Datatel FAQ

Purchasing and Requisitions

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	Some companies want hard copies of PO's. How can we receive copies without talking to someone in purchasing?
	All purchase orders are created, printed and mailed to the appropriate vendor by the Purchasing Department. If you have concerns regarding the purchase order information, it can be accessed online by using the RINQ (Requisition Inquiry), PINQ (Purchase Order Inquiry), or BINQ (Blanket PO Inquiry) screens. If questions are received from the vendor, please refer them to the Purchasing Department.

	Once someone has created a requisition, why is there no way to print out information?
	The Datatel system is designed for a paperless environment. Instead of printing and filing paper requisitions, let the Datatel system maintain those files for you. Datatel provides users with many ways to access a requisition. RINQ screen: By using various lookup shortcuts outlined in the training manual on page 3-8. HINT: you can combine more than one lookup shortcut to further limit your search. ACBL screen: By looking up the GL account number and drilling down in the requisition screen or the encumbrance screen you can find a requisition.

	Since a PO cannot be increased once it has been approved, no addendums can be made, and a new PO has to be created, what do I do when I have two PO numbers for one order?
	In order to increase an outstanding purchase order, a new requisition must be done (please make reference to the original PO number in the new requisition). The Purchasing Department will determine if they can increase the existing purchase order or if a new purchase order must be created.

	We have no way of knowing if a PO is created. Is there a way to automatically email us when Purchasing is done with a requisition (like the OIT Help Desk or Building and Grounds)?
	By accessing the RINQ (Requisition Inquiry) screen, you will be able to determine the status of your requisition. The blue header box at the top of the RINQ screen will tell you what the status is, these statuses are listed in your training manual on page 3-8. If you have questions regarding the status of your purchase order, please contact Purchasing.

	The wording on Budget Report Printouts is confusing. How can I get the most accurate view of my budget?
	The budget reports can be misleading in the fact that what is shown as "Available" does not take into consideration outstanding requisitions that are in the systems. The budget report is a very useful tool when looking at your budget from an overall perspective as a "snapshot in time". However, a more accurate method of determining a budget balance is to look at the ACBL screen in Datatel. This not only gives you and unencumbered balance, but also gives you "Available funds" which reduces the allocation by the amount of all approved requisitions that have not been converted to a purchase order, thus reflecting a more accurate picture of your specific budget.

	How do we report a problem (we do not receive an order, or a company does not receive a check, etc.) to the purchasing department?
	When problems arise with a purchase order or requisition, the Purchasing Department will contact the person identified as Contact Person in the comments section of the requisition or the initiator. All outstanding requisitions are reviewed and monitored by the Purchasing Department on a daily basis. If you have a question about the status of the order, please contact the Purchasing Department. If you receive a call from a vendor regarding the status of a payment, please have them speak with someone in Accounts Payable.

	Budget Revisions are still paper. How can we process a requisition until the paper budget revision is processed?
	Due to limited security built into the Budget Revision screen on Datatel, the Budget Office will have to complete this process.

	Will LU Supply and LU Print Shop only take paper requisitions?
	Every requisition that is entered into the Datatel system will ultimately result in a check being written. It is not efficient to write checks to Purchasing or the Print Shop for materials or services. These items will be charged back to the appropriate account via journal entry on a monthly basis. However, The process for placing order with the Print Shop and Warehouse has been simplified. Print shop and Warehouse order forms are available on the website in acrobat readable format. This means that you can simply type in your request, print the form and forward to the respective units (Print Shop or LU Warehouse) after gaining your departmental approval.

	How do I submit a purchase requisition for computer-related equipment?
	Please follow the guidelines below for submitting a requisition for computer-related equipment. If your requisition is for a single personal computer: Follow the guidelines on the OIT web page (click on Specifications to take you to Current PC Software and Hardware Specifications Area and then see the section on PCs) to order a personal computer through Lincoln University's NAFEO/Gateway computer purchasing arrangement. Complete a purchase requisition per guidelines Submit the following additional information: Add the NAFEO quote # in the Line Item field's line one description. Add a comment line to tell us the location for installation of the pc being requisitioned. If your requisition if for multiple computers or project equipment then: Submit a Information Technology Request Form to the LUTC If approved, work with Director, OIT to complete purchase requisition If your requisition is for other computer-related peripherals: Submit a Information Technology Request Form to the LUTC If approved, work with Director, OIT to complete purchase requisition If your requisition is for computer-related repair parts: Complete a purchase requisition per guidelines Submit a comment on the requisition stating the necessity of the purchase If your requisition is for software: Complete a purchase requisition per guidelines Submit information regarding hardware compatibility and specifications including but not limited to requirements for memory, processor and operating system in the Line Item field's line descriptions If applicable, add information regarding the network requirements Submit information whether this software purchase is a new installation or a version upgrade Submit information about vendor support

	How are Grants handled on the Datatel Finance System?
	There is a separate Module called Projects Accounting that will help track budgets and expenses related to a Grant. All Grants will still be housed in the Restricted Fund, which is now Fund number 3. When entering a requisition, after entering the G/L number for a specific line item that is to be tied to a Grant, you will be prompted to select the Grant (Project) number that you wish to link the expense to.

