Managing Requisition Status

It is the requisitioner’s responsibility to monitor the requisition.

In this example, you have entered a requisition for tablets and IT support. Now you need to find out if it has been approved.

Step-by-step:

•  Main Menu > eProcurement > Manage Requisitions

1. Use the Manage Requisitions page to review requisitions created. Once you save a requisition, you may use this page to review, edit, or delete your requisition and to check its status.
2. If you know the specific Requisition Name or ID number, you can enter it in the Req Name/ID field.
3. Use the Date From and Thru Date fields to help narrow your search if you do not know the Requisition Name or ID.
4. Click the Search button to display the search results

 To sort your search results, you can sort each column in alphabetical ascending or descending order by clicking the name of the field by which you want to sort.

5. The Status of a requisition may be:

1. • Open: A requisition has been created and saved but not yet submitted for approval.
   • Pending: A requisition has been submitted into approval workflow and is awaiting approval.
   • Approved: A requisition is approved and a purchase order may be created.
   • PO(s) Created: A requisition has been sourced to a PO.
   • Dispatched: A requisition has been sourced to a PO, and the PO has been dispatched.
   • Received: A receipt has been created for the items received.

6. The Approval Status action takes you to the Approval Status page to view the different approvers and their status for this requisition. This icon appears after a requisition has been submitted to approval workflow.

7. The Cancel action allows you to cancel any open, approved, or pending requisition that has not been budget checked.

8. The Edit action allows you to edit a requisition you already created. This icon is only available before OAKS sources the requisition to a PO. After a PO has been created you will be able to use the Edit function to create a Change Request.
9. The View Cycle action shows you what stage of the requisition life cycle the requisition is in currently.

10. The View Print action will give you a printable version of your requisition.

• OAKS does not encumber funds at the requisition level. The budget field is updated at processing and may not reflect the actual budget status of the PO.

11. To view the information on the requisitions, click the Requisition ID link.
12. The Requisition Details page displays the basic information from the requisition.  

13. Click the Expand Section icon  to show more details about the requisition.

14. Click the PO information link.

15. The PO Information area expands to show more details about the requisition.

1. • PO Number
   • PO Status
   • PO Line Information contains Due Date, Ship To, Quantity, and Price.

16. The Requisition Details page displays the ship to and accounting information for the line on the requisition.
17. Click the Return to Manage Requisitions link to go back to the Manage Requisitions page.
18. Click the View Cycle action for a requisition number to view where the requisition is within the requisition life cycle.
19. This is a standard life cycle in OAKS.
20.  An active link is created for each completed step in the cycle. You may click on any of the active links to view more information.

20. Click the Approvals button to see information about the approval of this requisition.

21. Use the Approval Status page to view the approval levels for this requisition. You can also reach this page by clicking the Approvals action on the Manage Requisitions page. Special Approvers and Ad Hoc Approvers would also be shown here on a separate approval line.

          The Approval screen also shows the unexpanded section Line Information.

22. Click the Expand Section icon .

23. Expanding the Line Information shows the items ordered on this requisition. There is an additional option, the View Line Details button.

24. Click the check box in front of the requisition line and click the View Line Details button.

25. The requisition line details are displayed showing Ship To, Attention, Due Date, Qty, Total, and Line Distribution.

26. When you are finished viewing the line details, click the 'X' in the upper right hand corner to close the window.

27. Click the Return to Manage Requisitions link to return to the Manage Requisitions page.