eRequisitions User Manual - Greentree Business Software

User Manual

eRequisitions - Powered by Greentree eRequisitions Module Page

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eRequisitions - Table of Contents

How to use this manual ............................................................................... 4

Overview .................................................................................................... 4

Introduction to eRequisitions ...................................................................... 5

Overview .................................................................................................... 5

Navigation .................................................................................................. 6

How to access and exit eRequisitions ............................................................. 7

How to change password for eRequisitions ...................................................... 9

eRequisitions Layout ................................................................................. 10

Overview ................................................................................................... 10

Main Menu ................................................................................................. 11

Requisition Detail Sub-Menu ........................................................................ 17

Approval Sub-Menu .................................................................................... 23

Delegates .................................................................................................. 25

eRequisitions Functions ............................................................................ 26

Overview ................................................................................................... 26

Requisition ................................................................................................ 27 View ................................................................................................................................................... 27 New .................................................................................................................................................... 29 Change .............................................................................................................................................. 31 Hold .................................................................................................................................................... 33 Release.............................................................................................................................................. 34 Cancel ................................................................................................................................................ 35 UnCancel .......................................................................................................................................... 36 Delete ................................................................................................................................................ 37 Submit ............................................................................................................................................... 38 UnSubmit ......................................................................................................................................... 39 Approve ............................................................................................................................................ 40 Reject ................................................................................................................................................ 42 Search ............................................................................................................................................... 44 Copy ................................................................................................................................................... 45 My Purchase Orders ..................................................................................................................... 47 Generate PO .................................................................................................................................... 48 Show Purchase Orders ................................................................................................................ 49 Email PO Purchase Orders ......................................................................................................... 50 Attachments .................................................................................................................................... 51

Requisition line........................................................................................... 53 View ................................................................................................................................................... 53 New .................................................................................................................................................... 54 Change .............................................................................................................................................. 59 Cancel ................................................................................................................................................ 60 UnCancel .......................................................................................................................................... 61 Delete ................................................................................................................................................ 62 Submit ............................................................................................................................................... 63


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UnSubmit ......................................................................................................................................... 64

Purchase Order .......................................................................................... 65 View ................................................................................................................................................... 65 Approve ............................................................................................................................................ 66 Reject ................................................................................................................................................ 68

AP Invoices ................................................................................................ 69 View ................................................................................................................................................... 69 Approve ............................................................................................................................................ 70 Reject ................................................................................................................................................ 72

Inventory .................................................................................................. 73 Search ............................................................................................................................................... 73

Glossary .................................................................................................... 74


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How to use this manual

Overview

Introduction This manual has been written to assist in using the eRequisitions

system.

Access aids There are various access aids to help you to find the information

required.

Table of Contents – The listing of this manual’s content,

which is located at the front of the manual.

Topic titles – The major headings on each page, for

example, the heading “How to use this manual” located on

this page.

Block labels – The minor headings on each page for

example, the heading “Access aids” located on this page.

Requirement The user must ensure they have Adobe Acrobat Viewer Version 4 or

above installed on their computer in order to display this PDF user

manual correctly.


5

Introduction to eRequisitions

Overview

eRequisitions is a web-based connection to the Greentree

Requisitions system used for capturing Requisition entries

electronically.

The system gives real-time access to both enquiry and data entry

functions. These functions are:

Requisitions: A Requisition is the finished combination of a

Requisition header and a number of Requisition lines that

have been entered by the user in order to document

requests for internal or external purchases. eRequisitions

allow you to view your / Team / All Requisitions, perform a

search on Requisitions and Add a new Requisition.

eRequisitions make use of Greentree Approvals and

Attachments functionality.

Inventory: The inventory search function enables the

eRequisitions User to perform a search on the Inventory

items within the Greentree database. You can define filters

to limit the number of Inventory items retrieved. Inventory

detail, Locations, Suppliers and attachments can be viewed.

Requisitions can be created directly from the inventory

detail screen.

Note: Each eRequisitions user needs to be configured for

eRequisitions in the User Preferences within Greentree. Please refer

to the How to access and Exit eService section of this document to

view Login options and requirements.


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Navigation

Introduction eRequisitions provides a variety of navigational tools that will assist

the user in moving around the system quickly and easily, including:

Mouse and keyboard

Data entry

Common buttons

Mouse and keyboard – the user can use the keyboard to perform

the same actions as the mouse. Some important keyboard actions

are described below:

Keys Description

Links A link is an underlined word that can be selected

using the mouse or enter key. Once actioned, a

pop up list / window opens.

Example: Requisition ID 1001 - will display the

details for the Requisition;

! Display the online help for the Explorer program.

Ctrl Alt Toggles between eRequisitions and other open

Windows applications.

Data entry – data can be entered into the field on a screen by

three different ways; by direct entry, from a drop down list or pop

up list.

Direct entry – to enter text into a field place the cursor

inside the field and type in the data.

Drop down list – this is a drop down list button. When

selected, it displays a list of values. Select a value and it

will display into the selected field.

Pop up list – when a binoculars icon is clicked on a search

pop up list box is shown. Enter search criteria, select the

‘Go’ button and a list of options is displayed. The user

selects an option by using their mouse and once selected

the option will appear in the relevant field.


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How to access and exit eRequisitions

Introduction There are two ways you can access the eRequisitions, through your

local LAN or through the Internet.

Conditions The user must be set up in the Greentree Preferences and have

Microsoft Internet Explorer version 5 or later to access the

eRequisitions.

Procedure How to log on:

1. From Microsoft Internet Explorer screen.

2. Select the File menu, select Open.

3. Enter the applicable eRequisitions Location based on how

access has been setup;

Access from the Local LAN - type the computer name

eg. http://servername/eRequisitions

Access over the Internet - type the fully qualified domain name

(FQDN)

eg. http://www.mycompany.com/eRequisitions

4. Select OK.

If the.… Then….

eRequisitions Log in screen you have

appears. accessed

the eRequisitions

site.

Continued on the next page


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5. Enter the User Name or Email address, Password and select

Log In.

If the.… Then….

eRequisitions Main screen you have

appears. accessed

eRequisitions.

Please note: The User Name and Password is the user’s regular Greentree

username and password as setup in User Preferences, accessed via

the System / Utilities / User Maintenance / More Preferences

button.

Company defaults to the Default Company set in the eRequisitions

eGreentree.ini file. This file also hosts a settings ‘Show Company’

which determines if the Company field is displayed on the

eRequisitions Login screen. If ticked, the Company is displayed and

you can select the Company you require. If not ticked, the Default

Company is used.

The Logged-in User is displayed in the top right corner of every

eRequisitions screen.

Result: You have accessed eRequisitions.

Procedure How to exit:

1. From any eRequisitions screen menu bar select the Logout link.

If the.… Then….

eRequisitions Logout screen you have logged

appears out of

eRequisitions

Please note: If any changes are pending, the system will not save before

exiting. The user needs to save any changes prior to logging out

otherwise changes will be lost.

Result: You have logged out of eRequisitions.


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How to change password for eRequisitions

Introduction This section explains how a user changes the login password.

