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Creating New Requisitions

The New option under the Requisitions menu is used in creating and posting new requisitions. Selecting New will open a blank requisition form that can be used to enter the information for a new requisition as displayed here:

The cursor will automatically be placed in the Requisition Number field. You may begin entering any of the desired header type information for the requisition. The Tab key or the mouse can be used to nav-igate from one field to the next. The following fields are available for entering information in the heading portion of the requisition:

  • Requisition Number - stores the number assigned to each requisition. It can be numeric or alpha or a combination of both.

    Click on "New" under the Requisition menu.
    Enter TEST0023 for the requisition number.

  • Vendor Number - If the vendor number is known it can be entered directly into the vendor number field. If the vendor number is not known, the vendor can be searched for by name by clicking on the  icon. This will bring up a vendor query page where the vendor name can be entered. The entire name of the vendor can be entered or just a portion. If only a portion of the name is entered, the program will bring up a listing of all vendors matching the criteria entered from which the correct vendor can be selected. The vendor number field will then automatically be filled in. If a new vendor needs to be created or an exisitng one needs modified, it can be done by clicking on the  icon. This will  bring up a pop-up window with either a blank vendor window to insert the new vendor data or the vendor that was typed in and needs to be modified. Once the changes are accepted the vendor will automatically be updated and inserted into the vendor number field.

    The pencil icon will only appear if you have the privileges to add or modify vendors.

    Click on the and enter *FURNITURE in the "search" field and click on "SEARCH"*.
    Click on the to the left of # 2005 and it will load the vendor information into USASWEB.

    If you need further detailed information about the vendor, you may click on the number or name column and it will display additional information (i.e. check address, YTD totals). At that point, you may click on "select vendor" to load the vendor into USASWEB or click on "return to query" to return to the vendor query.
  • Requested PO Date - stores the desired purchase order date. The date automatically defaults to the current system date. If a different date is desired, it can be entered in this field by typing the desired date or by clicking on the calendar and selecting the desired date from the calendar.

    Use 07/01/20XX as the requested PO date

  • Terms - This is an optional field for any special terms for the requisition.
  • Deliver By Date - The deliver by date is optional. Type the desired date or click on the calendar and select the desired date from the calendar.
  • Deliver To Vendor - The deliver to vendor is optional for specifying specific address information for where the goods or services are to be delivered to. If this has been set up as an actual USAS vendor, the associated vendor number can be entered or it can be searched for by vendor name by clicking on the  icon.
  • Deliver To - displays the address for which the goods or services are to be delivered. This field is op-tional and will be left blank if not filled in. The address can be manually entered or automatically pulled in by specifying the associated vendor number in the Deliver To Vendor field. When doing multiple requisitions, any deliver to information from the previous requisition will default to the next one being entered.
  • Requisition Description - This is an optional field that may be used for any special instructions, detail, or description associated with the requisition as a whole. Anything entered in this field will print above the item information for the first item on the requisition.
  • Attention - Optionally enter the individual's name the goods or services are being ordered for.

    Enter Mr. Principal in the Attention field.

  • Type - The Type field is also optional. If using template type requisitions this field can be set to "T" for template. Requisitions flagged as a type "T" will not be purged from the system by the USPURG process. Also, dollar amounts associated with "T" type requisitions will not be included in the requisi-tioned amounts if the "Tracking Requisitions Amounts" flag in USASDAT/USACON has been set to yes. Other types may also optionally be used by the district.

Clicking on the  icon opens the item detail section of the requisition form. The following fields are available for entering information in the detail portion of the requisitions:

Click on  to add a line item

  • Quantity - enter the desired number of the item to be ordered.

    Enter 1 for the quantity

  • Units - optionally enter the type of unit that is being ordered (i.e. box, carton, etc.).
  • Price - enter the dollar amount per unit for the items being ordered. Enter the dollars, decimal point, and cents only. Do not enter the dollar sign or any commas in the price field.

