Enter Request

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Enter Request lets you create Purchasing Management Requisitions.

Person Search

1. Choose the Application from the drop-down list:
   • All Applications
   • Accounts Payable
   • Account Receivable
   • Donors And Gifts
   • Remittance
2. Check or uncheck the Only Active? box as needed.

3. (Required) Enter the Name to search. By default, the Name field searches for last names and organizations. To search for first and last names, enter your search in the "lastname, firstname" format. Enter an "*" to search all.

   Note: Search for just a first name by starting your search with a comma (e.g., ", James"). Display a complete list of names by searching for just a comma.

4. Optionally search by City and State.
5. Click Search.
6. Select the name for which you are creating the transaction, then click Select. Alternatively, click Close to return to the previous page without selecting a name.

Requests: Header Section

1. Select the Vendor using the Search icon.
2. Select the Ship To (optional). If the Ship To address is different than your Company address in the General Ledger, click the Search icon to specify a different vendor.
3. Enter an Email address for the Vendor. This field is automatically populated if the vendor has an email address on their record. This is the email address that Purchasing Management notifies if the option Email Approved or Rejected is selected in Company Information (More Information).
4. Choose the Type of Requisition. Defaults to the setting last chosen:
   • Purchase Order
   • Check Request
5. Choose the Status:
   • Unapproved
   • Closed
   • Voided

6. Select the Approval Path for the Requisition (required).

   Note: Users may select an Approval Path only if they have the appropriate rights; otherwise, they must have the Approval Override permission, which also allows them to use any Approval Path. Users selected as Admin within Security Setup can also select any Approval Path.

7. Enter the Requisition #, or leave blank to have the system assign the next available number.
8. Enter the Purchase Order / Check Request #. Leave blank to have the system assign the next available number after final approval, or manually assign a number.
9. Select the Purchase Order Date (defaults to today's date).
10. Select Issued To. This is normally the person requesting the purchase order if it is different from the Agent.
11. Select the Agent. This is normally the person making the purchase.
12. Enter the Shipping method.
13. Select the Date Requested.

Details Tab

The Tax, Freight, and Other fields are available if the option to Record Tax, Freight, and Other Charges is selected in Accounts Payable Company Information (More Information).

Note: Amounts entered into the Tax, Freight, and Other fields are not added to the Requisition total. Instead, the amounts are evenly divided among detail lines when the approved Purchase Order is linked to an Accounts Payable invoice.

1. Select the Period.
2. Enter your level information according to your account structure.
3. Enter the Account and a Description for the line. Optionally select a Project.
4. Enter the Qty (quantity), select the Unit, then enter the Unit Price.
5. Click the Add New Line icon or Add New Line to add another detail line. To add multiple lines at once, enter a number between 1 and 99 on the right and click the Add New Lines icon (e.g., Add 10 New Lines).

Note: Click the icon or press "s" in any field with the Search icon to display a Search window. Use the filter at the top to narrow your selection. In the Account Search window, you can also specify the Account Type in a drop-down list. Double-click the item you want, or click the item and click Select. Click Close to return to the Update page without making a selection.

Note: The Qty, Unit, and Unit Price fields only display if the option to Include Quantity on Purchase Orders is selected in Company Information. The Unit field refers to "Unit of Measure," and you can configure new options for it in Control Table Information (More Information).

The system calculates the Amount by multiplying the Qty by the Unit Price. If part of the Requisition has already been applied to an invoice, enter that amount in the Applied field to reduce the Outstanding amount. You can also mark the line as Closed.

Note: Any detail lines marked as Closed are part of the Requisition total but are not available in Accounts Payable.

The Remaining Budget displays underneath the line. If the requisition places you over budget for that account, the budget amounts show in red, and the Amount field displays a red background. "YTD" is calculated by subtracting Actual YTD from Budget YTD, and "Annual" is calculated by subtracting Actual Annual from Budget Annual.

Headings Tab

Enter any Custom Label lines for the Purchase Order. These can be used on a custom form and are set up within Company Information (More Information).

Approvals Tab

The Approvals tab appears and lists each user in the Approval Path after you select an Approval Path from the drop-down. If the user submitting the request is not in the Approval Path, they are automatically added to the top of the Approval Path.

Note: If the request amount is less than the user's automatic approval limit, that user does not appear on the Approvals tab.

The following columns display for each user in the Approval Path:

1. Approval Needed By: Displays the names of users in the Approval Path, listed in the Approval Path order.
2. Approved?: Check this box to indicate that the user approves this request.
3. Rejected?: Check this box to indicate that the user does NOT approve this request.
4. Reason: Enter a reason why this request was not approved (only active after clicking the Rejected? check box).
5. Hold?: Check this box to put the request on hold.
6. Reason: Enter a reason why this request was put on hold (only active after clicking the Hold? check box).
7. Approval Updated By: Displays the date and time the Requisition approval was updated.

The Approved? check box works in conjunction with the Submit for Approval? Check the box at the bottom of the page. If you check Approved?, the Submit for Approval? The check box is hidden and automatically checked.

If you check "Submit for Approval"? Check the box, the Approved? The check box is automatically checked for the first user in the Approval Path.

Submit for Approval? Check the box to initiate the approval process. After checking it and clicking either Apply or Update, the approval process begins, and emails are sent according to the Email Information options selected on your Company Information page.

How to Enter a Request Without Starting the Approval Process

If you have a request that is not ready to submit but you want to enter all or part of it now and begin the approval process later, do NOT check the Approved? or Submit for Approval? check boxes. Checking either one starts the approval process.

Note: The Approval Process: If the user who creates the Requisition is not in the selected Approval Path, they are listed first on the Approvals tab and must approve their own requisition before the process moves forward. If the user is already in the Approval Path, they are not added to the top of the list. When a user first creates a Requisition (and approves it, if listed first), the system sends the first user in the Approval Path an email notifying them to approve or reject the Requisition. The one exception: if the Email All Approvers when Requisition is created option is selected in Company Information, all users in the Approval Path are notified immediately. If the Requisition is rejected, the process is over, and the original creator is notified (if the Email Approved or Rejected option is selected). If approved, the next person in the Approval Path is notified (if the Email Next Approval option is selected). See the email approval process page for more information. Once the last user approves the Requisition, it becomes a Purchase Order or Check Request, and the system emails the creator (if the Email Approved or Rejected option is selected).

Note: Unapproving Requisitions: If you are the final approver on an Approval Path, have the Purchase Order Approval Override permission, or are an Admin user, you can remove approval from a previously approved Purchase Order or Check Request. To do this, go to the Approvals tab and remove the checkmark(s) from the Approved column. Individuals with greater authority on the Approval Path can skip subordinate users by selecting the Approved check box for those users. Users with the Purchase Order Approval Override permission can approve any Requisition for which they are an Allowed User (based on the selected Approval Path). Users selected as Admin within Security Setup can approve or reject any Requisition.

Note: Voiding Requisitions: If a user is in the Approval Path, they can change the Status of the Requisition to Voided if it is currently Unapproved.

Attachments Tab

The Attachments tab allows you to attach files from your device or scan images using the Scanner.Client.exe program. See the Attachments Help Page for detailed information.

Note: Attachments added to a Purchase Order are added to any Accounts Payable invoice to which that Purchase Order is applied.

Note Tab

Enter a note in the field provided if you wish.

Save the Request

When finished, choose one of the following:

1. Click Apply to save the Request and start entering a new Requisition.
2. Click Update to save changes and return to the Requests page.
3. Click Reset to undo all changes since the last page update.
4. Click Cancel to return to the Requests page without saving.

Updated June 03, 2026 01:55