Entering Requisitions from the Employee Portal

To work with Requisitions, log into your employee portal.  The same place you get your pay stub.

Once in your portal, click on the Budget tab.  The My Requisitions tab is where you will enter a new requisition as well as view all previous requisitions entered by you for this school year.

You have the ability to search your list of requisitions by using the fields listed in the search section of this screen.  

NOTE:  throughout Genesis you will notice when entering new data in a field the data is red.   This means the data is not saved.   Be sure to save often.   If you move to another area and do not save the data will be lost and you will have to re-enter.

Entering a New Requisition

1. Click on the New Requisition button.

1. If you are able to enter requisitions for more than one group, you will see more than one option when you use the Approval Chain drop-down.  Select the group for which this requisition is being entered and then click the Create Requisition button.

1. The Requisition Entry screen opens.   Everything entered on this screen becomes a purchase order after the approval process is complete.  Notice that it has three sections.  See below for instructions on entering in each Section.

Section A – Order specifications

• Requisition # - the requisition number is automatically assigned by the system and should not be changed.  

• Description – this field is what will show on your reports for board approval.   Enter a description that will best describe this order so it is understandable to the board members.  For example:  Office Supplies.

• Category – if your district’s business office has set up categories, use this drop-down to select the category to which this order applies.

• Type– 
  1. Regular – most orders fall into this category
  2. State Contracted – if this order is to a vendor your district has a state contract with, select this option.  After selecting this option, the State Contract # field opens where you can enter the state contract number for this vendor.     
  3. Cooperative – if your district uses a co-op, such as Ed-Data, for ordering you can indicate that this is a cooperative order by selecting this option.  After selecting this option, the Co-op Contract # field opens where you can enter the co-op contract number for this vendor.

• Default Bid Aggregation Category – if your district has setup up Bid Aggregation Categories, use this drop-down to select the category to which this ENTIRE order is applied.  If there are multiple categories in this order, select nothing here.   You will select the individual categories when entering the line items.

• Board Approval Required – when you check this box, a field opens where you can enter the date this order was board approved.  Use for circumstances where the board had to approve the item or event prior to the PO being entered.

• Bid Required – if this order had gone to bid and you are now entering the order to the vendor who won the bid.  Check this box and the Bid Number and Bid Date fields open allowing you to enter that pertinent data.

• Vendor – in this field, begin typing the vendor’s name and the vendors will appear in a drop-down.  When you see the vendor you wish to use, click on their name.  To see all of your district’s vendors, press the space bar in this field.

After clicking on the desired vendor, you will see their name in the field is red.  Click on the Save button at the bottom of Section A and the vendor’s address and contact information will be populated on the screen.

• Quote Attached – if you have a quote for this order, check this box.  If the quote has a number, you can enter that in the Quote # field.

• Requisition Date – this field defaults to today’s date (or the first day of next school year if you are pre-entering for next year).  If you need to change the date you can click on the calendar icon and choose another date.  To key in the date instead of using the calendar icon, you must enter in this format – MM/DD/YYYY.

• Approvals – displays the approval path this requisition will follow.

When you are finished with Section A, click the Save button.  

      Section B – Line Items

• Item #- this field defaults to 1, meaning it’s your first item on the order.   
  1. If you would like the first line of the order to be a heading (for example:  Software Renewal for the YYYY-YY School Year) you can take the 1 out of the Item # field and take the 1 out of the Quantity field.  Key the heading in the Description field and click Add.  You will notice that the heading becomes line 0 and you have a new item field with 1 ready to start entering the order items.

• Item Type – Click the drop-down and select an item type.  This field is not required.

1. NOTE:  Selecting the Fixed Asset option for an item flags this item as a Fixed Asset for the district.  You will be able to run a report showing all of the district’s fixed assets.

• Unit Type – Click the drop-down and select a unit type.  This field is not required.

• Bid Category – if you selected a default category in Section A, this will be populated.  If not, you can choose the category required for each line item here.   Use the drop-down to select the appropriate category.

