ReQlogic Training Manual for School Users

Training Guide
Sunrise School Division
TECTURA Corporation
1777 Borel Place Suite 200
San Mateo, CA 94402
ReQlogic™ Training Guide – Sunrise School Division
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Introduction..................................................................................................................... 3
Logging into ReQlogic .................................................................................................. 3
Requesters....................................................................................................................... 4
Entering a Requisition (My Requisitions) ....................................................................... 4
Entering Requisition Header Information ................................................................... 5
Entering Requisition Line Information ....................................................................... 6
Following Up on Your Requisition Submission ......................................................... 11
Entering a Punchout Requisition ................................................................................. 12
Duplicating a Requisition (Search and Duplicate) ........................................................ 15
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Introduction
ReQlogic™ is a web-based requisitions system that automates the purchasing cycle and
improves the efficiency of purchase order creation and the accuracy of the resulting
data. ReQlogic™ allows users to submit and review requisitions over the Sunrise School
Division’ Intranet. Then, certain users in the role of Buyer can create purchase orders
from approved requisitions.
Logging into ReQlogic
The ReQlogic login screen is accessed through your Web browser. You will be given a
URL, or Web address, that will take you to this login screen in the live system. For
training, the URL is http://reqlogictraining.sunrisesd.ca:81/Login.aspx.
1. To begin using ReQlogic, enter http://reqlogictraining.sunrisesd.ca:81/Login.aspx
into your browser.
2. Enter your User ID and password (if one is supplied).
3. For training, make sure the Database you are working in is TEST.
4. Click Login.
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Requesters
Entering a Requisition (My Requisitions)
1. Log into ReQlogic.
The ReQlogic Home page appears.
2. Click on the Requisitions menu and then My Requisitions.
The My Requisitions page appears.
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Entering Requisition Header Information
1. Click on the “New” button to create a new requisition, or click on the magnifying
glass to the right of the Requisition Nbr field, to choose an existing requisition.
Note the required fields have a blue background as shown below.
2. Enter a description, the vendor and required by date for this requisition. The
description will be displayed in all of the requisition queues (i.e., Your Recent
Requisitions, Your Approvals Queue).
3. Attach a document. (Optional).
To attach a document, click on “Upload,” enter a name for your attachment, and browse
to find your file.
4. Enter a note. (Optional)
There are 3 kinds of notes:
•
•
•
General Notes are designed for your Approver.
Vendor Notes are designed to flow through to the PO record in Great Plains.
Notes to Buyer are designed for the person creating the Purchase Order.
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An example of a General Note would be to tell the Approvers the reason for requesting
this item. An example of a Note to Buyer would be to tell the Buyer any additional GL or
ICt Help Desk information.
5. Either click the Save button to save the requisition header and complete it later, or
click on the “New Line” to add a line item. When either option is performed, a
Requisition Number will be assigned to the requisition because it has now been
saved.
Entering Requisition Line Information
When you click on the “New Line” link to add a line item, the fields that are required
when adding a line are in blue. These fields are Item Id Description, Quantity and
Required by date. The Description is filled in automatically when you select a tendered
item from the ReQlogic Catalogue.
1. Use the Item ID lookup (the magnifying glass) to select the item.
The Item lookup displays. (See the next page.)
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On the Item ID lookup, generic item Ids are listed first followed by tendered items.
Generic items are:
•
•
•
•
000-AV-GENERIC
000-IT-GENERIC
000-OFFICE-GENERIC
000-PUNCHOUT-OFFICE (to be used with Punchout feature only)
You select a generic item as the item Id for any purchase that is not a tendered item.
Notice that items have an item type. Only items of the same item type should be entered
on a single requisition.
You can use the Search Filter to find an item, or add an item to Your Favorites list by
clicking the Favorites button next to the item.
2. Click the Item ID to select the item. (The Item ID is a required field.)
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On the requisition line screen, other fields such as the Description and Ship to
default from the item selected.
3. If selected a generic item, replace the Description with a detailed description of the
item you want to purchase.
4. Enter a quantity. (This is a required field.) Add the price, and all information that is
crucial to the order being complete (without questions), i.e. product number, etc.
The Total for Item will automatically calculate based on the quantity and price
entered.
5. Select the appropriate GL Account for the purchase.
6. Select a Required by date. (This is a required field.) This will come up automatically
if entered in the Header.
7. Attach documents or enter notes for this line. (Optional)
8. Click on “Save this Item” to save this line.
This is a Web Application, and as a result, it will not prompt you to save your work if
you choose to exit from the application. It may be a good idea to get into the habit
of clicking the “Save” button periodically.
Note: If you discover that you’ve selected the wrong item, click “Cancel changes”
and then click “New Line” to add a new line.
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9. To add more lines, click on “New Line” and repeat from Step1 above.
10. If you have authority to review budget information for the associated GL budget,
click the Budget Inquiry icon
.
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11. Once you are ready to submit the requisition for approval, click the Routing tab to
see the list of approvers.
12. Click the Submit button on the requisition header.
13. Click OK on the confirmation message.
14. If your purchase is over budget, the following message will be displayed:
15. Click OK on the successfully submitted message.
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Following Up on Your Requisition Submission
1. If you want to make a change or correction on the requisition after submitting it, you
can return to requisition to you by clicking the Recall button on the requisition
header.
Note: You can only recall a requisition while it is routing through the approval
process. Once the requisition is forwarded to the Buyer for PO creation, the
requisition cannot be recalled.
2. To edit line information on a requisition, make sure the Summary tab is selected,
click the Edit icon
on the appropriate line and modify the appropriate fields.
3. To check on the status of a requisition as it is routing through the approval process,
click the Status tab.
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Entering a Punchout Requisition
1. On the Home page, click on the Requisitions menu and then My Requisitions.
2. Click on the “New” button to create a new requisition.
3. Enter the description on the requisition header.
4. Click the Punchout link.
The Punchout Catalog page appears. (See the next page.)
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5. Select the vendor website to which you want to punchout.
6. Select the items that you want to purchase from the website and go to the checkout
page when finished.
TIP: In order for the GL to automatically default to each line, select one item, check
out so that it is downloaded into the requisition, then, from the same requisition, go
through the Punchout step again to vendor’s on-line catalogue and proceed with the
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rest of your order. If you proceed this way, the GL will default to all your line items;
otherwise, you will have to enter it manually on each line.
7. Click Checkout.
The items selected on the vendor website are downloaded to the requisition.
8. Complete any missing information, i.e. GL, Ship To, etc.
9. Submit the requisition by clicking the Submit button.
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Duplicating a Requisition (Search and Duplicate)
1. Click on the Requisitions menu and then Search and Duplicate.
The Search and Duplicate page appears.
2. Select any Filter Criteria to help you narrow your search and click the Apply Filter
button, or click the Apply Filter button first to see all of your existing requisitions.
Your existing requisitions are listed below the Search Criteria box.
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3. Select the requisition line(s) by clicking the Copy check box(es) on the right of the
page. This is shown in the screen above. If you wish to copy the complete
requisition including notes, click on the button beside the Requisition number
shown in the screen above.
4. Click on the Requisitions menu and then My Requisitions.
The My Requisitions page appears.
5. Click New.
6. Enter the Requisition Header information.
7. Click the Save button.
The Paste from clipboard link activates. See the lower right of the screen above.
8. Click the Paste from clipboard link.
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A message displays asking if you want to paste the requisition lines that were
previously selected on the Search and Duplicate page.
The requisition lines are copied as lines on this new requisition, and a confirmation
message appears.
9. Click OK on the confirmation message.
10. To edit line information, click the Edit icon on the appropriate line and modify the
appropriate fields.
11. If you make changes to the line, click “Save this item” on the line to save your edits.
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