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PAS-Table of Contents:

Requisition Entry

Setting Delivery Address

Special Requisition Handling

Requisition Approval

Setting Approval Flags

Requisition Corrections

Requisition Inquiry

Payment Inquiry

Order/Payment Inquiry

Encumbrance Inquiry

Action Codes

System Messages


Organization Codes

About the Admin Systems:

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Online Systems

Access Forms

Communications Software

Signing On


System Hours




Requisition Corrections

Included on this page:

Checking Status Codes before Corrections

Before making corrections, you should check the status of the online requisition by going into Requisition Inquiry (see PAS Inquiries). To be available for corrections, a requisition must be either "Incomplete" or in the status "Make Corrections, Then Reencumber." You may make corrections
  • while you are entering the requisition,
  • after you have "quit" from an incomplete requisition,
  • after a requisition has been rejected by the next reviewer.

Corrections During Requisition Entry

You may modify a requisition at various points during the requisition entry process. Several screens within the Requisition Entry System offer a Correct Action Code that will take you directly to the Corrections Menu allow you to make the necessary changes, and return you to the same screen within the Requisition Entry System.

The Requisition Recap Screen, the last screen in the entry process, includes the Correct Action, so you may make any last-minute corrections before encumbrance.

Corrections to an Incomplete Requisition

You may find it necessary to stop entering a requisition before completing the entry process. To do so, write down the requisition number, "quit" from the screen and later finish by going into Corrections and selecting Action Code 10, Resume an Incomplete.

Online requisitions with any of the following status codes may be easily finished or changed through Resume an Incomplete in Corrections:

  • Enter Comments
  • Enter Suggested Vendor
  • Enter Items
  • Check Sole Sourcing Perform Encumbrance

Corrections after Rejection

Once a requisition is encumbered, you may correct it only if the reviewer at the next level rejects it. After the reviewer rejects it, the requisition returns to the point of origination so that you can make corrections. Once rejected, the requisition will be in the status "Make Corrections, Then Reencumber."

If the requisition needing corrections is in the status:

"Perform Requisition Approval," the person in your department with signature authority must reject the requisition before you can access it for corrections (see Requisition Approval).

"Obtain Grant & Contract Approval," call the Grant and Contract Accounting Office. (3-8454)

"Obtain Equipment Inventory Approval," call the Equipment Inventory Office. (3-4663)

"Awaiting Attachments at Purchasing," call the Purchasing­Requisition Entry Office. (3-0616)

Once the central office reviewer rejects the requisition, it will appear in the originating department ready for corrections. The reviewer who rejects the requisition must enter the reason for rejection, which may be viewed in the Requisition Inquiry­Comments Screen. (See the PAS Inquiries page for further information.)

The following sections describe each type of correction in detail.

How to Begin Corrections from the Requisition Entry Main Menu

The steps below pertain only to initiating the correction process from the Requisition Entry Main Menu. If you enter corrections during requisition entry by using the Correct Action, you need only refer to the sections pertaining to the individual screens.

Sign on to the PAS System as directed in the Introduction/Quick Reference section of this guide.

The Requisition Entry Main Menu will appear as shown below.

To request the Requisition Correction Menu:
Action: [3] ­ Requisition Correction

You can correct or add the following screens:

General Data




Sole Source Justification

Recap and Encumber

or, you can resume an incomplete requisition.

General Data Corrections

On the General Data Screen you may correct the following information:
  • Delivery Address
  • Mailstops
  • Department Contact
  • Telephone Numbers
  • Dates
  • Attachments
  • Confirming
  • Technical Contact
  • Total Estimated Freight.
To change comments, vendors, or budget sharing information, you must go directly to the Comments Screen, Vendors Screen, or the Shared Cost Distribution Screen. They are Actions 4, 5, and 6 respectively on the Corrections Menu.

To correct a General Data Screen from the Corrections Menu:
"requisition number" in the Requisition field
Action: [3] ­ General Data

To correct fields on the General Data Screen:
"revisions" ­ type over the displayed data with correct information

The Corrections Menu will return.

Comments Corrections

You may change or add comments that would be helpful to the assigned buyer or to Accounts Payable

To add comments or to correct an existing Comments Screen:
"requisition number" in the Requisition Field
Action: [4] ­ Comments

To correct the comments:
"revised or additional comment"

To correct or add more comments than will fit on the first screen:
[X] in More? field
"additional comments"

To notify Accounts Payable of comments regarding payment:
[X] in the Payment or Special A/P Instructions? field

To complete the Comment Correction:

The Corrections Menu will return.

