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Quick reference: entering a requisition In escape RECEIVING AN ITEM

Quick reference: entering a requisition In escape RECEIVING AN ITEM. 2018-2019. 1. 2. 3. Log-into Escape 1. Click “ Finance” 2. Click “Requisitions” 3. Click on “Vendor Requisitions ”. Step 3. Step 1. Click “New ”

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Quick reference: entering a requisition In escape RECEIVING AN ITEM

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  1. Quick reference:entering a requisition In escapeRECEIVING AN ITEM 2018-2019

  2. 1 2 3 Log-into Escape 1. Click “Finance” 2. Click “Requisitions” 3. Click on “Vendor Requisitions”

  3. Step 3 Step 1 Click “New” 2. Select Purchasing for the current school year from the drop Box 3. Then click “Go” Step 2

  4. Section 1: “Requisition Information” • *Fields with the Red “X” are required to be completed • “Requisitioner”: Your Name will auto populate in the “Requisitioner” field. • Additional names should be added after your name for tracking purposes, in the “Requisitioner” Field. • “Order Location” and “Delivery Location”: your information will auto populate; if you need to change the delivery location, click on the drop down and select a new location. • “Comment”: This should match the Goods and Service Category Selection (i.e. “Materials and Supplies” or “Technology”. *Person’s names are not allowed in this field. • “Good and Services Category”:If this is a contract, then you select one of the options in the drop down, under “Category”, otherwise, leave it blank. • Select the appropriate “Goods and Services Category” from the drop down list. This is Section 1

  5. Section 2 - Vendor Information: “Order Type”: Escape automatically defaults this field to “PO with Receiving”.If you are doing an Open PO you will need to click on drop down and select “Blanket PO”. If it is an itemized PO with items that need to be received, then the field can be left as “PO with Receiving” This is Section 2

  6. Section 2 con’t.- Vendor Information: “Vendor ID”: If you know the vendor number, then you may enter the vendor number in this field. Hit “Enter” and the field will populate the vendor information for you. If you do not know the vendor information, then enter the first couple of letters of the vendor’s name, click the drop down and select the vendor.

  7. Section 3 – “PO Information”: “PO Information” there isn’t anything that you need to complete in this section. Section 3

  8. Section 4- “Order Cost Information”: If this is an open PO, then zero out the Tax Rate and Shipping Pct. *Example: 0.00, See Total Cost Field Otherwise, modify the shipping amount to the amount listed on the quote, or leave the default amount of 10%. These are the only fields that need to be completed in this section.

  9. Items Tab Click on the Items tab Then click on “New” to add your line item information in the description box.

  10. The “Item Order Information” area is where you put all of your information concerning the description of your items. Enter the line item information in this section. Click “Save/New” for each additional line being added to the requisition. After all lines have been enter for the requisition, click “Save/Close” PLEASE NOTE THAT ALL ITEMS MUST BE LISTED. PLEASE DO NOT JUST WRITE “SEE ATTACHED” 3. Click here after all lines are entered 2. Click here to add lines to requisition 1. Enter line item details in this section

  11. Fixed Assets When creating a requisition for fixed assets items (note: items $500 and above with tax), make sure that you enter or select “Yes” in the “Create Asset” field. This will create an asset record that Purchasing can update with tag and location information for fixed asset reporting and tracking. Be Sure to complete all 3 sections, or you will have issues with receiving

  12. Accounts Tab 1.Click on the Accounts tab 2. Click on new to add your site a budget code.

  13. Once all your information is in and your site budget code has been approved, click on Submit. Your requisition is waiting for your Administrator to approve, once it is approved it will proceed through the approval path.

  14. To check on the status of your requisition, click on the Approval tab.

  15. You can check the status of your requisition by going to: • Vendor Requisition • Enter your requisition number, and click “Go” • Click on the “Approvals” tab • Finding out who denied your requisitions: • Vendor Requisition • Enter your requisition number, and click “Go” • Click on the “History” tab Checking the Status of your requisition

  16. Quick Reference on Receiving Purchase Order Items

  17. Click on “Receive PO Items”

  18. Enter PO Number Here Enter the PO # in the Reference Number Section

  19. Enter the Date that the Items were Received

  20. Click on “Tasks” Then Click “Post”

  21. Receiving Fixed asset items After you have received your items in Escape, Purchasing and Delivery Services will be notified via email that items have been received. Once we receive this information, we will confirm with the end user, and schedule a day/time to tag the item received, and update the fixed asset information in Escape.

  22. Receiving a copy of your Purchase Order: • Once a PO is printed, please allow 24 to 48 hours to receive your signed copy (during high volume periods, it may be a little longer) • A copy of your PO will be e-mailed to you for your records • A copy of the PO can also be found as an attachment in Escape

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