ERequisitions User Manual

User Manual
eRequisitions - Table of Contents

How to use this manual ............................................................................... 4
Overview .................................................................................................... 4
Introduction to eRequisitions ...................................................................... 5
Overview .................................................................................................... 5
Navigation .................................................................................................. 6
How to access and exit eRequisitions ............................................................. 7
How to change password for eRequisitions ...................................................... 9
eRequisitions Layout ................................................................................. 10
Overview ...................................................................................................10
Main Menu .................................................................................................11
Requisition Detail Sub-Menu ........................................................................17
Approval Sub-Menu ....................................................................................23
Delegates .................................................................................................. 25
eRequisitions Functions ............................................................................ 26
Overview ...................................................................................................26
Requisition ................................................................................................27
View ................................................................................................................................................... 27
New .................................................................................................................................................... 29
Change .............................................................................................................................................. 31
Hold .................................................................................................................................................... 33
Release.............................................................................................................................................. 34
Cancel ................................................................................................................................................ 35
UnCancel .......................................................................................................................................... 36
Delete ................................................................................................................................................ 37
Submit ............................................................................................................................................... 38
UnSubmit ......................................................................................................................................... 39
Approve ............................................................................................................................................ 40
Reject ................................................................................................................................................ 42
Search ............................................................................................................................................... 44
Copy ................................................................................................................................................... 45
My Purchase Orders ..................................................................................................................... 47
Generate PO .................................................................................................................................... 48
Show Purchase Orders ................................................................................................................ 49
Email PO Purchase Orders ......................................................................................................... 50
Attachments .................................................................................................................................... 51
Requisition line...........................................................................................53
View ................................................................................................................................................... 53
New .................................................................................................................................................... 54
Change .............................................................................................................................................. 59
Cancel ................................................................................................................................................ 60
UnCancel .......................................................................................................................................... 61
Delete ................................................................................................................................................ 62
Submit ............................................................................................................................................... 63
eRequisitions - Powered by Greentree eRequisitions Module 2

UnSubmit ......................................................................................................................................... 64
Purchase Order ..........................................................................................65
View ................................................................................................................................................... 65
Approve ............................................................................................................................................ 66
Reject ................................................................................................................................................ 68
AP Invoices ................................................................................................69
View ................................................................................................................................................... 69
Approve ............................................................................................................................................ 70
Reject ................................................................................................................................................ 72
Inventory ..................................................................................................73
Search ............................................................................................................................................... 73
Glossary .................................................................................................... 74

How to use this manual
Overview
Introduction This manual has been written to assist in using the eRequisitions
system.
Access aids There are various access aids to help you to find the information
required.
 Table of Contents – The listing of this manual’s content,

which is located at the front of the manual.
 Topic titles – The major headings on each page, for

example, the heading “How to use this manual” located on
this page.
 Block labels – The minor headings on each page for

example, the heading “Access aids” located on this page.
Requirement The user must ensure they have Adobe Acrobat Viewer Version 4 or
above installed on their computer in order to display this PDF user
manual correctly.

Introduction to eRequisitions
Overview
eRequisitions is a web-based connection to the Greentree

Requisitions system used for capturing Requisition entries
electronically.
The system gives real-time access to both enquiry and data entry
functions. These functions are:
 Requisitions: A Requisition is the finished combination of a

Requisition header and a number of Requisition lines that
have been entered by the user in order to document
requests for internal or external purchases. eRequisitions
allow you to view your / Team / All Requisitions, perform a
search on Requisitions and Add a new Requisition.
eRequisitions make use of Greentree Approvals and
Attachments functionality.
 Inventory: The inventory search function enables the
eRequisitions User to perform a search on the Inventory
items within the Greentree database. You can define filters
to limit the number of Inventory items retrieved. Inventory
detail, Locations, Suppliers and attachments can be viewed.
Requisitions can be created directly from the inventory
detail screen.
Note: Each eRequisitions user needs to be configured for

eRequisitions in the User Preferences within Greentree. Please refer
to the How to access and Exit eService section of this document to
view Login options and requirements.

