On Line Requisitioning, another feature of the FRS Purchasing System, enables the user to create a Purchase Requisition on line and to electronically transfer the information to the Procurement Office for use in creating a Purchase Order. Since the On Line Requisitioning function requires specific security on the system, you must contact the FRS Team to have on line capability added to your menu options.

Features of the system include:

1. Doing requisitions on line eliminates the time delay of completing and mailing a paper form.
2. The system will automatically check the department budget availability for the requisition.
3. You may enter next fiscal year requisitions.
   The only difference between entering a requisition for the current year and the next fiscal year is with the field called START DATE.   For a requisition for a next fiscal year order, the START DATE field must be filled in with the July 1 date that begins the next fiscal year.
4. Printing: The system allows for printing of your requisitions by date, by requisition number, and by routing code.
5. Status Codes: Once entered on line, the status of the requisition can be monitored on line by observing the status field on screen 250. The status codes include:
   

   A - Assigned to Buyer
   B - Routed out of office for approval
   C - Out to Bid
   D - Assessing Bid Responses
   E - Transferred to Purchase Order
   G - Purchase Order Issued
   H - Routed to Budget for Budget Balance Available Override
   I  - Routed to Purchasing From Budget - Approved
   J - Routed Back to Department from Procurement
   L - On Hold
   M - On Hold Budget
   O - Routed to Procurement from Department
   P - Routed Back to Department - Insufficient BBA

   
   

6. On line Review: Once the Requisition has been transferred to a Purchase Order, the Purchase Order number will appear in the REF# field on screen 250. Copy down that number and enter it on the PO action line on screen 220 to review your Purchase Order.
   
7. Troubleshooting: If the document does not flow through the system as expected, make sure that the following processes have been completed:
   • Did you trailer your requisition? You must process screen 256 to indicate that entry of the requisition has been completed. Screen 256 requires no entry - it simply verifies and concludes the requisition process. If the requisition has not been trailered, the department approver is unable to approve.
     
   • Is the requisition being entered on a new account? If system security has not been adjusted to include the new account, the department approver is unable to approve. Contact the FRS Team at 410-704-2188.
     
   • Did your requisition require a budget override? The document should have a status code of [O]. When approving the document, the department approver should verify the status code.
     
     

For any problems or questions concerning the entry of a Purchase Requisition, contact the Procurement Office at (410)704-2171 or the FRS Team at (410)704-2188.