Pay for Commodities Purchased with a Requisition (PRC)

In some cases, it may be necessary to create a Payment Request from a requisition. Perform the steps below to create a Payment Request referencing a requisition (RQS) document:  

1. Create new PRC document from the Document Catalog.

2. Complete the Header section if needed.

   No particular Header field is mandatory nor is any required for this task.  However, Document Name and/or Document Description can be conditionally required with the Document Control (DCTRL) table. If the current Application Date should not be used, then manually enter the correct date in the Record Date field. If the default Fiscal Year should not be used, then manually enter the correct year, (that is, prior year or next year), in the Fiscal Year field.  Any manually entered year will be used on all accounting lines unless manually entered at that level If the default Accounting Period should not be used, then manually enter the correct accounting period, (that is, prior period or next period), in the Period field.  Any manually entered period will be used on all accounting lines unless manually entered at that level.

    

3. Complete the Vendor section.

   Click the Vendor link on the secondary navigation panel.   Click Insert New Line. Use the Vendor Customer pick list to choose a Vendor. Enter Vendor/Customer Code and Address Code information in this section. Notes: If a Vendor Code is entered on the requisition, the Vendor Code on the Payment Request must be the same. Otherwise, an error will be issued. If a vendor was not entered on the requisition, the Vendor Code should be entered in this section. If the Vendor set-up has a default Payment address then the address will automatically populate during document validation. Otherwise, the user must select an address with the Address Code pick list.   If the Vendor Payment Address has an associated Contact then the contact information will also infer during document validation. The Disbursement Options are inferred or configured. More information is provided on these options in Create a standalone payment request for ad hoc payments. If Invoice information is entered, this will replicate to each Commodity line. Completing this tab could be helpful to reduce data entry if the same invoice document will be used across multiple commodity lines. These are optional fields to record discount terms. Discount Terms entered on the vendor level will be inferred to all commodity lines if the fields on the commodity lines are not completed. In this example, this tab will be left empty.

    

4. Complete the Commodity section.

   Click the Commodity link on the secondary navigation panel.   Click Insert New Line. In the Reference tab, enter the Commodity Ref Document Code, Document Dept, Document ID, Vendor Line, and Commodity Line for the requisition. Enter the amount (if Item Type - Service) or quantity (if Item Type - Item) to be paid against the requisition. If this is left blank, then the payment will pay the entire open amount of the requisition and the Reference Type will be Final. Invoice Information requirement is configured on DCTRL. If you entered Invoice Information on the Vendor section, document validation will infer this on the Commodity Invoice Information.  You would then enter the Invoice Doc VL, Invoice Doc CL, and Vendor Invoice Line, if applicable. Otherwise, this tab could be left empty.

    

5. Complete the Accounting Distribution section.  

   This section distributes commodity payments across one or more accounting lines. This is optional. Click the Accounting Line section. Click Insert New Line. In the General Information tab, allow the document to infer the default Event Type defined on AETDC - AP01. If this is not the Event Type you want, enter or chose an Event Type with the Event Type pick list (optional).  If a default was selected on AETDC, then this value will infer during document validation if the Event Type is blank. In the Reference tab, enter the Reference Accounting Line and Reference Type, if necessary.

    

6. Click Validate to pull in the Commodity and Accounting section information from the requisition.   

7. All other fields for the Accounting Line section should have defaulted from the referenced requisition. Change any values as needed and click Validate to validate the document.
   
   Note: The Accounting section's Total Line Amount must equal the total from the Commodity section.

8. Correct errors if necessary.

9. Click Submit.  

The document phase is changed from Draft to Final.