Navigation
Introduction eRequisitions provides a variety of navigational tools that will assist

the user in moving around the system quickly and easily, including:
 Mouse and keyboard

 Data entry
 Common buttons
Mouse and keyboard – the user can use the keyboard to perform
the same actions as the mouse. Some important keyboard actions
are described below:
Keys Description
Links A link is an underlined word that can be selected

using the mouse or enter key. Once actioned, a
pop up list / window opens.
Example: Requisition ID 1001 - will display the
details for the Requisition;
! Display the online help for the Explorer program.
Ctrl Alt Toggles between eRequisitions and other open

Windows applications.
Data entry – data can be entered into the field on a screen by

three different ways; by direct entry, from a drop down list or pop
up list.
 Direct entry – to enter text into a field place the cursor

inside the field and type in the data.
 Drop down list – this is a drop down list button. When

selected, it displays a list of values. Select a value and it
will display into the selected field.
 Pop up list – when a binoculars icon is clicked on a search

pop up list box is shown. Enter search criteria, select the
‘Go’ button and a list of options is displayed. The user
selects an option by using their mouse and once selected
the option will appear in the relevant field.

How to access and exit eRequisitions
Introduction There are two ways you can access the eRequisitions, through your
local LAN or through the Internet.
Conditions The user must be set up in the Greentree Preferences and have
Microsoft Internet Explorer version 5 or later to access the
eRequisitions.
Procedure How to log on:
1. From Microsoft Internet Explorer screen.
2. Select the File menu, select Open.
3. Enter the applicable eRequisitions Location based on how

access has been setup;
Access from the Local LAN - type the computer name

eg. http://servername/eRequisitions
Access over the Internet - type the fully qualified domain name
(FQDN)
eg. http://www.mycompany.com/eRequisitions
4. Select OK.
If the.… Then….
eRequisitions Log in screen you have
appears. accessed
the eRequisitions
site.
Continued on the next page

5. Enter the User Name or Email address, Password and select
Log In.
If the.… Then….
eRequisitions Main screen you have
appears. accessed
eRequisitions.
Please note: The User Name and Password is the user’s regular Greentree
username and password as setup in User Preferences, accessed via
the System / Utilities / User Maintenance / More Preferences
button.
Company defaults to the Default Company set in the eRequisitions
eGreentree.ini file. This file also hosts a settings ‘Show Company’
which determines if the Company field is displayed on the
eRequisitions Login screen. If ticked, the Company is displayed and
you can select the Company you require. If not ticked, the Default
Company is used.
The Logged-in User is displayed in the top right corner of every
eRequisitions screen.
Result: You have accessed eRequisitions.
Procedure How to exit:
1. From any eRequisitions screen menu bar select the Logout link.
If the.… Then….
eRequisitions Logout screen you have logged
appears out of
eRequisitions
Please note: If any changes are pending, the system will not save before
exiting. The user needs to save any changes prior to logging out
otherwise changes will be lost.
Result: You have logged out of eRequisitions.

How to change password for eRequisitions
Introduction This section explains how a user changes the login password.
Conditions The user must be set up in the Greentree Preferences and have
Microsoft Internet Explorer version 5 or later to access the
eRequisitions.
Procedure How to change the password:
From the Main screen:
1. Select the Change Password icon.
2. Enter the old password, press tab to move between fields

as required.
3. Enter the new password.
4. Re-enter the new password to confirm.
5. Press the Change Password button.
Result: The user password has been changed.

eRequisitions Layout
Overview
eRequisitions consists of a number of Menus: A Main menu and a

number of sub-menus. The Menus consist of a number of Icons,
each representing an eRequisitions Function. You can customise
the availability of the icons through the Web Menu Configuration
feature in Greentree, located in SCM > System > eRequisitions >
Web Menu Configuration. The Web Menu Configuration screen
allows you to select the applicable menu, then the menu option
(icon) and to turn the visibility of the option on and off. You can
also update the Caption of the Icon.

Main Menu
Introduction The key functions and buttons are explained in the following
diagram.
Main Menu Icons Summary Header Menu Bar
Current Date
Menu Bar The menu bar contains the generic menu items, which needs to be
available from all menus in eRequisitions.
Main Menu – Gives access to the eRequisitions Main Menu.