    Enter 50 for the price

  • Description - enter a description for the item that is being ordered.

    Enter "OFFICE DESK" for the description.

  • XREF - if your district utilizes XREF (Cross Reference) codes for the account codes, the XREF code associated with the account code to be charged may be entered. If XREF codes are not used or one has not been established for the account code to be charged, this field will be left blank and the ac-count code dimension fields should be used instead.
  • Account Code - Enter the account code to be charged for the item being ordered. The account code entered must be a valid budget account on file. If the budget account code is known, it can be manu-ally entered. The icon can be used to search for the account code if the entire account code is not known. The portions of the account that are known may be entered into the corresponding dimensions. Next click on the . A budget account query screen will be brought up displaying all budget accounts matching the criteria entered. From this query the correct account code may be selected by clicking on the located in the Select column next to the account. You will be taken back to the requisition form and the account code will be automatically filled in.

    Enter 001 for the FUND
    Enter 2421 for the FUNC
    Enter 5 for the beginning of the OBJ
    Click on the  and select the "001 2421 512 0000 000000 002 00 000 - SUPPLIES- ELEM PRINC" by clicking on the  to the left of the account code. (If you want to see further details
         about the budget account, click on any of the account code dimensions).

Once the account code has been entered, the may  be used to verify the description, status, and remaining balance of the account. Clicking on the  will bring up a separate Budget Account View  window in your browser. This window simply displays the account number, corresponding description, available balance, available percent, and status. The  icon may be used to clear any data that is currently being displayed in the account code  fields. When creating a requisition with multiple line items, the account code will automatically default to the account code charged for the previous item. If the current item is to be charged to a different account code, clicking on the  icon will clear the previous account code allowing you to enter or search for the account code to be charged for the current item.

Once all information has been entered for the current item, the   icon or the  icon may be clicked on to post the item and proceed.

  •  - Posts the current item.
  •  - Posts the current item and at the same time opens a new blank item to begin adding the next line item.

Click on  the to add the line item.

The   icon will cancel the current item.

Once an item has been posted, the   icon can be used to copy the item to a new item. Clicking on the  icon will create a new item identical to the item copied. Any modifications that may need to be made to the new item may be done so prior to posting the item.

New Requisition Functions

  • Validate - The Validate function will validate all the information that has been entered for the requisition. If the validation is successful, meaning no errors or warnings are encountered, the message "Validation Successful" will be displayed at the top of your browser window. Likewise, if any warnings or errors are encountered during the validation the associated messages will be displayed.
  • Post - The Post function will validate and post the requisition. Any warnings or errors encountered will be displayed at the top of your browser window. The message, "Requisition posted successfully" will be displayed at the top of your browser if no errors were encountered. If fatal errors are encountered, the requisition will not be posted. Modifications will need to be made to correct the errors before the requisition can be posted.
  • Cancel - The Cancel function will erase any entries made to the requisition currently displayed on the screen. A pop-up box will appear in your browser ensuring that the requisition is to be cancelled. Clicking on Yes will cancel the requisition. Selecting Cancel will cause the requisition to not be deleted.
  • Save Draft - The Save Draft function allows you to save any information that has been entered for the current requisition to your computer without posting it to the USAS system. For security purposes, the USASWeb system will automatically log out any session that has sat dormant for thirty minutes. If a requisition has been started and for one reason or another you become unable to finish it, the Save Draft function should be used to save a copy of it. The saved copy can then be loaded back into USASWeb, completed and posted to the system. When using the Save Draft function, you will be presented with a pop-up box similar to the following asking if you would like to "Open with" or "Save to Disk":

    The New Requisition Function menu will be displayed at both the top and bottom of the screen for easier access.

Click on Validate. Next, click on Post to post your requisition.

After you have posted your requisition, you may print a copy of it by clicking on the Print option under the "Requisition Details" menu.

The signature lines at the bottom of a requisition have a break to write the date beside the signature.