Vendor Corrections

The Requisition Entry ­ Vendors Screen in Corrections allows you to:
  • add another vendor,
  • delete a vendor,
  • modify the contact information, or
  • modify any vendor data entered manually (if vendor number has not beenused).
To change a vendor when using vendor numbers, you must first delete the old vendor and then add a new vendor.

To make corrections to the Vendors Screen:
"requisition number" in Requisition field
Action: [5] ­ Vendors

Scanning the Vendors

The first vendor you entered will appear automatically when you enter Vendor Corrections. You may "Scan" through all vendor screens in the order they were entered.

To scan through all vendors suggested originally:
Action: [6] ­ Scan

Action 6 will remain in your Action Box

To continue scanning:

When you send the last Vendor Screen, the Scan will restart with the first vendor.

Adding a Vendor

You may add vendor information either by typing all the data manually or by entering the vendor number, address sequence number, and contact. Whenever the "Add = 3" action is available at the bottom of the Vendor Screen, you may add a vendor.

To add a Vendor:
Action: [3] ­ Add

A blank Vendor Screen will return with "Enter Vendor, or Quit" in the top left of the screen. You may then enter the vendor data manually or by vendor number. If the vendor number is not known, do the Vendor Search process before adding the vendor.

To enter the vendor data manually:
"contact name and phone number
"vendor name"

To accept vendor information as correct:
Action: [5] ­ Accept (appears automatically)

To search for a vendor number:
See Requisition Entry Vendor Search instructions

To enter the vendor data by number
"vendor number"
"address sequence number"
for vendor representative

To accept the displayed data:
Action: [5] ­ Accept (appears automatically)

The first Requisition Entry ­ Vendors Screen will return with the message "Vendor Successfully Entered" in the upper left corner. From this point, you may select any of the actions available at the bottom of the screen.

Note: If a requisition is incomplete, with no items entered, and a vendor is added, the requisition will continue with the Requisition Entry ­ Item Screen once the vendor is accepted.

Deleting a Vendor

If the Vendor Screen to be deleted does not appear on your screen, use the Scan action to find it, and then proceed with the directions below.

To delete a Vendor once it appears on the screen:
Action: [5] ­ Delete

A blank Vendor Screen will return with the message "Vendor Successfully Deleted" in the upper left corner of the screen. From this point, you may select any of the actions available at the bottom of the screen.

To return to the Corrections Menu:
Action: [2] ­ Quit

Modifying the Vendor Screen

Modify can be used to make changes to the contact/phone information on the Vendor Screen, or to change the vendor name and address for a vendor entered without a vendor number. To change a vendor that was entered using a vendor number, you must first deleted the existing Vendor Screen and then add a new vendor.

To modify a Vendor Screen that does not have a vendor number:
"revisions" ­ over the displayed text
Action: [4] ­ Modify

To accept the modifications as correct:
Action: [5] ­ Accept (appears automatically)

The corrected screen will return with the message "Vendor Modified" in the upper left corner of the screen. From this point, you may select any of the available actions at the bottom of the screen.

To return to the Corrections Menu:
Action: [2] ­ Quit

Budget Sharing Corrections

You may change, add, or delete budget number(s) and distribution amounts that were initially entered on a requisition

To add, change, or delete budget numbers:
"requisition number" in the Requisition field
Action: [6] ­ Budgets

The steps for correcting the budget information and/or distribution follow.

Step One: Add, change, or delete budget number(s)

To add a budget number:
[­] to first open budget number field]
"additional budget number"

To change a budget number:
"different budget number" ­ over the number to replace

To delete a budget number:
[¯] to the budget number to be deleted
"00 0000" ­ over the existing budget number

Step Two: Distribute the cost between budgets.

You may share the cost by percentage or dollar amount; select one convention. After entering the budget numbers and the amount or percentage for each budget number, you must "accept" the entry in much the same way as you "accept" item information.

Select one sharing convention­either percentage or dollar amount.

When sharing by percentage, enter only whole numbers (e.g. 51 and not 50.5). Do not type the percentage sign. Also, the Not-to-exceed (NTE) Limits are optional. When sharing by percentage, you may type a "Not-to-exceed" amount for a budget. Central offices are not bound by "Not-to-exceed" amounts entered. These act as a reminder but are not system-enforced limits. When using the NTE Limits, be sure to leave at least one NTE Limit field blank for each requisition.

When sharing by dollar amount, you may enter either the exact dollar or the rounded dollar amounts. If the rounded amount is entered, the computer will adjust the first, primary, budget listed to balance with the requisition total. (It will add or subtract up to 10 percent of the requisition total from the primary budget.) The screen will return with the adjusted dollar amounts with an action for modifying the information before accepting.

