1.    To automatically associate a specific group with an account code, approval track, and/or access restrictions when they are creating a requisition:

a.    Click the Set requisition entry defaults and security link. The Requisition Entry Defaults window appears.

b.    Right-click and select Add Row. A new row appears.

c.     From the Group ID drop-down options, select the group to which you are associating automatic settings.

d.    To associate the group with a specific approval track, select it from Track ID drop-down options. When a user in the group creates a requisition, the selected approval track is automatically assigned.

e.    To associate the group with a specific account, select or enter it in the Account Code column. 

To search for a specific account, right-click and select Account Number List. The GL Master Account Codes window appears where you can search and select a specific account.

f.     To allow users in this group to select an approval track that differs from the one automatically selected, select the Allow Adds checkbox.

g.    To allow users in this group to make changes to or select an account that differs from the one automatically selected, select the Allow Changes to Account # checkbox.

h.    To prevent users in this group from seeing any requisitions other than their own, select the Restrict Requisition Access to User checkbox.

i.      Click the Save button.

j.      Click the X button to close the Requisition Entry Defaults window. The Purchasing Module Setup window reappears.

2.    To establish the starting requisition number (during your initial install) or the next requisition number to be applied to a new requisition:

a.    Click the Set initial or change next requisition number link. The Form Number Control window appears.

b.    To establish the requisition starting number, enter it in the RQ Requisitions Forms Number column.

c.     Click the Save button.

d.    Click the X button to close the Form Number Control window. The Purchasing Module Setup window reappears.

3.    From the Perform this budget check on save down-down options, select None, Error, Error YTD, Warning, or Warning YTD to determine what sort of budget check is used when saving requisitions.

·       Error options prevent users from submitting requisitions to accounts that are over budget. ·       Warning options allow requesters to submit requisitions that are over budget, but reminds them they are over budget when the request is submitted. ·       YTD options perform budgeting checking by month instead of the full annual budget and asks users if they are over the current month's year to date amount even if there are amounts remaining in the budget for the full year.

To keep your requesters from spending too quickly, you may want to use the Warning or Error YTD option. Not using the YTD option can lead to requesters spending their entire year???s budget early in a fiscal year and can impact your cash flow.

4.    To allow requestors to allocate line item(s) to different GL accounts :

a.    Click the Create GL Allocation Codes link. The Allocation Code Control window appears.

b.    Click the New button. The Allocation Code Detail window appears.

c.     In the GL Allocation Code column, enter an identification code that can be selected when allocating line items.

d.    In the GL Allocation Description column, enter a brief definition of the allocation code.

e.    In the GL Account Number column, select or enter the GL account to be associated with the allocation.

To search for a GL account, right-click and select Account Number List. The GL Master Account Codes window appears where you can search and select the appropriate account.

f.     In the Percent Allocated column, enter the percent allocation for the GL account.

The GL accounts associated with allocation code must total 100%.

g.    Click the Save button.

h.    Click the X icon. The Allocation Code Detail window closes and the Allocation Code Control window reappears.

i.      To create additional allocation codes, repeat steps b - h.

j.      Click the X icon. The Allocation Code Control window closes and the Purchasing Module Setup window reappears.

5.    To configure disbursement cycle types that allow requesters to enforce change restrictions on the requisition as it moves through the disbursement cycle:

Disbursement cycles can stop a purchase order that is created from a requisition from having additional items ordered or existing items updated.

a.    Click the Create Disbursement Cycle Rules link. The Disbursement Cycle Type window appears.

b.    Right-click and select Add Row. A new row appears.

c.     In the Disbursement Cycle Code column, enter an identification code that can be selected when implementing a disbursement cycle.

d.    In the Description column, enter a brief definition of the disbursement cycle code.

e.    From the Approval Track ID drop-down options, select the approval track for the disbursement cycle.

If the Allow Override to Approval Track checkbox is selected, the selected approval track can be overridden with another approval track.

f.     To override the automatically selected approval track assigned to the disbursement cycle type, select the Allow Override to Approval Track checkbox.

g.    From the PO Exceeds Requisition drop-down options, select how your organization will handle a purchase order that exceeds the value of the requisition from which it is created.

§      Acceptable allows the purchase order to exceed the value of the requisition from which it was created without notification.

§      Warning allows the purchase order to exceed the value of the requisition from which was created but sends a warning notification message.

