Date of Record

Defaults to the date that the system accepts the document. Enter the date ( mm dd yy ) that you want to associate with the transaction, usually the current date. Future dates are not valid.

Acctg Period

Default is inferred from the Date of Record . If you want this transaction recorded in another accounting period, enter the desired, open period ( mm yy ). Future periods are not valid.

Budget FY

Default is applied to the budget of the current fiscal year. If you want this transaction recorded in another budget fiscal year, enter the desired open fiscal year.

New/Modification/Cancellation [Action]

Defaults to New [E] . Valid values are:

New [E]

This is a new document (new entry).

Modification [M]

This transaction is modifying a previous document. Modification [M] allows you to add lines to a previous transaction, change the amounts of existing lines (not codes), or cancel a line (decrease a line amount to zero). On a modification transaction, all codes must match the original document.

Cancellation [X]

This transaction is canceling an existing document. You cannot have referenced the document you want canceled in any way; for example, the Centralized Purchase Order (PC) or the Payment Voucher (PV) document.

To change codes for an existing line, you must cancel the existing line and enter a new line. You can enter both these lines on the same document by selecting Modification [M] .

Building/Room

Optional . Enter the building and room to which you want the order delivered.

Vendor

Optional. Enter the code of the special vendor that you prefer to use for these goods. See Vendor Index (VEND) for valid values.

Delivery Date

Required. Enter the date ( mm dd yy ) when you must receive the goods.

Ship to/Bill to

R equired. Enter the receiving location and the billing location. See Shipping Address (SHIP) and Billing Address (BILL) for valid values.

Name

Optional. Enter the name of the preferred vendor.

Vendor Phone

Optional. Enter the area code and phone number ( nnn-nnn-nnnn ) of the preferred vendor.

Contact

Defaults to the vendor contact listed on Vendor (VEN2). Enter the name of the person to contact if different from vendor name. If a valid vendor code is used, this information is brought forward to the screen.

Item Total

Display only. This field displays the net total cost of all commodity lines entered on this document.

Other Attributes

Address

Default is inferred from Vendor (VEN2) based on the vendor code entered. Required if Vendor is blank or if a miscellaneous vendor code was used; otherwise, optional. Enter the address of the vendor. Use the third address line for the city, state, and zip code.

Comment

Optional. Enter any notation you want associated with this order.

BS Account

Optional. Required when using the consumption method for purchasing inventory items; for example, when Consumption Method is selected [ Y ] on Warehouse Management (WHS2).

Warehouse

Optional. Enter the warehouse where goods on this order are shipped. See Warehouse Management Index (WHSE) for valid values. This field is used by the Inventory Control Subsystem to validate the commodity/item combination (stock item) within the warehouse.

Responsible Agency/Org

Responsible Agency defaults to the agency entering the document. Enter the agency that is placing this order. See Agency Index (AGCY) for valid values.

Responsible Organization is required. Enter the responsible organization within the responsible agency. See Organization Index (ORGN) for valid values.

Requested by

Required. Enter the name of the person making the request for goods or services.

Organization Name

Displays the organization name associated with Responsible Organization .

Phone

Required. Enter the phone number of the requestor ( nnn-nnn-nnnn ).

Responsible Person

Required. Enter the name of the person to whom you want questions addressed about the requisition.

Options

Requisition Type

Optional. If this is an emergency requisition enter 1 . If this is a change order modification, enter C . Otherwise, this field is user-defined. Enter any one-character identification.

Discount Code

Optional. To use this field, Commodity/Accounting Linking must be Yes [Y] . Enter a discount code to apply a percent of discount to this requisition. This percent applies to all commodity lines that do not contain a discount code or discount amount. A valid purchase order discount code will have the PO Discount Flag set to Y on Discount Type (DISC).

Tax Code

Default is inferred from Tax Code (TAXT). To use this field, Commodity/Accounting Linking must be Yes [Y] . Enter the code representing the tax rate you want to use for this document. See Tax Code (TAXT) for valid values. If entered, it is used to calculate tax on any line that does not have a line tax code entered or inferred.

Commodity/Acctg Linking

Optional. If you have installed EPS with linking, select No [N] to turn off the linking between accounting and commodity lines for this document only. Otherwise, select Default [blank] . This field defaults to Yes [Y] when the Extended Purchasing option on System Control Options (SOP2) is Installed with Linking [L] .

If the Extended Purchasing option on System Control Options (SOP2) is Installed [Y] , the only valid value for this field is Default [blank] .

Change Order Tracking

Conditional. On a new entry, this field is inferred from EPS System Control Options (ESOP) and you cannot override that value. On a modification entry, this field is only used if Change Order Tracking is selected [ Y ] on EPS System Control Options (ESOP); otherwise, select Default [blank] .

Open Purchase Order Header Inquiry (OPPH) indicates the date of the last modification and the number of modifications made to the order. Select Yes [Y] to track this change to this purchase order, or No [N] if you do not want to track this modification.