Click on the printer icon (or print option under the File menu) provided on your browser to print off a hard copy of your requisition.

Printing Multiple Requisitions
USASWEB has the ability to print multiple requisitions at once. First, you need to query the range of requisitions that need to be printed by using the Query option, Please refer to the Printing Requsition section for further details on how to print multiple requisitions.

Charging an item to Multiple Accounts

There are two ways of combining items:

  • Splitting the Quantity: involves splitting the quantity of a particular item among several different account codes. The price must be the same for each item, and you must enter the quantity desired that will be split up among different account codes before clicking on the  icon. When you click on  it will show a pop up window and you will enter the quantity that you want to be charged  to the first account and then add line items with different account codes as needed with the quantity desired for each account code.
  • Splitting the Price: involves splitting the price of a particular item among several different account codes. The quantity must always be one, and you may enter the total price desired that will be split up among different account codes before or after clicking on the  icon.

    If the total price is greater than 9,999,999.99 it MUST be entered into the pop-up rather than the original item screen.

    When you click on  it will bring up a pop up window and if you did not enter the total price before clicking on the price icon you will have to enter it in now. You will then enter the price that you want to be charged to the first account code and then add line items with different account codes as needed with the price desired for each account code. The pop-up for splittig the price is sim-ilar to the quantity pop-up window except instead of the quantity field it will read price field.

The collapse button  rolls all of the split items up into the first account code, so you only see one account code, which is how the requisition will look when printed. The first account code entered is called the "combined item" meaning the line item the rest of items are being rolled up into when collapsed. The line items underneath the combined line item are called "split items."

When a split price or quantity is collapsed it will show an "S" to represent split items, and when it is expanded it will show all of the lines with its own item number.

Split Item Functions

Validate - The Validate function will validate all the information that has been entered for the requisi-tion. If the validation is successful, meaning no errors or warnings are encountered, the message "Validation Successful" will be displayed at the top of your browser window. Likewise, if any warnings or er-rors are encountered during the validation the associated messages will be displayed.
Save- The Save function will validate and save the split items. Any warnings or errors encountered will be displayed at the top of your browser window. The pop-up window will then disappear and take you back to the requisition if no errors where encountered.
Cancel - The Cancel function will erase any entries made to the requisition split items currently displayed in the pop up window. Another pop-up box will appear in your browser ensuring that the requisi-tion split items are to be cancelled. Clicking on Yes will cancel the split items and take you back to the requisition screen. Selecting Cancel will cause the split items to not be deleted.

Additional "Create a Requisition" Exercises

Requisition #TEST0024

  • Enter Requisition number: TEST0024
  • Enter Vendor #2002
  • Enter Requested PO Date: 07/01/20XX
  • Enter Deliver-to Address Vendor #1002
  • Enter Attention: Mr. Principal
  • Click on  to add line item #1:
    • Qty: 3
    • Unit Price: 7.89
    • Description: Toner Cartridge - Black
    • Budget Account: 001 2421 512 0000 000000 001 00 000.
    • Click on to view the account details
  • Click on  to add line item #2:
    • Qty: 1
    • Unit Price: 33.95
    • Description: Toner Cartridge - Magenta
    • Budget Account: same as above
  • Click on to add line item #3:
    • Qty: 1
    • Unit Price: 7.99
    • Description: Shipping
    • Budget Account: same as above
  • Click on Validate and Post to post the requisition.

