RSCCC Requisition provides school districts with an automated method of creating requisitions and purchase orders at employee workstations, thereby, ending the need for hand-done documents. It permits each district to set parameters for spending, account accessibility, and approving and printing purchase orders through the use of vendor and general ledger account and balance information from RSCCC Finance. For each requisition transaction, a journal entry to encumbrance is made to the account numbers entered, and the general ledger balance is updated immediately in Finance through an automated journal entry. Once the requisition is approved, the journal entry to encumbrance is reversed, and the purchase order encumbrance is automatically posted by the application.
Since the Requisition application accommodates unlimited levels of users, it empowers the district with the ability to provide the security, convenience, and flexibility required when managing the district's finances. Through user profiles, the district can determine levels of access; the ability to over-expend and the percentage of over-expending; the maximum amount of each requisition; the year-to-date maximum amount that can be expended; what accounts can be accessed; the approval paths required; and shipping and receiving addresses - all by individual user. If an approver is absent and requisitions needs to be approved, an alternate approver can be selected for that individual and all requisitions awaiting that person’s approval will then be available for the alternate approver’s review.
One advantage of the Requisition application is that it automates much of the accounting process. The Finance and Requisition applications work closely together to enable the district to make changes in one application that will automatically update the other. Once system defaults and table values are established, each type of transaction can be conducted by entering only data that is specific to the given transaction. All corresponding Finance transactions are accomplished automatically. Also, the requisition can be modified by anyone in the approval path, including changing of vendor or account numbers, with the system making automatic entries to accommodate those changes. Those in the approval path of a requisition can insert or add additional approvers who they determine should review the requisition as it proceeds through the approval process. Receiving can be accomplished through this application, which will then create an accounts payable transaction in Finance that can then be paid when vendor checks are issued.
Another advantage is that user options and levels of use can be set up for next year. This feature enables the district to create requisitions and purchase orders for the next school year (without affecting current year), and the application will validate against accounts contained in RSCCC Budget. When Budget is moved to Finance, all associated requisitions and purchase orders will also be moved and encumbrances automatically posted to the appropriate accounts.
Districts do not have to experience the added expense of printing purchase order forms since the application can print the district's name and address as well as vendor guidelines on the purchase order at the time it is created. Form guidelines can be provided to those districts that choose to pre-print their purchase orders with their logo and vendor information.
Requisition Features
Ability to add/change vendor and account numbers prior to approval of requisition
Ability to create requisitions without vendor
Ability to inactivate a user
Ability to modify order addresses on vendors
Ability to select an alternate approver for requisitions
Attribution of discounts and freight costs by line item
Automatic assignment of requisition and/or purchase order numbers
Creation of requisitions and purchase orders for next school year without affecting current year
Creation of requisitions without account number
Creation of user levels and options for next year
District-determined, unlimited user levels
Reversal of purchase orders in Requisition reverses the purchase orders in Finance
Short or long description of items on purchase orders
Through receiving, accounts payable transactions automatically created in Finance
Uniform account distribution for requisitions
Unlimited user approval paths
User control of blind receiving, partial receiving, and receiving overages
