Purchase Requisitions Overview

The Purchase Requisition windows found on the Purchasing and My AptaFund menus are used to add, edit, delete, view, approve, disapprove, and cancel all types of requisition: purchase requisitions, and if using the Warehouse module — warehouse requisitions, and replenishment requisitions.

The My Purchase Requisitions window displays the PRs created by the logged-on user, and is used to add, edit, delete, and review the status of the user's PRs.
The Admin Purchase Requisitions window is used by those with Purchasing Approver or equivalent permissions to add requisitions, and edit, view, copy, and cancel requisitions for which they are an approver.
The My Purchase Requisition Approvals window is used to view, approve, and disapprove PRs for which the logged-on user is part of the approval process. It's accessed by users with Purchasing Approver or Purchasing Manager or equivalent permissions.

If set up in Purchasing Configuration, AptaFund can check the budget each time a requisition is submitted for approval.

The requisition approval process is set up in the Administration module.

When a purchase requisition (PR) is approved, a purchase order is automatically created from the requisition. The appropriate user can then issue and approve the PO and send it to the appropriate vendor.

AptaFund provides an eCommerce integration with vendors using the cXML punchout technique which is a standard integration technique used by many vendors across the country. This functionality allows users to pick items directly from vendor websites and add them to their purchase requisitions. See About eCommerce for more information.

Purchase requisition types

Regular
Dollar: Allows you to specify an amount that will be spent with a vendor over time
Blanket: Intended for ordering large quantities of items that will be received, invoiced, and paid over time
Replenishment: Allows you to order items to replenish warehouse stock items if your district is using the Warehouse module
Warehouse: Use to request products directly from a local warehouse if your district is using the Warehouse module

Steps in creating a purchase requisition

Enter the header fields using the Admin Purchase Requisitions window or the My Purchase Requisitions window.
Add items to the requisition.
Enter account codes for the items.
Optional. Add shipping cost.
Optional. Apply discounts or premiums.
Optional. Add tax.
Submit the requisition for approval.

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PR statuses

New: The PR hasn't been submitted and may be edited or deleted.
Submitted: The PR has been submitted for approval. Only users with Purchasing Manager or equivalent permissions can delete a submitted PR.
Approved: The PR was approved, and a PO has been created. Approved PRs can't be deleted.
Issued: All items on the PR have been added to a PO, and the PO has been issued.
Closed: All items on the PR were added to one or more POs, and the POs were closed.
Rejected: The PR was rejected by an approver. The rejection reason will be displayed in the comments field.