The Summary screen is displayed.
My Reqs – Gives access to the eRequisitions Main Menu.

The My Requisitions screen is displayed, listing the
eRequisition User’s Requisitions.
Approvals – Gives access to the eRequisitions Main Menu.

The Approvals screen is displayed, listing all the
Requisitions awaiting approval.
My Purchase Orders - Gives access to a table of PO Purchase

Orders generated from requisitions that were entered by the logged
in user. The Purchase Orders could have been generated by
another user.

Change Password – Allows the user to change their login
user password. Your password is maintained through entry
of the old (current) password, as well as the new password
you wish to use. You have to re-enter the new password
for confirmation.
Help – Gives access to this eService User manual.
Log Out – Closes the user’s current eRequisitions session

and returns to the Login screen.
Main Menu Icons Enables access to the eRequisitions functions and sub-menus.
My Requisitions
Displays the eRequisitions User’s list of Requisitions. The
Requisitions are displayed for the Status selected.
Team Requisitions
Displays the list of Requisitions for the eRequisitions User’s Team.
The Requisitions are displayed for the Status selected. This icon is
available if the user is authorised to view team requisitions.
All Requisitions
Displays all the Requisitions for the Company. The Requisitions
are displayed for the Status selected. This icon is available if the
user is authorised to view all requisitions.
Inventory Search
Allows you to perform a search on Inventory items, view the
detail of a specific item and to create a Requisition for the
selected Inventory Item. You can do a normal search or a Tree
search:
 Normal Search
o By
 Item Code
 Keywords
 Description
 Alias
 Barcode
o Supplier
o Location
 Tree Search
o Inventory Tree
o All criteria for ‘Normal Search’ is available
This icon is available if the Company with which the eRequisition
User accesses eRequisitions, is licensed to make use of the IN
(Inventory) module.

Requisition Search
Allows you to perform a search on Requisitions. The following
criteria fields are available:
o One of the following:
 Requisition ID
 Requisition Date
 Expected Date
 Narration
o Supplier
o Branch
o Location
o View (All, Team, Mine)
o Status
Add
Allows you to create a new requisition. This icon is available if the
user is authorised to add Requisitions.
Approve Requisitions
This menu item lists all Requisitions awaiting approval for your
default Approval Branch, as set in SCM User Preferences. If a
default Approval Branch is not defined, then all Requisitions
awaiting approval is displayed for the View option selected. You
can drill-down on the Requisition ID to view the detail of a specific
Requisition. The Requisition Detail screen allows you to approve or
reject the Requisition. Once approved, Requisitions within
Greentree can be selected to automatically generate official
Greentree Purchase Orders, which are reflected in the General
Ledger, Accounts Payable and Job Costing Modules.
Note: The approvals function is available if the Approvals Method

is selected in the SCM, System, Module Control screen within the
Requisitions tab and the User is authorised to change Requisitions
in Greentree User Preferences, SCM, Privileges tab and Requisitions
tab > Can Approve Requisitions. Also, the Requisition’s status
needs to be ‘Entered’, ‘On Hold’ or ‘Submitted’.
Delegates
Approvers can manage their Approval delegates within eRequisitions.
This is the equivalent of assigning delegates in User Preferences >
Workflow > Approvals & BPM in Greentree. This enables you to select
delegates that are allowed to approve items on behalf of the
Greentree User for whom the User Preferences are set.
Create Requisition – Creates a Requisition for the selected

Inventory item. The Requisition is pre-filled with the IN
Item detail.
Save Requisition – The Requisition Header of the new

Requisition is saved.
Approve Line Items – The displayed line items are

approved.

