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PAS Requisition EntryIncluded on this page:
Use PAS to encumber money against a single budget or multiple budgets for purchases from vendors outside of the University. You may also use PAS to encumber funds to pay individuals for costs of travel and for honoraria, and other reimbursements.
To begin a requisition, request Requisition Entry:
Note: The Project Cost Accounting codes, Task, Option, and Project may be used to identify entries on your Budget Activity Report, only if you are authorized to use the Project Cost Accounting system. If you do not have this authorization, please leave those fields blank.
To encumber funds for the next biennium:
Note: Requisitions may be entered for the next biennium only during the time period specified by the Purchasing and General Accounting offices, which is just prior to the biennium close.
To initiate a requisition:
Delivery/Dept Contact Information: The delivery address and department contact data may be set for each of your budget numbers. When the information is set in advance, requisitions entered on the preset budgets will automatically display the delivery information.
When the delivery address appears, it may be left as it appears, or typed over for unusual deliveries.
Address: MandatoryType the address for delivery. Include department name, UW Building or street address, room number, city, state, and zip code; type state and zip code in designated boxes.
Box: Mandatory Type the UW box number. If the delivery is to be to a location without a box number, enter the box number of the ordering department.
Attn: Optional Type the name of the person who should receive the shipment, if other than the Department Contact.
Department Contact: Mandatory Type the name of the person in the department who knows about the requisitionusually the one who enters the requisitions.
Box: Mandatory Type the UW Mail Box Number of the Contact Person.
Phone: Mandatory Type the contact person's phone number.
Dates: Optional When using any of the date fields, type six digits (e.g. 10/28/97). Do not use any alphabetic characters.
Deliver No Later Than: Type the date that the merchandise should arrive.
No Earlier Than: Type the first date that the delivery would be accepted. Use only when merchandise cannot arrive before this date without causing problems (e.g. perishables or furniture for an unfinished room.
Service Begin: Type the date that a service or contract begins.
End: Type the date that a service or contract ends.
Note: If a service contract ends in a different biennium than it starts, the amount of the requisition will be apportioned between the two biennia.
Options: Required when applicable Most of the option boxes are empty and require entry of an "X" only when they apply. The two options that operate differently are Attachments and Vendors.
Attachments: To send the requisition to a special site for collecting attachments at Purchasing, type a "Y" in the box; otherwise type an "N".
Attachments (supporting paperwork) for Purchasing should have the requisition number written clearly on EACH piece of paper and should be sent to:
Note: When preparing a TRAVEL requisition:
Suggested Vendors: To suggest a vendor for the purchase, leave the "X" in the Suggested Vendor box. To suggest no vendor, space over the "X". (Once the cursor is in the box, press the spacebar.) More information on the Vendor Screen follows in this section.
Comments: Type an "X" in the Comments box when you wish to explain something about the purchase to the buyer or give special payment instructions to Accounts Payable. When you mark an "X" in this box, a blank screen for entering comments will appear during the entry process. More information on the Comments Screen follows in this section.
Sharing: To share the encumbrance between budgets, type an "X" in the Sharing box, which will display a Sharing Screen later in the entry process. More information on the Sharing Screen follows in this section.
Resale: To mark an requisition as resale, type an "X" in the box. When you type an "X" in the Resale box, the sales tax will not be added on the Items Screen. General Accounting must approve the budget numbers used with the Resale option before the system will allow it.
Technical Contact: Optional Type the name of the person who is most familiar with the merchandise being ordered, if different than the Department Contact.
Phone: When the Technical Contact is entered, you must type the phone number for that person.
Estimated Freight: Optional Type the amount of freight estimated for the entire requisition. The amount entered will be added to the requisition total. Type the dollar amount without the dollar sign.
To enter comments:
To request more comment space
To notify Accounts Payable of special comments regarding payment:
"additional comment" if "X" in MORE? box
Vendor information can be entered using three different procedures.
Vendor search searching the online vendor file, capturing the vendor information, and displaying it on the Vendor Screen.
Vendor number entry typing the vendor number and address sequence number into the fields and sending, thereby displaying the data retrieved from the online vendor file.
Manual entry typing the vendor information into the fields. This should be used only if you are absolutely sure the vendor is not in the vendor file.
Instructions for each of the three entry procedures follow.
Displayed an unnecessary Vendor Screen? This happens if you forget to space over the SUGGESTED VENDORS? box on the General Data Screen or inadvertently place an "X" in the MORE VENDORS box on the Vendor Screen.
