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Requisitions RX Document. Advantage Financial System. Requisitions. Requisitions are requests for goods or services that are not available on-campus or are not allowed on a PV document Sent to buyers in Purchasing who place the order with the off-campus vendor - PowerPoint PPT Presentation
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RequisitionsRX Document
Advantage Financial System
Requisitions
Requisitions are requests for goods or services that are not available on-campus or are not allowed on a PV document
Sent to buyers in Purchasing who place the order with the off-campus vendor
Used for high dollar totals and certain categories of goods and services
Requisitions
The RX document consist of several sections: HeaderAccounting DetailsCommodity DetailsFreightAdditional DescriptionCommodity Lines
RX: Header
Other Attributes contains information about the overall order:
Vendor codeDelivery informationUser contact informationResponsible agency/org
RX: Accounting Details
Accounting Details contains information about the accounts and object codes:
Line numberAgency/orgObject/subobjectFunction (optional)
RX: Commodity Details
Commodity Details contains information about the goods or services being ordered:
Line numberCommodity codeUnit of measureAccounting lineDescriptionQuantityUnit cost
RX: Additional Description/ Commodity Line
Additional Description allows a description in addition to the ones entered per line
Commodity Line displays the number of commodity lines per RX document
RX Approvals
RX Documents require Level 1 approval applied by the requesting department
A Buyer in Purchasing reviews the RX and contacts the vendor as needed
The Buyer will create a PC (Purchase Order) to send to the vendor
RX Document
Create a new RX document using the automatic document numbering
EX: RX TR1 TR1#RX WV5 WV5#
RX Document
Header and Accounting Details
Enter the anticipated delivery date of the goods
RX Document
Header and Accounting Details
Enter the vendor code including address indicator, if applicable
RX Document
Header and Accounting Details
Enter the agency/org to be charged for the goods or services
RX Document
Header and Accounting Details
Enter “Blanket” if the RX is for a blanket order. Otherwise, leave blank
RX Document
Header and Accounting Details
Enter “REC” for Receiving then “AP” for Accounts Payable
RX Document
Header and Accounting Details
Enter the mail code, building, and room number where goods will be delivered
RX Document
Header and Accounting Details
Enter the 4-character Advantage ID and name of the personcompleting the document
RX Document
Header and Accounting Details
Enter the name of the person requesting the goods or services
RX Document
Header and Accounting Details
Enter full phone number including area code of the requestor
RX: Freight
If the goods are subject to freight charges, they must be entered on the RX
Freight charges are applied by line so they are allocated across the order
RX Document
Freight
Enter “D” in Freight Indicator to designate freight by line
RX Document
Freight
Enter the total amount of freight charges for the order
RX Document
Freight
Enter the total amount of all commodity lines before tax and freight
RX Document
Header and Accounting Details
Enter a line number to distinguish from other accounting lines, starting with “01”
RX Document
Header and Accounting Details
Enter the agency/org including suborg, if applicable, to be charged
RX Document
Header and Accounting Details
Enter the function code, if applicable
RX Document
Header and Accounting Details
Enter the object/subobject for the commodity being ordered on this accounting line
RX Document
Those lines complete the required fields for the RX Header and Accounting Details section
Press Enter to move to the Commodity Details
RX Document
Commodity Details
Enter a line number to distinguish this commodity from others, starting with “001”
RX Document
Commodity Details
Enter the commodity code
RX Document
Commodity Details
Enter the accounting line that this commodity line references
RX Document
Commodity Details
Enter the quantity with two decimal places
RX Document
Commodity Details
Enter a valid unit code from the UNIT table
RX Document
Commodity Details
Enter the cost per unit with two decimal places
RX Document
Commodity Details
Enter a description of the goods being ordered up to 60 characters
RX: Commodity Descriptions
For blanket orders, the description field must be entered in the following format:
FY## (FY14) blanket for XXX (description)
For all other orders, enter the description of goods or services up to 60 characters
RX: Additional Description
If a description is too long to fit on the description line, an additional description can be added
Additional descriptions can be added to each Commodity Line
RX: Additional Description
On the Commodity Details page, type “Y” in the Text field
In the Function field, enter “TEXT” and press Enter
RX: Additional Description
Verify the RX Transaction ID and the Commodity Line number
RX: Additional Description
Enter “A” in the Action field and any additional text in the Text section, leave Text Line blank
RX: Additional Description
Press Enter to save the text, verify the message “All Lines Added” appears
RX: Additional Description
After the lines have been saved, return to the RX to finish the document
Enter “E” in the Function field and EnterPress the F3 key
RX Document
Those lines complete the required fields for the Commodity Details section
Edit the document to validate all entries and check for errors
Enter “ED” in the Function field and EnterPress the F7 key
RX Document
After Editing, the RX will populate the vendor details, totals, and account information
RX Document
The Commodity Details has updated with document totals by line and the tax amount
RX Document
After the document is cleared to PEND1 status, Approve and Run the RX
The RX will be reviewed by Purchasing who will create a PC (Purchase Order)
The requesting department should receive a copy of the PC within 7-10 days to the mail code on the RX
RX Modifications
Modifications can be made to the RX document to adjust the unit cost or quantity
The RX must have been accepted in Advantage
Only one modification can be made on a document per day
Increases and decreases cannot be done on the same document at the same time
RX Modifications
In order to process a RX modification, the following information is needed:
Original RX numberVendor codeAmount of increase or decreaseIf the RX is closedFreight chargesCommodity and accounting line numbers
RX Modifications
Once the RX is accepted in Advantage, open tables are updated
ORQH – Open RX Header Inquiry ORQC – Open RX Commodity Line InquiryORQL – Open Requisition Acct Line Inquiry
These tables can be used to find information related to the original RX
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