Purchasing and Accounts Payable Online System (PAS)

Requisition Inquiry does not allow requisition entry, corrections, or the entry of review comments. It allows only inquiry. To enter requisitions, go to Requisition Entry. To correct requisitions, go to Requisition Corrections. To approve or reject requisitions, go to Requisition Approval.

You may access Requisition Inquiry from the Requisition Entry Main Menu by selecting Action 4, or from the Requisition entry Recap Screen by selecting Action 5, Inquire.

Using Requisition Inquiry

Requisition Inquiry may be accessed either from the Requisition Entry Main Menu or from the Requisition Entry Recap Screen. For instructions on using these screens from the Recap Screen, go to Viewing a Requisition by Number in this section. When coming from the Recap Screen the system will bypass the Introduction Screen and go directly to the General Data Screen, thereby eliminating the need to specify the requisition number.

Step One: Sign on to the PAS System.

Step Two: Select Requisition Inquiry.
Action: [4] Requisition Inquiry
[Send]

The Requisition Inquiry Introduction Screen will appear as shown below.

From the Introduction Screen, you may view requisitions by entering:

a specific requisition number,
an Action Code for an individual status, or
Action 3 for all statuses combined.

Directions follow for each procedure.

Viewing a Requisition by Number

To see general data for a specific requisition:
"requisition number" in the field at the upper right portion of the Requisition InquiryIntroduction Screen
[Send]

Note: if the requisition number entered does not belong to your department, you will only see the Delivery Address Screen. Not only does this help you identify an incorrectly entered requisition number, it also gives you the information you need to redirect any misrouted shipments.

If the requisition number entered belongs to your department, you will see the General Data Screen.

From the General Data Screen you may select:
Action 3 for general data on a different requisition,
Actions 4-11 for more detail for this requisition.

To see requisition detail:
Action [4], [5], [6], [7], [8], or [9] as needed. For detailed screen descriptions, see the following section.
[Send]

To see order/payment detail:
Action: [10] or [11] as needed. Refer to the Order/Payment Inquiry section for detailed descriptions of the various screens associated with these actions.

When finished viewing detail:
Action: [2] Quit
[Send]

The General Data Screen will return. Again, you may select any of the displayed Action Codes.

To see general data for a different requisition:
"next requisition number"
Action: [3] Find
[Send]

The General Data Screen for the requested requisition will appear and you may select any of the displayed Action Codes.

Viewing by Requisition Status

The Introduction Screen lists the number of requisitions at a certain status under "Workload." You may select the Action Code that corresponds to the status you wish to view.

Note: There is not workload count under Action 3 Review All. An "N/A" appears in this column. This means that the total of requisitions in all statuses is unavailable; it does not mean Action 3 itself is unavailable.

To see requisitions in a particular status:
Action: [4]: Incomplete
Action: [5]: Need Corrections
Action: [6]: Requisition Approval
Action: [7]: EIO Review
Action: [8]: GCA Review
Action: [9]: DIS Review
Action: [10]: Awaiting Attachments
Action: [11]: Buyer to be Assigned
[Send]

The General Data Screen for the first requisition in the selected status will appear, as shown below.

At this point, you may view detail by selecting the appropriate Action Codes at the bottom of the screen, or you may view the next requisition in the selected Status. The Requisition Inquiry Screens section presents detailed information for each screen accessed through the Action Codes at the bottom of the screen.

To see the next requisition in the selected status:
[Send]

When all requisitions in the selected status have appeared for viewing, the Requisition Inquiry Introduction Screen will return.

Viewing All Requisitions

When you select Action 3, All, you will see a General Data Screen for each requisition beginning with the first requisition in the first status, Incomplete, and continuing through the last requisition in the status of "Closing Check has been Written."

To view all requisitions
Action: [3] Review All
[Send

At this point, you may view detail by selecting the appropriate Action Codes at the bottom of the screen, or you may view the next requisition in the selected status. The Requisition Inquiry Screens section presents detailed information for each screen accessed through the Action Codes at the bottom of the screen.

To see general data for the next requisition:
[Send]

To exit the review before completing the entire scan process:
Action: [2] Quit
[Send]

When you have seen all requisitions, the Requisition Inquiry Introduction Screen will return.

Requisition Inquiry Screens

Introduction Screen

The Requisition Inquiry Introduction Screen is the first screen displayed when you access Requisition Inquiry from the Requisition Entry Main Menu. The introduction Screen shows the number of departmental requisitions in each of the listed statuses.

From the Introduction Screen, you select a method for viewing your requisitions. You may view:

an individual requisition by providing the requisition number,
all requisitions in one status by selecting the Action code for that status, or
all requisitions in all statuses by selecting Action 3, Review All.