Current Date Displays the current system Date.
Header The Header provides a caption for ‘what’ is displayed on the screen,
for example: ‘Detail for Requisition Number 1015’.
Summary Gives a summary of the eRequisition user’s Requisitions. Drill-down

on the record count to view the relevant list of Requisitions. For
example: 4 – Entered requisitions waiting to be submitted. Click on
the 4 to view the list of 4 requisitions waiting to be submitted.
Requisition Fields
A Requisition is the combination of a Requisition header and any
number of Requisition lines that have been entered by a user in
order to document requests for internal or external purchases.
The following fields are available on a Requisition:
The Requisition number is automatically generated by the system.
The Branch field is used to apply this Requisition to a particular Branch within
the company when Requisition entries are created. Branch is a required field.
Requisition Date confirms the actual Date that the Requisition was entered.
The default for each new Requisition is the current system Date – the user can
however manually enter another valid Date for the Requisition at this time.

Expected Date is the Date on which receipt of the Requisition is expected.
The default for each new Requisition is the current system Date plus the
default Requisition lead time (days) as set within the Greentree, SCM, System,
Module Control menu on the Requisitions tab. Expected Date defaults to the
Requisition lines.
The Urgent flag enables the user to indicate if the Requisition is urgent.
The Location field is used to apply this Requisition to a particular Location

within the company.
The Discount % field is used to apply a discount to this Requisition, which in

turn defaults to the Requisition lines.
The Currency field enables the user to select the relevant natural currency
from the drop down list to indicate the currency for the Requisition. The
currency rate displays the exchange rate associated with the currency
selected. Requisition Type Maintenance in Greentree hosts a settings ‘Default
this Currency on Requisition’. If ticked, the selected Currency for the
Requisition Type will default on a new Requisition.
The Rate Fixed flag enables the user to indicate if the currency rate is fixed
for the currency related to the Requisition.
The Status field displays the current status of the Requisition and is read
only.
The On Hold flag enables the user to indicate if the Requisition is on hold –
when selected the status is set to ‘On Hold’. A Greentree User Preference
dictates whether this is available to the user to change.
The Default Supplier Code, Alpha and Name fields are used to apply this
Requisition to a particular Supplier, which in turn defaults to the Requisition
lines. Alpha and Name are display only.
The Delivery Details enables the user to select either the Company, Branch,
Warehouse or Other delivery address for the Requisition. The Address, Post
Code, Contact Name, Phone Number and E-mail fields default based on the
delivery address selected, with the relevant details recorded in Greentree. A
default delivery address can be set within Greentree, SCM Module Control,
Requisitions tab.
The Requested Date confirms the Date the Requisition items are required by.
The default for each new Requisition is the current system Date – the user can
The Shipped Date confirms the Date the Requisition items were sent. The
default for each new Requisition is the current system Date – the user can
The Narration field allows the user to enter lines of free form text. The text
typed into the field appears in the Requisition narration within Greentree. The
length of the Narration field is set in eRequisitions.ini.

The Discount, Net, Tax and Total fields display the totals for the Requisition
and are read only. These can be hidden per user by changing Greentree User
Preferences.
The File Name, Size and Summary fields display the attachment details for
files / documents added to the Requisition. A user is able to click on an
attachment line to open or save the attachment.
Please refer to the Requisition Detail Sub-Menu section of this Help Document
to view the list of Requisition Line Fields.

Requisition Detail Sub-Menu
Introduction The Requisition Detail sub-menu is displayed after drill-down on a

Requisition ID to view the detail of the Requisition.
Sub Menu Icons Req Header detail Req Totals Grid detail
Sub Menu Icons
View
Allows the user to view the Requisition Detail. The Requisition
Header, all the Requisition lines and the Requisition Totals are
displayed. The list of existing Attachments is displayed. You have
the ability to add additional attachments, if required.
Change
Allows the user to change the detail of a Requisition. The
Requisition Header fields are enabled for maintenance. You can
drill-down on the Line number of each line to gain access to the
detail of the specific Requisition line for maintenance. This icon is
available if the user is authorised to Change a Requisition and if
the status of the Requisition is not ‘Cancelled’ or ‘Processed’.

