Running the Requisition Close Batch Process
Purpose: Use this document as a guide to close requisitions and/or produce the close requisition report using a Batch Process in ctcLink.
Audience: Buyer's - Finance/Purchasing Staff
You must have at least one of these local college managed security roles:
- ZZ Requisition Processing
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.
Use the Close Requisitions process to close requisitions that are fully canceled or fully sourced and no longer need to be modified. When you run the Close Requisitions process, it reconciles requisition-related settings and statuses to change the status of applicable requisitions to C (completed).
The benefit of this status change is that completed requisitions no longer appear in your list of available requisitions when you access requisition pages in update or display mode. These completed requisitions are also removed from the view in many other situations in which the available options have been set to exclude completed or canceled requisitions. Removing these requisitions from these prompts improves system performance and decreases the time required to find requisitions that you must modify.
If commitment control is enabled, the Close Requisitions process also sets the budget header and line statuses, the KK_CLOSE_FLAG option, and PROCESS_MANUAL_CLOSE option accordingly so that the Commitment Control Budget Processor process (FS_BP) can liquidate pre-encumbrance budget amounts for outstanding requisitions.
Although the Close Requisitions process is optional and you can run it at any time, you should run the process at the end of each month to help improve the efficiency of your requisitioning process. Schedule the Close Requisitions process to run at an interval of your choosing using the ctcLink Process Scheduler or run it manually using the Close Requisitions page.
Use the Close Requisitions page to run the Close Requisitions process and produce the Requisition Reconciliation report.
Run the Close Requisition Process
Navigation: Purchasing > Requisitions > Reconcile Requisitions > Close Requisitions
- The Close Requisitions search page displays.
- If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
- NOTE: Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA020_EX_PAYCYCLE (College, process).
Use the Close Requisition page to run the Close a Requisitions process and/or produce the Requisition Reconciliation Report.
Note: To close requisitions, they must be first fully sourced to a PO and that PO should be fully sourced into a Receipt, then a Voucher and a Payment
OR the Requisition must be Canceled (click on the red X on top right of the Requisition page next to the Status Field).
Once the Requisition is fully sourced or Canceled, you can run the Req Close process.
- The Close Requisitions process request parameters page displays.
- In the Process Request Parameters section;
- Select the Requisition Run Option menu arrow to "1 Bus Unit" to run all requisitions or select "1 Document" to close a specific requisition.
- Enter your college Business Unit in the Business Unit Field.
- Optional to add additional Chartfield Criteria.
- Optional to check Use Current Date as Acct Date to use the 'open' period or current date.
- Optional to check Update Budget Date Equal to Accounting Date.
- Select the Run button.
Use the ChartField Criteria group section to select requisitions for processing based on ChartField values. This option is useful if you are using commitment control and want to process requisitions based on ChartField values.
- The Process Scheduler Request page displays.
Three process options are available.
- To run the report only, select the checkbox: Close Requisition Report [PORQ009]
- To run the close requisition process, select the checkbox: Close Requisitions [PO_REQRCON]
- To run both the Close Requisitions and Report, select the box: Close Requisitions [PO_REQRQ].
- Mark the process check box and select OK. Select the Process Monitor link for status. Please refer to the Process Schedule Request steps for further instructions. Select the Report Manager to view the Close Requisitions Report.
You must have at least one of these local college managed security roles:
- ZD Purchasing Inquiry
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: Purchasing > Requisitions > Review Requisition Information > Requisitions
- The Requisition Inquiry page displays. Use the Requisition Inquiry page to search for Requisition ID(s) to verify the "requisition status". Optional to add other search criteria, such as Requisition ID range or date range, to refine results.
- Select the Req Status to C = Complete.
- Select the OK button.
- The Requisitions page displays. Review results. Select the 'Search' link to re-open the Requisition Inquiry search window.
For more detailed steps using the Requisition Inquiry page, please see QRG Requisition Inquiry.
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.
View Tutorial via Panopto
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