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The following are instructions on how to create and approve of electronic requisitions in FRS at Seton Hall University. Please contact the Procurement Department on x9370 for further assistance with these matters if you need additional assistance.

Creating an electronic requisition in FRS:

Step I: Determine the appropriate way to enter Mainframe and FRS. To do this, contact Procurement on x9370. Note that if you can not access the Mainframe (i.e. after trying to key in your first set of pass codes), you should contact the Computer Room on x9555 for assistance. If you can not access FRS using or forgetting your second set of pass codes, please contact Nancy Mustachio on x9680. Finally, if you do not have FRS or Mainframe pass codes at all, e-mail Susanne Kunigelis and Louise Gorman and ask for assistance.

Step II: Once in FRS, at the "Screen" prompt, key in 030 and hit enter. Now on screen 030, tab to Session Reference and enter the letters pr plus your four-digit FRS operator ID (i.e. your second set of codes provided for you). Then tab to Session status, enter the letter O (for open) and hit enter. Make sure the fiscal year (FY) indicated is the current fiscal year.

Step III: At the "Screen" prompt, key in 019 (for SL accounts) or 018 (for GL accounts). Type in your six-digit account number in the "Acct:" field and hit enter. For 019 accounts, make sure funds are positive enough to cover your expense by checking the Available column for those operating lines, 3100, 3200, 3300, etc. For 018 accounts, make sure your Fund Balance is negative enough to cover your expenses. If necessary, go to screen S10 to process a budget reallocation.

Step IV: At the "Screen" prompt, key in 255 and hit enter. Once on screen 255 do the following:

  1. Tab to "PR"(for Purchase Requisition) and type in R0(R plus the number zero) and hit enter. The system will then provide you with an electronic requisition number. Jot this number down for your records. It will look like: R004567.
  2. If you have a vendor number from Procurement (check your preferred vendor list for vendor numbers of preferred vendors), key it in the "VEND" field on the top line on the 255 screen. Hit enter after keying in the number. If you do not have a vendor number, leave this field blank or contact Procurement on x9370 to obtain a number.
  3. Next, tab to "Req. Type" and key in either RO (for regular order) or SO (for standing order). Then, tab to "Ref. #". Leave this field blank unless you need to either input a verbal PO# obtained from Procurement (then enter, P087122 for example) or if you are increasing an existing PO # (then enter PO plus your original PO's five digit PO number). Tab down to enter your appropriate university account numbers in the noted fields. Your account should read similar to: 2401503110. Next, tab to "Percentage" and enter 100.00 (unless you are charging the order to more than one account or subcode whereby you would have to figure out the percentage for each account indicated. You have room for four accounts). Never enter an amount in the "Amount" field.
  4. Next, tab to "Deliver to" and enter your name, your department goes on the "Address line 1", your building, floor and room # go in "Address line 2" and your phone number should go in "Address line 3". If you are in a department located off campus, fill out the fields as appropriate to your address including the city, state and zip code. On-campus users to not need to fill out the city, state and zip as these items are pre-printed on the resulting Purchase Order.
  5. Then, tab underneath "Qty." and enter your first items' quantity. You must enter the quantity of the item as follows: quantity of 1 equals 1.0 - i.e. you need the decimal point. Next, tab to "UOM" (unit of measure). EA (each) will appear automatically. To find another abbreviation, position your cursor under UOM and hit the "F4" key on your computer. This will take you to a screen that first identifies what the field you are in represents. Hit enter once there and you will see the list of abbreviations appear. Jot your needed one down and hit "F2" on your computer to return to the UOM field. Enter your required abbreviation. Next, tab to "Unit Price" and key in your unit price as follows: 25.00 - i.e. do not use dollar signs or commas and you must use the decimal point. Finally, if you are creating a SO (standing order) you should put the letter M in the "UPO" field. For RO (regular orders) leave this field blank.
  6. Repeat letter E if you have a second item.
  7. If you do not have a second item, hit enter. All data will go to bold type and if you entered everything correctly, you will jump to the Requisition Approval screen 252 and see your name and the date you created the order already there. If you made a mistake back on screen 255, it will be highlighted for you. Tab to that field and correct the error and hit enter again. At that point, you should jump to screen 252 and see your name and date already there. If this does not work, contact Procurement on x9370 for additional assistance. Please note that if you do not have sufficient funds to cover the order in the budget(s) you want to use, you will jump to screen 256 where you will see a message indicating that you have "insufficient funds in highlighted areas". Do a reallocation on screen S10 and then return to screen 256. Hit enter and you should see a message that reads, "document has been accepted. Then, you must go to screen 252 and manually tab down and enter your "Y" in the "post" column and hit enter to make your name a date appear.

