RQ Transaction Type

The Requisition (RQ) Transaction Type can be used to formally request the procurement of goods or services. This transaction type is typically used when the item or service cannot be directly fulfilled through an existing Master Agreement, stocked in inventory, or will exceed max spending limits. Requisitions are used for procurements that require the approval or attention of a procurement officer to fulfill the request. The Requisition transaction describes the specifications of the goods or services that you are requesting.

Requisitions are assigned to a procurement folder when they are initially created in the system. The Procurement Folder is used to track the requisition commodity line through the entire procurement process. Requisitions are created to request goods or services. The request can be entered using commodity groups to organize the transactions in a logical order. For example, you can enter a transaction for office supplies. The office supplies associated with this order could be categorized by Paper and Writing Supplies. You can set up two commodity groups on the requisition and have copier, fax, and printer paper commodities appear under the Paper group and pens, pencils, and highlighters appear under the Writing Supplies group.

Unlike other procurement transactions, a requisition can be associated with multiple procurements. A requisition transaction can be created with multiple commodity lines. From this requisition, commodity line items (printer paper, pens, and fax paper) can be split along different procurement paths (quick buy vs. competitive bids) or multiple solicitations.

If Requisition lines are referenced by a Solicitation or Award with a different Procurement Folder, the Procurement Folder of the referencing transaction will be adopted by the Requisition. Once a requisition line has been referenced by a Solicitation, the line is no longer available to be referenced by any other transactions until awarded by the solicitation process. When the line is referenced by an award in the Final Phase, the line is considered closed.

The Inactive Line flag can be selected on Modification Draft RQ transactions in CGI Advantage. The following general rules apply to this field on transactions of the RQ Transaction Type. (Rules that apply only to specific components are listed with the component in the table below):

The Inactive Line flag cannot be set selected on a new line.
Inactive lines are not copied forward into a target transaction
Once a commodity line or component is marked as inactive and the transaction is submitted, it cannot be reversed; instead, a new line or component must be entered.

The Inactive Line flag is included on the following Requisition Transaction Components:

Transaction Component	Component Specific Rules
Special Instructions
Commodity Group
Commodity	A Commodity Line (and any associated accounting lines) must be modified down to zero before the Inactive Line flag may be selected. If the Inactive Line flag is selected for a Commodity Group, then all Commodity Lines associated with the inactive Commodity Group are also marked inactive.

On the PRDOC table the Lock Order Specs indicates if vendors can bid with alternate Commodity Specifications than those specified on the RQ and SO transaction types. If this check box is selected then it defaults the value to Yes on the transactions and this indicates that the vendor cannot bid with alternate specifications. If the check box is unselected, it defaults the value of No on the transactions and alternate specifications can be submitted.

In the actual RQ types of transactions the PRDOC value can be overridden by selecting a different value on the Lock Order Specs CVL before submitting to final. Valid values are Blank, Yes, or No. If the SO transaction references a RQ transaction type then the value of the Lock Order Specs CVL is defaulted from the RQ transaction type, else the value is defaulted from the PRDOC table. Similar to the PRDOC, the default value can be overridden on the transaction.

On modified version of SO transaction type, the value of Lock Order Specs CVL cannot be changed from No to Yes on an existing commodity line. If a new commodity line is added on the modification version of the Solicitation transaction (that was not present on the previous version), then the Lock Order Specs CVL can be set to either Yes or No.

Requisitions do not reference other transactions; however, they can be created from a Universal Requestor transaction. All of the information from the UR is automatically copied forward to the Requisition transaction that it creates. Requisitions may also be created from a Master Agreement or Purchase Order, using the Copy Forward function.

Once a Requisition is submitted, updates throughout CGI Advantage Procurement occur based on the RQ transaction submitted. The applicable budget tracking amount fields are updated on the budget inquiries to set aside the available funds. The delivered accounting model for the standard Requisition is to pre-encumber the funds at this time.

The Requisition History table is updated to create an audit trail of the request. You can view all the Requisition transactions that you have created by opening the My Requests (RQHISTM) table. From this page, you may select the link to the Lifecycle Inquiry (LINQ) page, which enables you to view the complete chain of transactions (entire procurement cycle) associated with the selected requisition. Refer to the "Lifecycle Inquiry" topic in the CGI Advantage Financial - Transactions User Guide or page help for more information on LINQ.

Requisitions can be processed as Inventory transactions as well as non-inventory transactions. The requisition in this case is used to replenish the stock level for the specified Commodity Code (Stock Item). In order to process Inventory transactions using the Requisition transactions, you have to enter a valid Warehouse on the Header and a valid Commodity code and Stock Item suffix (optional) on the Commodity Line. Based on the Warehouse, Commodity Code and Stock Item Suffix entered, updates are made to the Inventory table in CGI Advantage Inventory Management. Please refer to the "Inventory Tables" topic in the CGI Advantage Inventory Management User Guide for more information.

A Requisition transaction can be referenced by a Solicitation, Award, Master Agreement, or Commodity Based Payment Request transaction. All of the information from the Requisition is copied forward to the referencing transaction. Allowable transaction references are established on the Transaction Allowable References (DARF) table.

For detailed information on each of the tabs that exist on the RQ, refer to the following topics:

The UR transaction contains many of the same tabs listed above; however the Step number is listed first. Also, the UR transaction contains two additional sections that do not exist on the other RQ transactions:

RQ Delivered Transaction Codes

The RQ Transaction Type contains several delivered Transaction Codes. Each Transaction Code varies based on the event types and functionality that are associated with them. The full list of delivered transaction codes is as follows:

Transaction Name	Transaction Code	Intended Use	Sub Type
Auction Requisition	RQA	Used if the requestor wants to sell an item(s).	RQA
Master Agreement Requisition	RQM	Used if the requestor already knows that the request is going to end in a Master Agreement.	RQM
Maximo Standard Requisition	RQSM	If Maximo is integrated with Advantage, then the RQSM is created when a Purchase Request is created in Maximo that does not reference a contract. If the RQSM is modified or cancelled in Financial, then it is a manual process to update Maximo.	RQS
Non-Accounting Requisition	RQN	Used if the Requestor does not want to pre-encumber funds.	RQN
Standard Requisition	RQS	Used to pre-encumber funds when making a request.	RQS
Universal Requestor	UR	The Universal Requestor (UR) transaction enables the most basic users to create Requisition, Award and Payment Request transactions. A UR transaction can be automatically created by the Shopper - Checkout page if the Code field on the Checkout page is of the UR Doc Sub Type. A Universal Requestor transaction is also automatically created from a PunchOut session when the buyer checks out from a supplier’s webstore. These transactions have the PunchOut Order flag checked and are in a Draft phase.	UR