Purchase Requisition Instructions


Table of Contents

Introduction

  • What is the Financial Records System (FRS)?
  • What types of requisitions can be made through the system?
  • How the requisition process works
  • Users of the system
  • Getting started on the FRS

Using the FRS

  • How to log on to the system
  • The screens within the system
  • How to navigate within the system
  • Pressing the enter key
  • Getting help while logged into the system
  • Submitting a request

Creating a request

Log on to the FRS
Step by step instructions

  • screen 203
  • screen 250
  • screen 251
  • screen 254
  • screen 258
  • screen 256
  • screen 252
  • Log out of the system

After submitting the purchase requisition

  • Checking the status of the request
  • Checking the status of the purchase
  • What to do with the vendor's invoice
  • Checking expenses associated with a purchase
  • Viewing available funds for a grant

Introduction

What is the Financial Records System (FRS)?
The Financial Records System is an electronic account system of record. It can be used for purchase requisitions.

What types of requisitions can be made through the system?
There are two types of requests that can be made through this system: a request for grant purchases, and a request for university purchases. A grant purchase uses funds that come from a previously awarded grant, and may only be used for purposes which fall into the category of the specified grant. A university purchase uses funds that come from the university itself and can be used for university related purposes only.

How the requisition process works.
First, an FRS request is created by the person requesting the purchase. Once the request is submitted, the request needs to be approved. Approval usually occurs within two business days. If approval cannot be granted, notification via e-mail or telephone call will be made.

Users of the system.
Purchase requests can be made by researchers and administrators. Other university officials use the system for approval purposes.

Getting started on the FRS.
Before logging on to the FRS system, certain pieces of information should first be collected. This includes:

  • The total cost
  • The name and address of the vendor
  • The type of funding
  • The type of requisition

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Using the FRS system


How to log into the system.

Access to the FRS system requires a telnet program. A telnet program can be accessed through the Run feature on all PC's, Windows 95 and higher. The telnet address is admin, or if using telnet from an off-campus location, admin.njit.edu. When admin has been connected, a screen requiring a username and password will appear. After the password has been entered, press enter, and a screen displaying a menu of admin services will appear. In the space labeled 'Enter Your Choice:' type 'FRS' and press enter. On the next screen, type the number two (2) in the space for 'System Number.' In the 'Your Operator Number:' space, enter your personal operator number. In the 'Password:' space, enter your password and press enter. The next screen is part of the FRS system. Enter the screen number that you desire.

The screens within the system.

There are several different screens within the FRS system, and each screen serves a different purpose. Below is a list of each screen, and a short description of each.

30 screen: this screen is for opening an FRS session

250 screen: This is the main screen, and is also the starting point for all requisitions. The type of requisition, the requisition number, the account number for where the money is coming out of, and the requester's name is entered on this screen.

203 screen: This screen is for entering the vendor's address.

251 screen: This screen is for entering the address of the person who is making the purchase request, and the address of the vendor, if it is not already a part of the system.

254 screen: This screen is for detailing the purchase. The name of the product, the quantity order, and the price is listed on this screen.

258 screen: This screen is used to create an overview of the request. If there are several items being ordered from the same vendor, they are detailed on this screen.

256 screen: This screen shows the current amount for each fund. Use this screen to confirm that there is enough money available to cover the purchase.

252 screen: This screen is for listing the people who should approve the request. As the size of the request increases, the number of people who must approve the request also increases.

21 screen: This screen shows the most current status of all requests, but is not a part of the actual request process.

23A screen: This screen is a detailed list of all past expenses, but is not a part of the actual request process. Use this screen to review what has already been purchased.

How to navigate within the system.
Navigating through the system is done by using the key board. The tab key can be used to move the cursor, as well as the arrow keys. To change screens, move the cursor to the screen line, located in the upper left hand corner of every screen. Type in the desired screen number, and press the enter key. The desired screen will be displayed.

Pressing the enter key.
Pressing the enter key signifies the completion of a screen. Once the enter key is pressed, no more text can be entered onto the screen. Be sure not to press the enter key before all information has been entered, but also be sure to press the enter key after all the information is entered.