	How do you lookup the login code for the next approver?
	In the Next Approver field, type "…". You can then select the approver you need for your Requisition.

	How do you handle prices on Requisitions to Vendors who give LU a discount (for example Corporate Express - T.A.B.)?
	For these Requisitions, you will enter the prices without including any discount amount. You will use the listed price in the catalog. Purchasing will then adjust for the discount amount and issue the Purchase Order for the order amount less the discount. Any excess amount originally encumbered in the Requisition will be relieved and restored to your budget automatically.

	When you use multiple account numbers for a line item, will the system keep track to ensure that the total price (100%) is covered?
	When entering line items on the RQIM screen, you will not be able to save out of this screen UNLESS the account distributions add up to 100% (the total price is covered). You will get an alert message that "the sum of the percentages must equal 100" if the account distribution percentages do not add up to 100%. You will not be able to save and update until the account distribution is corrected.

	Will the Purchase Order number resemble the Requisition number in any way?
	No, the Purchase Order numbers will be automatically assigned by the Colleague system, just as the Requisition numbers will be automatically assigned. You will, however, be able to see what Purchase Order number your Requisition has been assigned on the RINQ screen once Purchasing has processed the Requisition into a Purchase Order.

	At what level does the Requisition processing lie?
	Each Department will have designated "initiators" for processing Requisitions. The Finance Team has picked one probable initiator from each of the Departments. Departments could select multiple initiators. These initiators would have to be approved and set up with initiator codes.

	Can I continue processing Requisitions for people in other areas?
	You will only be able to access account numbers that you are authorized to use. Each Department should do their own Requisitions. Because there will be authorization problems, this practice will have to stop and each Department will have to process their own Requisitions as they should.

	Will we still have access to the old system at the same time as the new system?
	No, all Finance (Requisition, Purchase Order, and Budget) information will be contained on the new system. There will be no need for access to the old system.

	What is the difference between Revenues starting with a number 4 or a number 5?
	Due to the way the object codes for Revenues are organized, the Finance Team has expanded the G/L class definitions for Revenues from 4 to 4 AND 5. Expenses will now have a G/L class definition of 6.

	Does the term "Projects" mean the same as "Grants"?
	In Colleague Finance, there is a separate module called Projects Accounting, which will be handling Grants as well as Construction Projects. For the most part, if you are dealing with the Restricted Fund (Fund 3), the term "Projects" does carry the same meaning as "Grants".

	Is there a possibility of choosing the wrong account number with so many to choose from on the resolution screen?
	There is always a possibility of choosing the incorrect account number. You will have to use extra care to ensure that you use the correct account number. There is a description of the account number next to each account number and you will only see account numbers on the resolution screen that you are authorized to use. As you use the account numbers more, you will become more familiar with which account number to use.

	How will you know that there are Requisitions needing your approval?
	Each approver will know that he/she has Requisitions to approve by accessing the APRN (Approvals Needed) screen. This screen will show all the Requisitions still waiting your approval to be processed further.

	How often do you check to see if there are Requisitions needing your approval?
	You can check this screen as often as you would like. We recommend checking the APRN screen at least once a day for more efficient processing of Requisitions.

	Where do you put information such as Justification for the Requisition?
	This information can be placed in the comments field for the specific line item on the RQIM screen. You would drill down (detail) on the comments field and enter your Justification or other comments.

	What should I do if a Purchase Order needs to be increased or decreased?
	If a Purchase Order needs to be increased or decreased the following procedures should be followed: Create a requisition as normal Line item should state "Change Order increase (or decrease) to PO (or BPO)#-------. Then the reason the change is taking place. The total should reflect only the amount that you would like to increase or decrease the Purchase Order by. Requisition should then be routed through the regular approval process. Purchasing will then take the necessary steps to get your request processed E-mails will no longer be accepted for change orders.