To bypass the Vendor Screen:
To continue the Quit-Vendor Action:
Procedure One Vendor SearchSearching for a vendor number involves leaving the Vendor Screen and going temporarily into the Vendor Control System, which is another online systgem that holds vendor data. While in the Vendor Control System, you find the vendor and select the address for that vendor. Once you have selected the vendor and address, the computer returns the information to the Requisition Entry Vendor Screen.
To search for a vendor number:
The Vendor Search Screen appears, as shown below.
To find the vendor in the Vendor Control File:
As shown in the following screen example, the screen will return with vendor information on all vendors that match the name entered. Generally at least one address will appear for each vendor with a valid number.
If there is more than one page of addresses to view, the message "Additional Addresses" will appear toward the bottom of the screen and Action 10, Next, will be in the Action Box.
To see the next page of vendor addresses:
To search for a different vendor:
To select vendor data to display on the Vendor Screen:
Can't find your vendor? If you have paged through all the addresses without finding the right vendor address, you may need to search using a different entry for the vendor name. The following tips may help you.
Determining Vendor name:
Use the full name of the vendor whenever possible.
Format and Punctuation:
To return to the Vendor Screen without a vendor:
Once you have found and selected the vendor, the vendor's number, name, and address will appear in the appropriate fields of the Requisition Entry Vendor Screen as shown below.
Notice that Action 4, Modify, appears in the Action Box. If you have information to enter in the Contact/Phone field, enter the data before sending the screen. If you do not have Contact/Phone information, simply press [Send]. If the information is accurate and complete, send the screen again to "accept" the data as shown.
To add vendor contact data:
A screen will return with the modified data and Action 5, Accept in the Action Box.
To add another vendor screen:
Procedure Two Entry with Vendor NumberThis method is especially useful for entering frequently used vendors. You must enter both the vendor number and the address sequence number as they appear in the Vendor Control File. To find the numbers the first time, use Vendor Search (Procedure One), and keep them handy for entry by number at a later time.
To enter a vendor by number:
A screen similar to the following will return with Action 5, Accept, in the Action Box.
When the screen returns with the vendor address, you may add or modify only the contact information.
If inaccurate data appear, check the number and try it again. If it still is not right, you may search for the vendor using Procedure One, or type zeroes over the numbers and enter the vendor data manually using Procedure Three.
To add or modify the contact information:
To suggest another vendor:
Procedure Three Manual EntrySome vendors will not be in the Vendor File. In such cases, type the name of the vendor, the salesperson if known, the phone number, and mailing address. This procedure is used frequently for honorarium payments or registration fees.
To type vendor data manually:
To suggest another vendor:
When you send the screen, it will return for modification or acceptance, as shown below. When you enter the vendor information manually, you may modify any of the fields, not just the Contact/Phone field.
To modify any data on the screen:
To accept the displayed data:
Item entry involves two steps for each completed Item Screen: (1) entering the item and (2) accepting the data as entered. If you have requested another screen for additional description or for justifying a specific model of merchandise, you will enter and accept the Item Screen before the other screens appear for entry. After those screens relating to the Item Screen are sent, the next blank Item Screen will appear if you typed an "X" in the MORE? box.
Each field shown on the above screen is described in the order of entry. Some fields display computer-generated information, some fields require entry, others require entry only in special circumstances, and some are entirely optional. The fields are:
Item: System generated Do not type in this field during requisition entry. This is the number of the item on the requisition.
Quantity: Mandatory Type the number of item units to be ordered in the Quantity field. You may use decimals to the hundredth position when dealing with partial units (e.g. 0.15 liter of plasma). Remember to use numerical "0" (zero) or "1" rather than alphabetical "O"s or "I"s.
Unit: Mandatory Type the unit of measurement in the Unit field (e.g. EA, PKG).
Unit-Price: Mandatory Type the dollar amount of each unit being requested in the Unit Price field. Do not include sales tax. Unit Price accommodates up to 4-place decimals (e.g. 1.7285) or a zero for no-charge items.
OB: Mandatory Type the object code.
SB: Mandatory Type the subobject code.
SS: The subobject code is not used.
Com-Code: The commodity code is not used.
Addl Desc: Optional Type an "X" in the Addl Desc box to display an additional screen for item description.
Spec Modl: Required when applicable Type an "X" in the Spec Modl box to display a blank screen for typing the specific model justification statement. A statement is required when only a particular model will be suitable for use.