Conditions The user must be set up in the Greentree Preferences and have

Microsoft Internet Explorer version 5 or later to access the

eRequisitions.

Procedure How to change the password:

From the Main screen:

1. Select the Change Password icon.

2. Enter the old password, press tab to move between fields

as required.

3. Enter the new password.

4. Re-enter the new password to confirm.

5. Press the Change Password button.

Result: The user password has been changed.


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eRequisitions Layout

Overview

eRequisitions consists of a number of Menus: A Main menu and a

number of sub-menus. The Menus consist of a number of Icons,

each representing an eRequisitions Function. You can customise

the availability of the icons through the Web Menu Configuration

feature in Greentree, located in SCM > System > eRequisitions >

Web Menu Configuration. The Web Menu Configuration screen

allows you to select the applicable menu, then the menu option

(icon) and to turn the visibility of the option on and off. You can

also update the Caption of the Icon.


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Main Menu

Introduction The key functions and buttons are explained in the following

diagram.

Main Menu Icons Summary Header Menu Bar

Current Date

Menu Bar The menu bar contains the generic menu items, which needs to be

available from all menus in eRequisitions.

Main Menu – Gives access to the eRequisitions Main Menu.

The Summary screen is displayed.

My Reqs – Gives access to the eRequisitions Main Menu.

The My Requisitions screen is displayed, listing the

eRequisition User’s Requisitions.

Approvals – Gives access to the eRequisitions Main Menu.

The Approvals screen is displayed, listing all the

Requisitions awaiting approval.

My Purchase Orders - Gives access to a table of PO Purchase Orders generated from requisitions that were entered by the logged in user. The Purchase Orders could have been generated by another user.



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Change Password – Allows the user to change their login

user password. Your password is maintained through entry

of the old (current) password, as well as the new password

you wish to use. You have to re-enter the new password

for confirmation.

Help – Gives access to this eService User manual.

Log Out – Closes the user’s current eRequisitions session

and returns to the Login screen.

Main Menu Icons Enables access to the eRequisitions functions and sub-menus.


My Requisitions

Displays the eRequisitions User’s list of Requisitions. The Requisitions are displayed for the Status selected.

Team Requisitions

Displays the list of Requisitions for the eRequisitions User’s Team.

The Requisitions are displayed for the Status selected. This icon is available if the user is authorised to view team requisitions.

All Requisitions

Displays all the Requisitions for the Company. The Requisitions

are displayed for the Status selected. This icon is available if the user is authorised to view all requisitions.

Inventory Search

Allows you to perform a search on Inventory items, view the

detail of a specific item and to create a Requisition for the

selected Inventory Item. You can do a normal search or a Tree

search:

Normal Search

o By

Item Code

Keywords

Description

Alias

Barcode

o Supplier

o Location

Tree Search

o Inventory Tree

o All criteria for ‘Normal Search’ is available

This icon is available if the Company with which the eRequisition

User accesses eRequisitions, is licensed to make use of the IN

(Inventory) module.


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Add

Allows you to create a new requisition. This icon is available if the

user is authorised to add Requisitions.

Requisition Search

Allows you to perform a search on Requisitions. The following

criteria fields are available:

o One of the following:

Requisition ID

Requisition Date

Expected Date

Narration

o Supplier

o Branch

o Location

o View (All, Team, Mine) o Status

Approve Requisitions

This menu item lists all Requisitions awaiting approval for your

default Approval Branch, as set in SCM User Preferences. If a

default Approval Branch is not defined, then all Requisitions

awaiting approval is displayed for the View option selected. You

can drill-down on the Requisition ID to view the detail of a specific

Requisition. The Requisition Detail screen allows you to approve or

reject the Requisition. Once approved, Requisitions within

Greentree can be selected to automatically generate official

Greentree Purchase Orders, which are reflected in the General

Ledger, Accounts Payable and Job Costing Modules.

Note: The approvals function is available if the Approvals Method

is selected in the SCM, System, Module Control screen within the

Requisitions tab and the User is authorised to change Requisitions

in Greentree User Preferences, SCM, Privileges tab and Requisitions

tab > Can Approve Requisitions. Also, the Requisition’s status needs to be ‘Entered’, ‘On Hold’ or ‘Submitted’.

Create Requisition – Creates a Requisition for the selected

Inventory item. The Requisition is pre-filled with the IN

Item detail.

Save Requisition – The Requisition Header of the new Requisition is saved.

Approve Line Items – The displayed line items are approved.

Delegates

Approvers can manage their Approval delegates within eRequisitions.

This is the equivalent of assigning delegates in User Preferences >

Workflow > Approvals & BPM in Greentree. This enables you to select

delegates that are allowed to approve items on behalf of the Greentree User for whom the User Preferences are set.


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Current Date Displays the current system Date.

Header The Header provides a caption for ‘what’ is displayed on the screen,

for example: ‘Detail for Requisition Number 1015’.

Summary Gives a summary of the eRequisition user’s Requisitions. Drill-down

on the record count to view the relevant list of Requisitions. For

example: 4 – Entered requisitions waiting to be submitted. Click on

the 4 to view the list of 4 requisitions waiting to be submitted.

Requisition Fields

A Requisition is the combination of a Requisition header and any

number of Requisition lines that have been entered by a user in

order to document requests for internal or external purchases.

The following fields are available on a Requisition:

The Requisition number is automatically generated by the system.

The Branch field is used to apply this Requisition to a particular Branch within

the company when Requisition entries are created. Branch is a required field.

Requisition Date confirms the actual Date that the Requisition was entered.

The default for each new Requisition is the current system Date – the user can

however manually enter another valid Date for the Requisition at this time.



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Expected Date is the Date on which receipt of the Requisition is expected.

The default for each new Requisition is the current system Date plus the

default Requisition lead time (days) as set within the Greentree, SCM, System,

Module Control menu on the Requisitions tab. Expected Date defaults to the

Requisition lines.

The Urgent flag enables the user to indicate if the Requisition is urgent.

The Location field is used to apply this Requisition to a particular Location

within the company.

The Discount % field is used to apply a discount to this Requisition, which in

turn defaults to the Requisition lines.

The Currency field enables the user to select the relevant natural currency

from the drop down list to indicate the currency for the Requisition. The

currency rate displays the exchange rate associated with the currency

selected. Requisition Type Maintenance in Greentree hosts a settings ‘Default

this Currency on Requisition’. If ticked, the selected Currency for the

Requisition Type will default on a new Requisition.

The Rate Fixed flag enables the user to indicate if the currency rate is fixed

for the currency related to the Requisition.

The Status field displays the current status of the Requisition and is read

only.

The On Hold flag enables the user to indicate if the Requisition is on hold –

when selected the status is set to ‘On Hold’. A Greentree User Preference

dictates whether this is available to the user to change.

The Default Supplier Code, Alpha and Name fields are used to apply this

Requisition to a particular Supplier, which in turn defaults to the Requisition

lines. Alpha and Name are display only.

