After a Unit Request has been approved, the next step in the Unit Request Process is the Unit Purchase Requisition frame. A Unit Purchase Requisition can be created to start the unit purchasing process.
If you are using the Unit Request Process and have System Flag 5169 set to ‘Y’, the Unit Request must be approved first before creating the requisition. If the request has not been approved, you will get a dialog box when you enter the new unit number: “The unit request for this unit has not been approved yet.”
Once the unit request has been approved, enter the new unit number from the unit request in the New Unit/Replace Unit section. The Status field will read, “Budgeted for future purchase.”
Detail
In the Information Section, if the request was to replace an existing unit, that unit number will automatically populate in the Replaces Unit field. You may also manually enter an existing number in this field. The Salvage Percentage is pulled from the Depreciation Parameters on the unit’s Category Code.
The Requisition Number is a user-defined number to reference the requisition. This field is not validated. In the Budget Year field, enter the fiscal year from which the money to purchase the unit is allocated.
The Requested and Expected Delivery Dates will be carried over from the unit request, but they can be edited.
Note: The Expected Delivery Date must be greater than or equal to the Requested Date.
Once the requisition is added to a Unit Purchase Order, the P.O. Creation date field will populate with the date that unit purchase order was created.
If using Replacement Fund Functionality, enter the Replacement Fund that contains the money to purchase the new unit. The Owning and Using Departments will be carried over from the unit request, however they can be changed. These are required fields. The Delivery Location will be carried over as well but this is not a required field.
There is a Customer Notes field where any additional information or notes can be entered, this is a free form field.
P.O. List
The P.O. List tab will display a list of P.O. Numbers that the requisition has been associated with; if the requisition has not been associated with a P.O. yet, you can do so here. Enter a Unit Purchase Order number in the P.O. Number field or select one from the list of values by double clicking in the field.
More than one purchase order can be used to order the unit. Check the Primary P.O. box to indicate which P.O. will be the primary purchase order for the unit. Enter a Purchase Amount and Change Order (if applicable). The Vendor field will automatically populate.
The Purchase Amount is the actual purchase amount, the Change Order is the amount to add to the original purchase order.
Note: These amounts cannot exceed the Purchase Order Limit established on the Unit Purchase Order frame.
Totals for the Purchase Amounts and Change Orders will populate automatically at the bottom of the P.O. List.
Once the requisition has been added to a unit purchase order, the Status will change to ‘On Order’.
Category Options
The Category Code will carry over from the unit request. The Category Code is tied to the unit’s Tech Spec.
Note: Any change to the category code will result in a change to the tech spec as well.
The Base Amount displayed in the Category Budget Amount section is read only and will be populated based on the value entered on Asset Category Main for the selected Category Code.
Below the Category Budget Amount section will be Option Selections which are pulled over from the Asset Control Category Budget Options frame.
To select an option, check the Selected check box. The option’s value will be added to the Options field in the Category Budget Amount section above and the total will be updated to reflect the change. Once you click Save, the Selected Values can be edited.
System Flags
5169 – Require New Unit Request Processing? (Y/N) – If this flag is ‘N’, a new unit can be created per standard M5 functionality. If this flag is ‘Y’, a unit can only be created via the Unit Request Process.
See Asset Management Application Training for more information.
Last Update: 06/06/2016
NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.
Additional training and technical documents on this subject may be available in the Resource Files area.