Add Line
Allows you to create a new line for an existing Requisition. This
icon is available if the user is authorised to Change a Requisition
and if the status of the Requisition is not ‘Cancelled’ or
‘Processed’.
Cancel Line
Allows the user to cancel a Requisition line. The cancelled line
is displayed in red and Status is updated to Cancelled. This
icon is available if the user is authorised to Change a
Requisition and if the status of the Requisition is not
‘Cancelled’ or ‘Processed’.
Delete Line
Allows the user to delete a Requisition line and or Requisition
Header when no lines are recorded. The delete is permanent.
This icon is available if the user is authorised to Change a
Requisition and if the status of the Requisition is not
‘Cancelled’, ‘Processed’ or ‘Submitted’.
Submit
Allows the user to submit a requisition to be approved. This
feature auto selects all Line items for approval. You can de-
select the items as required. Once submitted, the ‘Submit’
icon is removed from the Sub-Menu. This icon is available if
the user has permission to change a Requisition and the
status of the Requisition is ‘Entered’ or ’On Hold’ and the
user has permission to release holds.
UnSubmit
Allows the user to unsubmit a submitted requisition. This
feature auto selects all Line items to be unsubmitted. You
can de-select the items as required. If not all items are
unsubmitted, then the Requisition header status is updated
to Entered and the unselected line items remain submitted.
This icon is available if the user has permission to unsubmit
a Requisition.
Generate Purchase Order

Allows the user to create a Purchase Order in Greentree for the
displayed Requisition line items. A Purchase Order is created per
Supplier. Once the PO/s are generated, the list of Purchase
Orders for the Requisition is displayed. The Requisition’s status
is updated to ‘Processed’.
Binoculars
Allows the user access to a search screen for the relevant field.
Save Requisition – Saves the added or changed

Requisition Header.
Save Line – Saves the new Requisition line item.

Save Line and Update Total – Saves the changed
Requisition line item and updates the Requisition
total.
Cancel Line items – Cancels the selected line items.
Delete Line items – Deletes the selected line items.
Submit Line items – Submits the selected line items.
Generate PO – Creates a Purchase Order per

Supplier for the Line items listed on the Requisition.
Attachments - Allow the user

to add, open and save
relevant documentation to
Requisitions that will be
submitted through to the
Greentree Requisitions.
Header detail Displays Requisition number, Branch, Requisition order, Supplier,

delivery details and line details when viewing, adding or changing
selected lines.
Requisition total detail Displays the Requisition (total for all Requisition lines)
discount, net, tax and total values.
Grid Detail Grid details – Displays Requisition line details that make up the
Requisition.
Requisition Line Fields

A Requisition line is a single line on a Requisition. Requisition lines capture
one item: asset, General Ledger, inventory, Job costing or non-stock code,
requested for internal or external purchase. A Requisition line consists of the
following fields:
The Catalogue Item field enables the user to select a product or service
available from the Organisation’s Suppliers.
The Line Type field enables the user to select the relevant line type from the
drop down list to indicate the Requisition line type. Valid options are: Asset,
General Ledger, Inventory, Job costing and Non-stock Code.
The Tax Type field enables the user to select the relevant type from the drop
down list to indicate whether tax is applied to the Requisition line inclusively or
exclusively. Tax Type defaults based on Greentree, User Preferences, SCM,
Requisitions tab: ‘Default Tax Type’.
The selected Tax Code rate is displayed within the tax % and is used to
calculate the tax field amount. The default tax code is from the Greentree
Company maintenance or the Line Item record when the Line Item is selected
(e.g. Inventory Item) or Supplier maintenance defaults if setup when Supplier
code entered.

