Entering Line Information

After you have entered header information for the requisition, you are ready to enter each line of the requisition. The first step in entering a requisition is searching for an item. To search for and select an item, you must access the Item Short Name Lookup (ISN) screen. The Requisition Line 1 (RQ1) and ISN screens are linked so that information common to each will not be lost.

The Requisition Line (RQ1) screen is used to specify goods or services that you wish to purchase. The RQ1 screen is divided into five main sections of information. These sections are as follows:
 

1. Header Information:  The data in the required fields in this section (BUY ENTITY, REQ. LINE NO., REQUISITION NO.) defaults from the Requisition Header (RQH) screen. 
2. Item Information:  This section contains information about the specific item being requisitioned. 
3. Shipping Information:  This section contains information such as the date the items are to be delivered and the exact location within your agency to which they are to be delivered. 
4. Billing Information:  This section contains information about whom to charge for the goods or services you are requisitioning. 
5. Processing Options:  This section contains fields that allow you to indicate whether you want certain information to default to the RQ1 screen. It also allows you to indicate that you want to proceed to the RQ2 screen.  
  
To add optional information regarding a requisition, you may access the Requisition Line 2 (RQ2) screen from the RQ1 screen. The RQ2 screen is generally used to enter the name of the person to whom the merchandise should be delivered. 
 

To enter information regarding a requisition line, use the following steps.
 

1. From the RQH screen, press ENTER to access the Requisition Line (RQ1) screen and begin entering the requisition lines. 
2. Type ISN in the NEXT FUNCTION field and press ENTER to access the Item Short Name Lookup (ISN) screen.
3. There are two ways to select the item you want to purchase:  by permanent item or by generic item. Always look for the permanent item first:  
  • Permanent items are defined by pre-established comments, specifications, and instructions that describe the items in the NCAS. 
    Note:  Type the complete name of the item you want to look up followed by the @ symbol in the 
              SHORT NAME field. Press ENTER. A list of permanent items and corresponding item numbers 
              will be displayed by the system. For example, typewriter@ will display a list of typewriters and 
              typewriter ribbons with permanent item numbers.  
       
    Note:  If you are unsure of the spelling of an item, type a partial name followed by the @ symbol in 
              the SHORT NAME field (for example, typewr@) and press ENTER. 
      ---Do not use spaces or punctuation in the item name.  
     
      ---Prior to creating a header, you can also use the Item Comments/Specifications Inquiry (ICI) 
         screen to access detailed information about permanent items. However, if you go to the ICI 
         screen now, you will have to repeat Steps 1 through 3.  

    If the desired permanent item cannot be found, then you must search for the appropriate generic item. All services are considered generic items. 

  • Generic items are broad categories of items related to commodities that do not have comments, specifications, and instructions associated with them in the NCAS. Thus, when using generic items, you are required to input a detailed description, comments, specifications, and instructions that describe the items. 

    • Note:  Type GN before the complete name of the item you want to look up followed by the @ 
              symbol in the SHORT NAME field and press ENTER. A list of generic items and corresponding 
              item numbers will be displayed by the system. For example, GNtypewriter@ will display a list 
              of generic typewriter categories with generic item numbers.  

       
    Note:  If you are unsure of the spelling of an item, type a partial name followed by the @ symbol in 
              the SHORT NAME field (for example, GNtypewr@) and press ENTER.  

      ---Do not use spaces or punctuation in the item name. 
4. Type R next to the item you will be requesting in the ACT field and press ENTER. The system will return you to the RQ1 screen and the selected item number will be displayed in the ITEM NO. field. 
5. If you are selecting a generic item, type the item description in the ITEM DESCRIPTION field. If you are selecting a permanent item, the description will default after you have typed X in the DSP DEFAULTS field and pressed ENTER (Step 16). 
6. Type the quantity in the QUANTITY REQUIRED SKU field.  
7. For a generic item, let EA default in the SKU field or type in any valid unit of measure.

Note:  Permanent items SKU's default in and cannot be changed.
8. Type the price per unit in the UNIT PRICE field. (This field must be filled in order to commit funds.) The price must be per assigned SKU (e.g., per dozen or per case).  

Note:  The unit price should be your best guess or the price quoted if you have contacted the vendor. 
9. Type the date the items are needed in MMDDYY format in the REQUIRED DATE field (where MM = month, DD = day, and YY = year).

Note:  You can also enter the date in MMDDYYYY format. 
10. Type the three digit code that corresponds to your ship-to location in the SHIP TO CODE field.  

Note:  The ship-to code contains the address and phone number for the location where the goods or services 
          need to be delivered. This will print on the PO. 
11. Type XXPT (where XX is your agency identification number) in the PAY ENTITY field. 
12. Type your GL company number in the GL COMPANY field. 
13. Type the GL account number used for the item being ordered in the GL ACCOUNT field. 
14. If the requisition is being charged to an upcoming fiscal year, type the last two digits of the year (e.g., 02) from which you wish to encumber the funds in the MULTI YR field. 
15. Type your GL center number in the GL CENTER field. 
 
Depending on whether you want to specify a person to whom goods or services should be delivered, you must do one of two things.
 
16a. If you want to specify a person to whom goods or services should be delivered:  
  • Type X (or any other character) in the DSP DEFAULTS field. 
  • Type X (or any other character) in the CONT TO RQ2 field and press ENTER. 
    Note:  The system will display the ALL FIELDS ARE CORRECT message. If you have not completed 
              all required fields or if information is incorrect, the system will highlight your errors. Once you 
              have fixed the errors, press ENTER. You will receive the ALL FIELDS ARE CORRECT 
              message.  
     
      --- If any field is highlighted in red, correct the information in the field.  
     
      --- If the error message refers to the GL company/account/center setup, ensure that the 
          accounting distribution that you are using is correct. (You may need to request that the 
          designated authority in your agency perform GL maintenance before you can proceed.)  
  • After you receive the ALL FIELDS ARE CORRECT message, press ENTER. The Requisition Line 2 (RQ2) screen will be displayed by the system: 
  • Type the name of the person to whom the goods or services are to be delivered in the DELIVER TO field. 

    •  
  • Press ENTER to record the data and return to the RQ1 screen. 
16b. If you do not want to specify a person to whom goods or services should be delivered:  
  • Type X (or any other character) in the DSP DEFAULTS field and press ENTER. 

    • Note:  The system will display the ALL FIELDS ARE CORRECT message. If you have not completed
              all required fields or if information is incorrect, the system will highlight your errors. Once you 
              have fixed the errors, press ENTER. You will receive the ALL FIELDS ARE CORRECT 
              message.  
     

      --- If any field is highlighted in red, correct the information in the field.  
     
      --- If the error message refers to the GL company/account/center setup, ensure that the 
          accounting distribution that you are using is correct. (You may need to request that the 
          designated authority in your agency perform GL maintenance before you can proceed.)  
      
  • After you receive the ALL FIELDS ARE CORRECT message, press ENTER again. 
  • Your data is cleared except for the buying entity, requisition number, and next line number.  You may now enter the next requisition line. 
17. To add more lines, repeat Steps 2 through 16.  

Notes:  If you wish to add comments, refer to Entering Comments. 
18. Type NEXT or N in the REQUEST field of the next blank RQ1 screen and press ENTER to submit your requisition for online approval. Nexting signifies that you are finished with the requisition. 
 
 
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