Date of Record

Default is the date the system accepts the document. Enter the date ( mm dd yy ) that you want to associate with these transactions, usually the current date. You cannot enter a future date.

Acct Period

Default infers the accounting period from Date of Record . If you want these transactions recorded in another accounting period, enter the desired open period, using fiscal month and fiscal year. You cannot enter a future accounting period.

Budget FY

Default is the current fiscal year. If you want these transactions recorded in some other fiscal year, enter the desired open fiscal year. You cannot enter a future budget fiscal year.

New/Modification [Action]

Default is New [N] . Valid values are:

New [E]

Indicates this is a new entry (new document).

Modification [M]

• This lets you change the amounts of existing lines (not codes) or cancel a line (decrease a line amount to zero). On modification transactions, all values must match the original document.

Comments

Optional. Enter a descriptive note pertaining to this document.

Seller Fund

Conditional. Required if Requisition Type is Internal [2] ; otherwise, leave blank. Enter the fund you want credited for this sale. Refer to Fund Index (FUND) for valid values.

Seller Agency

Conditional. Required if Requisition Type is Internal [2] ; otherwise, leave blank. Enter the agency you want credited for this sale. Refer to Agency Index (AGCY) and Fund Agency Index (FAGY) for valid values.

Requisition Type

Default is Default/No Change [blank] . Valid values are:

Outside Vendor [1]

The purchase is made from an outside vendor.

Internal [2]

The purchase is made between agencies within the entity.

Default/No Change [blank]

No change is made to the requisition type on a modification.

Document Total

Required. Enter the net amount of all lines on the document, not including tax if the tax codes used on the document are U (use tax) on Tax Code (TAXT). To compute this amount:

1. Add all the increase amounts.

2. Add all the decrease amounts.

3. Subtract the smaller of these amounts from the larger.

4. If the tax codes used are marked U (use tax) on Tax Code (TAXT), add together all the adjustment amounts on the lines (pay attention to signs) and subtract that amount from the result of #3

5. Enter that amount.

Calculated Document Total

Display only. This field contains the system-computed total of the line amounts.

Line No

Required. Enter a different two-digit number for each line on the document. Numbers 00 to 99 are valid. This number is used later for either a payment voucher or manual warrant to reference this requisition line.

Fund

Required. Default is inferred from Organization (ORG2) based on the agency and organization entered on this document. If this is a modification to a previously entered document, fund is inferred from the original document. Otherwise enter a valid fund.

Agency

Required. Enter the agency paying for this item. Refer to Agency Index (AGCY) and the Fund Agency Index (FAGY) for valid values.

If this is a modification document and Prior Document Reference on System Control Options (SOP2) is Yes [Y] , this field is optional. If entered, it must match the original document. On balance sheet transactions, it is required when Reporting Category is entered. ( Agency is required to validate the reporting category code.)

Org

Conditional. Required when Object is entered if the Expense Budget Organization Option on Fund Agency Index (FAGY) is Y (required on budget and accounting) or A (required on accounting). Otherwise, it is used for reporting purposes only. Enter a valid value from Organization Index (ORGN).

If this is a modification document and Prior Document Reference on System Control Options (SOP2) is Yes [Y] , this field is optional. If entered, it must match the original document.

Sub-Org

You must enter an organization before you can enter a sub-organization. Sub-Organization is required if Sub-Organization Required on Spending on Organization (ORG2) is Required [Y] or Required on Encumbrance Transactions [2] . Otherwise, an entry is optional. See Sub-Organization (SORG) for valid values.

Appr Unit

Required. Enter the Program Budget Unit element for the items listed on this voucher. See Program Reference Table (PRFT) for valid values. The Appropriation Program element and Allotment Program element will be inferred from PRFT based on Program Budget Unit.

Activity

Default is inferred from Organization (ORG2), if it is included there.

Required when Object is entered if Expense Budget Activity is Y (required on budget and accounting) or A (required on accounting) on Fund Agency Index (FAGY). Enter the activity which will be charged for the items on this accounting line. See Activity Index (ACTV) for valid values.

Values on documents override the values on Organization (ORG2).

Function

Conditional. Required if Object is coded and Expense Budget Function Option on Fund Agency Index (FAGY) is Y (required on budget and accounting) or A (required on accounting). Default is inferred from Organization (ORG2); or from Activity (ACT2), if Function is not entered on Organization (ORG2). Refer to Function ( FUNC ) for valid values.

If this line references another document, the function entered in this field must match the other document.

Object

Conditional. Leave this field blank on a balance sheet transaction; otherwise, enter the value that best describes the item or service that is requisitioned. Do not enter a personal services object. Refer to Object Index (OBJT) for valid values.

If this is a modification document and Prior Document Reference on System Control Options (SOP2) is Yes [Y] , this field is optional. If entered, it must match the original document.

Sub-Obj

Sub-object is required on an expenditure document if Object is entered and Sub-Object Required is selected [ Y ] on Expense Budget Inquiry (Extended) (EEX2). Otherwise, this field is optional. See Sub-Object (SOBJ) for valid values.

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.

Termini

Conditional. Required if Termini Validation Indicator is selected on Agency Project (AGPR) for this project. Enter 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.

Rept Category

Conditional. Required when Object is entered and Reporting Category Required on Spending on Agency (AGC2) is:

Required on Pre-Encumbrance Transactions [1], Required on Encumbrance Transactions [2], or Required on Expenditure Transactions [3] .

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

If this is a modification document and Prior Document Reference on System Control Options (SOP2) is Yes [Y] , this field is optional. If entered, it must match the original document.

Requisition Amount

Required. Enter the dollar amount of the requisition, in dollars and cents (the decimal point is optional). Do not enter the dollar sign or commas. On modifying transactions, enter the amount of the change.

• The requisition line amount does not have to equal the purchase order line amount that references this requisition.

Inc/Dec

Default is Increase [I] on a new document. Required on a modification document. Valid values are Dec [D] or Inc [I] .