On the Requisitions Site Settings page, there are many settings. This guide will provide details on each of these settings.

Please note, you must be an admin to view these settings.


Requisitions Site Settings


Settings changed here apply to all users using the Requisitions Module.


Admin>Site Settings>REQUISITIONS




Requisition:


Current Fiscal Year - This setting allows you to modify the Fiscal Year date.



Form Features:


Auto Requisition No - If enabled, this setting will auto-populate a Requisition Number for you. 

Note: If this setting is not enabled you will have to manually enter a Requisition Number for each Requisition. 



Last Requisition No - This is where you can modify your last Requisition Number used.



Lock Attention To - This setting locks the user from editing the Attention To field on a Requisition. 

Note: If you leave this setting disabled, a user will be able to specify a person in the Attention To field.



Show Terms - This setting populates an editable Terms text box on your requisitions.



Show CC Email - This setting adds a CC Email text box in your requisitions. 



Enforce Fax or Email - Selecting this option will force the user to choose to Email or Fax a copy of the PO to the Vendor.



Force Uppercase - This setting converts all text that is input to uppercase.



Email Vendor - There are three options in this drop-down

  • Disabled - The Email Vendor textbox will not appear on your Requisition.
  • Unchecked - Email Vendor will have to be manually enabled on your Requisition.
  • Checked - The Email Vendor checkbox is automatically selected on your Requisition.



Show Prefix - If set to enabled there will be a Prefix drop-down available on your Requisition. This will display in front of your Requisition number and will identify the person creating the Requisition or the department they are creating the Requisition for. 



Require Prefix - If enabled a Requisition will not be able to Submit without first selecting a Prefix from the Prefix drop-down list. 



Prefix List - If you enable "Show Prefix," this box is where you would enter your prefixes to identify user's initials or a department identifier. Prefixes should be separated by a comma with no space.  

Note: USAS Requisition Numbers are limited to 8 characters. The number of characters in your prefix will go towards the 8 character total.



Line Items Info - This is where you would enter any text you want to appear, as a reminder, above your line item(s) on a Requisition. An example would be "Please add a line for shipping charges."



Show Deliver To - This setting enables Deliver To drop-down options on your Requisition. 

Note: If this setting is not enabled, the Deliver To defaults to the address of the approval path. We recommend this is enabled.



Deliver To List Only - This setting limits the amount of Vendors listed in the Approval Path and Deliver To drop-down options on a Requisition. 

Note: We recommend this is enabled.



Deliver To List - This is where you will enter your Vendor Numbers for Approval Paths.

Note: Numbers should be separated by a comma with no space. You can also enter number ranges if you are using contiguous numbers; an example would be 1001-1005.



Deliver To List Refresh - This setting allows you to update the Vendor information within your system. 

Note: When you update the Vendor information in USAS, the Department information does not automatically update within SCView. Once the Vendor Number is added or modified, you will need to select the Deliver To "Refresh" button to sync those changes in USAS to SCView. When the Vendor Number is successfully added you will see this reflected in text that will appear at the top of your screen indicating the "Number of Vendors found." This number should match the amount of Vendor Numbers in your Deliver To List.



Show Orderer - This setting will create a "Who will place order"  drop-down on your Requisition. The default available options are: "I will place the order" or "Treasurer to place order."

Note: If you wish to change from the two options listed above, you must reach out to Support to make these changes. 



Require Orderer - If selected, the Requisition will not have the option to "Submit" until an option is selected from the "Who will place order" drop-down.



Orderer Email Exclusion List - If you do not wish for an email to be sent to your Vendor when selecting a particular Orderer, that Orderer number would be used here. Example: The Orderer wants to be notified when a PO has been issued, so they can place the order. 

Note: Please contact Support if you wish to have this set up.


Orderer Fax Exclusion List - If you do not wish for a fax to be sent to your Vendor when selecting a particular Orderer, that Orderer number would be used here. Example: The Orderer wants to be notified when a PO has been issued, so they can place the order.

Note: Please contact Support if you wish to have this set up.


Orderer Email Required List - If you wish to force an email to be sent to your Vendor when selecting a particular Orderer, that Orderer number would be used here. An email address will have to be entered in this field before the Requisition will Submit. Example: You want the Vendor to automatically receive an email when a PO has been issued for a Requisition. 

Note: Please contact Support if you wish to have this set up.


Orderer Fax Required List - If you wish to force a fax to be sent to your Vendor when selecting a particular Orderer, that Orderer number would be used here. A fax number will have to be entered in this field before the Requisition will Submit. Example: You want the Vendor to automatically receive a fax when a PO has been issued for a Requisition.  

Note: Please contact Support if you wish to have this set up.



#/Days Before Next Fiscal Year Button Displayed - When enabled, this box will count backwards from the first day of the next fiscal year based on the number of days entered in the text field. If the current date is within that time range, the next fiscal year checkbox is displayed on the form. Example: The number 90 is entered in this field. 90 days before the next fiscal year, a Next Fiscal Year checkbox will appear on Requisitions so a user has the option to mark the Requisition to be flagged for the next fiscal year.  



#/Days Before Next Fiscal Year Button Checked - When a number is entered in this field, after the specified number of days entered, the checkbox for "Next Fiscal Year" will automatically be enabled on your Requisitions. 



Line Items:


Allow Over Budget - This allows the system to be able to submit a requisition over budget.

Note: If this is disabled, no user, regardless of their user permissions, can submit a requisition that has a line over budget. 



Ignore Next FY Budget - This setting will allow over budget submissions for the upcoming fiscal year.



Post Against Pending - When enabled, if there are requisitions that are still waiting on approval, there will be a balance view for the user that shows what is in USAS - pending. With this enabled, you can see a true balance. 



Require Account - This setting requires the user to select an account before a Requisition will submit for approval. 



Keep Account Between Lines - When adding additional lines, the account will be automatically set to use the same account number as the previously entered line. 



Require Line Desc - Enabling this setting will require the user to add a description for each line or the Requisition will not submit for approval.



Purchase Order:


Last PO No - This is where you would modify your last PO Number used. 



Prefill PO Numbers - If enabled, will prefill from the last PO number used. If disabled, will not auto fill when submitting to USAS. If left blank when submitting to USAS, will auto grab the next highest number from USAS. 



PO Date to Today - When this setting is enabled and a Requisition is converted to a PO, the PO date will be set to the current calendar date.

Note: You can still change the date on the confirmation screen.



Show Deliver By - When enabled, adds option on the confirmation screen to set Deliver By date. 



Enable Previous Posting Period Warning - When enabled, a warning will show on the confirmation screen if in previous posting period.



Enable Faux PO - Not used with USAS.



Faux PO Prefix - Not used with USAS. 



Next Faux PO No - Not used with USAS. 




Vendor Information:


Allow Dynamic Vendor Updates - When a Requisition is submitted with a different vendor email than what is in USAS, it will automatically update future Requisitions to use the new value.

Note: It does not update in USAS. 



Manage Vendors button - You can Edit or Delete Vendor information here. You will be able to update the Vendor Name, Email, Address, and Phone information here. You also have the option to delete a Vendor here. 



Invoices:


Invoice Note Label - This setting adds a note field to the Invoice where you can enter additional text that may be relevant to an Invoice.



Allow Over Remaining Encumbrance - This setting will allow Invoices to be submitted even if their total exceeds the remaining Encumbrance of an open PO.



Allow Posting 0 Invoice Line BalanceWhen enabled, this will allow a $0 amount with status of full to be submitted to USAS.



Enable Invoice Manager Line Validation - When enabled, this will throw an error message if the line items total doesn't match the invoice total. This will appear on the Invoice Manager screen (Tools > Invoices).



Require Vendor TIN for Payment:

  • None: Will not show warning or error.
  • Warning: Will show a warning on the confirmation screen if no TIN found for vendor.
  • Error: Will show an error and not let you proceed on the confirmation screen, if no TIN found for vendor.