Requisition (RQ) Document Type

The Requisition (RQ) Document Type can be used to formally request the procurement of goods or services.  This document 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 document describes the specifications of the goods or services that you are requesting.  

Important Features for the Requisition (RQ) Document Type:

• Key Functions of the Requisition Documents

  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 documents in a logical order.  For example, you can enter a document 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 documents, a requisition can be associated with multiple procurements. A requisition document 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 document 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 documents until awarded by the solicitation process.  When the line is referenced by an award in the Final Phase, the line is considered closed.

• Inactive Line Functionality on Requisition Documents

  The Inactive Line flag can be selected on Modification Draft RQ documents in CGI Advantage.  The following general rules apply to this field on documents of the RQ Document 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 document Once a commodity line or component is marked as inactive and the document 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 Document Components: Document 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.

• Lock Order Specs Functionality

  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 document types.  If this check box is selected then it defaults the value to Yes on the documents 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 documents and alternate specifications can be submitted. In the actual RQ types of documents 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 document references a RQ document type then the value of the Lock Order Specs CVL is defaulted from the RQ document type, else the value is defaulted from the PRDOC table. Similar to the PRDOC, the default value can be overridden on the document. On modified version of SO document 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 document (that was not present on the previous version), then the Lock Order Specs CVL can be set to either Yes or No.

• Key inputs/outputs of the Requisition Documents

  Requisitions do not reference other documents; however, they can be created from a Universal Requestor document.  All of the information from the UR is automatically copied forward to the Requisition document 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 document 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 documents that you have created by opening the My Requests (RQHISTM) table. From this page, you may select the link to the Lifecylcle Inquiry (LINQ) page, which enables you to view the complete chain of documents (entire procurement cycle) associated with the selected requisition. Refer to the "Lifecycle Inquiry" section in the CGI Advantage Financial - Documents 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 documents, 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" section in the CGI Advantage Inventory Management User Guide for more information. A Requisition document can be referenced by a Solicitation, Award, Master Agreement, or Commodity Based Payment Request document.  All of the information from the Requisition is copied forward to the referencing document.  Allowable document references are established on the Document Allowable References (DARF) table.

Related Topic(s):

• The "RQ Delivered Document Codes" section provides a list of all Document Codes that are delivered with the RQ Document Type.

• For a description of the delivered event types allowed for the RQ Document Type, please refer to the General Accounting User Guide, "Procurement Accounting Model" section under "Accounting Model Delivered Configuration."

• For instructions on how to create a request, refer to the "Create a Request via Shopper" section under Common Business Tasks.

• The RQ Document Type belongs to the Requisition State.