The Status field displays the current status of the Requisition line and is read
only.
Fixed Asset
The Code and Description fields are used to request a particular Fixed Asset
for the Requisition line.
The Analysis Group field is used to apply this Fixed Asset for the Requisition
line to a particular analysis group. This field is display only.
The Sub-Code field is used to apply this Fixed Asset for the Requisition line to
a particular sub-code. This field is display only.
The Reference field allows the user to enter a reference code applicable to
the Fixed Asset for the Requisition line.
General Ledger
The Account field is used to allocate a particular General Ledger account for
the Requisition line.
The Company field is used to apply this General Ledger account for the
Requisition line to a particular company.
The Qty Account checkbox indicates if the General Ledger account for the
Requisition line is based on quantity.
The Short Code and Description fields are shown for the General Ledger
account selected. These fields are display only.
The Sub-Code field is used to apply this General Ledger account for the
Requisition line to a particular sub-code.
Inventory
The Code and Description fields are used to request an inventory item for
the Requisition line.
The Location field is used to apply this inventory item for the Requisition line
to a particular Location.
The Unit field enables the user to select the relevant unit from the drop down
list to indicate the measure applied to the inventory item for the Requisition
line.
The Allocated Job and Description fields are used to apply this inventory
item for the Requisition line to a particular Job code. These fields are display
only.
Job Costing
The Code and Description fields are used to allocate a particular Job costing
code for the Requisition line.

The Activity Code and Description fields are used to apply this Job code for
the Requisition line to a particular activity code.
The Work Centre and Description fields are used to apply this Job code for
the Requisition line to a particular work centre.
The GL Account and Description fields are used to apply this Job code for
the Requisition line to particular General Ledger account.
Non-Stock Code
The NS Code and Description fields are used to allocate a particular non-
stock code for the Requisition line.
The GL account and Description fields are used to apply this non-stock code
for the Requisition line to particular General Ledger account. These fields are
display only.
The Sub-Code field is used to apply this non-stock code for the Requisition
line to a particular sub-code.
The Qty Account checkbox indicates if the non-stock code for the Requisition
line is based on quantity.
Data
The Supplier code, Alpha and Name fields are used to apply this Requisition
line item to a particular Supplier. Supplier defaults from the Requisition
header. Supplier Alpha and Name fields are display only.
The Quoted Price checkbox indicates if the price for the Requisition line item
is based on a Quote and when selected disables the Price field.
The Qty Requested field enables the user to enter the quantity relevant for
the Requisition line item that is required.
The Discount % field is used to apply a discount to this Requisition line item,
which defaults from the Requisition header.
The Tax % field is read only and displays the applicable tax rate for the tax
code selected for the Requisition.
The Expected Date field is the Date on which receipt of the Requisition is
expected. The default for each new Requisition is the current system Date
plus the default Requisition lead time (days) as set within the Greentree, SCM,
System, Module Control menu on the Requisitions tab. This field defaults from
the Requisition Header.
The Price field enables the user to manually enter the price for the Requisition
line item or defaults when the Requisition line item is setup within Greentree
with a price.

The Discount field displays the calculated discount applicable to the
Requisition line item based on the discount % field.
The Tax field is read only and displays the calculated tax applicable to the
Requisition line item based on the tax % field.
The Line Total field is read only and displays the total for the Requisition line
item.
The Narration field allows the user to enter lines of free form text. The text
typed into the field appears in the Requisition line item narration within
Greentree. The length of the Narration field is set in eRequisitions.ini.

Approval Sub-Menu
Introduction The Requisition Approval sub-menu is displayed after selecting the

Approve Requisitions icon on the Main Menu and drill-down on the
Requisition that you wish to approve / reject.
Sub Menu Icons Req Header detail Req Totals Grid detail
Sub Menu Icons
View
Allows the user to view the Requisition Detail. The Requisition
Header, all the Requisition lines and the Requisition Totals are
displayed. The list of existing Attachments is displayed. You have
the ability to add additional attachments, if required.
Approve
Allows the user to approve a Requisition. You can drill-down on
the Line number of each line to gain access to the detail of the
specific Requisition line. This icon is available if the user is
authorised to approve the Requisition and if the status of the
Requisition is ‘Entered’, ‘On Hold’ or ‘Submitted’.

Reject
Allows the user to reject a Requisition. You can drill-down on the
Line number of each line to gain access to the detail of the
specific Requisition line. This icon is available if the user is
authorised to approve the Requisition and if the status of the
Requisition is ‘Entered’, ‘On Hold’ or ‘Submitted’.