• Description – key in your item description.  There is no limit to the number of characters.  To expand this field so you can see everything you’re typing, drag the field by using the lines in the lower, right corner.

• Catalog # - if your item has a number, you can enter that here.

• Quantity – enter the number of this item you are ordering.

• Unit price – enter the price of the item.

After entering the line-item data, click the Add button.  This will calculate your Total Price and open a section where you can enter item #2.  Always click Add, not Save when entering line-item data.  If you do not click Add, your item data will be erased.  Repeat until you are finished entering all of your order items.

NOTE:  if you go back and make any corrections or changes to a line item after you have clicked the Add button, click the Save button.  Do not click the Add button as that will just add another line item.   

Section C – Shipping, Delivery, Misc. and Billing

• Shipping Cost Type – using the drop-down, select the appropriate Shipping Cost Type.   This field is required.

• Shipping Cost – if there is a known shipping cost, and you have entered “Shipping Cost Known” for the Shipping Cost Type, enter the dollar amount or the percentage in the appropriate field.  If any other Shipping Cost Type has been selected, leave these fields blank.

• Expires After – if you would like to have a date printed on the requisition and purchase order that shows the date the order expires if not received, use the calendar icon to select the appropriate date.  To key in the date instead of using the calendar icon, you must enter in this format – MM/DD/YYYY – and you must key the slashes.

• Delivery Instructions – whatever is keyed in this field will appear below the ship-to address on the requisition and purchase order.  It can be used to display special instructions for the vendor (such as “Deliver between 8am and 4pm”).

• Needed by – if you would like to have a “needed by” date printed on the requisition and purchase order, use the calendar icon to select the appropriate date.   To key in the date instead of using the calendar icon, you must enter in this format – MM/DD/YYYY – and you must key the slashes.

• Ship To Attention – enter the name of the person to whom this order should be shipped.   

• Notes – this is for your internal use.  Whatever is keyed in this field will not appear on the requisition or purchase order.

• Ship to – if your district has just one ship to location, that location automatically is populated in this field.  If you have more than one, key the name in the ship to field and the options will appear in a drop-down where you can select the appropriation location by clicking on its name.  To see all of your district’s ship to addresses, press the space bar in this field.

After clicking on the desired ship to you will see the name in the field is red.  Click on the Save button at the bottom of Section C and the ship to address information will be populated on the screen.

• Charge to budget accounts – to enter the account number(s) to which this order is to be charged, click on the Charge To button.  When the Charge To window opens, begin typing in the account number.  As you keep keying in each piece of the account number the list will narrow down.   When you see the proper account number, click on it.  Enter the amount to be charged to this account, if different than what is shown.   Then click on the Charge To button.  If you need to add more account numbers, repeat this process.  

• Documents – anything that can be saved to your computer can be attached to a requisition.  To electronically attach documents to the requisition, click the Attach Document button.  In the Type drop-down, select the appropriate document type.  Then in the Name field, key in a description of the document (such as Quote from Vendor, or Contract).  Use the Choose File button to navigate to the location the document is saved on your computer.  Select the document and click Open.  You can attach as many documents as you want.  

Note that throughout the screen there are Preview PDF buttons.  At any time, you can click on the button to see what your requisition will look like when you print it.  It is also where you can print a hard copy from here if desired.

NOTE:  To remove an attached document, click on the red circle with the minus sign.  This will delete the attached document from the requisition.  You can only delete a document when the requisition is in the Filling Form status.   Once it is submitted, it cannot be removed.

At this point your requisition is in the Filling Form status.  When it is in this status it is still in your control, and you can still make changes to it.   

When you are ready to send the requisition through the approval process, click on the Submit Requisition button located in Section A.  The requisition will then be in the Waiting for Approvals status and can no longer be changed by you.

If a requisition is denied and sent back to you, a message indicating the reason for denial will be attached.  Correct the required items, then re-submit it through the approval process.

Once a requisition has gone through all of the approval levels, the status will become “Turned into a PO.”  You will then be able to see the purchase order number assigned to your requisition.