Accounting adjustments for requisition shared by dollar amount will be prorated between the primary budget (the first budget listed) and the others proportionate to the amounts you enter for these budgets. Consequently, you need not enter "Not-to-exceed" amounts when sharing by dollar amount.

To encumber more than one budget:
[Tab] to % or $ AMT column
"percentage or dollar amount for each budget"

The screen will return, as shown below, with the budget title for the budget numbers and action codes for either modifying or accepting the information.

To modify inaccurate data:
Action: [4] ­ Modify
"the necessary correction

To accept the displayed information:
Action [5] ­ Accept (appears automatically)

If an additional budget you have added is not in your organization code, the screen will remind you to fill out a PR-3 form (which you can copy from your Operations Manual) and send it to the department whose budget you have charged. That department must sign the form and send it to the Attachments Desk (Box 351115) in Purchasing. Your requisition will automatically be marked as "ATTACHMENTS = Y."

Item Corrections

You may change nearly all of the fields that appear on the Items Screen. The two that will not allow revisions are the Item field and the Item Price field. The Item field is the number of the item on the requisition, which is assigned automatically.

The Item Price field is the calculated cost for the item. Whenever you change information on the Items Screen that impacts the Item Price field, the system recalculates the new amount and displays it during the "accept" process.

To correct item information:
"requisition number" in the Requisition field
Action [7] ­ Items

Locating the Right Item Screen

When you request Items from the Corrections Menu, a blank Item Screen appears. Since the information for each item appears on a separate screen, you need to find and display the item information that you wish to modify or delete.

You may locate a particular screen if item data in either of two ways ­ selecting the item or scanning through the screens until you find the right item.

  1. Selecting the Item. If you know the item number, this process is faster. Using this method, you enter both the item number (e.g. 001, 011, 050) to select the screen and the Action Code to prepare the system in the same step. When the Item Screen to be corrected appears, you change the data and send the screen again to complete the action.
  2. Scanning. When you do not know the item number, send the screen with Action 6, Scan, which displays the first item. From there, you send the screen with Action 6 each time you want to see the next Item Screen.
When you have seen all the Item Screens for a requisition, a message stating "End of Items for this Req No." will appear in the top left corner of the screen. To loop around and start at the first Item Screen, send Action 6 once more.

Once you display the appropriate Item Screen, modifying or deleting it takes one step mote than when you "select the item." That is, you must first ­ before making any changes ­ enter the Modify or Delete Action Code and send the screen. When the screen returns, you may enter your changes or delete the screen.

The system ignores any data changes you make before you send the Modify or Delete Action Code. This keeps you from accidentally changing or an item that you just wanted to see using Scan.

Modifying an Item

Step One: Locate and display the appropriate Item Screen using either method.

With Scan:
Action: [6] ­ Scan (repeat as necessary)

Action: [4] ­ Modify

With Item:
"item" (e.g. 001)
Action: [4] ­ Modify

The Item Screen will return with a "4" in the Action Box, ready to be modified.

Step Two: Modify and accept entry.

"modifications to data"

If the modification is inaccurate:
"revision" ­ over the displayed text
Action: [4] ­ Modify

To accept the item information as displayed:

The screen will return with the message "Modify Completed." From this point, you may select any action displayed at the bottom of the screen.

Deleting an Item

Step One: Locate and display the appropriate Item Screen using either of the following methods.

With Scan:
Action: [6] ­ Scan (repeat as necessary)

Action: [5] ­ Delete

With Item:
"item" (e.g. 001)
Action: [5] ­ Delete

The Item Screen will return with a "5" in the Action Box, ready to be deleted.

To discontinue the deletion:
Action: [2] ­ Quit

The screen will return with the message "Deletion Not Performed."

Step Two: Delete the Item
Action: [5] ­ Delete (appears automatically)

A blank screen will return with the message "Deletion Item No XXX Completed." From this point you may select any action displayed.

Adding an Item

When adding an item, enter the item information as you would during the requisition entry process. For entry instructions, go to the Requisition Entry section of this guide.

You must be on a blank Item Screen to add a new item to a requisition. You will have a blank screen when you enter Item Corrections from the Corrections Menu, or you may scan through your items until a blank screen is returned.

To add an item on a blank Item Screen:
"data for new item"
Action" [3] ­ Add

If the data are inaccurate:
"revision" ­ over displayed text
Action: [4] ­ Modify

To accept the new item data:
Verify the item information as displayed.
Action: [5] ­ Accept (appears automatically)

A blank Item Screen will return with the message "Add Item(s) Completed" in the top left corner of the screen. At that point, you may select any action displayed at the bottom of the screen.