§      Error does not allow the purchase order to be created unless the dollar value of the purchase order is less than or equal to the dollar value of the requisition.

§      Prevent does not allow the value of the purchase order to be altered. The value will be same as the value of the requisition from which it was created.

h.    From the Invoice Exceeds PO drop-down options, select how your organization will handle an invoice that exceeds the value of the purchase order from which it is created.

§      Acceptable allows the invoice to exceed the value of the purchase order from which it was created without notification.

§      Warning allows the invoice to exceed the value of the purchase order from which was created but sends a warning notification message.

§      Error does not allow the invoice to be created unless the dollar value of the invoice is less than or equal to the dollar value of the purchase order.

§      Prevent does not allow the value of the invoice to be altered. The value will be same as the value of the purchase order from which it was created.

i.      Click the Save button.

j.      To create additional disbursement cycle types, repeat steps b - i.

k.    Click the X icon. The Disbursement Cycle Type window closes and the Purchasing Module Setup window appears.

6.    To group selected requisition line items together when the purchase order is created, select the Group selected requisition line items together upon PO creation? checkbox.

When selected, the Create Requisition window OK To Group option is automatically selected and line items are combined into one purchase order if they are associated with the same vendor.

7.    Click Save.

Ship To codes can be used when working with requisitions and/or purchase orders. Requestors can select this code to determine where items are to be shipped.

1.    To define shipping locations on campus:

a.    Click the Define locations to ship to on campus link. The Ship To window appears.

b.    Right-click and select Add Row. A new row appears.

c.     In the Code column, enter a code that can be selected and will identify the ship to address.  

d.    In the Ship to Point column, enter the name of the location where the items are to be shipped. It can also be the first line of the address if needed.

e.    In the Address columns, enter the address lines.

f.     To define additional shipping locations, repeat steps b - e.

g.    Click the X icon. The Ship To window closes and the Purchasing Module Setup window appears.

2.    To define how items can be shipped (e.g., UPS or FedEx):

a.    Click the Define shipping terms link. The Ship Way window appears.

b.    Right-click and select Add Row. A new row appears.

c.     In the Ship ID column, enter a code that identifies the way the item(s) are to be shipped.

d.    In the Description column, enter a brief overview of the shipping ID.

e.    To enter additional shipping preferences, repeat steps b - d.

f.     Click the Save button.

g.    To close the Ship Way window, click the X icon. The Ship Way window closes and the Purchasing Module Setup window reappears.

3.    To enter the address to print on the hard copy of any requisition printed:

a.    Click the Set school's default address to print on requisitions link. The Set Address window appears.

b.    In the Institution Address to Print on Requisition section, enter the organizational name and address you want to use on printed requisitions.

Special Instructions are included at the bottom of the requisition for all vendors.

c.     Click the Save button.

d.    To close the Set Address window, click the X icon. The Set Address window closes and the Purchasing Module Setup window reappears.

1.    To create inventory profiles for items you frequently buy such as pens, paper, etc.:

a.    Click the Create initial or modify inventory codes link. The Inventory window appears.

b.    Right-click and select New Row. A new row appears.

The Vendor Name automatically displays the Inventory Master information.

c.     In the Inventory Code column, enter a code that identifies the inventory.

d.    In the Item Description column, enter a brief definition of the inventory code.

e.    In the Part Number column, enter a part number if one exists for this inventory.

f.     In the Catalog Number column, enter a catalog number if one exists for this inventory.

g.    From the Default Vendor ID drop-down options, select the vendor that typically provides the frequently ordered inventory.

To search for a vendor ID, right-click and select Advanced Search. The Name Search window appears where you can search and select the appropriate vendor.