Getting help while logged into the system.
The system has a built in help system for most items. To view a possible help page, move the cursor to the blank in question, and press the F2 button on the keyboard. To exit the help page, press F4.

Submitting a request.
Submitting a request is the last step taken for the purchase request process. After all information has been entered properly, the initator (person creating the request) approves the request on the 252 screen.


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Creating a request

Log into the FRS system.
The directions for this procedure is explained above, under Section II, Part A, How to log onto the system.

Note: Remember to begin each session by using Screen 30.

Step by step instructions:

  1. Go to the 203 screen.
  2. On the 'VEND' line, type in only the vendor's name and press enter. If the vendor is part of the system's address book, the address, or a selection of addresses, will automatically appear. If a selection of addresses appears, select the correct address by typing in the corresponding number and press enter. If the vendor's address does not appear, the address will need to be entered at a later stage. Completed 203 screen.
  3. Go to the 250 screen.
  4. In the 'Request' blank, type R0 (R zero) and press enter. The system will automatically generate a requisition number for you.
  5. In the "req type" field, enter the two digit requisition type code. Click here for more information on requisition types.
  6. In the 'Account No.' field, enter a 10-digit account number. Click here for more information on account numbers. If there are multiple account numbers to be dealt with, enter the numbers in order of left to right, and top to bottom.
  7. If the requisition will be dealing with only one account number, type '100.' (INCLUDE THE PERIOD) in the 'Pct' (Percentage) field. This means that 100% of the requested money will be coming from the specified account number. If the requisition will be dealing with more than one account, click here for further instructions.
  8. After entering '100.', press enter Completed 250 screen. and go to the 251 screen.
  9. In the spaces provided, enter your mailing address (school or other), your telephone number, the person authorized to make the purchase, and a point of contact. Be sure not to press the return key, but use the arrow or tab keys to advance to a new line. click here for instructions on adding a vendor address and other special details of the request. Completed 251 screen.
  10. Press enter and go to the 254 screen.
  11. In the appropriate spaces, enter the quantity, the unit price, and a description: Click here for details. Completed 254 screen.
  12. Press enter and go to the 258 screen.
  13. This screen gives an overview of the information already inputted. If there is a list of purchases from one vendor, the list can be itemized on this screen. Completed 258 screen.
  14. Press enter and go to the 256 screen.
  15. Use this screen to confirm available funds for each specific object code designated in the request. If there are insufficient funds for a specific portion of grant, but available funds in another portion of the grant, click here for instructions on how to transfer funds within a grant. Completed 256 screen.
  16. Press enter and go to the 252 screen.
  17. Approve the request in the 'Principal Investigator' blank. Specify other people who should also approve the grant. Click here for a list of cost thresholds requiring increasing approvals. Completed 252 screen.
  18. Press enter and submit the request by closing the session. The request is now submitted.

Log out of the system.


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After submitting the purchase requisition

Checking the status of the request.
To check the status of the request, log on to the FRS system, type in the request number (given in step 1 of section III, part B) and go to the 250 screen. If the requisition has been approved and processed, a purchase order number will appear in the 'ref no' blank, located in the upper left corner of the screen. If a purchase order number does not appear after five business days, send an e-mail to carter@admin.njit.edu, asking for a status of the requisition.

Checking the status of the purchase.
To check the status of the purchase, log on to the system, enter the requisition number (give in step 1 of section III, part B), and go to the 21 screen.

What to do with a vendor's invoice.
When the vendor's invoice is received, make a copy for your own records. If the terms of the requisition and the Purchase Order have been fulfilled to satisfaction, write on the original invoice:

  1. 'Okay to pay'
  2. The purchase order number
  3. Sign it
  4. Date it
  5. 'Final Payment' if the invoice is for a final payment
  6. Send the original invoice to Accounts Payable.

Checking expenses associated with a purchase.
Occasionally, there are unexpected expenses associated with a purchase. To view these expenses, log on to the FRS system, enter the requisition number (given in step 1 of section III, part B), and go to the 23A screen.

Viewing available funds for a grant.
To view all available funds for a grant, and all expenses already posted to the account, log on to the system, and go to the 23A screen.


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