page 1 creating a requisition help desk (301) 444-2854

CREATING A

REQUISITION Help Desk

(301) 444-2854

COURSE OBJECTIVESCourse takes approximately 1 hour

Prerequisite Introduction to CRequest

• Create a Basic Requisition– Create Requisition– Define Administration– Define Default ACCS– Create Line Items– Review and Approval– Commit– Submit

• This course defines how to enter the information into CRequest. For help regarding the acquisition terms please coordinate and communicate with your Acquisition Division.

THE REQUISITIONTo create a REQUISITION in CRequest there are a series of steps. The following screen clips document these steps. Please see the diagram of the steps below:

Define Administration

Step 2

Define Default ACCS

Step 3

CREATE REQUISITIONStep 1

Create Line ItemsStep 4

Review &ApprovalStep 5

CommitStep 6

Submit Step 7

CREATE REQUISITIONStep 1 is to create the requisition.

Select REQUISITION

CREATE REQUISITIONRequisition Number

Select the Fiscal Year (FY) the action

will be awarded. Will need to be the

same FY as the funding.

The system will generate this

number. It will be a unique number to

Identify this requisition.

The Requisitioner may use this field to label the

requisition. If the Requisitioner does not

provide a label, the system will automatically label this

with the Requisition number

Select the drop down

arrow for a list of all PIIN

Prefix options

Enter information as shown and select SAVE. After pressing save, Step 1, Create Requisition is complete. The system will automatically provide the screen to proceed to Step 2, Define Admin.


NWWG0110-8-29104

Org Codes

(see nextPage forListing)

Unique location code –

Aligns to budget – agreed to between

CFOs & AGO

Fiscal Year to

be Awarde

d

AutoGenerate

d by CRequest


Org Codes: Published by DOC*

Pam – Can you and Sanath put the chart with the org codes here

First two characters of the

PIIN

CREATE REQUISITIONStep 1, Create Requisition

On this page the Requisition Number is created.

• The PIIN Number Screen creates the Requisition Number.

• The Requisition Number will stay with this transaction through out its life in CRequest, CBuy, and later in the payment system CFS.

• The Requisition Number’s prefix is found in the PICKLIST. The prefix is a combination of the Requisitioner’s Line Office and Bureau code. (see page 7)

DEFINE ADMINISTRATIONStep 2 is Define Administration

• The Administration Section contains input about the requisition such as WHO, WHAT, WHERE, WHEN, AND WHY.

• *Indicates required fields. System will not save until all required fields are filled.

• Tab key can be used to move from field to field• Watch for system messages at the bottom of the screen. They

indicate success or problems with entry.• Do not SAVE until all three tabs have been filled out.

DEFINE ADMINISTRATIONAdministration Tab

Requisition Date - Defaults to today’s date. Change according to when the requisition will be sent to AGO

Purpose - Summary of

product or service

Point of Contact, POC Phone, & Requesting Office – Should be for the actual contact (If doing data entry for another fill in their information.

FSC (Federal Supply Class)

code – Use look up if unsure.

Task & Delivery number only

when applicable

Suggested Vendor - Only

if needed.

Form - Use default of

Standard Form

Delivery Date – When the item is

needed

Contract Number &

Delivery Order Number only

when applicable

DEFINE ADMINISTRATIONFunding Tab

• This screen does not route. It only lists names.• Funding is one of the few screens which can either be

searched through the looking glass or typed in directly.

Task & Delivery number only

when applicable

The Authorized By: and Funds Certified By: Fields should reflect names included on the REVIEW AND APPROVAL LIST.

DEFINE ADMINISTRATIONAddresses Tab

•Supplemental Address at the bottom is mandatory and a fill-in. If additional information is not available choose NA.•Save when finished.

• The ADDRESSES TAB contains all Addresses for the Requisition• Select SAVE when finished. After pressing SAVE, Step 2 Define

Administration is finished• The system will automatically provide the Summary Screen for your newly

created requisition

SUMMARY SCREEN

• The HOME BASE of the Requisition. • SAVE in many screens brings back to the Summary screen• All Menu options are on the left.• On the right a SUMMARY of the information in all of the screen.• Come back to this screen between actions to find menu option for next action

DEFINE DEFAULT ACCSSTEP 3 CREATING ACCOUNTING CODES

Select Accounting

• To create the default accounting select Accounting from the Summary screen

• Default Accounting is per requisition.