To allow this inventory code to be available on all requisitions regardless of the Vendor ID Number, do not select a Default Vendor.

h.    In the NIGP Code column, enter the National Institute of Governmental Purchasing code assigned to the inventory if one exists.

i.      From the MSDS Status drop-down options, select the Material Safety Data Sheets safety status if one exists.

j.      From the Inventory Type drop-down options, select the appropriate accounting category if one exists.

k.    In the Unit column, enter how the item is sold, packaged, or priced. For example, a unit could be a dozen ink cartridges or a box of twenty-five pens.

l.      In the Cost column, enter the amount your organization pays for each unit. This amount may differ from the price, which may be marked up by your organization.

m.  In the Required # column, enter the number of inventory units required, if known. This information is not maintained by J1 and is for informational purposes only.

n.    In the Ordered # column, enter the number of inventory units ordered, if known. This information is not maintained by J1 and is for informational purposes only.

o.    In the Received # column, enter the number of inventory units received, if known. This information is not maintained by J1 and is for informational purposes only.

p.    In the Sold # column, enter the number of inventory units sold, if known. This information is not maintained by J1 and is for informational purposes only.

q.    In the Price column, enter the amount charged to anyone buying a unit of the inventory.

r.     If the inventory is taxable, select the Taxable checkbox.

s.     To add additional inventory, repeat steps b - r.

t.     Click the Save button.

u.    To close the Inventory window, click the X icon. The Inventory window closes and the Purchasing Module Setup window reappears.

2.    From the Create new inventory codes automatically drop-down options, select how new inventory codes are created:

o     Never means inventory codes will need to be created on the Inventory window.

o     Always means new inventory codes will be created automatically as they are defined during requisition entry so they can be reused later.

o     Show message first allows inventory codes to be created when a requester creates a requisition, but a notification message appears confirming they want to create it.

3.    From the Update existing inventory codes automatically drop-down options determine when existing inventory codes are updated:

o     Never means inventory codes must be updated on the Inventory window when prices or catalog numbers change for a specific item.

o     Always means new inventory code profiles are updated automatically as they are changed during requisition creation so they can be reused later.

o     Show message first means a notification message appears before the requester updates an inventory code during requisition creation.

4.    To allow inventory codes to be available for requestors and approvers to select from campus portal (JICS) CRM Staff, select the Display Inventory Codes in campus portal (JICS) checkbox.

5.    To include vendor-specific inventory codes in drop-down options requestors can select, select the Populate inventory code drop-downs with vendor specific inventory codes check-box. The following options become available:

a.    From the Check for vendors with lower price on requisition entry drop-down options determine if requestors and approvers can search the Inventory Master table for a vendor offering this inventory at a lower price:

§      Show Icon means J1 automatically searches the Inventory Master table for a vendor with a lower price for this inventory and when a certain savings amount is reached, a $$ icon appears next to the Line Total on the Requisitions window. The requestor or approver can click the $$ icon to view a List of Vendors with a Lower Cost report. To determine the saving amount to be reached, enter the amount in the Only tell me about vendors with a lower price when the savings would be more than this column.

§      Never means the Inventory Master table is not automatically searched for a vendor with a lower price for this inventory.

b.    To use a right-click option to check for vendors with lower prices, select the Check for vendors with price via right click checkbox.

6.    Click the Save button.

·       Set requisition entry defaults and security Click this link to access the Requisition Entry Defaults window where you can automatically associate a specific group with an account code, approval track, or access restrictions when they are creating a requisition.   ·       Assign the Requisition Number ·       Perform this budget check ·       GL Allocation Codes Click this link to access the Allocation Code Control window where you can create and update GL Allocation Codes requestors can use to allocate line item(s) to different GL accounts. ·       Group selected requisition line items together upon PO creation? Select this checkbox to group selected requisition line items together when the purchase order is created. When selected, the Create Requisition window OK To Group option is automatically selected and line items are combined into one purchase order if they are associated with the same vendor.   ·       Define locations to ship to on campus Click the link to access the Ship To window where you can define or update shipping locations on campus.   ·       Define shipping terms Click the link to access the Ship Way window where you can define or update shipping preferences like UPS or FedEx to be available for purchasing agents to choose when creating purchase orders. ·       Set school's default address to print on requisitions Click the link to access the Set Address window where you can enter or update the address to print on the hard copy of any requisition printed.

·       Create initial or modify inventory codes Click the link to access the Inventory window where you can create or update inventory profiles for items you frequently buy such as pens, paper, etc. ·       Create new inventory codes automatically ·       Update existing inventory codes automatically ·       Populate inventory code drop-downs with vendor specific inventory codes ·       Display Inventory Codes in campus portal (JICS) Select this checkbox to allow inventory codes to be available for requestors and approvers to select from campus portal (JICS) CRM Staff. ·       Check for vendors with lower price on requisition entry ·       Check for vendors with lower price via right click ·       Only tell me about vendor???s with a lower price when I would save more than this