RX documents ppsx

Requisitions
RX Document
Advantage Financial System


Requisitions
Requisitions are requests for goods or services that are not available on-campus or
are not allowed on a PV document
Sent to buyers in Purchasing who place the order with the off-campus vendor
Used for high dollar totals and certain categories of goods and services


Requisitions
The RX document consist of several sections:
Header
Accounting Details
Commodity Details
Freight
Additional Description
Commodity Lines


RX: Header
Other Attributes contains information about the overall order:
Vendor code
Delivery information
User contact information
Responsible agency/org


RX: Accounting Details

Accounting Details contains information about the accounts and object codes:
Line number
Agency/org
Object/subobject
Function (optional)


RX: Commodity Details
Commodity Details contains information about the goods or services being ordered:
Line number
Commodity code
Unit of measure
Accounting line
Description
Quantity
Unit cost


RX: Additional Description/ Commodity Line
Additional Description allows a description in addition to the ones entered per line
Commodity Line displays the number of commodity lines per RX document


RX Approvals
RX Documents require Level 1 approval applied by the requesting department
A Buyer in Purchasing reviews the RX and contacts the vendor as needed
The Buyer will create a PC (Purchase Order) to send to the vendor


RX Document

Create a new RX document using the automatic document numbering
EX: RX TR1 TR1#
RX WV5

WV5#


RX Document
Header and Accounting Details

Enter the anticipated delivery date of the goods


RX Document
Header and Accounting Details

Enter the vendor code including address indicator, if applicable


RX Document
Header and Accounting Details

Enter the agency/org to be charged for the goods or services


RX Document
Header and Accounting Details

Enter “Blanket” if the RX is for a blanket order. Otherwise, leave blank

RX Document
Header and Accounting Details

Enter “REC” for Receiving then “AP” for Accounts Payable


RX Document
Header and Accounting Details

Enter the mail code, building, and room number where goods
will be delivered


RX Document
Header and Accounting Details

Enter the 4-character Advantage ID and name of the person
completing the document


RX Document
Header and Accounting Details

Enter the name of the person requesting the goods or services


RX Document
Header and Accounting Details

Enter full phone number including area code of the requestor


RX: Freight
If the goods are subject to freight charges, they must be entered on the RX
Freight charges are applied by line so they are allocated across the order


RX Document
Freight

Enter “D” in Freight Indicator to designate freight by line


RX Document
Freight

Enter the total amount of freight charges for the order


RX Document
Freight

Enter the total amount of all commodity lines before tax and freight


RX Document
Header and Accounting Details

Enter a line number to distinguish from other accounting lines,

starting with “01”


RX Document
Header and Accounting Details

Enter the agency/org including suborg, if applicable, to be charged


RX Document
Header and Accounting Details

Enter the function code, if applicable