Freight

Freight Charge Basis

Default is Default [blank] . To use this field, you must turn on linking. This field indicates whether or not freight charges influence the total cost of this commodity and what method is used to calculate those charges. Valid selections are:

Default [blank]

By Quantity [Q]

Prorate the freight total for the current transaction across all commodity lines by quantity.

By Line [D]

Prorate the freight total for the current transaction across all commodity lines by pre-tax-amount.

By Commodity [C]

Allow users the option of entering freight on individual commodity lines.

No Freight Allowed [N]

Do not include freight on this document or on any future document that references this document.

No Change [blank]

If this field is left blank, freight is not included on this document.

Freight (Amount)

Conditional. Required if Freight Charge Basis is By Quantity [Q] or By Line [D] . Enter the total freight charge for this document.

If Freight Charge Basis is By Commodity [C] and this field is blank, the freight total for the document is supplied by the system. If this field is entered, regardless of the value in Freight Charge Basis , it must equal the sum of all commodity line freight amounts.

Freight
(Def/Inc/Dec)

Default is Default [blank] . If you are modifying Freight Amount , select Increase [I] or Decrease [D] ; otherwise, select Default [blank] .

Total (Amount)

Conditional. Required if Freight Charge Basis is By Line [D] ; leave blank if Freight Charge Basis is any other value. Enter the total cost of all commodity lines on this document before tax and freight, but after discounts are factored in.

Total
(Def/Inc/Dec)

Default is Default [blank] . If you are modifying Total Amount , select Increase [I] or Decrease [D] ; otherwise, select Default [blank] .

Total (Calculated Amount)

Displays the system calculated pre-tax, pre-freight, and post-discount total amount for the document. This amount is used to verify that the user-supplied total amount is correct and is only calculated if Freight Charge Basis is By Line [D] .

Quantity (Amount)

Conditional. Required if Freight Charge Basis is By Quantity [Q] ; leave blank if Freight Charge Basis is anything else. Enter the total quantity of the document.

Quantity
(Def/Inc/Dec)

Default is Default [blank] . If you are modifying Quantity Amount , select Increase [I] or Decrease [D] ; otherwise, select Default [blank] .

Quantity (Calculated Amount)

Displays the system calculated total quantity for the document. This quantity is used to verify that the user-supplied total quantity is correct and is only calculated if Freight Charge Basis is By Quantity [Q] .

Line

Required. Enter a different number for each line on the document. Numbers from 01 to 99 are valid as line numbers. This number is used later on a purchase order to reference this requisition.

Fund

Required. Default is inferred from Organization (ORG2) based on the agency and organization entered on this document. Enter the fund that you want to charge for this requisition. See Fund Index (FUND) for valid values.

Agency

Required. Enter the agency purchasing the item named on this line. See Agency Index (AGCY) and Fund Agency Index (FAGY) for valid values.

Org/Sub

Organization is required if Expense Budget Organization Option on Fund Agency Index (FAGY) is set to Y (required on budget and accounting) or A (required on accounting). Otherwise, used for reporting purposes only. Enter the organization purchasing the item named on this line. See Organization Index (ORGN) for valid values.

Sub-Organization is required if Sub-Organization Required on Spending on Organization (ORG2) is:

Required [Y],

Required on Pre-Encumbrance Transactions [1], or

Required on Encumbrance Transactions [2].

Otherwise, this field is optional. Enter the sub-organization purchasing the item named on this line. See Sub-Organization (SORG) for valid values. You must enter an organization before you can enter a sub-organization.

Appr Unit

Conditional. Required if Appropriation Control Option is C (full control) or P (presence control) on Fund Index (FUND). Enter the program budget unit which will be charged for the items listed on this requisition. See Program Reference Table (PRFT) for valid values.

Activity

Conditional. Default is inferred from Organization (ORG2), if it is included there. Required if Expense Budget Activity Option is Y (required on budget and accounting) or A (required on accounting) on Fund Agency Index (FAGY). Enter the activity related to this requisition. See Activity Index (ACTV) for valid values.

Function

Conditional. Default is inferred from Organization (ORG2); or from Activity (ACT2), if a function is not entered in Organization (ORG2).

Required if Expense Budget Function Option is Y (required on budget and accounting) or A (required on accounting) on Fund Agency Index (FAGY). Enter the function related to this requisition. See Function (FUNC) for valid values.

Obj/Sub

Object is conditional. If Consumption Method is selected [ Y ] on Warehouse Management (WHS2), this field is optional; otherwise, it is required. Enter the object from Object Index (OBJT) that best describes the item named on this line. You cannot enter a personal services object.

Sub-Object is required if Sub-Object Required is selected [ Y ] on Expense Budget Inquiry (EXP2 or EEX2); otherwise, this field is optional. Enter the sub-object from Sub-Object (SOBJ) that best describes the item named on this line.

Job Number

Conditional. Organizations and activities can be defined to require the entry of a job number. Refer to Organization (ORG2) or Activity (ACT2) for details.

