Requisitions RX Document

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


Enter the vendor code including address indicator, if applicable

RX Document


Enter the agency/org to be charged for the goods or services

RX Document


Enter “Blanket” if the RX is for a blanket order. Otherwise, leave blank

RX Document


Enter “REC” for Receiving then “AP” for Accounts Payable

RX Document


Enter the mail code, building, and room number where goods will be delivered

RX Document


Enter the 4-character Advantage ID and name of the personcompleting the document

RX Document


Enter the name of the person requesting the goods or services

RX Document


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


Enter a line number to distinguish from other accounting lines, starting with “01”

RX Document


Enter the agency/org including suborg, if applicable, to be charged

RX Document


Enter the function code, if applicable

RX Document


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


On the Commodity Details page, type “Y” in the Text field

In the Function field, enter “TEXT” and press Enter


Verify the RX Transaction ID and the Commodity Line number


Enter “A” in the Action field and any additional text in the Text section, leave Text Line blank


Press Enter to save the text, verify the message “All Lines Added” appears


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