Behind the scenes, the Universal Requestor uses built in logic and table entries to determine which document(s) should be created. This section of the user guide explains the logic that is used and lists out the tables that provide input to the Universal Requestor.
Commodities that show up in the Commodities search results section are straight from the Commodity (COMM) table and not from any particular award; these are considered ”Loose”. If you request a ”Loose” commodity the Unclassified Procurement Type is automatically assigned and the default document code for the Unclassified Requisition State is used after submitting the UR document. The Procurement Type on the document defaults to Unclassified; however, this can be changed before the document is submitted.
Commodities that show up in the Similar Purchases search results section and are from Purchase History that have a Line Type of Service follow similar logic as ”loose” commodities. If you request a ”Service” commodity, the Unclassified Procurement Type is automatically assigned and the default document code for the Unclassified Requisition State is used after submitting the UR document. The Procurement Type on the document defaults to Unclassified; however, this can be changed before the document is submitted.
Commodities that show up in the Similar Purchases search results section that are from an award document of the Purchase Order document type and the Line Type is Item follow a different set of logic:
If the Line Amount is greater than the Threshold indicated for the commodity and department on the URCTRL table, the default document code for the Requisition State (set on the Procurement Type table) is selected for the Over Procurement Type.
If the Line Amount is less than the Threshold indicated for the commodity on the URCTRL table, then the default document code for the Award State (set on the Procurement Type table) that is selected for the Under Procurement Type
Several awards may be generated from a single group. Commodities are further grouped by the vendor that was chosen by the Requestor. Thus, if the commodity group has 10 commodity lines across 3 vendors, 3 award documents are generated.
Commodities that show up in the Similar Purchases search results section resulting from an Order that referenced a Master Agreement (MA) where the MA had a Line Type of Discount, the assignment of Procurement Type will follow similar logic as 'loose' commodities. For selected ”Discount” commodities, the created document is automatically assigned to the Unclassified Procurement Type after submitting the UR. However, this can be changed before the document is submitted. If the Master Agreement line is selected from the Available from Master Agreement section instead of the selecting the Order line, the Discount line will result in a Delivery Order and the document will be assigned to the Delivery Order Procurement Type.
Commodities that show up in the Available from a Master Agreement search results section on Shopper that are from a Master Agreement and normally result in the creation of a Delivery Order via the UR process; though in some situations, a Payment Request document may be created from the UR document. By default, a Delivery Order document is created from a UR document for each Commodity Group that is associated with a Master Agreement. You may also create a Payment Request document instead by selecting the Create Payment flag on the Commodity Group section. If there are multiple Commodity Groups with the Create Payment flag selected, then each Commodity Group is used to create a new Payment Request document. If you select the Create Payment checkbox and the Payment Request Document Code specified on SOPT does not allow a reference to a Master Agreement, or the Commodity Group does not contain a Master Agreement, an error is issued.
The system creates the Payment Request document using the Document Code in the Payment Request Default field on the System Wide Options table (SOPT) for the current fiscal year. The Document ID for the Payment Request is based on the Automated Document Numbering entry for selected Payment Request Default Document Code for the current Fiscal Year, and the user who is initiating the Submit action’s home security Department. In addition, upon selection of the Submit action on the UR, the system performs a look up to the Document Control (DCTRL) table to see if the Document Code specified in the Payment Request Default field requires a Document Unit. If it does, the system will attempt to retrieve the Unit value from the Procurement User (USER) table for the user executing the UR Submit action and will populate the Document Unit field. If Unit is required on the DCTRL table and the Unit field on USER is blank, an error is issued and a Payment Request is not created.
The Payment Request document that is created updates the Created Document Components of the UR document and displays the current status of the created Payment Request document. In addition, the UR is displayed in the Document Reference fields of the generated Payment Request document, as well as in the Document Cross Reference Query of the Payment Request.
You can also create a Payment Request or Delivery Order document directly from the Shopper – Checkout page. Refer to the "Initiate Checkout Process" section for more information.
Free form commodities create documents differently depending on how much information is provided when they are created.
No Commodity Code - the Unclassified Procurement Type is automatically assigned and the default document code for the Unclassified Requisition State is used after submitting the UR document.
Limited Commodity information - the Unclassified Procurement Type is automatically assigned and the default document code for the Unclassified Requisition State is used after submitting the UR document.
Full Commodity information:
If the Line Amount is greater than the Threshold indicated for the commodity and department on the URCTRL table, the default document code for the Requisition State (set on the Procurement Type table) is selected for the Over Procurement Type.
If the Line Amount is less than the Threshold indicated for the commodity and department on the URCTRL table, the default document code for the Award State (set on the Procurement Type table) is selected for the Under Procurement Type.
If the selected commodity has a Warehouse Code in the Source, the Stock Requisition (SRQ) document will be created after submitting the UR document. (These commodities appear in the Available from Inventory search results section on Shopper.) A different Warehouse Code, Delivery Date, Shipping Location, or Ship Whole Indicator value will create a separate Commodity Group on the UR document. Each commodity group will generate one SRQ document when the UR is submitted to Final.