Barton Requisition Blog

Q – Do I still need to complete a requisition to the bookstore for a printer cartridge?

A – No.  In an attempt to simplify the requisition process, it has been decided that requisitions will no longer be needed to acquire Ink Jet and Laser Jet print cartridges, or print shop supplies which are picked up at the Bookstore,  such as:
Print Requests
Time Sheets
Barton Mailing labels
Barton Letterhead
College Maps
While You Were Out Pads
Barton Scratch Pads
Barton Folders
Barton Name Tags
If you have any questions, please call the bookstore at ext. 273. 

Q - Must freight charges be added to requisition totals? 

A - No.  According to the requisition procedure we do not need to have shipping on the requisition.  This is because we do not always know the shipping charge until after we receive the product.  

Q - I don’t have a finance tab in PAWS.  How do I get one? 

A - Contact the College Comptroller at X318.  He will need to have your fund/org information in order to set you up in the system.  

Q - Do I need to enter all the beginning zeros on the vendor number? 

A - Please keep in mind that all the digits count.  You cannot truncate any leading zeroes.  For example, the vendor number 10118 and 000010118 are two totally separate entities. You must include the leading zeroes for 000010118 in order to get the correct vendor for the document. 

Q - Has a method been developed that I can delete my personal templates, or does that still need to be done by IT?

A - To delete a personal template log on to PAWS, click on the Finance tab, click on “Delete Finance Template”, submit query without entering a template/query name and leaving template/query type as “all”.  Submit Query, and check delete box by the template you want to remove, then click the delete button. To delete a shared template call Kay at X146 in IT.  

Q - I thought it was mentioned at a requisition training that items could be added to a Bookstore requisition – up to the $50 limit.  Someone else was under the impression that only items on the approved requisition could be given out.  Could you please clear this up for us?  

A - On July 23rd the President’s Staff discussed whether or not the requisitions to the bookstore need to be totally accurate or does the $50 variance apply. All agreed that the requisition just needs to be within $50.  

Q - In the time that I have been using WS and requisition I have come to realize that some items that I have submitted no longer appear…. where are ALL my requisitions?  

A - The business office has to delete the req out once it is submitted for payment.  If not, it shows up as a reservation against your budget.  They don’t want that to happen once it is in to pay as it would look like it is being charged against the budget twice.  However, if there is still a need for you to see the doc, simply use the requestor field rather than the userid field.  Enter your name as the requestor along with a date range and it will pull up all your req’s from there. Also, you can also get the same info from the budget queries with the FOAP data.  If you use both the YTD and reservation options on the query you can get to both the req you entered as well as the invoice that was entered for payment. Try that and if you have trouble with it just let Terry know (X318) and he can walk you through it.   

Q - How do we do requisitions for stuff we sent out UPS?  We used to fill out a transmittal with our FOAP # and left the amount blank.  John picked up the package and the transmittal - the receipt and transmittal never came back to us. 

A - Since John still requires the document when he picks it up, we have still been using transmittals on these with the amount left blank just like it was before. So in effect, there is no change on this procedure.        

For those that have had problems printing out the requisitions, there is a fix.

Inside Internet Explorer:

1. Select “File” from the menu bar.
   
2. Select “Page Setup“.
   
3. In the “Margins” section, change the “Left” and “Right” margins to ‘.50′ (point 50). The top and bottom margins may also be changed if so desired.
   
4. Click “OK” and then you can print.
   

Flow Charts4.pdf

REQUISITION GUIDELINES

REQUISITION PAGE LOCATION

PAWS > User Log In > Finance > Requisition

            As of July 1, 2007 Barton County Community College business office will no longer accept Transmittal forms for payment of bills.  In their place electronic Requisition forms will be used.  These may be found on the Financial Tab in PAWS.  The new process essentially requires supervisors to approve each purchase made in their departments prior to the placing of any order.

VENDOR CODE LOOKUP

A code lookup feature is available at the very bottom of the requisition page.  This may be used in place of FOIVEND in Banner to access vendor numbers that are presently in the system. To use this program

1)   Change TYPE from “account” to “vendor”

2)   Enter the vendor’s name, in part or in whole, between two percentage signs (aka wild cards) in the TITLE CRITERIA box

3)   Click the EXECUTE QUERY button (located below the vendor’s name)

4)   This will take you to the top of the page where the results of your query will be displayed.  If trying variations of the vendor name does not produce any results, the vendor may not be in the system.  Contact the accounts payable clerk in the Business Office for the vendor number.

COMPLETING THE FORM
 

The form will be completed in three sections, each with its own “validate” button.

1)      The TRANSACTION DATE will be automatically entered.

2)      Enter VENDOR ID number. Click the VENDOR VALIDATE button next to the Vendor ID number.  This will take you to the top of the page where any errors will be listed.  If there are none, then scroll down and

3)      Fill in COMMODITY DESCRIPTION, choose a UNIT OF MEASURE, and enter QUANITY and UNIT PRICE.  Click the COMMODITY VALIDATE button just below the commodity entries.  This will take you to the top of the page where any errors will be listed. If there are none, then scroll down and

4)      Choose DOLLARS or PERCENTS and correct ACCOUNTING entry: If “Dollars” button is chosen, list actual amounts (for multiple entries) If “Percents” are highlighted, type “100” under the Accounting heading. 

Enter your FOAP, preceded with an “8” under CHART. 

Click the VALIDATE button.

This will take you to the top of the page where any errors will be listed.

If there are none, then scroll down and

5)      If you wish to save this Requisition as a Template, scroll down to “Save as Template” and enter TEMPLATE NAME (Departmental abbreviation-Vendor Name-Account Name).  If you wish to make this template availabe to others, click the “Shared” button.  This completes your Requisition and you are ready to send it to your supervisor for approval.

Click COMPLETE.

TRACKING APPROVAL OF REQUISITIONS
 

Once you click the “Complete” button the requisition will be automatically forwarded to your supervisor for approval or denial.  Any requisition over $1,000 will be forwarded on to the College President for approval or denial.

To manually track your requisition approval

1)      Click the VIEW DOCUMENT link (left side of Finance page)

2)       Enter document number or click DOCUMENT NUMBER button

3)       Specify query (using drop down boxes) or cllick EXECUTE QUERY button for list of all completed requisitions.

4)       Double click on desired DOCUMENT NUMBER.

5)      Click on VIEW DOCUMENT button and check APPROVED: “Y” or “N” entry.  When approved, PRINT THIS PAGE, attach the invoice/receipt and send to the business office for payment.

6)      Check the APPROVAL HISTORY button after step 4 to view approval string and history.