Requisition #TEST0025

  • Enter Requisition number: TEST0025
  • Enter Vendor #2005
  • Enter Requested PO Date: 07/01/20XX
  • Enter Deliver-to Address Vendor #1000
  • Enter Attention: Mrs. Treasurer
  • Enter Requisition Description: Office Furniture for Treasurer's Office
  • Click on  to add line item #1:
    • Qty: 1
    • Unit Price: 256.30
    • Description: Computer Table #4349
    • Budget Account: 001 2510 512 0000 000000 003 00 000
    • Click on to view the account details
  • Click on Validate and Post to post the requisition

Requisition #TEST0026

  • Enter Requisition number: TEST0026
  • Enter Vendor #2001
  • Enter Requested PO Date: 07/01/20XX
  • Enter Deliver-to Address Vendor #1002
  • Enter Attention: Mr. Smith
  • Enter Requisition Description: Textbooks
  • Click on  to add line item #1:
    • Qty: 100
    • Price: 10.40
    • Description: Textbooks
      Click on Qty button
      • Budget Accounts:
        • 1st line item - Enter Qty: 25
          budget account: 001 1110 520 0000 000000 001 01 000
        • 2nd line item - Enter Qty: 75
          budget account: 001 1110 520 000 000000 001 02 000
  • Click on Validate and Save
  • Click on Validate and Post to post the requisition.

Requisition #TEST0027
Enter Requisition number: TEST0027

  • Enter Vendor #2000
  • Enter Requested PO Date: 07/01/20XX
  • Enter Deliver-to Address Vendor #1001
  • Enter Attention: Mrs. Treasurer
  • Enter Requisition Description: Copier
  • Click on  to add line item #1:
    • Qty: 1
    • Price: 50.00
    • Description: Copier
      Click on Price button
      • Budget Accounts:
        • 1st line item - Enter Price: 15.00
          budget account: 001 2421 512 0000 000000 002 00 000
        • 2nd line item - Enter Price: 35.00
          budget account: 001 2510 512 0000 000000 003 00 000
  • Click on Validate and Save
  • Click on Validate and Post to post the requisition.

Query Requisitions

The Query option under the Requistions menu allows you to search for requisitions that have been posted to the USAS system. It is necessary to first query a requisition in order to do any of the following:

  • View the details of a previously posted requisition
  • Make modifications to a previously posted requisition
  • Convert a previously posted requisition to a purchase order
  • Clone a previously posted requisition
  • Print a copy of a previously posted requisition
  • Delete a requisition currently posted to the system

To search for a requisition, select the Query option. Displayed are the current search fields for Requisition Query.

  • Starting/Ending Requisition No - to search for a specific requisition number, enter the requisition number in the "Starting Requisition No" and "Ending Requisition No" fields and click Find. To search for a range of requisitions, enter starting and ending requisition numbers . Please note the requisition numbers can be alpha or numeric. Any requisition numbers found within the range entered will be displayed along with other summary type information.
  • Vendor No - enter vendor number or use the binoculars to look up a vendor number to view requisi-tions by vendor. The    icon that will redirect you to the vendor screen and allow you to search for a specific vendor.
  • Status - to view requisitions by status - select Open or Closed.
  • Starting/Ending PO Requested Date - enter beginning and ending PO requested dates (date entered in "Requested PO Date" field when creating a requisition) for a range of requisitions by PO Requested Date.
  • Starting/Ending Posted Date - enter beginning and ending Posted Dates (system date given to re-quisitions on the day they were posted) to view a range of requisitions by Posted Dates.
  • Posted By Username- to display all requisitions by a specific username, enter the username of the person who posted the requisitions.
  • Maximum Requisitions Displayed – you have the option of displaying up to 250 requisitions per query. The default number returned is 50.

Once the requisitions have been queried, it will display the total dollar amount of requisitions queried and display it in the "requisition query total". For example, if a specific user would like to see the total dollar amount of requisitions they entered today, they can enter today's date in the "starting and ending posted date" fields and their username in the "posted by" field and click on find. The total amount of requisitions they posted that day will display in the "requisition query total" amount. Along with the total amount, it will also list the queried requisitions with other summary type information as shown above:

Click on "Query" under the Requisitions Menu.
Enter TEST0001 in the "starting with" and TEST0026 in the "ending with" fields.
Click on FIND.

