Maintain Requisitions {FPMO1-1}  

This option allows for the input and maintenance of Requisition documents.

The option consists of two blocks with drill downs on related fields to access further functionality.
The user is able to process purchase order requests, stock issue requests and payment requests in the option. Should the user require additional functionality due to the complexity of the request the functionality is available on related fields on pop up menus. Drill downs are invoked by right clicking on a field.

The user creates a requisition item by entering the basic elements of a request, namely:

• How much of the item is required (quantity and unit fields i.e. 10 kg)?
• What is required (description of the item) ?
• Who is funding the item (Expense GLA)?
• What will it cost (item quotations, approved creditor, item unit price)?
• Buyer information (item quotations, approved creditor, item unit price etc) can either be entered by the requester or by a dedicated buyer function.
• Should the requested item be a stock item the unit price information will default from the item definition.
• Should the item be a general item the unit price information could default from the item definition depending on the item definition and system operational definition.

Requisitions may be printed via option {FPMOR2-3} if the document status is  Normal.

• This is the entry point for the user when creating a requisition.
• The user either creates a new requisition document or queries an existing document to be maintained.
• Only update able documents in the status Processing, Change or Normal can be maintained or viewed in this program.

Field	Type & Length	Description
Document Number	A10	Document number may be entered by the user or can be generated by the program. To automatically generate a document  number the system operational definition code AR must be set to (A)automatic or (B)oth. Auto generated numbers (consisting a prefix and number) are maintained in the option Auto Generated Numbers {FCSM-3}. A requisition number is obtained by the program from the Auto Generated Numbers where the code equals  "K2 - PM / SE REQUISITION NUMBER".  To manually allocate a document number to a requisition the system operational definition code AR must be set to (M)anual or (B)oth. If set to (M)anual the user is required to enter a document number.   If set to (B)oth the user may manually enter a document number else on enter or navigation from the field the program will allocate the number from the auto generated numbers.  Pop up Menu - available on field document number. LOV Document Numbers - The list of values is only available in query mode and list requisition document where the processing status is Processing or Change. Change Commodity Code - By pre-setting the commodity code the user reduces the list of values on the item number field thus assisting the user in a quick selection of general an stock item requests. Document Detail - Selecting the option drills down to the Document Detail screen. Do Budget Control - Selecting the option performs budget control on the document. Duplicate Documents - Selecting the option pops up a second menu where the user can select to do a reference copy or copy. Copy - Selecting the option drills down to the "Item Copy " screen.   Repeating Documents  - Selecting the option drills down to the "Repeating Documents" screen.   Allocate Buyer - Selecting the option pops up a screen where the user can allocate a buyer to a requisition. The list of values on the buyer field on the screen will list the user and name of users with buyer privileges. Maintain Buyer Information - Selecting the option drills down to the "Buyer Quotation Maintenance" application {FPMO1-3}. Maintain Insufficient Funds - Selecting the option drills down the "Override Insufficient Funds" application {FPMO1-4}. Maintain Approvals - Selecting the option drills down to the Approvals application {FPMO1-5}.
Document Type	A2	Displays the document type description of the document. Only document type 'R' is allowed in this option.
Document Status	A1	Display the document status. The following document statuses exist. Processing  Verification Buyer verification Cheque Verification Funds Approval Normal Change
Budget Status	A1	Display the Document Budget Status.
Year / Cycle	N4, N2	Displays the year and cycle of the document. When a requisition document is created the year and cycle defaults from the current PM subsystem year and cycle. If the user is linked to the restriction FPFD then the user is allowed to change the year to the next year using the "Document Detail" application.
Process Date	DD-MON-YYYY MM:SS	Display the process date of the document created. The default of this field is the current system date.  The user is not allowed to change the date.
Total	N15.2	Display the document total VAT inclusive in local currency.
Complete	Button	The user indicates that the users have completed the input of the request and that the document is ready to become a financial document. On clicking the Complete Button a validation program is started to validate that all the required fields on the document has been completed according to the system rules. If successful the document status is update to the next status in the document life cycle.  For document statuses also see Complete Button.

• This block is used to maintain requested items.
  
• There can be up to 999 items per document.
• The unique key of this block is Document Number,Document Type and Line Number.
  

Package items cannot be ordered from a supplier but its components can. By defining a package the user can create a request to order the components of the package. The request can then be copied into a number of orders to be supplied to the institution. Once the items are received from the suppliers the stock levels of the individual items are adjusted through the GRV process. The user can create a request for the issue of the components of a package directly to students or staff or the components can be packaged as a single item and issued as a single item but the components are returned to the store as individual stock item. On completing the request type, store, package item, quantity, and if an issue request the expense GLA, the system will insert the components of the package as separate items of the request. Once the components are created in the request the user may maintain the items on the request.