The Delivery Details enables the user to select either the Company, Branch,

Warehouse or Other delivery address for the Requisition. The Address, Post

Code, Contact Name, Phone Number and E-mail fields default based on the

delivery address selected, with the relevant details recorded in Greentree. A

default delivery address can be set within Greentree, SCM Module Control,

Requisitions tab.

The Requested Date confirms the Date the Requisition items are required by.

The default for each new Requisition is the current system Date – the user can


The Shipped Date confirms the Date the Requisition items were sent. The

default for each new Requisition is the current system Date – the user can


The Narration field allows the user to enter lines of free form text. The text

typed into the field appears in the Requisition narration within Greentree. The

length of the Narration field is set in eRequisitions.ini.



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The Discount, Net, Tax and Total fields display the totals for the Requisition

and are read only. These can be hidden per user by changing Greentree User

Preferences.

The File Name, Size and Summary fields display the attachment details for

files / documents added to the Requisition. A user is able to click on an

attachment line to open or save the attachment.

Please refer to the Requisition Detail Sub-Menu section of this Help Document

to view the list of Requisition Line Fields.


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Requisition Detail Sub-Menu

Introduction The Requisition Detail sub-menu is displayed after drill-down on a

Requisition ID to view the detail of the Requisition.

Sub Menu Icons Req Header detail Req Totals Grid detail

Sub Menu Icons


Change

Allows the user to change the detail of a Requisition. The

Requisition Header fields are enabled for maintenance. You can

drill-down on the Line number of each line to gain access to the

detail of the specific Requisition line for maintenance. This icon is

available if the user is authorised to Change a Requisition and if the status of the Requisition is not ‘Cancelled’ or ‘Processed’.

View

Allows the user to view the Requisition Detail. The Requisition

Header, all the Requisition lines and the Requisition Totals are

displayed. The list of existing Attachments is displayed. You have the ability to add additional attachments, if required.


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Submit

Allows the user to submit a requisition to be approved. This

feature auto selects all Line items for approval. You can de-

select the items as required. Once submitted, the ‘Submit’

icon is removed from the Sub-Menu. This icon is available if

the user has permission to change a Requisition and the

status of the Requisition is ‘Entered’ or ’On Hold’ and the

user has permission to release holds.

Cancel Line

Allows the user to cancel a Requisition line. The cancelled line

is displayed in red and Status is updated to Cancelled. This

icon is available if the user is authorised to Change a

Requisition and if the status of the Requisition is not ‘Cancelled’ or ‘Processed’.

Delete Line

Allows the user to delete a Requisition line and or Requisition

Header when no lines are recorded. The delete is permanent.

This icon is available if the user is authorised to Change a

Requisition and if the status of the Requisition is not ‘Cancelled’, ‘Processed’ or ‘Submitted’.

Add Line

Allows you to create a new line for an existing Requisition. This

icon is available if the user is authorised to Change a Requisition

and if the status of the Requisition is not ‘Cancelled’ or ‘Processed’.

Save Requisition – Saves the added or changed

Requisition Header.

Binoculars Allows the user access to a search screen for the relevant field.

Save Line – Saves the new Requisition line item.

Generate Purchase Order

Allows the user to create a Purchase Order in Greentree for the

displayed Requisition line items. A Purchase Order is created per

Supplier. Once the PO/s are generated, the list of Purchase

Orders for the Requisition is displayed. The Requisition’s status is updated to ‘Processed’.

UnSubmit

Allows the user to unsubmit a submitted requisition. This

feature auto selects all Line items to be unsubmitted. You

can de-select the items as required. If not all items are

unsubmitted, then the Requisition header status is updated

to Entered and the unselected line items remain submitted.

This icon is available if the user has permission to unsubmit

a Requisition.


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Header detail Displays Requisition number, Branch, Requisition order, Supplier,

delivery details and line details when viewing, adding or changing

selected lines.

Requisition total detail Displays the Requisition (total for all Requisition lines)

discount, net, tax and total values.

Grid Detail Grid details – Displays Requisition line details that make up the

Requisition.

Requisition Line Fields

A Requisition line is a single line on a Requisition. Requisition lines capture

one item: asset, General Ledger, inventory, Job costing or non-stock code,

requested for internal or external purchase. A Requisition line consists of the

following fields:

The Catalogue Item field enables the user to select a product or service

available from the Organisation’s Suppliers.

The Line Type field enables the user to select the relevant line type from the

drop down list to indicate the Requisition line type. Valid options are: Asset,

General Ledger, Inventory, Job costing and Non-stock Code.

The Tax Type field enables the user to select the relevant type from the drop

down list to indicate whether tax is applied to the Requisition line inclusively or

exclusively. Tax Type defaults based on Greentree, User Preferences, SCM,

Requisitions tab: ‘Default Tax Type’.

The selected Tax Code rate is displayed within the tax % and is used to

calculate the tax field amount. The default tax code is from the Greentree

Company maintenance or the Line Item record when the Line Item is selected

(e.g. Inventory Item) or Supplier maintenance defaults if setup when Supplier

code entered.


Save Line and Update Total – Saves the changed

Requisition line item and updates the Requisition total.

Cancel Line items – Cancels the selected line items.

Delete Line items – Deletes the selected line items.

Submit Line items – Submits the selected line items.

Attachments - Allow the user

to add, open and save

relevant documentation to

Requisitions that will be

submitted through to the

Greentree Requisitions.

Generate PO – Creates a Purchase Order per Supplier for the Line items listed on the Requisition.


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The Status field displays the current status of the Requisition line and is read

only.

Fixed Asset

The Code and Description fields are used to request a particular Fixed Asset

for the Requisition line.

The Analysis Group field is used to apply this Fixed Asset for the Requisition

line to a particular analysis group. This field is display only.

The Sub-Code field is used to apply this Fixed Asset for the Requisition line to

a particular sub-code. This field is display only.

The Reference field allows the user to enter a reference code applicable to

the Fixed Asset for the Requisition line.

General Ledger

The Account field is used to allocate a particular General Ledger account for

the Requisition line.

The Company field is used to apply this General Ledger account for the

Requisition line to a particular company.

The Qty Account checkbox indicates if the General Ledger account for the

Requisition line is based on quantity.

The Short Code and Description fields are shown for the General Ledger

account selected. These fields are display only.

The Sub-Code field is used to apply this General Ledger account for the

Requisition line to a particular sub-code.

Inventory

The Code and Description fields are used to request an inventory item for

the Requisition line.

The Location field is used to apply this inventory item for the Requisition line

to a particular Location.

The Unit field enables the user to select the relevant unit from the drop down

list to indicate the measure applied to the inventory item for the Requisition

line.

The Allocated Job and Description fields are used to apply this inventory

item for the Requisition line to a particular Job code. These fields are display

only.

Job Costing

The Code and Description fields are used to allocate a particular Job costing

code for the Requisition line.



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The Activity Code and Description fields are used to apply this Job code for

the Requisition line to a particular activity code.

The Work Centre and Description fields are used to apply this Job code for

the Requisition line to a particular work centre.

The GL Account and Description fields are used to apply this Job code for

the Requisition line to particular General Ledger account.

Non-Stock Code

The NS Code and Description fields are used to allocate a particular non-

stock code for the Requisition line.

The GL account and Description fields are used to apply this non-stock code

for the Requisition line to particular General Ledger account. These fields are

display only.

The Sub-Code field is used to apply this non-stock code for the Requisition

line to a particular sub-code.

The Qty Account checkbox indicates if the non-stock code for the Requisition

line is based on quantity.

Data

The Supplier code, Alpha and Name fields are used to apply this Requisition

line item to a particular Supplier. Supplier defaults from the Requisition

header. Supplier Alpha and Name fields are display only.

The Quoted Price checkbox indicates if the price for the Requisition line item

is based on a Quote and when selected disables the Price field.

The Qty Requested field enables the user to enter the quantity relevant for

the Requisition line item that is required.

The Discount % field is used to apply a discount to this Requisition line item,

which defaults from the Requisition header.

The Tax % field is read only and displays the applicable tax rate for the tax

code selected for the Requisition.

The Expected Date field is the Date on which receipt of the Requisition is

expected. The default for each new Requisition is the current system Date

plus the default Requisition lead time (days) as set within the Greentree, SCM,

System, Module Control menu on the Requisitions tab. This field defaults from

the Requisition Header.

The Price field enables the user to manually enter the price for the Requisition

line item or defaults when the Requisition line item is setup within Greentree

with a price.



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The Discount field displays the calculated discount applicable to the

Requisition line item based on the discount % field.

The Tax field is read only and displays the calculated tax applicable to the

Requisition line item based on the tax % field.

The Line Total field is read only and displays the total for the Requisition line

item.

The Narration field allows the user to enter lines of free form text. The text

typed into the field appears in the Requisition line item narration within

Greentree. The length of the Narration field is set in eRequisitions.ini.


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Approval Sub-Menu

Introduction The Requisition Approval sub-menu is displayed after selecting the

Approve Requisitions icon on the Main Menu and drill-down on the

Requisition that you wish to approve / reject.

Sub Menu Icons Req Header detail Req Totals Grid detail

Sub Menu Icons


Approve

Allows the user to approve a Requisition. You can drill-down on

the Line number of each line to gain access to the detail of the

specific Requisition line. This icon is available if the user is

authorised to approve the Requisition and if the status of the

Requisition is ‘Entered’, ‘On Hold’ or ‘Submitted’.

View

Allows the user to view the Requisition Detail. The Requisition

Header, all the Requisition lines and the Requisition Totals are

displayed. The list of existing Attachments is displayed. You have the ability to add additional attachments, if required.


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Reject

Allows the user to reject a Requisition. You can drill-down on the

Line number of each line to gain access to the detail of the

specific Requisition line. This icon is available if the user is

authorised to approve the Requisition and if the status of the Requisition is ‘Entered’, ‘On Hold’ or ‘Submitted’.


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Delegates The Delegates icon is available if the user has their eRequisitions User Preference

"Allow delegates management" selected.

If displayed, this allows you to add and remove users as your delegated approvers.

The names of the login user's approval delegates are listed in the table.

Remove

To remove delegates, tick the checkbox for each of the users to be removed, and

click the "Remove" button

Add

To add a delegate, enter the name of the required user. Their email address, if it

exists, is displayed. Click the "Add" button to add them to the list of delegates.

Alternatively, click the binoculars on the name field to open a search screen of users.


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eRequisitions Functions

Overview

Introduction This section explains how to perform each of the functions within

eRequisitions.

In this section This section is divided into the following topics:

Requisition

View

New

Change

Hold

Release

Cancel

UnCancel

Delete

Submit

Approve

Search

Generate PO

Show Purchase Orders

Email PO Purchase Orders

Attachments

Requisition line

View

New

Change

Cancel

UnCancel

Delete

Submit

Approve

Inventory

Search


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Requisition

View

Introduction This section explains how a user gains access to the detail of an

existing Requisition Header.

Conditions None

Procedure From the Main screen:

1. Select the My / Team / All Requisition icon.

2. The Entered and Onhold Requisitions screen is displayed,

listing the Requisitions with status ‘Entered and OnHold’,

by default.

3. Select the relevant Status.

4. The list of Requisitions is updated based on the Status

selected.

Please note: The selected status is matched against the Requisition Header as

well as the Requisition Line items. The Requisition is listed if any

one of the Header or Line Items matches the selected Status.



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5. Select the Requisition ID for the Requisition Header you

wish to view.

Result: The selected Requisition’s header and summary of line

items are displayed.

6. Click on the Security tab to view the Assigned User and

Assigned Team.

7. Click on the Custom tab to view the Trees and User-

defined fields.


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New

Introduction This section explains how a user creates a new Requisition Header.

Conditions This menu item is only available if the eRequisitions User has

permission to create a Requisition. Authorisation is set in

Greentree, under User Preferences.


1. Select the Add Requisition icon, an adding a new

Requisition screen will appear.

2. Select the relevant Branch code from the Branch drop down list, press tab to move between fields as required.

3. Requisition Type defaults to the Default Requisition Type

for the User, as defined in Greentree, User Preferences,

SCM, Requisitions, Default Req Type. Select another

Requisition Type, if applicable.

4. Tick the urgent checkbox (if applicable).

5. Enter the relevant Location, accept the default or select

from the drop down list the Requisition Location.



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6. Enter the relevant discount.

7. Currency defaults from the Requisition Type. You may

select a different currency from the drop down list.

8. Enter the relevant currency rate or accept the default.

9. Tick the rate fixed checkbox (if applicable).

10. Tick the on hold checkbox (if applicable).

11. Enter the Supplier code required for this Requisition or

select the binoculars link to search Suppliers using the

Supplier code, sub code and name as your selection

criteria (if applicable). If the Requisition Type is set to

have the Supplier Mandatory, then the system checks

upon save of the Requisition that a Supplier has been

entered.

12. Select the Company, Branch, Warehouse or Other delivery

details for the Requisition. Delivery details option defaults

from Greentree, Purchase Orders Module.

13. Enter the delivery details; contact name, phone number,

e-mail, requested Date and shipped Date or accept the

default setup.

14. Type free form text into the Narration field. Note: The

length of this field is set in eRequisitions.ini.

15. Click on the Security tab to view the default Assign

Security settings. The default is set to the eRequisition

User and the eRequisition User’s Default Team. If you

have the authorisation to maintain security, then you can

select another User / Team if required.

16. Click on the Custom tab to maintain the Requisition Trees

and / or User-defined fields.

17. Press the Save Requisition button.

Result: A new Requisition header has been created.

Please note: This process sets the Requisition status as entered (unless On Hold

is selected) and a Requisition record is created within Greentree,

SCM.


31

Change

Introduction This section explains how to change a Requisition header.

Conditions This menu item is only available if the:

eRequisitions User has permission to change a Requisition.

Authorisation is set in Greentree, under User Preferences.

Status of the Requisition is NOT ‘Cancelled’ or ‘Processed’.

The number, currency and currency rate of an existing Requisition

header cannot be changed from within the Requisition change

screen. If these details are incorrect the Requisition needs to be

deleted and a new Requisition created with the correct information.