Otherwise, this field is optional. If Job Cost is Yes [Y] on System Control Options (SOP2), enter a job number. See Job Index (JOBT) for valid values. If Job Cost is No [N] on System Control Options (SOP2), enter a project number or general reporting category.

Rept Cat

Conditional. Required if Reporting Category on Agency (AGC2) is:

Required on Pre-Encumbrance Transactions [1] or

Required on Encumbrance Transactions [2] .

Otherwise, this field is optional. See Reporting Category (RPTG) for valid values.

Amount

Conditional. If linking is turned on, the system automatically calculates this field based on the amounts entered on the commodity lines. If linking is not used, the sum of the accounting lines must equal to sum of the commodity lines. Enter the cost charged to this accounting distribution.

Termini

Conditional. Required if Termini Validation Indicator is selected on Agency Project (AGPR) for this project. Enter the the mile point, range of mile points, or bridge identifier at which work is performed for a given Highway Route. See Termini Reference Table (TERM) for valid values.

Def/Inc/Dec

Default is Default [blank] . If you are modifying Amount , select Increase [I] or Decrease [D] ; otherwise, select Default [blank] .

Line

Required. Enter the requisition commodity line number associated with this commodity.

Comm Code

Required. Enter the commodity code that identifies the goods or services ordered. See Commodity Index (COMM) for valid values.

Quantity (Amount)

Required. Enter the quantity of goods ordered, up to three decimal places. A whole number will default to three decimal spaces. Maximum quantity allowed is 9999999.999 .

Quantity
(Def/Inc/Dec)

Default is Default [blank] . If you are modifying Quantity Amount , select Increase [I] or Decrease [D] ; otherwise, select Default [blank] .

Item Code

Optional. Enter a user-defined code to identify the item ordered. Used by the Inventory Control Subsystem to identify a commodity/item combination (stock item) in the warehouse. See Inventory (INV3) for valid item/commodity combinations.

Unit Cost (Amount)

Required. Enter the cost per unit of the goods ordered, up to six decimal points. A whole number defaults to six decimal places.

Unit Cost (Def/Inc/Dec)

Default is Default [blank] . If you are modifying Unit Cost Amount , select Increase [I] or Decrease [D] ; otherwise, select Default [blank] .

Unit of Measure

Required. Enter the unit of measure for the ordered goods; for example, box, each, dozen. See Unit of Measure (UNIT) for valid values.

Line Total (Amount)

Displays the cost for the commodity line before any discounts, taxes, or freight charges are factored in.

Acctg Line

Defaults to 01 . You can only use this field if you have installed linking. Enter a valid accounting line number to associate this commodity line with an accounting line.

Discount (Amount)

To use this field, you must turn on linking. If you have entered Discount Code (on the Other Attributes View or the Commodity Details View ), leave this field blank. Default is calculated by the system using the percentage associated with Discount Code .

Otherwise, this field is optional. Enter a flat discount amount for this commodity line.

Discount
(Def/Inc/Dec)

Default is Default [blank] . If you are modifying Discount Amount , select Increase [I] or Decrease [D] ; otherwise, select Default [blank] .

Text

Defaults to None [blank] . If you want to associate additional text with this transaction, select the appropriate text:

Standard [S]

The text entered on Standard Specification (STDS) for this commodity is used.

Custom [Y]

The text entered on Requisition Text (RXTX) is used. Select Additional Description to leaf to the Requisition Text (RXTX) entry for this transaction.

No Change [blank]

Tax (Amount)

To use this field, you must turn linking on. Displays the system-calculated tax amount for this line from quantity, discounted unit cost, and the tax rate associated with the tax code applied to this line.

Discount Code

Optional. To use this field, linking must be turned on. Enter a discount code to apply a percent of discount to this commodity line. A valid purchase order discount code will have the PO Discount Flag set to Y on Discount Type (DISC). This value overrides Discount Code on the Other Attributes View of this document.

Freight (Amount)

Optional. You can only use this field if linking is turned on and Freight Charge Basis is By Commodity [C] ; otherwise, leave blank. Enter the amount of freight to be added into the total cost of this commodity line.

Freight
(Def/Inc/Dec)

Default is Default [blank] . If you are modifying Freight Amount , select Increase [I] or Decrease [D] ; otherwise, select Default [blank] .

Tax Code

Default is inferred and the system does not display it. To use this field, linking must be turned on. Enter the code representing the tax rate used for this line only. See Tax Code (TAXT) for valid values. If entered, ensure that the value entered has the same tax type as Tax Code on the Other Attributes View of this document and all other line tax codes.

Total Cost (Amount)

Optional. Enter the total cost of the commodity line. This cost is calculated by multiplying the discounted price by quantity and adding the tax amount and freight amount. The quantity of units multiplied by the discounted price per unit plus the tax amount plus freight charges for this line.

Manuf Number

Optional. Enter the number of the manufacturer for this commodity line.

Name

Optional. Enter the name of the manufacturer for this commodity line.

Description

Defaults to the description entered on Commodity (COMT) for the commodity used on this line. Enter any comments you want associated with this requisition line.