The information displayed is as follows:

  • Req # - displays the requisition number used in creating and posting the requisition to the USAS sys-tem. All requisitions found from the query will be displayed chronologically by requisition number. Click on the requisition number to view all of the details of the requisition, as well as to modify, clone, convert, print, or delete the requisition.
  • Req Date - displays the actual date the requisition was posted to the USAS system. The USAS system automatically stamps and records the date the requisition is posted. This may be different than the Re-quested PO Date.
  • Vendor # - displays the number of the vendor the goods or services are to be purchased from.
  • Vendor Name - displays the name of the vendor the goods or services are to be purchased from.
  • Status - displays the current status of the requisition. If the requisition has not been converted to a purchase order the status will be Open. If the requisition has been converted to a purchase order and is still on the system, the status will be Posted.
  • PO Requested Date - displays the date entered in the "Requested PO Date" field when creating the requisition.
  • Posted as PO - if the requisition is currently at a status of posted, the corresponding purchase order number will be displayed here.
  • Posted By - displays the username of the person who created and posted the requisition.
  • Description - displays any special instructions or information entered in the "Requisition Description" field of the requisition.

    Click on Requisition #TEST0005 in order to display the details of the requisition.

    At this point, you may Modify, Clone, Convert, Print or Delete the Requisition that is currently being displayed.

    Convert will not be displayed for read-only users.

  • Requisition Query Total - displays the total amount of all requisitions searched for.

    Any of the column headings may be clicked on to change the order in which the requisitions are currently being displayed. By default, the requisitions will be displayed by requisition number. Simply click on the column heading that you wish to have the requisitions sorted by. For example, to display by "PO Requested Date", click on that column heading. The current listing of requisitions will then be sorted by the requested po date.

Save/Load Draft

Save Draft - The Save Draft function allows you to save any information that has been entered for the current requisition to your computer without posting it to the USAS system. For security purposes, the USASWeb system will automatically log out any session that has sat dormat for thirty minutes. If a requisition has been started and for one reason or another you are unable to finish it, the Save Draft func-tion should be used to save a copy of it. The saved copy can then be loaded back into USASWeb, completed and posted to the system.

Saving a Draft Exercise:

  • Enter Requisition number: TEST0028
  • Enter Vendor #2000
  • Enter Requested PO Date: 07/01/20XX
  • Enter Deliver-to Vendor #1000
  • Enter Requisition Description: "Office Supplies for Administrative Offices"
  • Click on  to add line item #1:
    • Qty: 1
    • Unit Price: 115.20
    • Description: R300 Master Rolls 2 per box
    • Budget Account: 001 2421 512 000 000000 001 00 000
  • Click on  to add line item #2:
    • Qty: 8
    • Unit Price: 63.00
    • Description: R100 5 Ink Cartridges/box
    • Budget Account: same as above
  • Click on Save Draft

After you click on Save Draft function, you will be presented with a pop-up box similar to the following asking if you would like to "Open", "Save", or "Cancel". Please note that all browsers are set up differently when downloading files to your PC.

If you receive a box similar to the one above, you should select "Save". This will save (download) a copy or draft of the requisition to your hard drive. After clicking Save, a pop-up box similar to the following will be displayed:

  • Click on "Save to Disk" or "Save" (depending on what type of browser you are using). Then click on "OK".

A file name should be specified as well as the location where the copy of the requisition should be stored on your computer. The requisitions may be saved to the desktop or in the "My Documents" folder or a folder of your choice.

If you are prompted for a file name, enter the filename "TEST0028" and click on SAVE.

LOAD DRAFT
The Load Draft option located under the main Requisitions menu can be used to load a copy of a re-quisition that has been saved to your computer into the USASWeb system. This can be very useful for creating new requisitions from a template saved on your hard drive or finishing a requisition that had been started at an earlier time but due to time constraints could not be completed. The Load Draft option is used in conjunction with the Save Draft function that is available when creating a new requisition or modifying an existing one. For security purposes, the USASWeb system will automatically log out any session that has sat dormant for thirty minutes. Save Draft can be used to save partially completed re-quisitions to your hard drive if due to time constraints you become unable to enter all of the information. Using Save Draft does not post any of the requisition information to the USAS system. Instead it saves a copy of the information to the computer to be loaded back into USASWeb using Load Draft at a later time when it can be completed and posted.