For information on each status listed, see "Requisition Status Description." This includes a description of each status in Requisition Inquiry and the appropriate follow-up steps.

General Data Screen

The General Data Screen displays summary information, and at the bottom, Action codes for displaying the detail and history screens.

For example, the screen sample below shows requisition 497877 was entered by the department, the name of the assigned buyer, where and when the delivery should take place, and that the requisition is shared by percentage between two budgets. Also it indicates this requisition has three items, one vendor, and the requisition totals $8509.90, which includes no estimated freight.

At the bottom of the screen additional Action Codes are available. By selecting one of the actions, you may see further detail. For instance, typing "8," Budgets, in the Action Box and sending would display a screen showing both budget numbers, the percentage, and the dollar amount charged to each budget.

Note: when in the General Data Screen, choosing Action 3, Find, allows you to see the General Data Screen for another requisition by simply changing the requisition number at the top of the screen before sending. This option is available when accessing Requisition Inquiry from the Requisition Entry Main Menu and choosing to view an individual requisition. It is not available when scanning groups of requisitions or when viewing a requisition from the Requisition Entry Recap Screen.

Items Screen

Each completed requisition has at least one Items Screen.

To display the Items Screen from the General Data Screen:
Action: [4] Items
[Send]

From the Items Screen, you may find another item, scan all the items, look at the next page of a lengthy item description, or return to the General Data Screen.

To find another item:
Action: [3] Find
"item number" preceded by zeros.
[Send]

To scan the items:
Action: [4] Scan
[Send]

When you have displayed all the item screens, the error message "No More Items" will appear.

If there is another screen of additional item description, a "5" will automatically appear in the Action Box.

To see the additional page of item description:
Action: [5] Next-Page
[Send]

To return to the General Data Screen:
Action: [2] Quit
[Send]

Vendors Screen

When the requisition includes suggested vendors, the General Data Screen will display a "YES" beneath "VENDORS?=5."

To display the Vendor Screen from the General Data Screen:
Action: [5] Vendors
[Send]

If there are additional vendors, a "5" will appear automatically in the Action Box.

To see the next Vendor Screen:
[Send]

To return to the General Data Screen:
Action: [2] Quit
[Send]

Comments Screen

When the requisition includes comments, the General Data Screen will display a "YES" beneath "COMMENTS?=6." When a requisition has been rejected during the review process the "reviewer Notes" will be displayed here.

To display the comments from the General Data Screen:
Action: [6] Comments
[Send]

If there are additional screens of comments, a "5" will automatically appear in the Action Box.

To see the next page of Comments:
[Send]

To return to the General Data Screen:
Action: [2] Quit
[Send]

Sole Source Screen

When the requisition includes a sole source, the General Data Screen will show a "YES" beneath "SOLE SOURCE?=7."

To display the sole source statement from the General Data Screen:
Action: [7] Sole Source
[Send]

To see the next page of the sole source statement:
[Send]

To return to the General Data Screen:
Action: [2] Quit
[Send]

Budget Screen

Each requisition has at least one Budget Screen.

To display budget information from the General Data Screen:
Action: [8] Budget
[Send]

To scan through more than one page of budget data:
[Send]

To return to the General Data Screen:
Action: [2] Quit
[Send]

History Screen

Each requisition has at least one History Screen. The history of a requisition begins when the requisition is encumbered and each subsequent status the requisition passes through is recorded on the History Screen.

To display requisition history from the General Data Screen:
Action: [9] History
[Send]

If there are additional screens of history data, a "5" will automatically appear in the Action Box.

To scan through more than one page of history data:
[Send]

To return to the General Data Screen:
Action: [2] Quit (appears automatically)
[Send]

Order Status Screen

Once an item on a requisition has been ordered from a vendor, the requisition will have order screens. When a requisition has order activity, one of the following will appear beside "ORDERS" on the General Data Screen:

YES There is online order information. All order detail is available.

MAN The order was not prepared online. Only summary information is available.

CNL The order has been cancelled. Only summary information is available.

To display the Order Status Screen from the General Data Screen:
Action: [10] Order
[Send]

For detailed information on using the Order Screens, go to the appropriate section of this documentation.

Payment Status Screen

Once payment activity has occurred on a requisition, the requisition will have payment screens. When there is any payment activity, the General Data Screen will show a "YES" beside "PAYMENT."

To display the Payment Status Screen from the General Data Screen:
Action: [11] Payment
[Send]

For detailed information on using the payment screens, go to the appropriate section of this documentation.

PAS-Table of Contents:

About the Admin Systems:

Requisition Inquiry

Requisition Inquiry Screens

Other Topics in this Guide: