow through with little issue. If corrections have to be made at the Purchase Order level, the structure is less sound and more problems can occur. If corrections are attempted at the voucher level, the structure is weak and many issues can and do occur. 2

Purchase Requisition Discussion Points Line Defaults Category Codes Prior Authorization Modify Line / Shipping / Accounting Distribute By P-Card Line Details o Buyer o RFQ Required o Amount Only o Contract ID Requisition Split into Multiple Purchase Orders 3

1. Define Requisition > Line Defaults 4 Use the 1. Define Requisition > Line Defaults section to populate the Vendor number and the Vendor Location. Using the 1. Define Requisitions Page, Line Defaults section automatically populates the Vendor ID info on the 2. Add Items and Services page. Nice! *** DO NOT USE THIS FOR STAPLES ORDERS! ***

Look Up Category Code 5  Category Codes are tied behind the scenes to Account Codes. When you choose a Category Code, the Account Code will automatically populate for you. (in Distribution/ChartField info)  Used for reporting purposes  Save Locally and use filters!

Prior Authorization Requisitions 6  Enter the Prior Authorization Type on the 3. Review and Submit Page (shown above)  Attach Required Documentation at the Requisition Line Level using the Line Comments (text bubble) button

Modify Line / Shipping / Accounting Button 7 Use this button to Override default ChartField values for ALL selected Requisition lines. Does not retain changes.

Distribute By Options 8  Defaults to ‘Amount’.  Change to ‘Qty’ if funding is distributed by quantity

Use of Procurement Cards on Requisitions 9  The Vendor file in SMART must be set up to accept P-Card(s)  The Requester must have proxy to at least one (1) P-Card  If the Requester has access to multiple P-Cards you will need to select the appropriate P-Card from the drop down list  If these criteria are not met, the Card Number field will not display at all.

Line Details Button – Requisition Lines 10  You must select a Buyer – DO NOT leave blank (empty).  RFQ Required = Request for Quote (Bid Event - Central)  Contract ID Number is MANDATORY for Statewide Contract items. (Based on vendor chosen)

Requisition Details that Split into Multiple Purchase Orders 11 Having a different Vendor Location for each Requisition Line. (Vendors). Each Vendor Location gets it’s own PO. Having a different Buyer for each Requisition Line. (Line Details page). Each Buyer gets their own PO with the requisition lines assigned to them OR one PO issued with DA00DRT as the buyer.