RSCCC Requisition provides school districts
with an automated method of creating requisitions and
purchase orders at employee workstations, thereby,
ending the need for hand-done documents. It permits
each district to set parameters for spending, account
accessibility, and approving and printing purchase
orders through the use of vendor and general ledger
account and balance information from RSCCC Finance.
For each requisition transaction, a journal entry to
encumbrance is made to the account numbers entered,
and the general ledger balance is updated immediately
in Finance through an automated journal entry. Once
the requisition is approved, the journal entry to encumbrance
is reversed, and the purchase order encumbrance is
automatically posted by the application.
Since the Requisition application accommodates unlimited
levels of users, it empowers the district with the ability
to provide the security, convenience, and flexibility
required when managing the district's finances. Through
user profiles, the district can determine levels of access;
the ability to over-expend and the percentage of over-expending;
the maximum amount of each requisition; the year-to-date
maximum amount that can be expended; what accounts can
be accessed; the approval paths required; and shipping
and receiving addresses - all by individual user. If
an approver is absent and requisitions needs to be approved,
an alternate approver can be selected for that individual
and all requisitions awaiting that person’s approval
will then be available for the alternate approver’s review.
One advantage of the Requisition application is that
it automates much of the accounting process. The Finance
and Requisition applications work closely together to
enable the district to make changes in one application
that will automatically update the other. Once system
defaults and table values are established, each type
of transaction can be conducted by entering only data
that is specific to the given transaction. All corresponding
Finance transactions are accomplished automatically.
Also, the requisition can be modified by anyone in the
approval path, including changing of vendor or account
numbers, with the system making automatic entries to
accommodate those changes. Those in the approval path
of a requisition can insert or add additional approvers
who they determine should review the requisition as it
proceeds through the approval process. Receiving can
be accomplished through this application, which will
then create an accounts payable transaction in Finance
that can then be paid when vendor checks are issued.
Another advantage is that user options and levels of
use can be set up for next year. This feature enables
the district to create requisitions and purchase orders
for the next school year (without affecting current year),
and the application will validate against accounts contained
in RSCCC Budget. When Budget is moved to Finance, all
associated requisitions and purchase orders will also
be moved and encumbrances automatically posted to the
appropriate accounts.
Districts do not have to experience the added expense
of printing purchase order forms since the application
can print the district's name and address as well as
vendor guidelines on the purchase order at the time it
is created. Form guidelines can be provided to those
districts that choose to pre-print their purchase orders
with their logo and vendor information.
Requisition Features:
- Ability to add/change vendor
and account numbers prior to approval of requisition
- Ability to create requisitions without vendor
- Ability
to inactivate a user
- Ability to modify order addresses
on vendors
- Ability to select an alternate approver
for requisitions
- Attribution of discounts and freight
costs by line item
- Automatic assignment of requisition
and/or purchase order numbers
- Creation of requisitions
and purchase orders for next school year without affecting
current year
- Creation of requisitions without account
number
- Creation of user levels and options for next
year
- District-determined, unlimited user levels
- Reversal
of purchase orders in Requisition reverses the purchase
orders in Finance
- Short or long description of items
on purchase orders
- Through receiving, accounts payable
transactions automatically created in Finance
- Uniform
account distribution for requisitions
- Unlimited user
approval paths
- User control of blind receiving, partial
receiving, and receiving overages
Requisition Reports:
- Requisition Log (Summary)
- Requisitions
Pending
- Outstanding Requisitions
- Requisition
Status
- Requisitions Returned/Disapproved
Purchase Order Reports:
- Purchase Order Log
- Outstanding
Purchase Orders
- Open Purchase Orders
- Print Purchase
Orders
- Reprint Purchase Orders
- Purchase Order Items
Received
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