Finance Requisition Vetting {FPMO1-13}

This option allows the budget officer to verify the cost centre, account and description provided by the user when creating requisition. It also allows the budget officer to identify if the requisition is for an asset item or not, if yes the budget officer then marks the line item as an asset and a notification is sent to the asset officer.

Note: User needs to be linked to group code FPDA on {FCSP-5}.

Fields in the option:

Block 1: Requisitions Item Detail

Fields on the option are on query mode, no inserts, updates or deletion can be performed. The authorized user can only Accept or Reject and complete the requisition.

Field	Type & Length	Description
Document Type	A2	Displays the document type of the document number. Pop up Menu - available on field document type. Maintain Items - Drills down to the "Buyer Quotation Maintenance" screen Item Detail Preview - Drills down to the "Item Detail Preview" screen
Document Number	A10	The document number of the unprocessed purchase order requisitions. Pop up Menu - available on field document type. Maintain Items - Drills down to the "Buyer Quotation Maintenance" screen Item Detail Preview - Drills down to the "Item Detail Preview" screen
Process Date	DD-MON-YYYY	The date in which the requisition was processed.
User	A8	The user of the unprocessed purchase order requisitions.
Buyer	A8	The buyer linked to the requisitions. The List of Values on field BUYER displays the user and name and includes the values "ALL" and "UN-SCHED". "ALL" only functions in Query-mode and lists all requisitions, whether scheduled or not. "UN-SCHED" only functions in Query-mode and list requisitions that are not scheduled (linked to a buyer). If null, no buyer is allocated to the requisition. Should the buyer drill down to maintenance module using the drill down on the document type field on an unallocated requisition, the requisition is automatically allocated to the buyer. Only unallocated requisitions and requisition linked to the buyer will be seen by the buyer in this option. To change the buyer allocated to a requisition option {FPMO1-2} should be used.

Example:

Block 2: Requisitions Item Detail

The block displays the item detail of the active requisition (the line the cursor is on in block 1). All fields on this screen are on query mode for the active item queried in block 1.

Field	Type & Length	Description
Item Status	A1	A purchase order (PO) item must be accepted or rejected by a buyer before the item can continue on the document process. To accept or reject an item the buyer will set the item status. A buyer can update the item status from the default Not Accepted to Accepted or Rejected or from Accepted to Rejected but once Rejected the item status is no-longer update able.
Creditor	N9	The creditor number of the approved creditor quotation linked to the item, if null no quotation is linked to the item.
Item Number	N8	The item number for stock, general or library items.
Description	A4000	The item description.
Item Quantity	N9.3	The requisitioned item quantity. The field is only query able for the active item queried in block 1.
Unit	A8	The unit in which the item was requisitioned.The field is only query able for the active item queried in block 1.
Unit Price	N17.2	The currency value of one unit of the item. The field is only query able.
Unit Total	N17.2	The total converted item value in local currency. The field is only query able for the item queried in block 1.

Example:

Block: Finance Requisition Vetting

Upon right clicking on the document type the user can select finance vetting to get this block.

Field	Type & Length	Description
Document Type	A2	Displays the document type of the document number. Pop up Menu - available on field document type. Maintain Items - Drills down to the "Buyer Quotation Maintenance" screen Item Detail Preview - Drills down to the "Item Detail Preview" screen
Document Number	A10	The document number of the unprocessed purchase order requisitions. Pop up Menu - available on field document type. Maintain Items - Drills down to the "Buyer Quotation Maintenance" screen Item Detail Preview - Drills down to the "Item Detail Preview" screen
Document Status	Drop down	The status of the document
Budget Status	A8	Budget status
Accept All	Button	The user can Accept all the requisitions awaiting approval using this button
Reject All	Button	The user can Reject all the requisitions awaiting approval using this button
Complete	Button	Complete the requisition by clicking on this button
Year	A4	The present financial year
Cycle	A2	The present financial cycle
Processed Date	DD/MON/YYYY	The process date of the unprocessed purchase order requisitions.
Total	Display	The display field of requisition total amount
Financing	A2	The financing flag indicates the relationship/partnership of the GLA's financing the item. The system supports the following relationships: Quantity - Each GLA will finance a specific number of units. Percentage - Each GLA will finance a percentage of the total cost of the item irrespective of the number of units. Cost - Each GLA will finance an amount of the total cost of the item irrespective of the number of units. Total cost implies the item quantity multiplied by the VAT inclusive unit price of the item in creditor currency. The default financing method is quantity.
Cost Centre	A6	Cost centre of the GLA. This is maintained in {FCSO-1}.
Account	A8	Account of the GLA. This is maintained in {FCSO-3}.
Budget control	Display	The Budget Status of items are displayed in this column. Display values are Incomplete Information, Sufficient, Insufficient, Forced or Rejected. The displayed budget status of an item is updated when the user clicks the "Complete Button" or the user "Forces" or "Rejects" a the item using the "Override Insufficient Funds" application. The user can only change value Insufficient to Forced or Rejected if the user has a Yes in Override Insufficient Rule field of option {FCSM-5} and the document is not yet used in a higher hierarchy document.
Store	A2	Supply a valid store code for the item if the item type is Stock This fields is not a data base field. The store code defaults the store code from the stock number list of values. On query this field displays the store code linked to the master record of a store item. Store codes are defined under option {FPMM-22}. A list function of the store code will display all the valid store codes and descriptions for the item code.
Item Type	A1	requisitioned items can either be Defined or Not-Defined. General Items, Stock Items, Package Items and Library items are defined items. Defined Items General items are goods or services defined but not held as stock. The requisition if copied to an order should result in an order to procure the item from a vendor. Stock items are goods held in stock and the requisition thereof if copied should result in a stock issue. Library Items are items created in the library system and if copied to an order should result in an order to procure the library items from a vendor. Valid values are G, S or L G - General Items are maintained in {FPMM-3} S - Stock Items are maintained in {FPMM-23} L - Library Items are maintained in {LCAO-1} Not Defined Items Items not defined on the ITS System. No code structures exist from which to derived the description, approved creditor, prices etc for the item. Pop Up Menu- available on field item number if item type is Stock or Not Defined. requisition Type - The menu is only available if the item type is N (Not Defined) or S (Stock). On selecting the option a pop up screen appears. Cheque requisition - On selecting a cheque requisition the user drills down to the "Maintain Cheque Requisitions" screen. On returning to the screen all fields on this screen are set by the cheque requisition. Purchase Order requisition -The default is Purchase Order Stock Issue requisition - The default the is Stock Issue. Stock Purchase requisition - If a requisition to purchase a stock item is copied to, the item requisition results in an order to purchase the stock item. Create Package - Selecting the option pops up a screen where the user can requisition to order or issue the components of a package item.
Mark item as asset	Check box	Tick the tick box if the item is an asset item.

Example:

Processing Rules
	No special processing rules

History Of Changes

Date	System Version	By Whom	Job	Description
18-Dec-2019	v04.1.0.0	Ndivhanga Mushando	t241227	New manual format