1. Requisitions RX Document
Advantage Financial System

2. Requisitions
Requisitions are requests for goods or services that are not available on-campus or are not allowed on a PV document Sent to buyers in Purchasing who place the order with the off-campus vendor Used for high dollar totals and certain categories of goods and services

3. Requisitions
The RX document consist of several sections: Header Accounting Details Commodity Details Freight Additional Description Commodity Lines

4. RX: Header
Other Attributes contains information about the overall order: Vendor code Delivery information User contact information Responsible agency/org

5. RX: Accounting Details
Accounting Details contains information about the accounts and object codes: Line number Agency/org Object/subobject Function (optional)

6. RX: Commodity Details
Commodity Details contains information about the goods or services being ordered: Line number Commodity code Unit of measure Accounting line Description Quantity Unit cost

7. RX: Additional Description/ Commodity Line
Additional Description allows a description in addition to the ones entered per line Commodity Line displays the number of commodity lines per RX document

8. RX Approvals
RX Documents require Level 1 approval applied by the requesting department A Buyer in Purchasing reviews the RX and contacts the vendor as needed The Buyer will create a PC (Purchase Order) to send to the vendor

9. RX Document
Create a new RX document using the automatic document numbering EX: RX TR1 TR1# RX WV5 WV5#

10. Header and Accounting Details
RX Document
Header and Accounting Details
Enter the anticipated delivery date of the goods

11. Header and Accounting Details
RX Document
Header and Accounting Details
Enter the vendor code including address indicator, if applicable

12. Header and Accounting Details
RX Document
Header and Accounting Details
Enter the agency/org to be charged for the goods or services

13. Header and Accounting Details
RX Document
Header and Accounting Details
Enter “Blanket” if the RX is for a blanket order. Otherwise, leave blank

14. Header and Accounting Details
RX Document
Header and Accounting Details
Enter “REC” for Receiving then “AP” for Accounts Payable

15. Header and Accounting Details
RX Document
Header and Accounting Details
Enter the mail code, building, and room number where goods
will be delivered

16. Header and Accounting Details
RX Document
Header and Accounting Details
Enter the 4-character Advantage ID and name of the person
completing the document

17. Header and Accounting Details
RX Document
Header and Accounting Details
Enter the name of the person requesting the goods or services

18. Header and Accounting Details
RX Document
Header and Accounting Details
Enter full phone number including area code of the requestor

19. RX: Freight
If the goods are subject to freight charges, they must be entered on the RX Freight charges are applied by line so they are allocated across the order

20. RX Document
Freight
Enter “D” in Freight Indicator to designate freight by line

21. RX Document
Freight
Enter the total amount of freight charges for the order

22. RX Document
Freight
Enter the total amount of all commodity lines before tax and freight

23. Header and Accounting Details
RX Document
Header and Accounting Details
Enter a line number to distinguish from other accounting lines,
starting with “01”

24. Header and Accounting Details
RX Document
Header and Accounting Details
Enter the agency/org including suborg, if applicable, to be charged

25. Header and Accounting Details
RX Document
Header and Accounting Details
Enter the function code, if applicable

26. Header and Accounting Details
RX Document
Header and Accounting Details
Enter the object/subobject for the commodity being ordered on
this accounting line

27. RX Document
Those lines complete the required fields for the RX Header and Accounting Details section Press Enter to move to the Commodity Details

28. RX Document Commodity Details
Enter a line number to distinguish this commodity from others,
starting with “001”

29. RX Document
Commodity Details
Enter the commodity code

30. RX Document Commodity Details
Enter the accounting line that this commodity line references

31. RX Document Commodity Details
Enter the quantity with two decimal places

32. RX Document Commodity Details
Enter a valid unit code from the UNIT table

33. RX Document Commodity Details
Enter the cost per unit with two decimal places

34. RX Document Commodity Details
Enter a description of the goods being ordered up to 60 characters

35. RX: Commodity Descriptions
For blanket orders, the description field must be entered in the following format: FY## (FY14) blanket for XXX (description) For all other orders, enter the description of goods or services up to 60 characters

36. RX: Additional Description
If a description is too long to fit on the description line, an additional description can be added Additional descriptions can be added to each Commodity Line

37. RX: Additional Description
On the Commodity Details page, type “Y” in the Text field In the Function field, enter “TEXT” and press Enter

38. RX: Additional Description
Verify the RX Transaction ID and the Commodity Line number

39. RX: Additional Description
Enter “A” in the Action field and any additional text in the Text section, leave Text Line blank

40. RX: Additional Description
Press Enter to save the text, verify the message “All Lines Added” appears

41. RX: Additional Description
After the lines have been saved, return to the RX to finish the document Enter “E” in the Function field and Enter Press the F3 key

42. RX Document
Those lines complete the required fields for the Commodity Details section Edit the document to validate all entries and check for errors Enter “ED” in the Function field and Enter Press the F7 key

43. RX Document
After Editing, the RX will populate the vendor details, totals, and account information

44. RX Document
The Commodity Details has updated with document totals by line and the tax amount

45. RX Document
After the document is cleared to PEND1 status, Approve and Run the RX The RX will be reviewed by Purchasing who will create a PC (Purchase Order) The requesting department should receive a copy of the PC within 7-10 days to the mail code on the RX

46. RX Modifications
Modifications can be made to the RX document to adjust the unit cost or quantity The RX must have been accepted in Advantage Only one modification can be made on a document per day Increases and decreases cannot be done on the same document at the same time

47. RX Modifications
In order to process a RX modification, the following information is needed: Original RX number Vendor code Amount of increase or decrease If the RX is closed Freight charges Commodity and accounting line numbers

48. RX Modifications
Once the RX is accepted in Advantage, open tables are updated ORQH – Open RX Header Inquiry ORQC – Open RX Commodity Line Inquiry ORQL – Open Requisition Acct Line Inquiry These tables can be used to find information related to the original RX