Adding services to requisitions

Open the Requisitions form.

Select the requisition to which to add a service, and then click the Services tab.

The system automatically populates Requested Before with the current date, Status with Unfinished, and Type with Hours from service. The system automatically populates Work Order-Activity if a work order and activity were entered on the selected requisition record.

If the system populates Work Order-Activity, it also populates Trade, Price, Task, and Hours Requested based on information entered for the selected Work Order-Activity and associated Task.

Click Add Service Line.

Note: If the requisition line is generated from an RFQ, the system populates RFQ, RFQ Org., Quotation, Quotation Org., and Quotation Line when the line is created.

If an RFQ is generated from the requisition, the system populates RFQ, RFQ Org., and RFQ Line once the RFQ line is created. When a Quotation line is awarded for an associated RFQ line, the Quotation information is populated.

Supplier—Enter or modify the supplier for the service if necessary. If a supplier is entered on the requisition header, the system automatically populates Supplier with the designated supplier from the header. Specifying a supplier adds more detail to the search criteria for assigning lines to requisitions.

Note: The system automatically populates Supplier Org. with the organization of the selected supplier. The system also populates Supplier Catalog Reference if a catalog reference exists for the supplier.

Work Order-Activity—Enter the work order and activity for the service. If Work Order - Activity is entered on the requisition header, the system automatically populates Work Order - Activity with the designated work order/activity from the header.

Note: The system can only automatically populate the requisition line with both the work order/activity on the requisition header if Hired Labor is selected for the activity on the work order. If the activity is not authorized for hired labor services, the system leaves Activity blank, and you must either create or enter a valid activity.

To create a work order and activity, click Create Work Order/Activity.

If you select or create a Work Order–Activity, the system can automatically populate a number of fields from the work order/activity depending on the data entered on the work order/activity, such as the Equipment, Trade, Task Qty. (and the unit of measure), Price (from the task record), Requested Before, Equipment Org., Department, Task, Buyer, Warranty, and Commodity. The system also automatically populates the Service Line Total with the total cost of the services on the service line. If the work order/activity is associated with a project and budget, the system populates the Project and Budget from the work order/activity.

If the selected Work Order – Activity is a multiple equipment work order, the system enables Equipment and it is required.

Equipment—Choose one of the following options if the work order is a multiple equipment work order:

Enter a specific equipment to which to distribute the cost of the services.
Enter All Equipment to evenly distribute the cost of the services to each equipment record on the work order.
Enter WO Header Equipment to distribute the cost of the services to the equipment on the work order header only.

Note: When associating an order line with a multiple equipment work order, the system copies the purchase order line to only the parent multiple equipment work order activity. The system does not populate the purchase order line for the related work order activities.

Line—Modify the line number of the service on the requisition if necessary. The system automatically assigns the next incremental line number based on the setting of the INCRLINO installation parameter.

Note: You can only edit the Line number when inserting a record. After the record is saved, Line is protected.

Price—Enter the price of the service.

Note: If a supplier and work order/activity is associated with a trade but not a task, the system populates Price with the supplier rate for the specified Trade. If a supplier does not exist, the system populates Price with the rate specified for the trade and department.

Requested Before—Enter the date before which the requisitioned service must be completed.

Status—Select the status of the service.

Cost Code—Select the cost code for the service. If a Cost Code is entered on the requisition header, the system automatically populates Cost Code with the designated cost code from the header.

Delivery Address—Select the delivery address for the service. If a Delivery Address is entered on the requisition header, the system automatically populates Delivery Address with the designated delivery address from the header.

Expense Type—Select the expense type of the service.

Quotation Indicator—Select one of the following options to indicate whether a supplier quotation is required for requisitioning the service:

Price quote not requested—Select if a quotation is not required prior to requisitioning the service.
Request a price quote—Select if a quotation is required prior to requisitioning the service.
Price quote requested before PO—Select if a quotation is preferred but not required prior to purchasing the service.

Type—Select one of the following options:

Contractor hire—Select if the requisitioned service is under contract. If you select Contractor hire, you must enter a Trade. You cannot enter Work Order-Activity.
Fixed price—Select if the requisitioned service is to be paid at a fixed price. If you select Fixed price, you must enter a Work Order-Activity. The system automatically populates Hours Requested with 1 and Price based on the rate entered for the selected Trade.
Note: If you enter a Supplier, the system populates Price based on the supplier’s catalog rate entered for the selected Task. If you do not enter a Task, the system populates Price based on the supplier’s rate entered for the selected Trade.
Hours from service—Select if the requisitioned service is to be paid at an hourly rate. If you select Hours from service, you must enter a Work Order-Activity.

Hours Requested—Enter the number of estimated hours to complete the service.

Note: If Estimated Hours have been specified for the task, the system establishes a ratio enabling you to enter Task Qty., which will then adjust the Hours Requested. This ration is always based on the Task, never the activity. Likewise, if you enter a value for Hours Requested, then the reverse will be true, and the system will adjust the Task Qty. If there are no Estimated Hours specified for the Task, then the Task Qty. and Hours Requested are not connected. The system calculates the ratio between the Task Qty. and Hours Requested based on the following formula:

Hours Requested / Task Qty. = Ratio

For example, if the Hours Requested are 1.5 and the Task Qty. is 1, the system calculates the ratio between the two as follows:

1.5 / 1 = 1.5

If you update the Hours Requested to 4, then the system calculates the Task Qty. as follows:

4 / 1.5 = 2.67

Since the reverse is true if you update the Task Qty., if you update Task Qty. to 4, then the system calculates the Hours Requested as follows:

4 x 1.5 = 6

If you clear Hours Requested, the system retains the current value for Task Qty.

Buyer—Enter or modify the buyer of the service.

Warranty—Select if the service is covered under warranty.

Commodity—Enter or modify the commodity of the service.

Click Submit.

Note: To delete a service, select the service to delete, and then click Delete Service Line. The system deletes the record and updates the Services list. You can only delete services from requisitions that have a status of Unfinished.

To add a comment, click Add/Edit Comments.