To load a copy of a requisition that has previously been saved to your computer, select "Load Draft" from the main Requisitions menu.

If the location where the draft is saved on the computer and the file name is known, it can be manually entered. Otherwise, click the Browse button to locate the saved requisition on your computer.

Click on "Load Draft"
Click on Browse

The location of the requisition on your computer depends on where it was downloaded to when using the Save Draft function to save a copy of it to the hard drive. Most web browsers will default to either the Desktop or the My Documents folder. Once you have located the requisition, select it and click on Open.

Click on REQ #TEST0028 on your hard drive and click on OPEN.

The location and file name of the requisition will automatically be pulled into the USASWeb Load Draft form as shown below:

Next, select "Load Requisition as Template" or "Load Requisition as Draft." The main difference between these two options is the way the requisition number and requested purchase order date fields are handled as described below:

  • Load Requisition as Template - Use this option if a template of a requisition has been saved to be used in creating new requisitions. When loading the draft as a template, all of the saved information except the requisition number and the date will be loaded into a new requisition form. A new requisi-tion number will need to be entered and the requested PO date field will default to the current system date. If any other modifications or additions need to be made to the new requisition, they can be done so prior to posting the requisition.
  • Load Requisition as Draft - Use this option if a draft of a requisition is to be loaded into the USASWeb system. This option is similar to the above with the exception of the way that the requisi-tion number and requested PO date fields are handled. The requisition number and requested PO date saved on the draft will be loaded into USASWeb along with all the other requisition information. When selecting to load as a draft, the following two options are available:
    • Use "New Requisition Mode" when creating a new requisition from the copy that is being loaded into USASWeb. All of the header information, including the requisition number and the date entered when the draft was saved, will be loaded into a blank requisition form. All item information included on the draft will also be loaded into the new requisition form. If the requisition number from the draft is already on file, a new number will need to be entered into the requisition number field. If any other modifications or additions need to be made they can be done so prior to posting the requisition.
    • Use "Modify Requisition Mode" if the saved copy that is being loaded in is to replace or over-write an existing requisition currently on file with the same requisition number. The requisition will be loaded directly into the modify mode. Any modifications or additions may be done prior to post-ing the modified requisition to the system. Please note, because you have chosen to load the draft as a modified requisition, the requisition number can not be modified.

      Select "Load as New Requisition" and click on "Load Draft". Complete the requisition by entering the following:
      Click on  to add line item #3:

      • Qty: 2
      • Unit Price: 57.38
      • Description: R200 Staples Refill
      • Budget Account: 001 2421 512 000 000000 002 00 000
        Click on Validate and Post to post the requisition.

Modifying Requisitions

Requisitions that have been previously posted to the USAS system may be modified through the USASWeb application. In order to modify a requisition, it must first be queried by selecting the Query option under the main Requisitions menu. Please refer to the "Query Requisitions" section for help on selecting requisitions to be queried. Once the requisition has been queried, it is selected by clicking on the requisition number under the number column.

Click on Query under the Requisitions menu and find REQ #TEST0010.

Next, click on the Modify button located under Requisition Details. Once you have selected to modify, the requisition form changes slightly. The details of the requisition are now opened and accessable for modifications. All of the requisition fields, except the requisition number, may be modified. The avail-able functions have now become: Validate, Post, Cancel, and Save Draft.