• Step 3 is to create a default ACCS for the requisition.

• (This step is optional but recommended)

• In the ACCOUNTING Screen the ACCS entered will default for each line item entered

DEFINE DEFAULT ACCSAccounting Code Summary Management

Select Actions CREATE to enter ACCOUNT SUMMARY DETAIL screen

This search will only yield results after the line items have been entered.

DEFINE DEFAULT ACCSABOUT THIS SCREEN

•The title of each segment of the ACCS is to the left.•In brackets is the number of characters for each ACCS

•The title of each segment of the ACCS is to the left.•In brackets is the number of characters for each ACCS

A FEW NOTES ABOUT THE ACCS:•RECOMMENDED: ENTRY BY HAND OF EACH ACCS SEGMENT•NOAA has too many ACCS that change too often to load all into CRequest. •The magnifying glass may contain the ACCS segment being searched upon but does not contain all•Import Entire Accounting Code is not used at NOAA

•Set as Default and

•Set as Default indicates to the system that each LINE ITEM entered will automatically be applied to this ACCS•Default Percent indicates to the system how much of each line item should be applied to this ACCS. Split ACCS here.

DEFINE DEFAULT ACCS

ACCS NEEDS TO BE ENTERED IN

ALL CAPS

As of January 2008 the NOAA Fund Code is 4

Characters. Add leading zeros to two

digit codes

USER DEFINED IS ALWAYS SIX

(6) Zeros

1ST of 2 screens in Setting up DEFAULT

ACCS

Note this needs to be the fiscal

year of the Award

DEFINE DEFAULT ACCS

As many Default ACCS as desired can be set up.

Here is the second ACCS set

up.

2nd of 2 ACCS set up. Note

25%+ 75% = 100%

DEFINE DEFAULT ACCS

• After SAVE the Account Code Summary Management screen shows the breakdown of the ACCS entered

• Can continue entering as many ACCS as needed by selecting CREATE• When all Default ACCS have been entered select SUMMARY to go on to

LINE ITEMS

Select Summary to have additional

options.

SUMMARY SCREEN QACheck the number of

default codes and percentage here.

The percentage should not be

more then 100%

• The SUMMARY screen gives a running total of the information entered.

• Check after each STEP to be sure they SUMMARY is what was to be entered.

CREATE LINE ITEMSSTEP 4 CREATE LINE ITEMS

Select Line Items from the Summary Screen, to start Step 4,

Create Line Items

CREATE LINE ITEMS

Select CREATE to start the process of creating Line Items

This SEARCH screen will not contain anything until the line items have

been created.

CREATE LINE ITEMS

Once the LINE ITEM has been

saved Accountin

g will accessible.

Be sure to fill out all three tabs – Administration – Address – Options.

CREATE LINE ITEMSAdministration Tab

Note APPLY has

been selected. Now the

Accounting is

accessible.

Enter Quantity Enter Cost

Not-Used

Enter brief description of what

is being requisitioned

LEAVE HEADER BLANK

Unit of issue – Use predefined

abbreviation

FSC – Extracted from Admin

Screen – Can be edited if

necessary

System Quantity X

Cost = Total Cost

CREATE LINE ITEMSAddress Tab

Ship date – When item is needed or contract to start

Delivery Address Any additional shipping

information. If none use NA

• The Address Tab’s information is extracted from the Administration Screen.

• Each line item can be edited to have its own shipping information.

CREATE LINE ITEMSOption Tab

• After filling in all three tabs of the Line Item Select SAVE. • The User will be brought back to the Requisition Line Item

Management Screen and another Line Item can be created by selecting

CREATE. (to page 20)• If finished entering Line Items select SUMMARY.

Enter the line’s option if

applicable

Enter the period of performance for line if applicable

REVIEW AND APPROVALStep 5

Step 5: To create a ROUTING LIST select REVIEW AND

APPROVAL from the SUMMARY SCREEN.

REVIEW AND APPROVAL

Click CREATE a routing list

Offices that have set up route models can select IMPORT ROUTE LIST MODEL (please call the Help Desk for information on how to create route models for your office.)