Delegates
The Delegates icon is available if the user has their eRequisitions User Preference
"Allow delegates management" selected.
If displayed, this allows you to add and remove users as your delegated approvers.
The names of the login user's approval delegates are listed in the table.
Remove
To remove delegates, tick the checkbox for each of the users to be removed, and
click the "Remove" button
Add
To add a delegate, enter the name of the required user. Their email address, if it
exists, is displayed. Click the "Add" button to add them to the list of delegates.
Alternatively, click the binoculars on the name field to open a search screen of users.

eRequisitions Functions
Overview
Introduction This section explains how to perform each of the functions within
eRequisitions.
In this section This section is divided into the following topics:
 Requisition
 View
 New
 Change
 Hold
 Release
 Cancel
 UnCancel
 Delete
 Submit
 Approve
 Search
 Generate PO
 Show Purchase Orders
 Email PO Purchase Orders
 Attachments
 Requisition line
 View
 New
 Change
 Cancel
 UnCancel
 Delete
 Submit
 Approve
 Inventory
 Search

Requisition
View
Introduction This section explains how a user gains access to the detail of an
existing Requisition Header.
Conditions None
Procedure From the Main screen:
1. Select the My / Team / All Requisition icon.
2. The Entered and Onhold Requisitions screen is displayed,

listing the Requisitions with status ‘Entered and OnHold’,
by default.
3. Select the relevant Status.
4. The list of Requisitions is updated based on the Status

selected.
Please note: The selected status is matched against the Requisition Header as
well as the Requisition Line items. The Requisition is listed if any
one of the Header or Line Items matches the selected Status.

5. Select the Requisition ID for the Requisition Header you
wish to view.
Result: The selected Requisition’s header and summary of line

items are displayed.
6. Click on the Security tab to view the Assigned User and

Assigned Team.
7. Click on the Custom tab to view the Trees and User-

defined fields.

New
Introduction This section explains how a user creates a new Requisition Header.
Conditions This menu item is only available if the eRequisitions User has
permission to create a Requisition. Authorisation is set in
Greentree, under User Preferences.
1. Select the Add Requisition icon, an adding a new

Requisition screen will appear.
2. Select the relevant Branch code from the Branch drop

down list, press tab to move between fields as required.
3. Requisition Type defaults to the Default Requisition Type

for the User, as defined in Greentree, User Preferences,
SCM, Requisitions, Default Req Type. Select another
Requisition Type, if applicable.
4. Tick the urgent checkbox (if applicable).
5. Enter the relevant Location, accept the default or select

from the drop down list the Requisition Location.

6. Enter the relevant discount.
7. Currency defaults from the Requisition Type. You may

select a different currency from the drop down list.
8. Enter the relevant currency rate or accept the default.
9. Tick the rate fixed checkbox (if applicable).
10. Tick the on hold checkbox (if applicable).
11. Enter the Supplier code required for this Requisition or

select the binoculars link to search Suppliers using the
Supplier code, sub code and name as your selection
criteria (if applicable). If the Requisition Type is set to
have the Supplier Mandatory, then the system checks
upon save of the Requisition that a Supplier has been
entered.
12. Select the Company, Branch, Warehouse or Other delivery

details for the Requisition. Delivery details option defaults
from Greentree, Purchase Orders Module.
13. Enter the delivery details; contact name, phone number,

e-mail, requested Date and shipped Date or accept the
default setup.
14. Type free form text into the Narration field. Note: The
length of this field is set in eRequisitions.ini.
15. Click on the Security tab to view the default Assign

Security settings. The default is set to the eRequisition
User and the eRequisition User’s Default Team. If you
have the authorisation to maintain security, then you can
select another User / Team if required.
16. Click on the Custom tab to maintain the Requisition Trees

and / or User-defined fields.
17. Press the Save Requisition button.
Result: A new Requisition header has been created.
Please note: This process sets the Requisition status as entered (unless On Hold
is selected) and a Requisition record is created within Greentree,
SCM.

