PROCESS FOR CREATING A REQUISITION
Once in Datatel, this is the home screen:
From the home screen you can either type “REQM” into the “Quick Access” field on the toolbar or
double click “Requisition Maintenance” with the cursor. Doing so will bring up the following screen:
Type “a” for add and then “Enter”. Continue to type “Enter” until the following screen appears:
This is the screen where the following data entry is done:
1. Requisition Date – Fills in automatically with today’s date.
a. Requisitions should be created as soon as the department knows there is going to be an
expense.
2. Initiator – Enter your E number.
3. Vendor ID – Type the name of the vendor you wish to use here. If it does not find a vendor record,
try an alternate spelling. If there is no vendor record, you must then fill out the name and address
fields and provide us with phone and fax numbers using the printed comments field. This is what the
vendor search screen looks like:
4. Ship To – Enter the two-character code for the department the goods are to be delivered to, or type
three periods and press enter to bring up a list to choose from. This is what the ship to search screen
looks like:
5. AP Type – Type AC (for Accounts Payable) or Foundation (if applicable) and press “Enter”. You
may get a message about the code and the vendor record. Press Enter or click OK to continue
working.
6. Line Items – Press the detail button to access the Item List. There should be a separate line item for
each different item within the order (i.e. additional shipping, varying sizes, different dollar amounts,
etc). This is what the Item List screen looks like:
a. Item List – This is still not a data entry screen. Detail on the first blank item line for a
new item or on any existing item you wish to make changes to. This is will give you the
Item Maintenance screen, which looks like this:
1. Item Maintenance
1. Description – The lines are 25 characters long and there is no word wrap
unless you detail in one more level. Only six lines of description will
print on a regular purchase order. When requesting a blanket PO, the
first line must read “Blanket PO for”.
2. Est. Price – Enter the dollar amount without using the dollar sign.
3. Quantity – How many are you ordering? The default is one.
4. Unit of Issue - Box, each, dozen, contract? This is optional, but it may
be sensible to use on many requisitions. Type three periods and press
Enter to bring up the list of available codes.
5. GL Account Number – The entire 12-digit account you wish to charge
against. You can enter a partial account and finish it with three periods
to bring up a list to choose from. This is what the GL account number
list looks like:
6. Vendor Part – If applicable, a catalog number or model number goes
here.
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In Datatel, you are given a blank item screen after saving each item you create. When you
are done adding items to the req., you must cancel the blank item to return to the Item List,
which you will then need to save.
7. Printed Comments – You must press the detail button once to enter text here and there is word
wrap. No more than 12 lines will print out on the req. or PO. Text you want to be seen by the vendor
or other departments of the College goes here. This is where you would want to note the fact that a
PO is confirming an order, who a check should go to, if payment should be enclosed, and other
necessary information of that nature. This is what the printed comments screen looks like:
Note: It is imperative that the requisition reflects whether or not the PO should be placing or
confirming the order as to avoid duplicate shipments/invoices. Does this need to be here?
8. Comments – These comments will never print out anywhere. You must detail once to enter text and
there is word wrap. This field is used only for internal note keeping (what class or staff person an
order is for, justification for purchase).
9. Priority – Very optional. There are codes for emergency requisitions or for dated materials. If you
honestly have one of these situations, follow up with phone calls or e-mails as well; others may
overlook the code and the system does not process the req. any differently.
10. Approvals – Move to the Approvals field and detail in to sign and send the requisition. The left hand
column is for signing the requisition. The right hand column is for sending it on. The system is
looking for you to enter an E number or type three periods and press enter to bring up a list to choose
from. Save and update when done. This is what the approvals screen looks like:
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Requisitions are not sent on automatically by the system, you must indicate the next
person in the chain.
The Director of Business Services should always be included in the Approvals field,
regardless of whether they are the next to approve or not.
You should only indicate the next person that needs to see the requisition and the
Director of Business Services. If you indicate multiple people, the requisition is
viewable by all of them equally. Approvers are responsible for sending the req. on
after they sign it.
11. Req. Done – This must be changed to Y in order for Business Services to create a purchase order.
AIR FARE REQUISITIONS (Please contact 921-4477 to make the actual reservation)
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Include origin and destination cities.
Include dates of travel and preference for flight times (early morning, late afternoon, etc).
Include full legal name, as it appears on driver’s license or ID, of all travelers in the
Printed Comments area.
Will you need tickets for the bus to O’Hare?
Tickets are almost always non-transferable and non-refundable!
HOTEL REQUISITIONS
 Include the dates the room or rooms need to be reserved and who they are for.
 Quantity on the requisition is the number of nights.
 Est. Price on the requisition is the cost per night including the hotel tax.
 If you have already contacted the hotel and have a confirmation number, include that in
the Printed Comments field.
RESERVING BUSES/VANS FOR EVENTS/TRIPS
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Along with doing a requisition, you must also contact x: 4477 so he/she can check pricing
and availability with the vendors.
Include the date(s) vehicles are needed, the quantity and capacity of vehicles needed.
If RVC staff is to drive a rented vehicle, the driver must be at least 21 years of age.
REQUISITIONS WITH ATTACHMENTS
 If you have quotes, forms or contracts that must accompany the Purchase Order, note the
requisition number on document(s) and send them to Business Services via interoffice
mail.
 You can write the requisition number on the document directly or use post it notes.
Either way is fine.
 Contracts may also require the signature of VP of Administrative Services. If so, the
contract should be mailed to his/her office instead of Business Services.
 You may wish to keep a photocopy of the document(s) for your records.
THE CHECK REQUEST FORM
 There is a $1,000 expense limit for using the check request form.
 Check requests are used for subscriptions, memberships, registrations and some types of
reimbursements.
 Include all supporting documents with the check request form.
 A check request takes the place of an electronic requisition and is sent directly to
Accounts Payable once it has the proper signatures.
 You cannot use the check request in any situation where you need the assistance of the
Purchasing staff.
PLANNING AHEAD
 Checks are run at the end of the week. To get a check on Friday, you must have a
completed Check Request or your req. must be turned into a PO by Noon on Monday.
 For travel, the closer to the departure date, the more expensive things become and the less
likely that things will be available. Please plan ahead for your own benefit.