	What happens if the approver wants to decrease the number of items on the Requisition or disapprove any part of the Requisition?
	The approver would disapprove the Requisition and the initiator would have to revise the Requisition and send it through for approvals again. The approver can put comments as to why they disapproved the Requisition in the comments field for the initiator to review when they bring up the Requisition to revise it.

	If the approver disapproves a Requisition, how will the initiator know it has been disapproved?
	This will mainly rely on verbal communication between the approver and the initiator. Perhaps by phone or e-mail. The initiator can also review the status of their Requisition waiting approval, by viewing the Requisition on the RINQ screen. This inquiry screen will tell you if your Requisition has been approved. If a Requisition has been approved, it will have an "Outstanding" status. It may be good practice to check on your Requisition's status if you have concerns that it may not be approved.

	How will Requisitions reach the upper levels of approvals needed for higher dollar Requisitions?
	The initiator will place the login code for the first level approver in the "next approver" field. The first level approver will enter their approval, and also enter the login code for the second level approver. Each approver will know if a Requisition requires additional approvals and will put the appropriate next approver's login code in the "next approver" field. A Requisition will not be processed until the proper level has approved the Requisition.

	Where do initiator codes come from and who will have initiator codes?
	Initiator codes will be assigned by OIT. The Finance Team has picked one probable initiator from each of the Departments. Departments could select multiple initiators. These initiators would have to be approved and codes would then have to be assigned by OIT.

	How do you delete information from a field?
	You would put your cursor in the field with the information you want to delete. Then you would go to File and select Field Delete.

	Where do you get the estimated price to put on the RQIM screen?
	This price will come from the catalog or price list from the company. This is the price of the item you want to order.

	If you want to change the number of items ordered on a Requisition, can you?
	Requisitions cannot be changed/maintained once they are turned into a Purchase Order (requisition status of P), unless the PO is voided.

	Where do you put information such as "Do Not Mail"?
	Please notify Accounts Payable of this information by e-mail, phone, or on paper.

	Will the system automatically send your Requisition to the approver based on the account number you use?
	The system does not automatically send Requisitions to approvers. The only way that a Requisition gets sent to the next approver is by putting that approver's login ID in the Next Approval section on the REQM screen.

	How long will an unfinished Requisition be out there on the system?
	An unfinished Requisition will be out there on the system until it is approved and turned into a Purchase Order or it is deleted from the system.

	If there are multiple levels of approvals, can you put all of the approvers' login ID's in the Next Approvals column on the REQM screen?
	When you are initiating a Requisition, you should put only the first level of approval needed in the Next Approval column along with any Policy Class approvals needed. The first level approver will then have to put in the next approver's ID in the Next Approval column if another level of approval is necessary. Each additional approver will put the next level approver in the Next Approvals field if their approval is needed based on dollar amounts.

	If a Policy Class Approval is needed on a Requisition, where in the process does their login ID get entered in the Next Approvals field?
	The initiator of the Requisition would enter the login ID for a policy class at the same time they would enter the first level approver's login ID. The Policy Class login ID can be entered on line 2 of the Next Approvals column.

	If you put in the first level approver on line one of the Next Approvals column and the Policy Class on line two of the Next Approvals column, will it go to the approver on line one first or will it go to both at the same time?
	If a first level approver and a Policy Class approver are entered on Next Approvals column at the same time, the Requisition will go to both of these individual's Approvals Needed screen at the same time. It will not go to one first and then the other.

	How will you know the status of a Requisition you entered?
	By looking up your requisition on the RINQ screen you can find the status of your Requisition, along with who has and has not approved your Requisition.

	Can you print a screen that you have access, such as a copy of your Requisition?
	You CAN do a print screen and print it out of a Word document. However, we recommend that you do not print out all of this information. All of the information is accessible on the system. With your Requisition number you can review your Requisition on line (RINQ) and if a Purchase Order has been created, you can access that Purchase Order by detailing from the same RINQ screen.

	Can you go back and access/change a Requisition date on an old Requisition to create a new Requisition?
	No, once a Requisition has been converted into a Purchase Order you can no longer make any changes on a Requisition.

	Is there any way of knowing the status of your Requisition without looking on the system?
	There is no auto alert feature that notifies you if your Requisition has or has not been approved. You have to go to the RINQ screen to look at the status of your Requisition.

	How will you know where your Requisition has stopped in the approval process?
	By accessing the REQM screen and detailing on the Approvals field, you will be able to see the approval the Requisition is waiting on by looking at whose name is in the Next Approvals column.

	What happens if an approver is out?
	If an approver is out for a day, the Requisition can wait until the approver returns. IF it is an emergency situation, the Requisition could be forwarded to the next level approver. If an approver is out for several weeks, the approver can have OIT set up a designated replacement approver prior to leaving only for the dates they will be out.

	How do I give proxy approval to someone to approve class approvals in my extended absence from campus?
	Colleague allows more than one person to have class approval authority within the same class. To delegate a proxy approver: 1) Communicate delegation of proxy approval to the Proxy Approver. 2) Submit an email to the Controller with the following information: Name of proxy, password for the proxy, approval authority that you want to delegate and timeframe window (begin and end dates) for the proxy to have delegated approval authority. 3) The Proxy Approver goes in to the APRN, Approvals Needed screen, to view approvals for the original Approver. 4) For each requisition that they want to approve, the Proxy Approver drills down on the requisition (opens REQM) and adds their user id as an approver by drilling down on the Approvals line (opens APRV screen). 5) The Proxy Approver approves the requisition. 6) Repeat for each requisition that needs approval.

	Can you use Umbrella Account numbers on the ACBL screen for evaluating your budgets?
	Yes, Umbrella Accounts are used for budgeting purposes and can be accessed on the ACBL screen to view budget data. DO NOT EVER USE UMBRELLA ACCOUNTS ON REQUISITIONS!

	If you enter an Umbrella Account number on a Requisition, will the system tell you that you cannot use it?
	No, the system will not STOP you from using an Umbrella Account on a Requisition. This is why extra care needs to be used when selecting account numbers used on your Requisition.

	What is the number 2 for in the Description Field on the RQIM screen?
	The number 2 field is for additional Description of that line item, if the entire description doesn't fit in the first field. Keep in mind that although there are multiple lines to the description, it is only a description for that specific line item. If you want to add another line item, you must enter that information on another RQIM screen for that item.

	If you didn't put in the Policy Class Approver in the Next Approvals column and it is needed, will the Requisition be lost and would you then have to start all over?
	No, the Requisition will still be in the system, it just will never reach the approved status without the approval from the Policy Class. You can access that Requisition on the REQM screen and then add that Policy Class Approver's login ID to the Next Approvals column. This will send the Requisition to the Policy Class Approver for approval.

	If you enter a Requisition for a specific grant that is not related to a Federal Appropriation, would you only need Pam Buford's approval from Grant Accounting as a Policy Class Approval?
	Yes, Pam Buford would be the only GRANT ACCOUNTING Policy Class approval you would need. If, however, it was for computer equip/supplies or capital/building improvements, you would need those policy class approvals as well. You would also need the proper approvals based on dollar amounts from your area.

	Will we still be able to do open Purchase Orders (for example with call sheets)?
	Yes, open purchase orders will still be processed. You do have to remember to put "Blanket Purchase Order" or "BPO" in the first line of the description on the Requisition.

	Is there a list of Requisitions numbers that a Department has done?
	By accessing the RINQ screen you can see any Requisitions on the system. By using the Requisition lookup shortcuts from your training manual on page 3-8, you can narrow your search selection.

	Is there a backup procedure done to ensure no lost information if the system would happen to "crash"?
	Currently the system is backed up every night and this practice will continue with the new system to ensure security of information.

	Without a Requisition number, will you be able to find your Requisition in the system?
	It is EASIER to search for a Requisition with a Requisition number, but there are other ways to lookup a Requisition on the RINQ screen. You can lookup Requisitions by vendor ID #, initiator's last name, vendor's complete name, requisition status, or requisition date. All of these lookup shortcuts are listed in your training manual on page 3-8.

	How are Requisitions for Registration and Honorariums handled?
	Requisitions will be done for these items as they were on the old system. After you have entered the Requisition on the system, you need to make a note of the Requisition number on the supporting documentation (registration form/contract) and forward it to Accounts Payable so they will be able to issue a check.

	Will Departments receive a copy of their Purchase Orders?
	No, Departments will not receive a printed copy of their Purchase Orders. They will be able to access Purchase Order information directly from the RINQ screen by detailing on the PO Numbers field. They can then access voucher information by detailing on the Vouchers field from that screen.

	How will I know what my new account numbers are?
	Each Department will receive a crosswalk going from their old account numbers to their new account numbers.

	When will the Available Funds in my budget be affected by a Requisition I am completing?
	Available Funds will be affected when the Requisition is approved.

	How will I know if a check has been written for my Requisition?
	By accessing your Requisition on the RINQ screen you can drill down (detail) on the Purchase Order for that Requisition and then drill down on the Voucher for that Purchase Order. Here it will give you check information related to the voucher for your Requisition.

If you have questions you would like to see answered here, email your question to DatatelQA@lincolnu.edu