Requesters will receive a worklist in their accounts in several situations. They include:

1. When a requisition is created with a Special Category Item (such as a computer) and the dollar amount is less than $1500.
   Once the special category approver approves the requisition, FMS will then send a Worklist Notification to the original requester. The requester must access the Worklist, click the link to the requisition, then save the Requisition Amount Approval Page, which is the final approval step in the process. This will remove the requisition link from the Worklist.
2. When a requisition is denied by an approver.
   Once the approver denies the requisition, FMS will send an e-mail and a Worklist Notification to the original requester. The requester must access the Worklist and click on the "Mark Worked" button next to the requisition link or the denied requisition. This will remove the requisition link from the worklist.
3. When a requisition is recycled by an approver.
   Once the approver recycles a requisition, FMS will send an e-mail and a Worklist Notification to the original requester. Both the e-mail and the Requisition Amount Approval page will contain a comment about the corrections that the requester must make. The requester should make the corrections, save and budget check the requisition. He or she must then access his/her Worklist, click the link to the requisition, change the Approval Action from Recycle to Approve and then save the Requisition Amount Approval page. This will remove the requisition link from the Worklist.
4. When a requester creates a requisition that charges the cost of the purchase to two or more Department Cost Centers. In this case, the Department Cost Centers will share the cost of the purchase.When the requisition enters the workflow process, a Worklist Notification will be sent to the requester(s) associated with the Department Cost Center(s) that the initiating requester does not have security access for. This requester who received this Worklist Notification must access his or her Worklist, click the link to the requisition, and save the Requisition Amount Approval page. This will remove the requisition link from the Worklist. The workflow routing will continue according to the rules set for the Department Cost Centers involved.
5. Will my budget be updated immediately when a requisition is denied?
   The dollars will not be released and made available immediately. There will be a process run nightly to identify requisitions that have been denied and to make the dollars that were encumbered available again to the proper Department Cost Center.

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E-mails are sent to the requester at the time when a requisition is completely approved, denied, or recycled back to them. The recycle and deny e-mails will also display any comments entered when the approver took that action.

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Any Worklist that is not acted on within three days will generate an e-mail to both the user as a reminder and also to the FMS workflow administrator. Only one e-mail will be sent per Worklist Notification.

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After you enter chartfields in header defaults, you must enter descriptions, unit of measure, price and click REFRESH. This will bring down all the defaults from header defaults.

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This means that your requisition was made available for 3 way match and a Receipt is needed to complete the 3 way match process and to produce a payment

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When you enter each email address, separate each email by a semi-colon with no spaces between email addresses.

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Under the menu item Purchasing >Requisition >Review Requisition Information >Document Status and enter the Requisition number. This will give you status of your Requisition and any other associated document information.

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Under the menu item Purchasing >Purchase Order > Review PO Information >Document Status and enter the Purchase Order number. This will give you status of your Purchase Order and any other associated document information.

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Under the menu item Accounts Payable >Review Accounts Payable Info >Vouchers >Document Status and enter the Voucher number. This will give you status of your Voucher and any other associated document information.

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After the requisition is dispatched to the vendor, the next step is to receive the merchandise using Add/Update Receipts. You can find out what is ready to receive by entering the PO ID or even searching by Vendor. The Vendors will send their invoices to 301 Hayes Hall for scanning. It says right on the Purchase Order to send vendor invoices to Hayes Hall. When the invoice is scanned you will be able to view it online. Next the matching process runs. FMS looks for three document IDs.....a PO ID, a Receiver ID, and a Voucher ID. If one of these documents is not in the system, the match process will fail. The most common failure will be when the department does not enter a receiver when it receives the merchandise. In this case, you will receive an email stating that you need to enter a receipt for the PO ID. Only when this is done will Accounts Payable prepare the check and send to the vendor. This is to be sure that items paid for have been ordered through an FMS purchase order, received by the department, and a voucher created by Accounts Payable.

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All requisitions require receivers.

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If you are looking for original budget loads, transfer adjustments, transfers from original, etc., go to Commitment control/Review Budget Activities/Budgets Overview/Find an Existing Value and search for the budget inquiry you desire. Click Search. At Budget Overview Results, click on the icon with the magnifying glass (Show Budget Transaction Types). You will need to click this icon for Operating, Personnel, etc. This will show the original budget loads.

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Go to Commitment Control, Review Budget Activities, Budget Overview, at the Find a New Value tab, click Search. You should see all your inquiries and their descriptions. You can sort by Inquiry Name or Description just by clicking on the heading. If you want to delete an inquiry, just click on the Inquiry you want to view from the Search Results Table, then click the Trash Can icon at the top right of the Budgets Inquiry Criteria page.

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For the summer term, the Department Cost Centers will not change. A program code will be utilized to flag the expenditure in either the current or the future fiscal year.

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Email Purchasing at purchasing@bgsu.edu. They will close out the purchase order. Once Purchasing closes the PO, the funds will no longer be encumbered.

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The easiest way to handle this is to create a new requisition for the original blanket PO with the origin code of CHG.  You enter a requisition with the origin of CHG.  In the description box make sure to state the PO# you want the money added to.  This ensures the proper workflow approvals.  By writing the purchase order number in the description field, Purchasing can add the requisition to the correct purchase order.

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No. Any time you want to make a change you have to do a change order. If you're finding that you want to make changes, you may need to think through more clearly how to enter the requisition to begin with. If the requisition is set up correctly, you shouldn't have to make changes to it.

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