Modify or Cancel a Requisition - Process Help (R12)

Use these instructions to modify or cancel an online requisition.

Prerequisites

1. A purchase requisition must exist in the business applications.
2. To modify a purchase requisition, it must be in Incomplete status. Once the requisition is approved, it cannot modify the PO, you must AutoCreate the PO and make modifications to the PO.
3. To cancel a purchase requisition, it must be in Approved status.

To Modify or Cancel a Requisition

When completing the Oracle forms referenced in this procedure, note that a white field indicates optional entry or one that is conditional based on the particular process.

1. Select Requisitions > Requisition Summary to open the Find Requisitions form.
2. Enter the following fields on the Find Requisitions form:

   Field Name	Required (R) or Optional (O)	Description
   Operating Unit	R	Auto-populated field of Operating Unit: The Research Foundation for SUNY.
   Requisition Number	R	A system generated number for a requisition.

3. Click Find to open the Requisition Headers Summary form.
4. To modify a purchase requisition
   1. Click Open to open the Requisition Summary to Requisitions form.
   2. Enter the following fields on the Requisition Summary to Requisitions form:

      Field Name	Required (R) or Optional (O)	Description
      Description	O	A general description of the requisition.
      Lines Tab
      Type	R	The line type of the item to be requested. For example: Goods, Amount Based Amount-based line items should be used for services. Goods-based line items are used when buying an item(s) for a certain dollar amount.
      Category	R	The category of the items being purchased. Select from a List of Values. You must enter both a major and minor category for the purchase order item. For Example: SUP Office Supplies
      Description	R	The detailed description of the item to be requested. The maximum number of characters that can be entered into this field is 240.
      UOM	R	The unit of measure (UOM) of the item to be requested.
      Quantity	R	The quantity of the item to be requested.
      Price	R	The price of the item to be requested. If entering an amount-based line item, this field defaults to 1 and can't be changed.
      Need-By	O	The date by which items are needed.
      Requester	R	The person from the Research Foundation requesting the items. This field defaults to the person entering the purchase order, but can be changed. Select from the current List of Values to fill in this field.
      Location	R	The ship-to location to which the supplier should send the goods. This field is used for the actual delivery address. Select from a List of Values. For example: 650 Finance Office.
      Supplier	O	The name of the business or individual providing goods or services. The supplier name cannot be changed once the purchase order is approved. Can be a free-form field or you can select from a List of Values.
      Site		The unique campus location number assigned to a supplier used by that site. Can be a free-form field or you can select from a List of Values.

   1. Click Distributions to open the Distributions form.
   2. Enter the following fields on the Distributions form:

      Field Name	Required (R) or Optional (O)	Description
      Project Tab
      Project	O	The project number to which the item will be billed.
      Task	O	The task number to which the item will be billed.
      Award	O	The award number to which the item will be billed.
      Expenditure: Type	O	The expenditure type.
      Expenditure: Org	O	The operating location or specific department responsible for the purchase. Select from the List of Values.
      Quantity	O	The quantity of the item to be distributed to the Project, Award, Task or Organization Expenditure (PTAEO).

   1. Select File > Save to save your changes.
   2. Select the X in the top right corner to return to the Requisition Summary to Requisitions form.
   3. Click Approve to open the Approve Document form.
   4. Enter the following fields on the Approve Document form:

      Field Name	Required (R) or Optional (O)	Description
      Reserve	R	Check this box to encumber the funds. This box will automatically be checked.
      Submit for Approval	R	Check this box to submit your document for approval. The system automatically selects this field.

   1. Click OK.
   2. Decision Box – you will receive one of the two messages:

      “Your Budgetary Control action completed successfully” – requisition is approved.

      “Your Budgetary Control action completed with Exceptions” – requisition did not approve, click on Details to find out why.

   3. Click OK to return to the Requisition Summary to Requisitions form.

5. To cancel an entire approved requisition
   1. Place your cursor on the requisition you need to cancel.
   2. Select Tools > Control to open the Control Document form.
   3. Enter the following fields on the Control Document form:

      Field Name	Required (R) or Optional (O)	Description
      Actions	R	Select from a list of options. For Example: Finally Close.
      Reason	O	The reason for canceling the purchase requisition.

   1. Click OK to open the Caution form.
   2. Click OK to open the Note form.
   3. Click OK to return to the Requisition Headers Summary form.

6. To delete an entire incomplete requisition or a line item on an incomplete requisition
   1. Place your cursor on the requisition you need to delete.
   2. Click Open to open the Requisition Summary to Requisitions form.
   3. To delete the entire requisition, click on the Status field and select Edit > Delete.

   Note: You'll be asked if you want to delete this record. Click OK to delete the record.

   1. To delete a line item of the requisition, click on the line item you need to delete and select Edit > Delete.

   Note: You'll be asked if you want to delete this record. Click OK to delete the record.

   1. Select File > Save to save the changes.