Description: Mandatory Type the description for the item requested in the Description field. Begin with general information, adding specifics such as catalog or model numbers. (Only the first part of the first line will appear in other inquiries.)
More Items?: Required when applicable Type an "X" in the box to display another blank Item Screen. The "X" may be added at any time before sending Action 5, Accept.
Equipment on Grants/Contracts:
Is Similar Equipment Available for Use? Required when applicable Type an "N" in the box when the requested equipment exceeds $1200, and your department has no other similar equipment available for the job. Otherwise, type a "Y" in the box.
An illustration of a typical entry on the Item Screen follows:
Quit-ItemQuit Item, Action 9, bypasses an Item Screen displayed unintentionally by displaying the next screen for requisition entry. Before using Quit Item, you must enter at least one item on the requisition.
The Quit-Item process has two steps, Quit-Item and Continue-Quit. When Continue-Quit is available, you may choose to resume item entry instead.
To quit entering items:
A screen displaying actions for the second step in the process will appear.
To resume item entry:
To confirm the Quit-Item action:
Note: Do not confuse Quit-Item (Action 9) with Quit (Action 2). The difference is that Action 2, Quit, displays the Requisition Entry Menu and leaves the requisition in an incomplete status, expecting more items. Action 9, Quit-Item, displays the next screen in your requisition and allows you to finish entry.
To include additional item description:
To request more space:
To include a specific model justification statement:
To request more space:
One requisition may encumber as many as 12 budgets. You may share the cost by percentage or dollar amount; select one convention. After entering the budget number(s) and the amount or percentage for each budget number, you must "accept" the entry in much the same way as you "accept' item information.
When the screen first appears, as shown below, it will display the first budget number and the budget title.
You must 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 NTE Limits. The amounts are entered as a notice but are not system enforced.
When sharing by dollar amount, you may enter either the exact or the rounded dollar amounts. If you enter rounded amounts, the computer will adjust the first budget to balance with the requisition total. (It will add or subtract up to 10 percent of the requisition total from the primary budget.)
Accounting adjustments for requisitions 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:
When you have shared cost by entering rounded dollar amounts, the screen will appear with an error message at the top and a notation at the bottom stating that the prime budget has been adjusted to total the exact requisition amount. This is an additional step that does not occur when the exact dollar amount is entered.
To change the adjusted amounts:
To leave the adjusted amounts:
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.
When the Accept Action appears, the Modify Action also appears, allowing you to change incorrect information by typing over it. If you change it at this point, the screen will return with the corrected data for you to accept
To modify INACCURATE data:
To accept the displayed data:
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 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."
You may enter an online sole source justification statement or send a paper statement as an attachment to the requisition. Whichever method you use to send the statement, it must meet the guidelines for sole source purchases set by the Purchasing Department.
Choices:"1" allows you to continue entry without requesting a sole source. (Purchasing will seek competitive bids.)
"2" displays a blank screen for entering the online justification statement. After sending the filled-in screen, the Recap Screen appears.
"3" places a "Y" in the Attachment box in the General Data Screen and displays the Recap Screen. When selecting "3," be sure to mail the justification statement to the Attachments Desk, Purchasing Department, Box 351115. (Remember to write the requisition number on the statement.)
To enter your choice:
Sole Source Justification ScreenThe Sole Source Justification Screen appears only if you entered "2" in the CHOICE box on the Sole Source Query Screen. You simply type the information into the highlighted spaces provided.
The person preparing the statement is legally responsible for providing accurate and true information. The person entering the requisition is not necessarily the person preparing the statement.
To enter the necessary information:
To request more space for the statement:
When the statement is complete:
Notice that the last line displays budget information and notations for attachments and confirming. This requisition would not be confirming, but the notation is displayed for illustration.
When the Recap Screen appears, you may perform any of the actions listed below, which are described further on the following pages.
Selecting Quit, Action 2, displays the Requisition Entry 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 a requisition:
To make a correction to the requisition:
To return to the Requisition Recap Screen:
Once you send most corrected screens, the Corrections Menu returns automatically. Unlike the others, the Vendor and Item Screens require you to quit to display the Corrections Menu. From the Corrections Menu, quit to return to the Recap Screen.
To purge a requisition:
To discontinue the purge:
To complete the purge:
To inquire into requisition detail:
To return to the Requisition Recap Screen:
You may need to quit several times to return to the Recap Screen, depending on which screen you are viewing.
To encumber a requisition:
Other Topics in this Guide: