Slide 1

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 2

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 3

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 4

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 5

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 6

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 7

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 8

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 9

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 10

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 11

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 12

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 13

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 14

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 15

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 16

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 17

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 18

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 19

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 20

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 21

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 22

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 23

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 24

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 25

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 26

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 27

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 28

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 29

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 30

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 31

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 32

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 33

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 34

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 35

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 36

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 37

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 38

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 39

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 40

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 41

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 42

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 43

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 44

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 45

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 46

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 47

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 48

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 49

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 50

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 51

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers


Slide 52

PURCHASING OVERVIEW
FOR BUDGET OFFICERS
&
GUIDE TO APPROVING
ONLINE REQUISITIONS
November 2013

BUDGET OFFICER APPROVAL
REQUIREMENTS
1.

Check to see what requisitions need approving.

2.

Verify the GL Number is correct (using the proper
sub-account).

3.

Review what’s being ordered or service to be provided
to ensure it is required by your department.

4.

Review approvals to ensure appropriate signing levels
are on the requisition. If it is over your approval limit,
make sure that the next approver box has your
supervisor’s name listed.

AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
Purchasing Department is responsible for
purchasing ALL materials, supplies and
equipment and/or services.
• Exceptions to this policy have been specifically
delegated in some instances to expedite
purchases or for the efficient purchase of small
dollar Items. These exceptions include petty
cash and credit card purchases, library materials
and agreements for services.
1

AUTHORITY TO PURCHASE
• Departments may not order goods or services
without the issuance of a valid purchase
order. Departments are not to pledge College
resources or to order in advance with the
promise of a purchase order to follow.
• Committing the College to a future obligation
to pay for goods or services without the
benefit of a purchase order may result in
disciplinary action to the individual and a loss
of Purchasing privileges to a department.
2

APPROVAL THRESHOLDS
• All requisitions must be approved by a Budget
Officer. Additional approvals are required if the
requisition amount exceeds your approval limit.
• Managers, Deans, Directors and Officers have
approval authority up to $10,000.
• Campus Presidents and Vice Presidents have
authority up to $35,000.
• The College President must approve all
requisitions over $35,000.

QUOTE AND BID THRESHOLDS
• Requisitions under $10,000 are at the Buyer’s discretion.
• Requisitions between $10,000 and $35,000 require three
(3) written quotes.

• Requisitions over $35,000 require sealed bids or
proposals to be issued by the Purchasing Department.
• Note: All products and services over $10,000 should be
coordinated with the Purchasing Department regardless
of exempt or non-exempt status. Grant Funds are no
exception. Products and services being purchased
using Grant Funds still require quotes, bids, and/or
proposals per the State of Florida.

RULES FOR BID THRESHOLDS
• Purchases over $10,000 or $35,000
should NOT be split into two (2) different
requisitions to the same vendor in order to
avoid the quote or bid process.
• Purchases over $10,000 should NOT be
split to avoid sending a requisition to the
next appropriate approval level.

CREATING QUOTES, BIDS AND
PROPOSALS
•

The department should coordinate, in advance, with the
Purchasing Department to acquire quotes for any
requirement over $10,000. A minimum of three (3)
quotes is required.

•

The following are required for quotes, bids, proposals:
1. List of products required with part numbers.
2. Specifications on the products or services required.
3. Scope of work for services.

EXEMPT FROM THE BIDDING
PROCESS
• Florida State Contracts for products and/or services.
• City, County and Purchasing Cooperative contracts.

• University, College and School Board contracts.
• Technology - computers, peripherals, hardware, software.
• Note: The College may now use out-of-state government
contracts, including counties and cities. Departments
should check with Purchasing to determine if these
contracts meet the required criteria for College use.

CENTRAL RECEIVING
•

All products being shipped to the College must go
through Central Receiving except for the following:
A. Products that are being installed by the vendor.
B. Office products that are ordered from your Blanket POs.
C. Emergency items that impact the safety of the students
and staff.

•

Duplication of Orders: We occasionally get duplications on
orders. This is due to staff members placing an order before
or after a PO has been issued. The vendor receives the PO
and also fills the order placed per the staff member’s request.
DO NOT ORDER ITEMS UNLESS A PO HAS BEEN
ISSUED. This goes for Services also. If you place an order
over the phone, you must give the vendor a PO number with
a note instruction the vendor not to duplicate the order upon
receipt of the hardcopy PO.

CENTRAL RECEIVING
(CONTINUED)
• DO NOT CHANGE THE DELIVERY ADDRESS
BY PHONE FROM CENTRAL RECEIVING TO
YOUR OFFICE. This causes a delay in the
payment process to the vendors and creates
unnecessary paperwork for your office and the
Accounts Payable Department. All POs that
start with a “P” must be shipped to Central
Receiving.

STARTING THE APPROVAL
PROCESS
• Logon to Datatel (see next slide).
• Click on APP at the top of the screen and
change to CF if it’s not already there.
• Click on PU – Purchasing.

• Click on APR – Approvals then click on APPW –
Approval Password Maintenance. This step is
done one time to set your approval password.

LOGON SCREEN VIEWS

SETTING UP YOUR APPROVAL
PASSWORD
• Enter your Login ID in
the Approvals Lookup
box and click OK.

• Type in the password
you would like to use
and click OK. The
password can be the
same as your Datatel
password or you may
choose to use another.

SETTING UP YOUR APPROVAL
PASSWORD
• Re-enter the password
you selected for
verification and then
click OK.

• Your password is now
set. You may change
your Approval Password
at any time by repeating
these steps. To save
your password click the
Save Button.

SETTING UP YOUR APPROVAL
PASSWORD
• Click update button.

• To exit the screen for
Approval Password
Maintenance, click
the Cancel button.

APPROVAL PROCESS
• Click on Approvals
Needed (APRN).

• Type your Datatel
Login ID into the
Authorization Lookup
box and then click OK.

APPROVAL PROCESS
• Type the current Fiscal Year
into the Fiscal Year Lookup
box (i.e. 2013 for FY12/13;
2014 for FY13/14) and then
click OK.

• Type your approval password
at the prompt and then click
OK.

APPROVAL PROCESS
• A list of requisitions that require
your approval will appear. The
list will include a requisition
number, the vendor name, date
created, and approval status for
each requisition. The Approval
Status will display a “No” for a
requisition until you enter the
requisition and approve it. Then
the status will change from “No”
to “Yes.”
• To approve a requisition, click
the Detail button to the left of the
requisition number that you wish
to approve.

APPROVAL PROCESS
• This will take you to the
Requisition Maintenance
Screen (REQM).

• After reviewing the
vendor information, click
on the Detail button to the
right of the number of
Line Items to view the
products or services
listed on the requisition.

APPROVAL PROCESS
•

A new tab will display the Requisition
Item List containing the products or
services.

•

Click on the Detail button to the left of
each line item’s description to view more
information.

•

Review the information provided and
ensure that the correct GL Account
Number is being utilized. Departments
should be using specific account
numbers, not pooled accounts.

•

For example: Requisitions for office
supplies should contain a GL with a
sub-account of 65501 or 65502; not the
pooled sub-account 65500.

•

In the screen shot illustration, the
sub-account, 64508, is utilized instead
of a pooled sub-account such as 64500.
(See the next slide for Fund Approval
information.)

FUND APPROVALS
• Funding for Grants, the Student Government Association (SGA),
Faculty, Staff, & Program Development (FSPD), Lab Fees, and
Unexpended Plant Funds must be approved as per the following:
Fund Type/Object Code

Fund Codes

Approval Personnel

Grants

21, 24, 26

Jana Irvine

SGA

23, 64

Michael Reid

Lab Fees

14

Teshia Minnifield

Unexpended Plant Funds

71, 72, 73, 74, 76, 77

Ben Marshall,
Sandra Colon

Current Fund – State

10, 11

Budget Office

Capital Equipment

Object Codes

Rodney Bohach

Insurance

Object Codes

Stacy Beasley

APPROVAL PROCESS
• If no changes are
required, then click
the Exit button. This
will take you back to
the items list.
• If changes are made,
click the Save button
and then click the
Update button at the
prompt.

APPROVAL PROCESS
• This will refresh the
screen to allow another
line item to be entered.
Simply click the Exit
button and then the
Cancel button at the
prompt to return to the
items list.
• Click the Save button and
then the Update button at
the prompt return to the
main screen.

APPROVAL PROCESS
• The next step is to approve the
requisition.
• Always click the Detail button
to the right of the Approvals
field when approving
requisitions. This will allow
you to view who has previously
approved the requisition. It will
also aid you in determining
whether another person needs
to be added to the Next
Approvals based upon the
dollar amount and/or the type
of Fund Code within GL
Account Number.

APPROVAL PROCESS
•

Notice that there are two (2) columns
within this screen.

•

The right column, Next Approvals, should
contain the name(s) of the appropriate
Budget Officer(s) needed to approve this
requisition. If a Budget Officer’s name is
not listed in this column, then it will not
appear in their respective list of
requisitions needing their approval.

•

The left column, Approvals, will list
name(s) of the Budget Officer(s) who
have previously approved the requisition
and the date that it was approved, if any.

•

If an individual types the name of a
Budget Officer into a blank field within
this column, then the system will prompt
the individual for the Budget Officer’s
approval password.

APPROVAL PROCESS
• Type your Datatel Login ID
here or type “…” to perform an
Approval Lookup.
• To select a name, either check
the box located to the left the
line containing your name, or
type the number listed beside
your Approval ID into the box
at the bottom of the screen.
• Then press Enter or click the
Save button located to the right
of the box.

APPROVAL PROCESS
• The system will prompt you for
your approval password. Enter
your password and then click OK.

• If your approval password is
accepted, then requisition will be
approved, and you will see your
name move from the right column
into the left column.
• Click the Save button to return to
the Requisition Maintenance
(REQM) screen.

APPROVAL PROCESS
• Your name will appear in the
Approvals field. If your name
does not immediately appear,
simply click into the box and
press the Up Arrow on your
keyboard to make the name
appear. If your name still does
not appear, then you have
made a mistake and will need
to repeat the approval process.
• Once you have approved the
requisition, click the Save
button and then click the
update button at the prompt.
This will return you to your
Approvals Needed screen.

APPROVAL PROCESS
•

In your Approvals Needed list, the
“No” in the Approve column will
change to “Yes.” This will confirm that
you have successfully approved the
requisition. If the “No” does not
change to “Yes,” repeat the approval
process steps again.

•

Then you may select and detail into
the next requisition and repeat the
approval process until all of the
requisitions have been approved.

•

Once all of the requisitions are
approved, click Save button and then
click the Update button at the prompt.

APPROVAL PROCESS
• The system will return
you to the Approvals
Needed (APRN) screen.

• To exit this screen, click
the Cancel button on the
Authorization Lookup
prompt.
• Then you will be returned
to the main menu.

BUDGET OFFICER APPROVAL
REVIEW
 Set up your Approval Password.
 View requisitions needing your approval via the Approvals Needed
(APRN) screen.
 Detail into the requisition that needs approving.
 Detail into the line items screen to view the items being purchased
and verify that the correct GL number is being used.
 Detail into the Approvals screen and approve the requisition.
 Save the requisition and proceed to the next requisition that needs
your approval.

Requisition Inquiry Screen
RINQ

Requisition Inquiry Screen
RINQ
• The Requisition Inquiry
function is used to check
the status of your
requisition within the
purchasing process.
• Using this function will
provide you with
information such as the
requisition’s assigned PO
number once a PO has
been created. It will also
list who has approved the
requisition.

Requisition Inquiry Screen
RINQ
• Enter your requisition
number into the
Requisition Lookup
prompt.

Requisition Inquiry Screen
RINQ
• If you cannot remember
the number you can enter
the vendor name and do
a search until you find
your name (or your
staff’s)as the initiator tied
to the vendor you were
looking up.
• Using the scroll bar, scroll
down to find your
requisition enter it and
click the save button.

Requisition Inquiry Screen
RINQ
• Requisition status.
• PO number if
assigned.
• Check who has
approved.
• Items ordered.
• To view the PO, if one
has been assigned,
click the detail button
to the right of the PO.

Purchase Order Inquiry Screen
PINQ
• This will show the PO that
was created from your
requisition.
• Date Created.
• If your PO is a P type
purchase order you can
see the order status (If
the product has been
received or not). Note: On
this example one item is
outstanding and one has
been accepted.
• To see additional line
items click the scroll bar.

Purchase Order Inquiry Screen
PINQ
• To view the printed
comments or
comments click one
these Buttons.
• To view additional
information on the line
items click the Detail
button.

Purchase Order Inquiry Screen
PINQ
• Once you’ve finished
looking at the PO
simply click the single
X.
• Then click Cancel.
This will return you to
the RINQ screen.

Requisition Inquiry Screen
RINQ
• Once you’ve finished
reviewing the
requisition click the
single X.
• Then click Cancel to
exit the Requisition
Inquiry Screen
(RINQ).

Requisition Register
RREG

Requisition Register
RREG
• This is the requisition
register screen. This can
be used to pull up
requisitions that you have
done. This report can be
ran using various search
requirements such as
Initiator, GL account
number and by vendor.
We will be discussing the
lookup by Initiator this will
be the main use of this
screen for the user.

Requisition Register
RREG
• The Range requests that you
enter a beginning and ending
figure in the boxes as shown.
In this case we want
requisitions from 7/1/06 thru
8/29/06. If you want just
today’s date then you would
put today’s date in both boxes.
The same goes for the other
boxes.
• The next requirement is the
Initiators, simply type in your
Datatel login ID or your staff
members name and hit enter
the field will populate with the
name or give a list of names to
choose from.

Requisition Register
RREG
• Click the save button
at the top of the
screen.

• Click Update.

Requisition Register
RREG
• No changes are
required for this
screen. Click the save
button.
• Click update.

Requisition Register
RREG
• With this screen you can
determine how you want
to view your search
results. The P shown to
the right of Output device
indicates it will go to the
printer. You can change
this to a H (Hold) if you
want to view it on screen.
To send it to the printer
do a lookup of the
printers by typing “…”
next to Printer and hit
enter.

Requisition Register
RREG
• This will bring up all of
the network printers
currently assigned in
Datatel. Scroll down
and select the printer
in your area. Enter
the number to the left
of the printer in the
search box.
• Click save button.

Requisition Register
RREG
• Once you have
selected the printer
click the save button.

• Click Update.

Requisition Register
RREG
• This screen will
appear. There is no
input required, click
the save button and
click Update when
prompt is displayed.

CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
ORDERS
• The following is a list of requirements that
should be treated as Check Requests and
not as Requisitions for Purchase Orders.
• Travel
• Membership dues
• Subscriptions
• Refunds
• “emergency” repairs (facilities)

Training Complete
Questions and Answers