To modify the detail of an item, click on the  icon next to the number of the item to be modified. The item details will then be available for editing. To add an item to the existing requisition, click on the  . Click on the field to be modifed. Any of the item's current information may be modified. If modifications need to be made to the account code, the  icon may be used to clear all of the account code fields. The  icon can be used to search for the correct account code if the entire account code is not known. The portions of the account that are known may be entered into the corresponding dimensions. Next click on the  . A budget account query screen will be brought up displaying all budget accounts matching the criteria entered. From this query the correct account code may be selected by clicking on the  located in the Select column next to the account. You will be taken back to the requisition form and the account code will be automatically filled in. The  icon may be used to view the details of the account code currently entered. Clicking on the  will bring up a separate Budget Account View window in your browser. This window simply displays the current account number, corres-ponding description, available balance, available percent, and status. Once all modifications have been made to the item, click on the  icon to save the modifications. The  !cancel.gif|border=1!icon will cancel any modifications that have been made to the item. The item will remain posted to the requisition unchanged.

The  icon may be used to delete an item.

The  icon may be used to copy an existing item to a new item on the requisition.

The  icon can also be used as an insert key in requisitions that have multiple items.

Use the Validate function to verify the modifications made will not cause any errors when posting the requisition to the system. Use the Post function to post the requisition with the changes to the system. Use the Cancel function to leave the requisition posted to the system unchanged and return to the Query page. Use the Save Draft function to save a copy of the requisition to your hard drive.

Click on Modify to re-open REQ #TEST0010
Click on  to add line item #2:

  • Qty: 1
  • Unit Price: 1.99
  • Description: A0101 5 x 8 legal pads
  • Budget Account: 001 2421 512 0000 000000 002 00 000
    Click on Validate and Post to post the changes made to the requisition.

Cloning Requisitions

The Clone function may be used to load all of the information from an existing requisition into a new requisition. Requisitions may be cloned using the following steps:

  • First, the requisition to be cloned must be queried using the "Query" option located under the main Requisitions Menu. Please refer to the "Query Requisitions" section for help on selecting requisitions to be queried. Once the requisition has been queried, it is selected by clicking on the requisition number under the number column. The requisition details will be displayed in your browser window.

    Click on Query under the Requisitions menu and find REQ #TEST0006.

    Next, click on the Clone function. All of the details of the requisition, except the requisition number and the date, will be loaded into a new requisition. A new requisition number must be supplied and the date will default to the current system date.

    Click on Clone to clone REQ #TEST0006

    • Requisition #: Enter TEST0029
    • Requested PO Date: use 07/01/20XX
    • Click on  to edit Item 1. Modify the description to read "OFFICE DESK-ASSIST. TREASURER".
    • Click on Validate and Post to post the changes made to the requisition.
    If any modifications are to be made to the new requisition, they may be done so prior to posting the requisition.
    Select the Validate function to ensure the requisition will be successfully posted to the system. If any warnings or errors will be encountered druring posting, they will be displayed at the top of your browser window. Otherwise, the message "Validation Successful" will be displayed.
    Select the Post function to post the new requisition to the system. Any warnings or errors encountered will be displayed at the top of your browser window. The message, "Requisition posted successfully" will be displayed at the top of your browser if no errors were encountered. If fatal errors are en-countered, the requisition will not be posted. Modifications will need to be made to correct the errors before the requisition can be posted.
    Select Cancel if you no longer wish to clone the existing requisition into a new requisition.
    Select Save Draft if you wish to save a copy of the new requisition to your hard drive to be loaded back into the USASWeb application at a later time and posted to the system.

Converting Requisitions

The convert button will not appear under the Requisition Details if the requisition is a template. Template requisitions can not be converted to purchase orders.

The Convert function may be used to convert a requisition that has been posted to the USAS system to a purchase order. In order to convert a requisition to a purchase order, it must first be queried by select-ing the Query option under the main Requisitions menu. Please refer to the "Query Requisitions" sec-tion for help on selecting requisitions to be queried. Once the requisition has been queried, it is selected by clicking on the requisition number under the number column. The details of the requisition will be displayed in your browser window. Next, click on the Convert button located under the Requisition Details. Once you have selected Convert, the details of the requisition will automatically be loaded into a new purchase order form.