Step V: On screen 252, you will see a "Y" in the "post" column as previously mentioned. You will also see your name and date you created the order on this screen. If you did not have or receive a vendor "M" number from Procurement, tab to the "Comments" lines below your electronic signature and enter the name and address of your vendor as well as the dollar amount of your order. This will allow Procurement - who converts your requisition into a PO - to know what vendor to set up on the resulting PO for you. Hit enter to have the additional information in the "Comments" field accepted.

Processing requisitions with two or more items or description too lengthy to fit on space provided on screen 255:

Step I: Follow Step IV, letters A-E above.

Step II: If item #1 or #2 needs more space for description or if you need a third, fourth, fifth item, etc., simply key in information for item #1 and instead of putting a unit cost for the item, add all of your various items' unit costs up and put that total in the Unit cost field. Then, for a description put, "see attached for items and prices." Referencing your electronic requisition number on your fax, fax your list of items to Procurement on x9201. We will attach this to the resulting PO so that the vendor knows what and you avoid having to take additional steps in FRS to create/indicate these extra items. Contact Procurement if you need assistance with this scenario.

Changing information after your requisition is completed:

Step I: Make changes to this information: "Req. type" (RO or SO) or "Ref. #" (if necessary), account number or percentage on screen 250, then go to screen 256 to manually encumber the new information. Proceed to screen 252 to make sure your signature was not eliminated. If it was, tab down to your level Approval ID and enter a "Y" (for yes) in the "Post" column and hit enter twice to see your name and date appear on the order.

Step II: Make changes to this information: Deliver to name, address and phone number on screen 251, then go to screen 256 to manually encumber the new information. Proceed to screen 252 to make sure your signature has not disappeared. If it was, see Step I above for how to handle.

Step III; Make changes to this information: Quantity, UOM, Unit Price and Description on screen 254, then go to screen 256 to manually encumber the new information. Proceed to screen 252 to make sure your signature has not disappeared. If it was, see Step I above for how to handle.

Approving requisitions in FRS:

Step I: Log into the Mainframe and FRS as necessary from your own PC.

Step II: At the "Financial Systems Menu", type in 214 in the "Screen" field and hit enter if your secretary did not provide you with the electronic requisition number he/she created for you to sign electronically. If your secretary (or whomever created the electronic requisition) did provide you the requisition number(s), proceed to Step 5 below.

Step III: At 214, tab to "Document Type". Key in "1" (for Requisitions), then hit enter to obtain your requisition number. Jot your number down that you have to approve.

Step IV: In the "Screen" field, key in 252, then hit enter.

Step V: Once on screen 252, tab to "PR" (for purchase requisition) and type in RO (zero) plus your number that you picked up on 214. Hit enter and you will see the information that your secretary set up in creating the order.

Step VI: Review comments/notes from the other signers below your Approval ID level on 252. Then, in the "Screen" field, key in 255 and hit enter to check for additional information on the order.

Step VII: Return to screen 252 and tab to the dash in the "Post" column next to your Approval ID. Type in a "Y" (for yes) if you approve the order and hit enter twice to see your name and date appear. If you do not approve the order, contact whomever created the order and inform them or your decision. Although the system allows you to enter a "P" to pend an order or "N" to indicate you do not approve an order, it is best not to do that.

Step VIII: Repeat the process for a second electronic requisition you need to approve.

Logging off of FRS:

In order to properly close out of FRS, you need to return to Screen 030 to close your batch. To do this, follow these steps:

Step I: Type SO in the "Screen" field and hit enter. You will jump to screen 030 if you opened a batch. If not, you simply can close your window and return to other work.

Step II: If you did open a batch and returned to screen 030 after entering SO, you need to tab to "Session Status" and type in "C" (for close) and hit enter. Once this is done, you can close out your window and return to your other work.

Additional comments:

On Screen 252, you will see four alpha characters listed as Approval Ids. The names of the people behind the approval Ids won't appear until that person has signed the order electronically. Please know, however, that the alpha characters stand for the following:

PURC - Procurement Department (signs all orders after others have signed to convert orders into POs)

GRAN - Grant Accounting (signs all accounts starting with a 5 or 6)

CONT - Controllers Office (signs orders over $25,000)

EXE1 or EXE2 - Executive Cabinet Member (signs orders over $10,000)

DIR1 - Budget Center Manager (signs orders from $1000.01 - $10,000)

MGRS - Cost Center Manager (signs orders from $0 - $1000)

SECS - Secretaries/Office Managers (create orders)

GRAD - Grad Assistants (create orders)

last updated : 19 Feb 2003

  

modified by : clarkgar