For information on how to delete a Requisition refer to the

Requisition, Delete page within this manual.


1. Select the My, Team or All Requisitions icon.

2. Select the required status from the drop down list or

accept the default to filter the Requisitions listed.

3. Select the Requisition ID link to open the Requisition to be

changed.

4. Select the Change Requisition icon.

5. The Change Requisition page is displayed.


32


6. Change the Requisition header details as required.

7. Click on the Security tab to view the Assign Security

settings. If you have the authorisation to maintain

security, then you can select another User / Team if

required.

8. Click on the Custom tab to maintain the Requisition Trees

and / or User-defined fields, as required.

9. Press the Save Requisition button.

Result: Changes have been made to the Requisition header.


33

Hold

Introduction This section explains how to put a Requisition Header and

Requisition lines on Hold.

Conditions The eRequisitions user needs to be authorised in order to put a

Requisition on hold. Authorisation is set in Greentree, User

Preferences, SCM, Requisitions tab: ‘Can Release On-hold

Requisitions’.






held.


5. Tick the On Hold checkbox.

6. Press the Save Requisition button

Result: The Requisition and all Requisition lines within the selected

Requisition header have been put on hold.

Please note: This process sets the Requisition status to on hold.


34

Release

Introduction This section explains how to release an On-hold Requisition Header

and Requisition lines.

Conditions The eRequisitions user needs to be authorised in order to Release

an On Hold Requisition. Authorisation is set in Greentree, User

Preferences, SCM, Requisitions tab: ‘Can Release On-hold

Requisitions’.



2. Select the ‘On Hold’ status from the drop down list to filter

the Requisitions listed.


released.


5. Click on the ‘On Hold’ checkbox (this deselects the

option).

6. Press the Save Requisition button


Requisition header are no longer on hold.

Please note: This process sets the Requisition status from ‘On Hold’ to ‘Entered’,

to be submitted or approved.


35

Cancel

Introduction This section explains how to cancel a Requisition.




Status of the Requisition is NOT ‘Cancelled’ or ‘Processed’.

When a Requisition is cancelled all Requisition lines within the

selected Requisition header are to be cancelled first.






cancelled.

4. Select the Cancel Line icon.

5. Select all the line items for cancellation. The checkbox in

the line labels row when ticked will tick all line items.

6. Press the Cancel Line Items button.


Requisition header are cancelled.

Please note: This process sets the Requisition status to cancelled.


36

UnCancel

Introduction This section explains how to un-cancel a Requisition.




Status of the Requisition is NOT ‘Processed’ or ‘Submitted’.

When a Requisition is un-cancelled all Requisition lines within the

selected Requisition header are to be un-cancelled first.



2. Select the Cancelled status from the drop down list to

filter the Requisitions listed.


un-cancelled.

4. Select the Un-Cancel Line icon.

5. Select the checkboxes for the line items to be un-

cancelled as required, (the checkbox in the line labels row

when ticked will tick all line items).

6. Press the Un-Cancel Line Items button.

Result: The Requisition and selected Requisition lines are un-

cancelled.

Please note: This process sets the Requisition and Requisition line status from

cancelled to entered to be re-submitted for approval.


37

Delete

Introduction This section explains how to delete a Requisition.


eRequisitions User has permission to delete a Requisition.


Status of the Requisition is NOT ‘Cancelled’, ‘Processed’ or

‘Submitted’.

When a Requisition is deleted all Requisition lines within the

selected Requisition header are to be deleted first.






deleted.

4. Select the Delete Line icon.

5. Select all line items for deletion. The checkbox in the line

labels row when ticked will tick all line items.

6. Press the Delete Line Items button and OK to confirm

delete.


8. Press the Delete Requisition button and OK to confirm

delete.

Result: The Requisition and all Requisition lines are deleted.


38

Submit

Introduction This section explains how to submit a Requisition.



Permissions are set in Greentree, under User Preferences.

Status of the Requisition is Entered or On-Hold (if the user has

permission to release the hold).






submitted.

4. Select the Submit icon.

5. Select all line items for submission. The checkbox in the

line labels row when ticked will tick all line items.

6. Press the Submit Line Items button.


Requisition header are submitted.

Please note: This process sets the Requisition status from entered to submitted

and the line status from entered to waiting approval. If not all the

line items are submitted, then the Requisition status remains

entered i.e. it represents the status of the line items’ earliest

status.


39

UnSubmit

Introduction This section explains how to unsubmit a Requisition.


eRequisitions User has permission to unsubmit a Requisition.


Status of the Requisition is Submitted.





3. Select the Requisition ID link to open the existing

Requisition, which contains the line that you wish to

submit.

4. Select the UnSubmit icon.

Please note: The UnSubmit icon is only available if the User has permission to

unsubmit a Requisition.

5. Ensure all line items are selected. (The checkbox in the

line labels row when ticked will tick all line items).

6. Press the UnSubmit Line Items button.

Result: The Requisition lines within the selected Requisition header

is unsubmitted. The Requisition is unsubmitted.

Please note: This process sets the Requisition line status and Requisition Header

status from submitted to entered.


40

Approve

Introduction This section explains how to approve a Requisition.


Single or multi level Approval is set in Greentree > SCM Module

Control.

If single level Approval is set, then the eRequisition User needs

to be able to ‘Approve Requisitions’. This is set in Greentree >

SCM User Preferences > eRequisitions. Approval from and to

amounts can be defined.

If multi level Approval is set, then the required Approval Rules

need to be defined, which includes the eRequisition User as an

Approver.

Requisition is of status ‘Entered’, ‘On Hold’ or ‘Submitted’.


1. Select the Approve Requisitions icon. All Requisitions

waiting for approval are listed for the View option

selected.

Please note: You can select the Document Type drop-down to limit the display

to Requisitions only. If ‘Allow Purchase Order approvals’ is ticked in

eRequisitions Module control, then All document Types are

displayed by default. You can select the Document Type drop-down

to limit the display to only Requisitions.

Single level approval: If ‘Show Requisitions outside of range’ is

ticked in SCM User Preferences, then all Requisitions awaiting

approval is displayed regardless of the Requisition total. If this

option is not ticked, then only the Requisitions with a Total within

the defined range, is displayed.

Multi-level approval: All Requisitions that include the User in the

Approval sequence are displayed.


41


approved.

3. Select the Approve icon.

Please note: The Approve icon is only available if the logged-in Approver is

allowed to approve the Requisition at that time, for example: single

level approval or within the correct sequence of multi-level

sequential approval. If an Approver accessed the Requisition

awaiting approval out of sequence, then the Approve Requisition

icon is not available.

4. Select the checkbox in the line labels row to tick all line

items.

5. Press the Approve Line Items button.


Requisition header are approved. You have the ability to enter an

Approval Reason, which is optional.

Please note: This process sets the Requisition line status from ‘Waiting for

Approval’ to ‘Submitted’. The Requisition Header status is updated

to ‘Submitted’.


42

Reject

Introduction This section explains how to reject a Requisition.


Approvals are turned on in Greentree, SCM, System, Module

Control, Requisitions tab – ‘Use Approval Method’ is selected.

