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.
Roles and Permissions
Users with the Browser or Buyer role.
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.
Access the Requisitions Screen
Go to the Marketplace module.
Click Transactions.
Select View Requisitions.
Requisition Screen Overview
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:
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Supplier
Note: If there are multiple supplier profiles, associated with the same company profile name. When using the Supplier filter, all supplier profiles will populate. Despite the supplier's profile state (i.e. pending, connected) and transactions applied/not applied against supplier profiles.
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. |
Requisition Header Information
| Field | Description |
|---|---|
| Requisition Number | Unique identifier assigned to the requisition. |
| Order | Associated order created from the requisition. |
| Buyer | User responsible for managing the requisition and resulting order. |
| Originators | User(s) who created or originated the requisition. |
| State | Current requisition status (e.g. Pending , Canceled). |
| Requisition Date | Date and time the requisition was submitted. |
| Approval Begun On | Date and time the approval workflow started. |
| Organization Unit | Organization and department associated with the requisition. |
| Approval Chain | Displays the approvers and approval path for the requisition. |
| Valid From | Date the blanket requisition becomes active and available for use. |
| Valid To | Date the blanket requisition expires and is no longer available for use. |
| Alert Date | Date a notification or reminder is triggered prior to expiration, of the blanket order. |
| Alert Amount | Monetary threshold that triggers an alert or notification, associated with the blanket order. |
| Available To | The user that can create release order or accept invoices against this blanket order. |
| Attachments | Supporting documents associated with the requisition. |
| Financial Year | Fiscal year assigned to the requisition. |
| Visibility | Controls which users or organizational units can view the requisition. |
| Email Supplier on Approval | Indicates whether the supplier will be notified when the requisition is approved. |
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. |
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.
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Add desired users in the Mentioned users field (optional).
Note: Please do not include the "@" symbol before the name.
Insert the desired message in the text field.
Select Send.
History Tab
Displays all actions taken on the desired requisition within the community:
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. |