• Routing Lists need to include all approvals required for an award• Anyone listed on the Funding Tab of the Administration Screen needs to

be included

REVIEW AND APPROVAL

• Receiving Order determines the order the Reviewers receive the action. The action does not go to the next Reviewer until the action has been approved. Once an action is in a Reviewer's inbox to be approved the Requisitioner can not remove it but they can forward to another approver if necessary. (See Bells and Whistles for further instructions)

• Reviewers have full read and write access to a requisition when reviewing. Reviewers have full ability to make changes as long and View Only is not checked.

REVIEW AND APPROVAL

REVIEWER CODE – Hand key or look up

RECEIVING ORDER - Ordered by tens to leave room future numbers in between.

PRIORITY – URENT?

CARBON COPY - Being sent as

an FYI – No approval

APPROVAL REQUIRED -This REVIEWER will need to approve before the system sends to the next approverVIEW ONLY – If checked the

requisition can only be viewed by the reviewer. If unchecked the reviewer has full write access and can make any desired changes. Select SAVE to go back to Req

Review & Approval Mgt Menu

REVIEW AND APPROVAL

•Rou

The above is a Routing list with three approvers.

A = Approval required C = Carbon Copy (will always be VIEW ONLY)

N = Full Read Write Access Y = Read Only Access

•When using VIEW ONLY there needs to be an APPROVER at the same ROUTE ORDER

•RELEASE needs to be selected in order for this ROUTE LIST to be sent

Select to send requisition to APPROVERS

REVIEW AND APPROVAL

Note - After RELEASE was selected the two ROUTE ORDER 10 have been released and show Review Pending. After one of the Approvers approves this action the system automatically will send it to the ROUTE ORDER 20 Approver.

At this point the route list has been created and has been sent to the reviewers. Additional Reviewers can be added. Once in an INBOX it can only be FORWARDED not removed from the INBOX.

REVIEW AND APPROVAL

ALL APPROVALS NEED TO BE COMPLETE BEFORE MOVING ON TO COMMIT AND SUBMIT.

IF A REQUISITION IS SENT TO ACQUISITION WITHOUT APPROVED ROUTING IT WILL BE RETURNED BY AGO.

View from Summary Screen: Approved by all. Can now COMMIT

and then Submit

View from Summary Screen: Waiting for

approval

COMMIT STEP 6

• COMMIT checks the Requisitioner’s ACCS against the ACCS set up in the CFS (Commerce Financial System). This step only checks the ACCS it DOES NOT check that the funding is available or reserve the funding

• The Acquisition Office will only be able to create an award for the amount of or less than the requisition. AGO will not be able to make the award for more then the value of the requisition. If additional funds are needed AGO will contact the Requistioner.

Select COMMIT from the

SUMMARY Menu

COMMIT

• Check dollar amount. When everything is fine select Save and Post.• DO NOT DOUBLE CLICK. This will result it problems with this requisition.• Once Save and Post has been selected the Requisition will be in READ

ONLY MODE. If changes are needed CANCEL COMMIT will be required.

CORRECT $?

Select to send to CFS

COMMITAWAITING RESPONSE

• After selecting SAVE AND POST the system automatically goes to the SUMMARY SCREEN

• On the SUMMARY screen status will appear.• Once SAVE AND POST has been selected the Requisition will be in

READ ONLY status• The screen will not update automatically so periodically select VIEW

STATUS

Status

For an updat

e

COMMITREJECTION MESSAGE

• If CFS finds a problem with the ACCS a REJECTED/RETURNED BY FINANCIAL SYSTEM message will be received.

• Click the MESSAGE to see the problem. A pop up message will appear.• Call the Help Desk and tell them what the message says.

COMMITACCEPTED APPROVED MESSAGE

• Once COMMIT has received an ACCEPTED/APPROVED the requisition will be in Read Only

• If any changes need to be made the Requisitioner will need to select CANCEL COMMIT

SUBMIT

STEP 7

After an ACCEPTED/APPROVED been received is the SUBMIT button available (was grey before and is now black).

SUBMIT

• Be sure to submit to the AGO OFFICE not the Specialist (the Management needs to see all of the requisitions that come across.)

• After SAVING the system will go to SUMMARY.• Always check

Enter AGO Office

*

Select Save

SUBMIT

•Be sure to submit to the AGO OFFICE not the Specialist (the Management needs to see all of the requisitions that come across.)•If by accident the user selects SAVE the requisition will be sent but to no one specific. PLEASE CALL THE HELP DESK AND HAVE THEM REASSIGN IT PROPERLY.

Enter AGO Office

REQUISITION STATUS – Will change throughout

the life of the requisition.

Check this message that it has been successfully submitted. If unsuccessful contact the Help Desk

WRAP UP

The Requisition– Create Requisition– Define Administration– Define Default ACCS– Create Line Items– Review and Approval– Commit– Submit

Learn about in Other CRequest Classes

• Topics Covered– Administration– Accounting– Line Items

• Copy Line Items• Renumber Line Items• Accounting on the Line

Items– Review and Approval

• Replace an approver– Commit

• Cancel commit– Submit– Forms

• Topics Covered– Notes– Properties

• Sharing• Locking• History

– Functions• Copy• Cancel • Delete

– Period of Performance– Support Documents– Deliverables– Add to Hotlist

APPENDIX A – GOOD TO KNOW

i. Blue Command Bar ii. Calendar Iconiii. Drop Down Arrowiv. Hyperlinkv. Letter Casevi. Mandatory Fieldvii. Magnifying Glassviii. Mark Boxix. Menu / Grey vs Blackx. Refreshxi. Summary Screenxii. Status Message


i. Blue Command Bar

The blue Command Bar initiates your action

Save = saves data, but returns you to the HomeApply = saves the data, keeps you on same pageReset = clears fields for re-entryCancel = returns you to Home without savingii. Calendar Icon

Click the Calendar Icon and a calendar will pop-up. This allows the user to choose a date that the system will fill in automatically. Whenever a Calendar Icon is available, the user has the option to fill in the date manually in the provided field, or use the pop-up calendar. On the pop-up calendar, the inner arrows take you month to the month, and the outer arrows take you year to the year.


iii. Drop Down Arrow

iv. Hyperlink

An item with blue – underlined text is a hyperlink. Click the blue-underlined text to go to the item.

Drop Down Arrows are used to provide a pick-list. No free-form fill is available - only the pick-list items.

v. Letter Case

It is important to type in CAPITAL LETTERS while in C.Request. The system does not always recognize a lower case letter as the same letter as an upper case letter.


vi. Mandatory Field* = Mandatory Field. If you do not fill in a mandatory field, then upon Save or Apply, a status message will appear at the bottom of the screen. If User leaves the screen without fixing the mandatory field, then all information (including defaults) will be lost. Resolve before going to another screen.

vii. Magnifying Glass

Click the Magnifying Glass Icon and a look-up screen will pop-up. This allows the user to search for available options that the system will fill in automatically. Whenever a the Magnifying Glass Icon is available, the user has the option to fill in the data manually, or select from the pop-up list to have the system fill-in. Select by clicking the clip-board with the red check-mark. Narrow your search by using the boxes at the top.


viii. Mark Box

Click the box beside an item to select it. A checkmark will appear by selected items. Some screens allow multiple selections and others do not. After selecting an item, menu functions will be available (e.g., copy). For more information see Menu / grey vs. black.

beco

mes

Example of functions available after selecting

a mark box:


x. Refresh

Click the Refresh Icon to have the system show the results for manually entered data. Use this to confirm that your manually entered data is correct.

beco

mes

ix. Menu / grey vs blackBlack menu items are available for the user to select. Light

grey items are not available for the user to select. There are a couple reasons an item may be light grey and unavailable.

1) The User needs to select an item before a function (e.g., copy) is available, or

2) 2) DOC does not have licenses for the full C-Suite (e.g., FPDS), for which some options will always be light grey.

beco

mes


Summary is the home base for the requisition. Select Summary to continue to work with your requisition. It is found on the left menu screen. Summary provides the Requisition Summary menu (as shown on the right).

xi. Summary Screen


At the bottom of the screen is an area for system messages and status. If Cancel is selected before the issues are resolved, then the information entered will be lost. Do not proceed to the next step until you get a positive message such as ‘Requisition created successfully.

xii. Status Message

page 1 creating a requisition help desk (301) 444-2854

Documents

requisition step

requisition slide

basic requisition

requisition numbers

requisition help desk

administration step

crequest slide

piin slide