1 Module: Purchasing Topic: Requisition Processing How to Enter a Requisition Munis Version 11.1 HowtoEnteraQuickRequisition
Objective
This document provides step-by-step instruction on how to enter a quick requisition into the Munis
Requisition Entry program. It assumes that the user may need to modify default information provided by the
system, but uses a minimal amount of options available in the program. It is intended for a user who already
has a basic understanding of the Munis Requisition Entry program.
Overview
By entering a requisition, you are requesting funds to make a purchase. As soon as the requisition is
entered with an expense account, the funds are set aside, or “pre-encumbered” in the General Ledger
account. After the requisition is released, it goes through the approval process (workflow) after which it is
converted into a purchase order. The PO is sent to the vendor as authorization to provide the goods or
services requested.
Prerequisites
Permissions and Menu Access for Requisition Entry as well as:
 A vendor name or vendor number from which you would like to purchase the items.
 The proper General Ledger expense account(s) that will be used for the intended purchase.
 The quantity, price, and description of what the user would like to requisition.
4/2/2017 djh 2 Procedure
1. Open Tyler Menu
Departmental Functions > Requisition Entry
Note: Can also be found: Financials > Purchasing > Purchase Order Processing Menu > Requisition Entry
2.
Select Switch Form and choose SHORTREQ form.
4/2/2017 djh 3 3. Click Add on the Munis ribbon. (Remember when entering information, use the Tab key to move
between fields.)
4. Main Section
Dept/Loc
Fiscal Year
Requisition number
General commodity
General description
Status
Entered / By
PO expiration
Receive by
Project Accounts Applied
4/2/2017 djh Prepopulates with your department code. You must change this if you enter
requisitions for multiple departments. Use the ellipsis to search. Highlight item and
Prepopulates with the current FY. Tab through to accept.
Prepopulates when you tab through.
Required. Use the ellipsis to search. Highlight item and click accept.
This prepopulates from the general commodity code. Change to provide a more
accurate description
1- Rejected, 2- Created, 4- Allocated, 6- Released, 8- Approved, 0- Converted; A
detailed description of these statuses is found at the end of this document.
Defaults to the current date user name of person entering requisition.
Not used at this time.
Not used at this time- We no longer require PO Receiving;
This check box indicates that project account strings will be applied to the
requisition.
4 5. Vendor Section


Vendor
Use the ellipsis to search.
Use a partial name to search using the wildcard
symbol (*).
 Vendor names are case sensitive
 Highlight Vendor and click accept.
Vendor Name, PO Mailing, Delivery Method, and Remit will prepopulate from
the Vendor Master File. If the default information is not correct, change it.
Vendor Sourcing Notes
Click
- an additional screen will pop up. If needed,
enter notes here. THESE ARE NOTES FOR THE VENDOR! Be sure to click
on the ribbon so that these print on the PO. If you are using a
Cooperative contract (Tier 3C), enter the cooperative name and contract
number here.
Vendor Quotes
Not Used.
4/2/2017 djh 5 6. Shipping and Billing Section
Ship to
Email
Reference
Prepopulates from your department code. If items are to be shipped to
another location, change the ship-to code. Ship-to entries are set by building
NOT department- USE REFERENCE FOR SPECIFIC SUITE / ROOM INFO.
Not used.
Enter suite / room information.
7. Terms and Miscellaneous Sections
Sales Tax Group and
Sales Tax %
This should default from system settings, Ship To location, or Vendor File. If
this purchase is not subject to sales tax, remove the Sales Tax Group which
will also change the default rate to 0.00%. The rate can be adjusted manually
if not correct for your location. As of May 1, 2017 the County Sales Tax Rate is
8% (7% prior) except for 1) purchases that will originate or be shipped to
locations within the City of Myrtle Beach municipal boundary which is a 9%
rate (8% prior); 2) purchases that will originate or be shipped to locations
within Georgetown County which is a 7% rate. Click the calculator symbol for
calculator if needed.
Use Tax Group and
Use Tax %
This will normally be blank unless a default is stored in the Vendor File as a
Use Tax vendor. Use Tax if applicable when the item would normally be
subject to Sales Tax but is purchased from a vendor who is not required to
collect and remit the tax (i.e. out of state vendor). The filed will only default if
stored on the vendor master. If the transaction is taxable and the vendor
does NOT collect sales tax, use tax MUST be entered and encumbered
during the Requisition process. Enter the correct rate as noted above based on
4/2/2017 djh 6 Type
your location. Click the calculator symbol for calculator if needed. NOTE: Both
ellipsis show Sales and Use Tax choices
Prepopulates to Normal. Do not change.
PO
Purchase Order number will appear here after Requisition has been converted.
Tax Group Choices
Code
Sales Tax
MB Sales Tax
GTW Sales Tax
Use Tax
MB Use Tax
GTW Use Tax
Description
Sales Tax ‐ County (non‐MB)
Sales Tax for MB Locations
Georgetown County Sales Tax
Use Tax ‐ County (non‐MB)
Use Tax for MB Locations
Georgetown Cty Use Tax
Rate
8.000
9.000
7.000
8.000
9.000
7.000
8. Contract Section
Number
Description
If Requisition is being entered against an existing Munis contract, enter Munis
contract number here. Use the ellipsis to search. Highlight item and click accept.
Prepopulates from contract if contract number is selected.
9. User Defined Section
HCG Procurement Tier? Use the ellipsis to search for the correct Procurement Tier. Highlight item and
click accept.
Tier 3 C - Cooperative Contract Purchase
Tier 3 K - Horry County Contract Purchase
Tier 3 S - Small Dollar Purchase ($25,000.00 or less for goods and services;
$50,000.00 or less for PROFESSIONAL services)
Tier 4 N - RFP(Request for Proposal)/RFQ(Request for Qualifications)
NOT resulting in an Horry County Contract
Tier 4 S - IFB (Invitation for Bid) NOT resulting in an Horry County Contract
Tier 5 E - Emergency Procurement - Requires County Administrator
approval.
Tier 5 S - Sole Source Procurement - The product or service being
purchased is ONLY available from this vendor. Requires County
Administrator approval.
4/2/2017 djh 7 Best Value
Procurement?
Defaults to No. Use ellipsis to change to yes. Highlight item and click accept. If
procuring product or service based on factors other than price, THESE
FACTORS MUST BE SHARED UPFRONT DURING THE QUOTE PROCESS
WITH VENDORS!
Cooperative Name?
Defaults to None. Use the ellipsis to search and select cooperative name. Highlight
item and click accept. If Cooperative name is not listed, choose Other.
If purchasing from a Cooperative Contract, enter the contract number here. If you
have chosen Other for the Cooperative name; give the cooperative name and
contract number.
Defaults to No. Use ellipsis to change to yes. Highlight item and click accept.
Defaults to No. Use ellipsis to change to yes. Highlight item and click accept.
If you are purchasing with grant funds, enter the grant number here. BE SURE
TO ATTACH THE GRANT AWARD, GRANT PROCUREMENT INFORMATION,
AND ALL OTHER GRANT-RELATED DOCUMENTS to the requisition.
Use the ellipsis to search and select yes or no. Highlight item and click accept. If
purchasing via Tier 5 E/S, attach documentation/justification. If purchasing via Tier 4
N/S, attach bid tabulation or evaluation documentation. If a grant purchase, attach all
required grant documentation. You can do this after you complete the requisition
and accept it. Choose the paperclip for attachments and follow TCM Instructions.
Use the ellipsis to search and select yes or no. Highlight item and click accept. If
you are purchasing via Tier 3 C, Tier 3 S (over $5000.00), Tier 5 E, Tier 5 S,
quotes MUST be attached.
Defaults to Yes. Use the ellipsis to change to no. Highlight item and click accept.
Change if insurance is not required.
Cooperative K #?
Professional Services
Grant Purchase?
Grant #?
Justification Attached?
Quotes Attached?
Insurance Required?
Once all fields are filled out Press Tab or Enter on the keyboard or click the Accept button. This will bring you
to the Line Detail section.