Sole Source Justification Corrections

The Sole Source Screen appears during requisition entry if the purchase amount exceeds a set dollar amount and you suggested only one vendor. You may make several types of changes to the Sole Source Screen. You may:
  • Change the Choice field to the most applicable choice on the screen.
  • Change the existing justification statement.
  • Add an online statement if you change your choice to "2" on the Sole Source Query Screen.

To request the Sole Source Justification Screen:
"requisition number" in Requisition field
Action: [8] ­ Sole Source Justification

If you entered Choice "2" previously, you entered a justification statement online, so the "2" will appear automatically in the Choice field.

To change your choice
[1], [2], or [3] in the Choice field

When you choose "1" or "3," you need not enter further information online. When choosing "3," however, you must mail a paper justification statement as an attachment to Box 351115.

When you choose "2," you must change the existing statement or add a new one. The Sole Source Justification Screen will appear automatically when you send the screen with a "2" in the Choice Box.

To add or change the Sole Source Justification Statement:
"new or revised statement"

The Corrections Menu will return.

Recap and Encumber

Once you correct a requisition, you must encumber the requisition again before it can progress through the system. The Recap Screen allows you to encumber a requisition, inquire into requisition detail, make additional corrections, and/or purge a requisition.

To request Requisition Recap Screen
"requisition number" in the Requisition field
Action: [9] ­ Recap and Encumber

When the Recap Screen appears, you may perform any of the actions listed below, which are described further on the following pages.

  • Quit ­ leave the requisition in an incomplete status and return to the Corrections Menu.
  • Correct ­ correct information on the requisition.
  • Purge ­ purge (delete) the requisition.
  • Inquire ­ see summarized or detailed data for the requisition.
  • Encumber ­ encumber funds in the budget(s) for the purchase.

Selecting Quit, Action 2, displays the Corrections Menu and leaves the requisition in an incomplete status. The requisition will then remain incomplete in the status "Perform Encumbrance" until it is encumbered or purged.

To quit from the Recap Screen:
Action: [2] ­ Quit

Selecting Correct, Action 3, displays the Corrections Menu. From there, select the action for the screen requiring corrections. (Directions for correcting requisition data may be found in this section of this guide.

To make a correction to the requisition:
Action: [3] ­ Correct

To return to the Requisition Recap Screen:
Action: [9] ­ Recap and Encumber

The purge process requires two steps, Purge and Continue Purge. Once a requisition is purged, the number goes on record as purged and will not be used again.

To purge a requisition:
Action: [4] ­ Purge

To discontinue the Purge action:
Action: [0] ­ Quit Purge

To continue Purge:
Action: [9] ­ Continue Purge

The Requisition Entry ­ Correction Screen will return. At this point, you may correct another online requisition or quit.

Selecting Inquire, Action 5, from the Recap Screen displays the Requisition Inquiry General Data Screen. From there, you may see detail screens for the requisition by selecting various actions. (For more information, see Requisition Inquiry in the Pas Inquiries section of this guide.)

To see requisition detail:
Action: [5] ­ Inquire

To return to the Requisition Recap Screen from Requisition Inquiry:
Action: [2] ­ Quit

Action 6, Encumber, appears in the Action Box automatically when you use Resume an Incomplete (Action 10) to call up the Recap and Encumber Screen. By pressing the Send key, you encumber funds in the budget for the amount of the requisition and display the Introduction Screen for the entry of the next requisition. Once the requisition is encumbered, you may not correct it, but you may view the detail by going into Requisition Inquiry.

If you use Recap and Encumber, Action 9 from the Corrections Menu, to call up the Requisition Recap Screen, the Action Code box will be blank and you will return to the Corrections Menu after you Encumber, Purge, or Quit the requisition.

To encumber the requisition:
Action: [6] ­ Encumber

The Corrections or Introduction Screen will appear.

Resume an Incomplete

You may continue a requisition where you left off during data entry by using Resume an Incomplete in Corrections. When you "resume" requisition entry, you leave the Corrections mode and go into the Requisition Entry System. "Resume an Incomplete" takes you back to the last incomplete screen on your unfinished requisition.

To resume entry of an incomplete requisition:
"requisition number" in the Requisition field
Action: [10] ­ Resume an Incomplete

The first incomplete screen on the unfinished requisition will appear. When it does, you are in Requisition Entry, not Corrections. Finish the requisition as you would the first time around. For data entry instructions, turn to the Requisition Entry section of this guide.

Other Topics in this Guide: