Review or Update Existing Requisitions

Purpose: Use this document as a reference for reviewing approved requisitions, reviewing requisition details, and modifying or updating an existing requisition in ctcLink.

Audience: Purchasing staff.

You must have at least one of these local college managed security roles:

  • ZD Purchasing Inquiry

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

Review or Update Existing Requisitions

Overview of Approved Requisitions
  1. The Requisition Inquiry search page displays.
  2. Enter Business Unit.
  3. Enter additional search criteria to identify or refine your requisition results, enter or lookup criteria such as:
    • Requisition ID/Name.
    • Requester ID/Name.
    • Requisition Status.
    • Supplier ID/Name or utilize the Supplier Lookup or Details links.
    • Department.
  4. Select the OK button.
Requisition Inquiry search page
  1. The Req Inquiry results displays.
  2. Review the details as needed.
  3. Select the Status tab to review details.
Req inquiry results displays
  1. Section complete.

**QRG UPDATES IN PROCESS - APPRECIATE YOUR PATIENCE**

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

 View the external link to Overview of Approved Requisitions. This link will open in a new tab/window.

Reviewing Requisition Details

Navigation: Purchasing > Requisitions > Review Requisition Information > Requisitions

  1. The Requisition Inquiry search page displays.
  2. Enter Business Unit.
  3. Enter additional search criteria to identify or refine your requisition results, enter or lookup criteria such as:
    • Requisition ID/Name.
    • Requester ID/Name.
    • Requisition Status.
    • Supplier ID/Name or utilize the Supplier Lookup or Details links.
    • Department.
  4. Select the OK button.
Requisition inquiry page
  1. The Req Inquiry results displays.
  2. Select the Requisition ID number to open the Requisition Details window.
Select the requisition id link
  1. The Requisition Details window displays.
  2. On the Details tab select the line Description link to open and review the line Item Description window.
  3. Select the OK button to return to Requisition Details main page.
Item Description details window
  1. On the Details tab select the line Comments icon to open and review the Line Comments window.
  2. Review the line comments and/or associated document(s). Optional to attach documents if the Attach button is not grayed out.
  3. Select the OK button to return to Requisition Details main page.
Review the Line Comments window
  1. On the Details tab select the line Schedule Details icon to open and review the line Schedule Details window.
  2. Review the schedule details. Optional select to Ship To link to view the Requisition Ship To Address.
  3. Select the Distribution Details icon to open and review the Accounting Distribution.
Schedule icon details window
  1. The Distribution Information window displays.
  2. Select the Details tab to view details such as the Merchandise Amount, and Accounting Distribution details.
  3. Select the Asset Information tab to view details such as the Profile ID, Tag Number, Empl ID, Cost Type.
  4. Select the Budget Information tab to view details such as Budget Status and Pre-Encumbrance Balance.
  5. Select the Return button to close out each window(s) to return back to the Req Inquiry main page.
Distribution Information window details

Select the Search link to bring up the Requisition Inquiry search page to search again.

Select the Search link to search again
  1. Section complete.
Modify or Update a Requisition

You must have at least one of these local college managed security roles:

  • ZZ Requisition Entry

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Only Approved lines are available to be sourced to a PO. Lines can be 'denied' but not be 'deleted'. Once a line is denied, they will not follow through to the PO.

Navigation: Purchasing > Requisitions > Add/Update Requisitions 

  1. The Requisitions search page displays.  Select Find an Existing Value.  Enter search criteria to find the requisition:
    1. If it didn’t default, enter or select the business unit in the Business Unit field.
    2. Enter additional search criteria or enter the Requisition number in the Requisition ID field.
    3. Select Search.
  2. The Requisitions page displays.  
  3. Select the Create Header Change triangle.

FYI - You can access the Change Order button in the following ways:

  • Select the Create Header Change triangle.
  • Select the Details button next to the item number.
  • Select the line Status tab.

Note: If this triangle is not visible, it may be because your status is not approved.

  1. The Requisition page updates and displays "Track Batch" next to the Requisition ID number.  Use the Details section to change/update the requisition line item(s):
    1. As appropriate, update the item quantity in the Quantity field.
    2. As appropriate, update the item price in the Price field.
  2. Select Save.
  1. The message displays that changes have occurred and the requisition schedule has been set to "Out of Balance".
  2. Select OK.
  1. The Reason Code Page displays.  Use it to enter your reason for modifying the requisition. Completion is mandatory.
    1. If it didn’t default, enter or select the reason in the Reason Code field.  Doing so will populate the Comment field.
    2. Select OK.

Use the comment section to add individual details or justification of the change order.

Reason Code page
  1. The updated Requisition page displays.  Note that the Track Batch field now reflects the number of times the Requisition has changed.
Requisition page
  1. Section complete.

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