10. Line Items Section
After tabbing through the User Defined section, the Requisition Detail screen will appear and you can enter
the specifics for the item(s) you are requesting. You can also select “Line Items” from the Munis Ribbon Bar.
Each Line Detail screen represents an item you would like to purchase. If there is more than one item, you
will need to add multiple records on this screen.
4/2/2017 djh 8 Quantity
Defaults is 1. Number can be changed if required.
Description
Description is required.
Unit Price
Enter the price per unit. The total will multiply the quantity times this price.
UOM
The unit of measure for the item. Prepopulates to EACH. Change as needed.
GROSS
Quantity multiplied by Unit Price.
Freight
Enter a freight cost for this line item ONLY (not the whole order), if needed.
Discount
Enter a discount percent for this line item ONLY (not the whole order), if used.
Taxable
Enter the taxable amount. Click the calculator symbol for calculator, if needed.
Sales tax
Calculates from the taxable amount.
Credit
Enter credit amount, if applicable.
TOTAL
Calculates from Gross - Discount + Freight + Sales Tax – credit
4/2/2017 djh 9 Cursor will be in the account field; choose the account this purchase should be allocated to.
 If the entire amount of this line item will be allocated to a single GL Account, verify the amount, and
click Accept to save that line item.
 If you need to allocate the amount to more than one GL account, change the amount of the first GL
expense account. Then press the tab key through the amount field, and you will be taken to a second
line where you can enter another expense account and amount. Always review the amounts and
accounts before clicking OK/Accept to save the line item.
11. If you would like to purchase more than one item with this requisition, you will need to click the
Add button to add another Line Detail record. Follow the same process as above for each item
you are requesting.
12. Click Accept to save the items and requisition.
13. To return to the Requisition Header screen, select the Return button in the Munis ribbon.
Attaching Quotes and Justification
14. You can attach required documentation by selecting Attach on the Munis ribbon. The Document
Mappings box will pop up.
.
4/2/2017 djh 10 15. Select Requisition Attachment and View Documents. TCM will open.
16. On the TCM Ribbon select New
17. You can now IMPORT or SCAN (if your scanner is available) documentation in to TCM
4/2/2017 djh 11 a) IMPORT: Select Import. This will allow you to browse your computer documents. Select the appropriate
file and click Open. YOUR FILE IS NOW ATTACHED TO TCM.
b) SCAN: Select Scan. This will bring up the Select a Scanner Box. Select the appropriate scanner from
the list and click Scan. Follow the instructions from your scanner software. Once complete, your scan
will show in TCM.
18. Select Save and Close Viewer to return to your requisition.
19. Once you have entered all required items, select Release from the Munis ribbon. This releases your
requisition into the workflow and starts the approval process.
20. Workflow Section
Once the requisition has been released into workflow. You can view where it is by Clicking
Approvers at the bottom of the requisition.
4/2/2017 djh 12 Status Change
The following are valid status values for requisition approvals:






1- Rejected: The requisition has been rejected by an approver. Click the Approvers button to view the
rejection comments. To update a rejected requisition, click the Activate button.
2- Created: The requisition header (general) details have been entered, but general ledger (GL) details
have not been entered, or, the requisition has header and GL detail, but does not have the appropriate
budget to move it to a Status 4. In this case, a budget transfer must be made and posted, after which,
you can click the Allocate button to move the requisition to a status 4-Allocated.
4- Allocated: The requisition has been entered and has been allocated (charged) to a general ledger
account, therefore money is being taken from available budget. The requisition has not been released
into Workflow. A requisition must be in a status 4-Allocated to be released into Workflow; click Release
to initiate the Workflow process.
6- Released: The requisition has been released into Workflow and is awaiting approval. Click the
Approvers button to see the current approval status.
8- Approved: The requisition has been fully approved in Workflow and is ready to be converted to a
purchase order.
0- Converted: The requisition has been converted to a purchase order. The number is included on the
Terms/Miscellaneous tab in Requisition Entry.
4/2/2017 djh