For Single level approval, the User needs to be setup in

Greentree SCM User Preferences > eRequisitions, as able to

approve Requisitions. Approval from and to amounts can be

set.

Requisition is of status ‘Entered’, ‘On Hold’ or ‘Submitted’.


1. Select the Approve Requisitions icon. All Requisitions

waiting for approval are listed.

Please note: If ‘Show Requisitions outside of range’ is ticked in SCM User

Preferences, then all Requisitions awaiting approval is displayed

regardless of the Requisition total’. If this option is not ticked, then

only the Requisition’s with a Total within the defined range, is

displayed.


approved.

3. Select the Reject icon.

4. Select the checkbox in the line labels row to tick all line

items.

5. Press the Reject Line Items button.


Requisition header are rejected. You have the ability to enter a

Rejected Reason, which is optional.

Please note: This process sets the Requisition line status from ‘Waiting for

Approval’ to ‘Rejected’. The Requisition Header status is updated to

‘Rejected’. If not all line items are rejected, then the Requisition

Header status is updated to ‘Entered’.


43

The reject reason is displayed when viewing details of the requisition.


44

Search

Introduction This section explains how to run a Requisition search.

The search allows you to define filters in order to view a limited list

of Requisitions.

Conditions None

Procedure How to run a Requisition search.


1. Select Requisition Search icon.

2. Enter the search criteria into the search field, press tab to

move between fields as required.

3. Select the Requisition id, Requisition Date, Expected Date

or Narration from the drop down list to search by.

4. Select the Branch to filter the search by from the drop

down list or accept the default.

5. Select the Supplier to filter the search by from the drop


6. Select the Location to filter the search by from the drop


7. Select the View filter from the drop down list to filter on

All, Mine or Team or accept the default.

8. Select from the drop down list the status to filter the

search by or accept the default.

9. Press the Go button to run the search. The first 20

records that match the search criteria will be displayed.

10. Select the Requisition ID link to view and edit details for

the Requisition.

Result: A Requisition search has been run.


45

Copy

Introduction This section explains how to copy an existing Requisition in order to

create a similar Requisition.

Conditions None





by default.



selected.

5. Select the Requisition ID for the Requisition Header you

wish to view.

6. The Details for Requisition screen is displayed.



46

7. Select the Copy Requisition button.

Result: A new Requisition number is generated and the

Requisition is saved. The Copied Requisition contains all the

information on the source Requisition.


47

My Purchase Orders

This gives access to a table of PO Purchase Orders generated from requisitions that

were entered by the logged in user. The Purchase Orders could have been

generated by another user.

This displays the Number, Date, Expected Date, Summary, Number of the

requisition from which it was generated, Status and Total.

You can click on the Purchase Order Number to view the details of the order.

Status

Select the status of the Purchase Orders you want to display.

Prev/Next

Click these to scroll through the list of Purchase Orders to see more, if required.


48

Generate PO

Introduction This section explains how to create a Purchase Order / Purchase

Orders for a Requisition.

Conditions The Generate PO icon can be turned off on a user by user basis in

Greentree > User Preferences > SCM > Requisitions > PO

Generation.

The Generate PO icon is hidden if the displayed Requisition is of

status ‘On Hold’, ‘Processed’, ‘Cancelled’ or ‘Rejected’.

Supplier is compulsory before the PO can be generated.





by default.

3. Select the Status of the Requisition for which you wish to

generate a Purchase Order.


selected.

5. Select the Requisition ID for the relevant Requisition.

6. Select the Generate PO icon.

Result: If single or multi level Approval is set in SCM Module

Control, then the Approval Requirements need to be met before the

PO is generated. Once approved, the Requisition Header and the

Line Items’ status are ‘Submitted’.

If Approval is not in use or the Requisition has been approved, a

PO is created in Greentree for each Supplier, based on the

Requisition line items.

7. The list of Purchase Orders for the Requisition is

displayed.

8. Select the PO Reference to view the detail of the Purchase

Order.

9. Select the View Requisition Detail icon to return to the

Requisition.

Result: The Requisition Status and Requisition Line statuses are

updated to ‘Processed’.


49

Show Purchase Orders

From the "Details for Requisitions" screen, it is possible to display a list of PO Purchase Orders that have been generated from the processed Requisition.

Show Purchase Orders Click this button to show the purchase orders generated from the requisition, as shown below.

From here you can drill down to each purchase order to view the details.


50

Email PO Purchase Orders

It is possible to email a Purchase Order in eRequisitions from the Details for

Purchase Order page.

Email Purchase Order Click this to email the displayed Purchase Order to the recipient whose "Email address" is specified on the page. Email address This defaults to the email address:

of the user who entered the originating requisition, if the eRequisitions Module Control "Default address for PO emailing" is set to "Requisition Assigned User", or

of the originating requisition's Delivery Details, if the eRequisitions Module Control "Default address for PO emailing" is set to "Requisition Delivery Details".

The email address can be overridden by the user. On clicking "Email Purchase Order", the document is sent in the format specified on the following:

Purchase Order Status; if blank then

Supplier (Integration tab); if blank then

Purchase Order Module Control (Defaults tab) If no report format has been specified on any of these, an error occurs.


51

Attachments

Introduction This section explains how to add, open and save attachments for

Requisitions.

Condition Attachment size is limited to the size specified in Greentree, SCM,

System, eRequisitions, Module control, Main tab.

Procedure How to add an attachment.





3. Select the Requisition ID link to open the Requisition to

add the attachment to.

4. Enter the add attachment path and file name or select the

browse button to choose the file.

5. Select the add button.

Result: The file / document has been added to the selected

Requisition.



52

Procedure How to open an attachment.





3. Select the Requisition ID link to open the Requisition the

attachment is attached to.

4. Select the Name, File Name, Size or Summary link of the

attachment required to be opened.

5. Select the open button.

Result: The file / document attached to the selected Requisition

has been opened for viewing.

Procedure How to save an attachment.





3. Select the Requisition ID link to open the Requisition the

attachment is attached to.

4. Select the Name, File Name, Size or Summary link of the

attachment to be opened.

5. Select the Save button.

6. Set the save in Location, file name, save as type and

select the save button.

Result: The file / document attached to the selected Requisition

has been saved to the specified Location and name.


53

Requisition line

View

Introduction This section explains how to view the detail of a Requisition line.

Condition None.





by default.



selected.

5. Select the Requisition ID for the Requisition you wish to

view.

Result: The selected Requisition’s header and summary of line

items are displayed.

6. Select the Line No for the line item you wish to view.

Result: The detail of the selected line item is displayed.


54

New

Introduction This section explains how to enter a new Requisition line into an

existing Requisition.

Condition This menu item is only available if the:



Status of the Requisition is NOT Cancelled or Processed.

Procedure How to Open an existing Requisition.






Requisition you wish to enter a Requisition line to.

Result: The selected Requisition will appear on the screen.

Procedure How to enter a new Requisition line.

