This guide focuses on the View Requisitions screen, detailing how users can efficiently access, search, and manage all requisitions submitted to suppliers within their community.
Key Audience Information:
Users utilize the View Requisitions screen to monitor requisitions sent to suppliers within their community.
Important Note for Buyers:
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For Buyers, the list of requisitions viewed may be restricted to those placed by them and/or other users belonging to their designated Organization Unit.
View Requisitions Screen Overview
The View Requisitions screen is the central hub for monitoring the status and details of all submitted requisitions.
Accessing the Requisitions Screen
Go to the Marketplace module.
Click Transactions.
Select View Requisitions.
Default View and Search
The screen defaults to showing requisitions created within the last 90 days (Period filter default).
To search, use the Requisition Number field to insert the desired number.
You can customize your search by utilizing the Period field and/or Filters.
Buyer Limitations
For Buyers, the requisitions viewed may be limited to orders placed by them and/or other users in their designated Organization Unit.
Note: To learn how to change the Buyer default settings, refer to the user/buyer search filter default help article.
Applying Filters
Once Filters is selected, the following fields will populate to help refine your search:
Supplier
State
Buyer
Organization Unit
Work Order (If applicable)
Bill To (If applicable)
To apply the filters selected, click Apply Filter.
Sorting Requisitions
Columns on the View Requisitions screen can be used for sorting:
| Column | Sorting Criteria |
|---|---|
| Requisition | By alphanumeric order. |
| Buyer | By username (A-Z and vice versa). |
| Supplier | By supplier name (A-Z and vice versa). |
| Type | By type (A-Z and vice versa, e.g., Blanket first). |
| State | By state (A-Z and vice versa, e.g., Abandoned first). |
| Created | Oldest date first or newest date first. |
| Total | Lowest amount first or highest amount first. |
Viewing Requisition Details
Steps to View Details
Go to the Marketplace module > click Transactions > select View Requisitions.
Use the Requisition Number field, or customize the search utilizing the Period field and/or Filters.
Once the requisition is located, select the requisition number.
The desired requisition view screen will populate, displaying details, states, actions, and tabs.
Requisition States
| State | Description |
|---|---|
| Abandoned | An Incomplete Requisition was canceled before being checked out and routed for approval, or all items were moved to another requisition. |
| Approved | The Requisition has been approved by all necessary parties and an order has been created. |
| Cancelled | All items on the requisition were canceled before the approval process was completed. |
| Declined | An Approver declined the requisition during the approval process. |
| Incomplete | A Buyer or Browser saved or reassigned the requisition before completing checkout. It is currently in the buyer's cart. |
| No Approval Needed | The requisition is within the user's Self-Approval threshold and does not require community approval. |
| Pending | The requisition is currently awaiting approval by the assigned approver(s) listed in the Approvals tab. |
Available Actions on Requisitions
Actions are accessible via the More Actions menu (in the upper right corner) or within the line item details.
| Action | Availability/Condition | Description |
|---|---|---|
| Copy | Always available | Copies the requisition to the user's Shopping Cart to begin the checkout process. |
| Pause Approvals | For Pending Requisitions | Provides the approver the ability to pause the approval process to investigate details, without escalating the requisition. |
| Cancel | Always available | Cancels all line items on the requisition. |
| Refresh Approval | For Pending Requisitions (with Community Administrator or Approval Administrator roles) | Refreshes the requisition's approval status after a change to the associated Approval Chain. |
| Cancel (Line Item) | For Pending Requisitions (Buyer and Approver) | Cancels a single line on the requisition. Path: More Actions > go to desired line item > click Actions > select Cancel. |
Requisition Tab Details
The requisition screen features different tabs to organize information: Items, Approvals, Comments, and History. The Justifications tab is displayed if enabled and a justification was included.
Items Tab
Displays all line item details.
If applicable, users can view the account codes used to bill items by hovering over the eye icon.
Approvals Tab
Displays all designated approvers for the requisition within the community.
Users can select the dropdown in the Approval Process Instance field to view the specific steps taken throughout the approval process.
Comments Tab
The Comments tab is a communication tool for Buyers and Approvers.
Function: Allows Buyers and Approvers to post comments on the requisition, which is useful for asking questions or requiring specifics about a product/service. Approvers can also access this from the Approval Task.
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Notifications: When a comment is posted, users will receive an email notification.
Approver comments => Buyer is notified.
Buyer comments => Approver is notified.
Third party comments => Only the Buyer is notified.
To Add a Comment:
Go to the Comments tab of the desired requisition.
Click Add Comment.
Add desired users in the Mentioned users field (optional).
Insert the desired message in the text field.
Select Send.
History Tab
Displays all actions taken on the desired requisition within the community: