Maintain Requisitions {FPCO-1}

This option contains two Blocks, both of which are completed when a requisition is entered on the system.

To cancel or complete printing request commitments option {FPMO2-4} should be used. Printing requests are created as orders in the system and the print requisition number is recognised by the system as an order number. A task can also be completed by entering a zero (0) in the quantity field in {FPCO-2}.
Fields in the option:

Block 1: Recording of Printing Requisition

Field	Type & Length	Description
Requisition Number	A10	This number is typically pre-printed on the pages of the requisition book: or alternatively it can be allocated before the requisition is entered on the system. The system will validate that the number is unique.
Description	A30	This field is used to briefly describe the particular requisition, for instance: Class notes for CHEM101 or Minutes of ECEC 12 Nov 1993, etc.
Number of Copies	N6	The number of copies required is entered here.
Debit GLA	A6 + A8	The General Ledger Allocation against which this requisition is to be debited is entered here. The system will validate that the particular combination is a valid one and display the description. The system will also validate that there are sufficient funds to carry the cost as calculated in the second Block.
Requestor	N9	The personnel number of the person who submitted the requisition is entered here. The title, initials and surname will be displayed.
Date Requested	DD-MON-YYYY HH:MM	The system date and time when the requisition was entered, will be recorded automatically.
Expected Completion Date and Time	DD-MON-YYYY HH:MM	The date and time when this requisition is expected to be completed, is entered here.
Actual Completion Date and Time	DD-MON-YYYY HH:MM	The date and time when this requisition was actually completed, will be inserted automatically when the last task of this requisition is eventually recorded as complete.
Total Cost of Completed Jobs	N15.2	The cost that is finally debited against this requisition will be recorded here automatically after the last task of the requisition is complete.

Example:

Block 2: Printing Tasks

A print requistion can be composed of a number of tasks e.g. printing, binding etc. This screen is used to capture the tasks that comprise a print request.

Field	Type & Length	Description
Job Number	N8	This number is sequentially allocated when new tasks are entered. The automatically-generated numbers are created in menu option {FCSM-3}.
Requisition Number	A10	The requisition number created in Block 1 is displayed here with the description.
Task Code	A6	Each typical task is allocated a code under option {FPCM-4}. A valid task code must be entered here, and the description will be displayed.
Task Rate	N6.2	This is a display of the rate for the task selected above.
Quantity	N6	The number of occurrences of this task within one copy of the required product. For instance a book of 100 pages may have an entry of “100” in this field in respect of the task “Print A4 both sides”. The requirements for 150 copies of the book is specified in Block 1.
Amount	N15.2	When the Quantity is entered, the system will calculate the cost of this task. If the rate per A4 is say 11c and it was defined as a (M)ultiple charge job in {FPCM-4}, then the cost in the above example would be: 100 pages x 150 copies x 11c per page = R 1650-00
Charge	A1	This field is displayed and cannot be updated on this screen. It is defined on {FPCM-4} and is used to determine how the number of copies as defined in Block 1 must be used to determine the cost of the task.
Asset Type	N4	Enter the Asset Type or leave blank to select all.
Serial	A40	The code of the machine for which this task is to be executed. The description will be displayed as well as the GLA that will be credited when the task is completed. The linking of machines to Cost Centres is dealt with under option {FPCM-3}.
GLA	A6 + A8	Displays the GLA.
Allocated to	N9	The personnel number of the person to whom this task is allocated. The number entered under option {FPCM-3} in respect of this machine will be defaulted here. If the number of the person who will eventually allocate the task can be entered. This number can be updated when the completion of the task is eventually recorded on the system.
Time Spent (Minutes)	N3	The time that this task took to complete. This field is displayed here after it has been entered under option {FPCO-2} upon the completion of the task.
Date and Time Completed	DD-MON-YYYY HH:MM	This field is displayed here after it has been entered under option {FPCO-2} upon the completion of the task.

Example:

Block 3: Authorisation of Budget Control

On the <SAVE> command the system will do all access control validation funds available for the print request and insufficient navigate to the "Authorisation of Budget Control" screen. The user must confirm this to continue with the transaction even if there are insufficient funds.Only users with the authorisation to override insufficient funds will be able to override the insufficient funds rule.

Field	Type & Length	Description
GLA Balance to Date	N15.2	Displays the GLA balance to date.
Amount to Debit	N15.2	Displays the amount to debit.
Do you Wish to Process this Transaction Even if there are No Funds?	A1	Must the budget control be overridden?.

Example:

Block 4: Asset / Income Account

Displays the Asset No and linked Income Account together with the Percentage portion setup on FPCM-1.

Example:

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
19-Jan-2007	v01.0.0.0	Anelia Terblanche	t133677	New manual format.
11-Dec-2008	v01.0.0.1	Marchand Hildebrand	t152121	Manual Correction
05-May-2009	v01.0.0.2	Charlene van der Schyff	t158343	Edit Lanauge obtained from proof read language Juliet Gillies.
03-Jun-2015	v03.0.0.0	Charlene van der Schyff	t203644	Added addtional image for Asset Income Account.