From the Main screen, Details for Requisition screen:

1. Select the Add Line icon.

2. An adding new Line Item screen will appear.


55

3. Enter the catalogue item required for this Requisition line

or select the binoculars link to search the catalogue using

the catalogue code, description, Supplier part and

Supplier as your selection criteria (if applicable).

4. Press tab to move between fields as required.

5. Enter the relevant line type, accept the default or select

from the drop down list the Requisition line type.

6. Enter the relevant tax type, accept the default or select

from the drop down list the Requisition line tax type.

7. Enter the relevant tax code, accept the default or select

from the drop down list the Requisition line tax code. Tax

Code defaults based on the following sequence:

Supplier / Customer Tax code

Inventory item / Non-stock code / JC Activity Code /

GL Account

Company Tax code

Please note: The line type will determine the fields displayed prior to the line

data information and are shown below.

Line Type: Asset

8. Enter the code required for this Requisition line or select

the binoculars link to search the asset code using the

asset code, sub code and description as your selection

criteria.

9. Enter the analysis group as required for this Requisition

line or accept the default.

10. Enter the sub-code as required for this Requisition line or

accept the default.

11. Enter a reference as required for this Requisition line or

accept the default.

Line Type: General Ledger

12. Enter the account required for this Requisition line or

select the binoculars link to search the GL account code

using the account no, short code and description as your

selection criteria. The GL Account search screen displays

Alerts in a separate column if any exist on the GL

Account. Once selected, the GL Account is listed in the

field. Once again, if Alert text exists for the account it is

displayed as a fly-over hint i.e. hover the mouse pointer

over the GL Account.



56

13. eRequisitions Module Control hosts a setting ‘Default

company for GL Lines’. If this setting is set to ‘None’, then

you can search for GL Account in all Companies. If this

setting is set to ‘Logged In’, then the Company defaults

based on the GL Account selected. You can maintain

company as required.


accept the default.

15. If Transaction Analysis is turned on and a Transaction

Analysis Tree has been allocated to the General Ledger

Account, then you can select the Transaction Analysis

Tree through the use of the binoculars field in the Line

items table.

Line Type: Inventory


the binoculars link to search the inventory code using the

inventory search function (refer to the Inventory Search

section of this manual for further details).

17. Enter the relevant Location, accept the default or select

from the drop down list the Requisition line Location.

18. Enter the relevant unit, accept the default or select from

the drop down list the Requisition line unit.

19. Enter the allocated Job for this Requisition line (if

applicable) or select the binoculars link to search the Job

code using the Job code and name as your selection

criteria.

20. The IN Tran Type defaults to the Transaction Type set in

Greentree, User Preferences, SCM, Requisitions, JC IN

Tran Type. You can select another Transaction Type

through the use of the search field or leave the field

<blank>. The Transaction Type is used in Greentree

Requisitions when Inventory is allocated to the Job.

21. If Transaction Analysis is turned on and a Transaction

Analysis Tree has been allocated to the Inventory Item,

then you can select the Transaction Analysis Tree through

the use of the binoculars field in the Line items table.



57

Line Type: Job costing


the binoculars link to search the Job code using the Job

code and name as your selection criteria.

23. Enter the activity code required for this Requisition line or

select the binoculars link to search the activity code using

the activity code and description as your selection criteria.

24. Enter the work centre required for this Requisition line or

select the binoculars link to search the work centre using

the work centre and description as your selection criteria.

Line Type: Non-Stock Code

25. Enter the NS code required for this Requisition line or

select the binoculars link to search the non-stock code

using the code and description as your selection criteria.


accept the default.

Data Entry

27. Enter the Supplier code required for this Requisition line,

accept the default or select the binoculars link to search

the Supplier code using the code, sub code and name as

your selection criteria. If the Requisition Type is set to

have the Supplier Mandatory, then the system checks

upon save of the Requisition that a Supplier has been

entered.

28. Enter quantity requested as required for this Requisition

line.

29. Enter discount % as required for this Requisition line or

accept the default.

30. Enter Expected Date as required for this Requisition line

or accept the default.

31. Enter the price if applicable for this Requisition line or

accept the default.



58

32. Tick the quoted prick checkbox (if applicable), note: this

will change the price field to read only.

33. Type free form text into the Narration field. The length of

the Narration field is set in eRequisitions.ini.

34. Select the Save Line button.

Please note: Line Limits and overall Requisition Total limits can be set against

the Requisition Type. If set, the system checks to ensure that the

limits have not been exceeded.

Result: The Requisition line has been entered and saved.


59

Change

Introduction This section explains how to maintain a Requisition line.











change or view.

4. Select the Line No link to open the existing Requisition

line that you wish to change or view.

5. Make changes into any or all fields, or view details as

required.

6. Press the Save Line and Update Total button to save

changes or the ok button to close the line item details

screen.

Please note: Line Limits and overall Requisition Total limits can be set against

the Requisition Type. If set, the system checks to ensure that the

limits have not been exceeded.

Result: Changes saved, or information within the Requisition line

has been viewed.

Please note: Changes made to submitted Requisition lines that have been

cancelled and un-cancelled resets the status back to entered to be

re-submitted for approval.


60

Cancel

Introduction This section explains how to cancel a Requisition line within the

header.











cancel.

4. Select the Cancel Line icon.

5. Select the checkboxes for the line items to be cancelled as

required. (The checkbox in the line labels row when ticked

will tick all line items).

6. Press the Cancel Line Items button.

Result: The Requisition line within the selected Requisition header

is cancelled.

Please note: This process sets the Requisition line status to cancelled.


61

UnCancel

Introduction This section explains how to un-cancel a Requisition line within the

header.




Status of the Requisition is NOT Processed or Submitted.






Requisition, which contains the line that you wish to un-

cancel.

4. Select the Un-Cancel Line icon.

5. Select the checkboxes for the line items to be un-

cancelled as required. (The checkbox in the line labels row

when ticked will tick all line items).

6. Press the Un-Cancel Line Items button.


is un-cancelled.

Please note: This process sets the Requisition line status from Cancelled to

Entered to be re-submitted for approval.


62

Delete

Introduction This section explains how to delete a Requisition line within the

header.




Status of the Requisition is NOT Cancelled, Processed or

Submitted.







delete.


5. Select the checkboxes for the line items to be deleted as

required. (The checkbox in the line labels row when ticked

will tick all line items).

6. Select the Delete Line Items button.

7. Select the OK button to confirm delete.


is deleted.

Please note: Un-cancelled lines cannot be deleted as cancellation history is

recorded against this line.


63

Submit

Introduction This section explains how to submit a Requisition line within the

header.




Status of the Requisition is Entered or On-Hold (and the user

has permission to release holds).







submit.

4. Select the Submit icon.

5. Select the checkboxes for the line items to be submitted

as required. (The checkbox in the line labels row when

ticked will tick all line items).

6. Press the Submit Line Items button.


is submitted.

Please note: This process sets the Requisition line status from entered to waiting

approval.


64

UnSubmit

Introduction This section explains how to unsubmit a Requisition line within the

header.


eRequisitions User has permission to unsubmit a Requisition.


Status of the Requisition is Submitted.







submit.

