How to Raise a Requisition & Submit for Review/Action

Requisitions can be logged in the C-SAM system for tracking.

How to Raise a Requisition

1. Go to the Procurement category and select Requisition.

2. Select New Record>Requisitions or hit Insert on your keyboard to create a new record.
3. Complete the relevant fields on the Requisition (hdr).

Note: (Pink = System Generated, Blue = Mandatory):

Field	Description
Enquiry Number	Defaulted if created within the Enquiry record, enter or use binocluars to search for relevant number if required.
For Job Number	Enter or use the binoculars to assign the relevant Job Number
Raised by User	Defaulted to the user logged in. Can be changed
Requested by User	Select the relevant user
Date of Req	Defaulted to today’s date, can be changed
Required by Date	Enter/Select the relevant date the goods are required by
Work Site	Defaults from the Job Number if specified
Buyer User	Select the relevant user
Free Issue Requisition	If goods are issued by a supplier with no cost verified at the time of the order, enabling this tickbox will not demand a value to be entered by the system
Confidential	Enabling this checkbox means that only the ‘Added User’, ‘Requested by User’ ‘Buyer User’ and ‘Approved by User’ will see the requisition
For Asset Number	Users can link a requisition to a specific Asset Number if required, enter or use the binoculars to search for the number
For Department	Select the relevant department from the drop down menu
For Campaign	Enter the relevant Campaign number if required
Office	Select the relevant Office
Stock Location	Select the relevant Stock Location
Delivery Address	Use the binoculars to search for the relevant delivery address. This will also update the ‘Deliver to’ field
Deliver To	Text Field to enter the delivery address
Justification	Text field to explain justification for purchase
Special Instructions	Text field for additional instructions
SAR No	Service Action Request (SAR), the user can link the requisition to an SAR within the NCR dataset if required
Technical Review by User	Select the relevant user if the goods require technical review
To be Reviewed by User	Select the relevant user if the goods require review
To be Approved by User	Select the relevant user who will approve the requisition
Capex Approval No	Select the relevant Capex Approval No if required
Linked Document	The user can link a file/folder or webpage to the Requisition if required
Cost Centre	Select the relevant Cost Centre from the drop down menu if required

Select Save and you will now see that the Req Number field has generated a unique ID.

Note: Closing or moving to another tab will save the record automatically unless the blue mandatory fields have been missed.

4. To add Items to your requisition, you can either select New Record>Requisition Items or select the Requisition Items tab and hit Insert on your keyboard.

Complete the relevant fields on the Requisition Items (hdr).

Note: (Pink = System Generated, Blue = Mandatory):

Field	Description
Requested Qty	Enter a value of the qty required
Our Part No	Enter or use the binoculars to search for relevant Part No if ordering Stock, Leave this field blank if ordering Assets
Non Listed Description	Manually enter the description of the goods required, these would be classed as Non Stock Items, leave this field blank if ordering Assets
Hire	Enabling this tickbox means that you will be hiring the goods from the Supplier
Requisition (Hdr)
RFQ Required	Request for Quote (RFQ), enabling this checkbox means that you require quotes from multiple suppliers to receive best rates, delivery times etc.
UOM	Unit of Measure (UOM), select the relevant UOM from the drop down if required
Phase	Select the relevant phase from the drop down if required
Custom Status	Select the relevant Custom Status if required
Procedure Number	Select the relevant procedure number if required
Quayside Item	Enabling this tickbox means that the goods will need to be delivered directly to the quayside or client site
Required by Date	Enter/Select the relevant date the goods are needed by
Item Comment	Text field to note additional information
Zone Requirement	Select the relevant zone if required
Type of Request	Select the relevant type from the drop down if required
Purchase Type	Select the relevant type from the drop down if required
Priority	Select the relevant priority level for the item
Category of Risk	Select the relevant category if a risk assessment is required
Special Instructions	Text field to add additional information
Category	If the requisition if for buying assets, select the relevant category
Equipment Type	If the requisition if for buying assets, select the relevant equipment type
Asset Description	If the requisition if for buying assets, select the relevant description
Client Approved	Enabling this tickbox means that the client will need to approve the Requisition item
Not a Balance Type	This is set by the system and is based on the type of stock
Dangerous Goods	This is set by the system and is based on the type of stock
Certification Required	Enabling this tickbox indicates you require a certificate from the supplier for the item
QA Inspection Required	Enabling this tickbox indicates that you need QA to inspect the goods
Stores Inspection	Enabling this tickbox indicates that you need stores to inspect the goods
Requisitioner Inspection Req	Enabling this tickbox indicates that you need the requisitioner to inspect the goods
Third Party Inspection Req	Enabling this tickbox indicates that you need a 3rd party to inspect the goods
Method Statement	Enabling this tickbox indicates that a method statement is required
Risk Assessment	Enabling this tickbox indicates that a risk assessment is required

Select Save from the toolbar.

5. Within the Supplier Information tab, you will need to fill in the Pref Supplier and/or Quote 2 Supplier (if RFQ required) and/or Quote 3 Supplier (if RFQ Required).

Now go into the Finance Breakdown tab and select the relevant Cost Finance Code and Cost Centre from the drop down menus:

If you have more than 1 requisition item, you can select the Next button.

Once you have added the requisition items required, close the tab, select Refresh you will see the items populate in this screen view.

6. If you have supplier and price details you can update the Supplier Information, within the Requisition Items tab select Open All, now go to the Supplier Information tab and fill in the fields required.

Note: (Pink = System Generated, Blue = Mandatory):

Field	Description
Frame Agreement No	If required, you can assign a Frame Agreement No either by manually typing in the number or using the binoculars to search for the relevant one.
Frame Agreement Rate	If required, you can assign a Frame Agreement Rate either by manually typing in the number or using the binoculars to search for the relevant one.
Pref Supplier	Using the drop down, select the supplier name you wish to purchase the goods/services from.
Quote 2 Supplier	Only required if using RFQ option.
Quote 3 Supplier	Only required if using RFQ option.
Confirmed Supplier	From the drop down, select the supplier name you wish to purchase the goods/services from
Confirmed Address	From the drop down select the address of the supplier selected.
Purchase Currency	From the drop down select the currency you will use to pay the Supplier selected.
Order Qty	This will automatically update from the Requisition Item (Hdr) Tab, however can be amended in this field.
Confirmed Cost PC	PC = Purchase Cost, enter the unit cost of the item you are purchasing from the supplier.
Tax Code	If required, select a tax code from the drop down menu.
Supplier Part No	Manually enter the part number used by the Supplier.
Supplier Description	This is an open text field and can be used to record the supplier description if different from the Item Description set up in the system.
Shipped Directly to Site	If this tick box is checked the delivery address will now be the ‘Worksite’ rather than the ‘Deliver To’ address.
Expected Delivery	From the diary, select the expected delivery date.
Lead Time Days	Manually enter the amount of days until you will be in receipt of the goods/services.
Discrepancy Reason	This field allows you to enter a reason for the discrepancy from the Qty Required and Order Qty, i.e. supplier availability.

7. If you require a Buyer to action a Requisition, you will need to pick a Buyer User on the Requisition (Hdr):

8. Select Functions>Request Action.

Select OK.

9. Once the Buyer has completed the Action Review, select Functions>Request Review, this should only be used if the Supplier and Price information has been entered.

The To be Reviewed by User will now receive and email and notification that they are responsible for reviewing the requisition record.