An available purchase order number will be Auto Assigned into the "Purchase Order #" field. If any other modifications or additions are needed they can be done so prior to posting the purchase order to the USAS system. Additional line items may be added by clicking on

the  icon. Clicking on the   icon next to one of the items will allow modifications to be made to that particular item. Items may be removed by clicking on the  icon. An existing item may be copied to a new item by selecting the   icon next to the item number to be duplicated.

Select the Validate function to ensure the requisition will be successfully converted to a purchase order. If any warnings or errors will be encountered during posting, they will be displayed at the top of your browser window. Otherwise, the message "Validation Successful" will be displayed.
Select the Post function to post the purchase order to the system. Any warnings or errors encountered will be displayed at the top of your browser window. The message, "Purchase Order posted successfully" will be displayed at the top of your browser if no errors were encountered. If fatal errors are en-countered, the requisition will not be converted. Modifications will need to be made to correct the errors before the requisition can be successfully converted and the purchase order posted.
Select Cancel if you no longer wish to convert the requisition to a purchase order.
Select Save Draft if you wish to save a copy of the purchase order to your hard drive to be loaded back into the USASWeb application at a later time and posted to the system.

Read-only users can't see the convert option. The convert option will not be displayed unless the user has standard USAS access.

Printing Requisitions

The print option can be configured differently by your ITC and may not work as described below. Please contact your ITC for more information if your print does not work as shown below.

Printing a Single Requisition
The Print function may be used to submit a copy of a posted requisition to a printer. The print option is available immediately after posting a new requisition, posting modifications to a requisition, or when se-lecting a requisition from a query. Print is available from the "Requisition Details" as shown below:

To print a single requisition, click on Print. A pop-up box will appear in your browser displaying how the requisition will appear in printed form.
To send a copy of the requisition to the printer, select File from the horizontal menu bar in the browser displaying the printed version of the requisition. Under File, select Print.
Once Print has been selected, a Printer pop-up box will appear in your browser window. Select the print-er the requisition is to be submitted to for printing. If multiple copies of the requisition are needed, the number of copies to be printed may also be specified. Once all printer selections have been made, click on OK to send the requisition to the printer.

Printing Multiple Requisitions
Multiple requisitions may be printed when selecting the "print batch" option on the Requisition print screen. First, you need to query the range of requisitions that need to be printed by using the Query op-tion, Please refer to the Requisition Query section for further details on how to query requisitions. Once you query the requisitions, click in the checkbox at the top of the list to select all the requisitions listed, or you can click in individual checkboxes if you need to select specific requistiions to print. After selecting the requisitions you wish to print, click on the "Print batch" button at the top of the screen. This will cause all the requisitions selected to come up in a print window. Click your printer icon or choose file/ print to print to your printer.

When all are selected you desire to print select the "print batch" option from the header information.

You will be able to scroll to view ALL of the requisitions selected for print on this screen.

USASWEB printed requisitions are in PDF format so you must have ADOBE Acrobat Reader installed on your local computer to be able to print requisitions.

Deleting Requisitions

Requisitions that have been previously posted to the USAS system may be deleted through the USASWeb application. In order to delete a requisition, it must first be queried by selecting the Query option under the main Requisitions menu. Please refer to the "Query Requisitions" section for help on selecting requisitions to be queried. Once the requisition has been queried, it is selected by clicking on the requisition number under the number column. The details of the requisition will be displayed in your browser window as shown below:

Click on Query under the Requisitions menu and find REQ #TEST0001.

Next, click on the Delete button located under Requisition Details. Once you have selected to delete, a pop-up box will come up to confirm that the requisition is to be deleted. Click on OK in the pop-up box to delete the requisition. Selecting Cancel will leave the requisition posted to the system.

Click on Delete to delete REQ #TEST0001
Click on OK to confirm that you want to delete the requisition and you will be automatically returned to the Query page.

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