4. Select the UnSubmit icon.

Please note: The UnSubmit icon is only available if the User has permission to

unsubmit a Requisition.

5. Select the checkboxes for the line items to be

unsubmitted as required. (The checkbox in the line labels

row when ticked will tick all line items).

6. Press the UnSubmit Line Items button.

Result: The Requisition line/s within the selected Requisition

header is unsubmitted.

Please note: This process sets the Requisition line status from submitted to

entered. The Requisition Header status is updated to the earliest

line item status, therefore the status changes from submitted to

entered.


65

Purchase Order

View

Introduction This section explains how to view a Purchase Order.

Conditions ‘Allow Purchase Order Approvals’ needs to be ticked in Greentree

eModule Control > eRequisitions.

This item gives access to PO’s generated from eRequisitions or

Greentree that are waiting for Approval.


1. Select the Number of Purchase Orders awaiting Approval

from the Summary line located under the Purchase Orders

Approvals header.

2. The Requisitions Awaiting Approval screen is displayed

with the Search Criteria defaulting to Document Type =

PO. The table lists all the Purchase Orders Awaiting

Approval.

3. Select the PO Number to view the detail of the Purchase

Orders.

Result: The detail of the Purchase Order is displayed.


66

Approve

Introduction This section explains how to approve a Purchase Order.



This item gives access to PO’s generated from eRequisitions or

Greentree.


Control.

If single level Approval is set, then the eRequisition User needs to

be able to ‘Approve Requisitions’. This is set in Greentree > SCM

User Preferences > eRequisitions. Approval from and to amounts

can be defined.



Approver.


1. Select the Approvals Menu Item.

2. Select Document Type ‘PO’.

Result: All the PO’s, awaiting approval, for the selected View are

displayed.

3. Select the PO Number for the Purchase Order you wish to

approve.



67

4. Select the Approve PO icon.

5. You have the ability to enter an Approval Reason, which is

optional.

6. Press the Confirm Approval button.

Result: The Purchase Order is approved.

Please note: You can also access the Purchase Order Awaiting Approval from the

Summary displayed on entry of eRequisitions. If any Purchase

Orders are waiting for Approval, then the header ‘Purchase Order

Approvals’ are displayed, as well as a summary line listing the

number of PO’s awaiting Approval.


68

Reject

Introduction This section explains how to reject a Purchase Order.




Control.




can be defined.



Approver.


1. Select the Approvals Menu item.

2. Update Document Type to ‘PO’ to limit the display to only

Purchase Orders.

Please note: All Purchase Orders, awaiting Approval, for the selected View are

listed.

3. Select the PO Number link to open the Purchase Order to

be rejected.


5. You have the ability to enter a Rejected Reason, which is

optional.

6. Press the Confirm Rejection button.

Result: The Purchase Order is rejected.

Please note: You can also access the Purchase Order Awaiting Approval from the

Summary displayed on entry of eRequisitions. If any Purchase

Orders are waiting for Approval, then the header ‘Purchase Order


number of PO’s awaiting Approval.


69

AP Invoices

View

Introduction This section explains how to view an AP Invoice.

Conditions ‘Allow Invoice Approvals’ needs to be ticked in Greentree eModule

Control > eRequisitions.

This item gives access to AP Invoices generated from Greentree

that are waiting for Approval.


4. Select the Number of Invoices awaiting Approval from the

Summary line located under the Invoice Approvals

header.

5. The Requisitions Awaiting Approval screen is displayed

with the Search Criteria defaulting to Document Type =

Invoice. The table lists all the Invoices Awaiting Approval.

6. Select the Invoice Number to view the detail of the

Invoice.

Result: The detail of the AP Invoice is displayed.


70

Approve

Introduction This section explains how to approve an AP Invoice.



This item gives access to AP Invoices generated from Greentree.


Control.




can be defined.



Approver.


1. Select the Approvals Menu Item.

2. Select Document Type ‘Invoice’.

Result: All the AP Invoices, awaiting approval, for the selected

View are displayed.

3. Select the Invoice Number for the AP Invoice you wish to

approve.



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4. Select the Approve icon.

5. Press the Confirm Approval button.

Result: The Invoice is Approved.

Please note: You can also access the AP Invoice Awaiting Approval from the

Summary displayed on entry of eRequisitions (Main Menu). If any

AP Invoices are waiting for Approval, then the header ‘Invoice


number of Invoices awaiting Approval.


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Reject

Introduction This section explains how to reject an AP Invoice.




Control.




can be defined.



Approver.


1. Select the Approvals Menu item.

2. Update Document Type to ‘Invoice’ to limit the display to

only AP Invoices.

Please note: All AP Invoices, awaiting Approval, for the selected View are listed.

3. Select the Invoice Number link to open the AP Invoice to

be rejected.


5. You have the ability to enter a Rejected Reason, which is

optional.

6. Press the Confirm Rejection button.

Result: The AP Invoice is rejected.

Please note: You can also access the AP Invoice Awaiting Approval from the

Summary displayed on entry of eRequisitions (Main Menu). If any

AP Invoices are waiting for Approval, then the header ‘Invoice


number of Invoices awaiting Approval.


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Inventory

Search

Introduction This section explains how to run and create a Requisition using the

inventory search function.

The inventory search function enables the user to define filters in

order to display a grid type or tree list of all inventory items that

exist within the database, which meet those filter criteria set.

Inventory details, Locations, Suppliers and attachments can be

viewed and Requisitions created directly from the inventory details

screen.

Conditions This menu item is only available if the Inventory module is licensed

and turned-on in Greentree.

Procedure How to run an inventory search and create a Requisition.


1. Select the Inventory Search icon.

2. Enter the search criteria into the search field, press tab to

move between fields as required.

3. Select the item code, keywords, description, barcode or

alias from the drop down list to search by.

4. Select the Supplier to filter the search by from the drop


5. Select the Location to filter the search by from the drop


6. Press the Go button to run the search. The first 20

records that match the search criteria will be displayed.

7. Press the Tree Search or Normal button to switch between

the two search displays.

8. Select the Inventory Item Code link to view details of the

inventory item, including Locations, Suppliers and

attachments.

9. Press the Create Requisition button.

Result: An inventory search has been run and Requisition created.


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Glossary

Database – a file composed of records each containing fields, with

a set of operations for searching, sorting, combining and other

functions.

Database Administrator – an individual responsible for the

design and management of the database. The administrator

determines the content, internal structure and accesses strategy

for the database, defines security and integrity of the data

structure.

Req – Abbreviated for Requisition.

eReq - eRequisitions: the web-based connection to the Greentree

Requisitions system used for capturing Requisition entries

electronically.

Requisition Header – the completed header information fields on

a Requisition. ERequisitions Requisition Header information fields

are Requisition number, Branch, Requisition Date, Expected Date,

urgent flag, Location, discount %, currency, currency rate, rate

fixed flag, status, on hold flag, Supplier details, delivery details,

narration, discount, net, tax and total amount fields.

Requisition Line – an asset, General Ledger, inventory, Job

costing or non-stock code line item requested for internal or

external purchase.

eRequisitions User Manual - Greentree Business Software

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