Requisitions are requested by a Requestor and then entered into ARC by a Requisitioner. The requisition is then passed on to multiple approvers. On certain transactions, prior approval may be necessary. Approvers cannot approve their own transactions unless they have security access that permits them to bypass segregation of duties.
Components of a Requisition
There are four components of requisitions: Header information, Distribution Information, Line Information, and Schedule Information. Requisition information is highly organized around line items, or the goods/services being requested on the requisition. Distribution and schedule information needs to be completed for each line item on the requisition. Header information, however, is used to provide general, identifying information about the entire requisition (all line items)
The requisition creation process is divided into four steps: defining the requisition (completing the header and distribution information), adding items and services (defining line items and schedule information), reviewing the requisition, and submitting the requisition into workflow. Once a requisition is complete, it can be saved or submitted. If a requisition has not been submitted, the user can still make edits as needed. Once the requisition has been submitted into workflow for approvals by departmental and central users, there will be additional action required to make changes to the requisition (i.e. closing or canceling the requisition).
Generating Purchase Orders in ARC includes the set of activities that turns purchase requests (such as requisitions) into purchase orders to request a supplier to provide a good or service. While requisitions are a request for a service and/or good, Purchase Orders are contracts that represent an obligation the University has to that vendor.
POs are dispatched (along with appropriate attachments) to vendors in one of three ways depending on the available information in the vendor record:
• If there is an e-mail address for the vendor, the PO will be dispatched via e-mail
• If no e-mail address exists, but there is a fax number, the PO will be dispatched via fax
• Finally, if neither an e-mail or fax number exists, the PO will be printed and mailed to the vendor
Throughout the purchase order lifecycle, ARC will interface with multiple external programs to receive and import purchase orders and relevant approvals and documents. Two of these systems include InfoEd and OnBase. OnBase integrates with ARC in the following ways:
• Dispatch Purchase Orders to vendors
• Collect supporting documents submitted by customers based on requisition/PO
• Display approval statuses
• Generate e-mail notifications when requisitions/change orders are denied/put on hold
The InfoEd integratino is more of a data interface rather than a functionality integration. For users that work wtih sub-awards and grants, InfoEd will load the following information into ARC and provide the following abilities:
• Show approved sub-awards
• Translated accounting information
• Ability to establish encumbrances