Change
Introduction This section explains how to change a Requisition header.
Conditions This menu item is only available if the:

 eRequisitions User has permission to change a Requisition.
Authorisation is set in Greentree, under User Preferences.
 Status of the Requisition is NOT ‘Cancelled’ or ‘Processed’.
The number, currency and currency rate of an existing Requisition

header cannot be changed from within the Requisition change
screen. If these details are incorrect the Requisition needs to be
deleted and a new Requisition created with the correct information.
For information on how to delete a Requisition refer to the
Requisition, Delete page within this manual.
1. Select the My, Team or All Requisitions icon.
2. Select the required status from the drop down list or

accept the default to filter the Requisitions listed.
3. Select the Requisition ID link to open the Requisition to be

changed.
4. Select the Change Requisition icon.
5. The Change Requisition page is displayed.

6. Change the Requisition header details as required.
7. Click on the Security tab to view the Assign Security

settings. If you have the authorisation to maintain
security, then you can select another User / Team if
required.
8. Click on the Custom tab to maintain the Requisition Trees

and / or User-defined fields, as required.
9. Press the Save Requisition button.
Result: Changes have been made to the Requisition header.

Hold
Introduction This section explains how to put a Requisition Header and

Requisition lines on Hold.
Conditions The eRequisitions user needs to be authorised in order to put a

Requisition on hold. Authorisation is set in Greentree, User
Preferences, SCM, Requisitions tab: ‘Can Release On-hold
Requisitions’.


held.
5. Tick the On Hold checkbox.
6. Press the Save Requisition button
Result: The Requisition and all Requisition lines within the selected
Requisition header have been put on hold.
Please note: This process sets the Requisition status to on hold.

Release
Introduction This section explains how to release an On-hold Requisition Header

and Requisition lines.
Conditions The eRequisitions user needs to be authorised in order to Release

an On Hold Requisition. Authorisation is set in Greentree, User
Preferences, SCM, Requisitions tab: ‘Can Release On-hold
Requisitions’.
2. Select the ‘On Hold’ status from the drop down list to filter
the Requisitions listed.

released.
5. Click on the ‘On Hold’ checkbox (this deselects the

option).
6. Press the Save Requisition button
Requisition header are no longer on hold.
Please note: This process sets the Requisition status from ‘On Hold’ to ‘Entered’,
to be submitted or approved.

Cancel
Introduction This section explains how to cancel a Requisition.

 Status of the Requisition is NOT ‘Cancelled’ or ‘Processed’.
When a Requisition is cancelled all Requisition lines within the

selected Requisition header are to be cancelled first.


cancelled.
4. Select the Cancel Line icon.
5. Select all the line items for cancellation. The checkbox in

the line labels row when ticked will tick all line items.
6. Press the Cancel Line Items button.
Requisition header are cancelled.
Please note: This process sets the Requisition status to cancelled.

UnCancel
Introduction This section explains how to un-cancel a Requisition.

 Status of the Requisition is NOT ‘Processed’ or ‘Submitted’.
When a Requisition is un-cancelled all Requisition lines within the

selected Requisition header are to be un-cancelled first.
2. Select the Cancelled status from the drop down list to

filter the Requisitions listed.

un-cancelled.
4. Select the Un-Cancel Line icon.
5. Select the checkboxes for the line items to be un-

cancelled as required, (the checkbox in the line labels row
when ticked will tick all line items).
6. Press the Un-Cancel Line Items button.
Result: The Requisition and selected Requisition lines are un-

cancelled.
Please note: This process sets the Requisition and Requisition line status from
cancelled to entered to be re-submitted for approval.

Delete
Introduction This section explains how to delete a Requisition.

 eRequisitions User has permission to delete a Requisition.
 Status of the Requisition is NOT ‘Cancelled’, ‘Processed’ or
‘Submitted’.
When a Requisition is deleted all Requisition lines within the

selected Requisition header are to be deleted first.


deleted.
4. Select the Delete Line icon.
5. Select all line items for deletion. The checkbox in the line
labels row when ticked will tick all line items.
6. Press the Delete Line Items button and OK to confirm

delete.
8. Press the Delete Requisition button and OK to confirm

delete.
Result: The Requisition and all Requisition lines are deleted.

Submit
Introduction This section explains how to submit a Requisition.

Permissions are set in Greentree, under User Preferences.
 Status of the Requisition is Entered or On-Hold (if the user has
permission to release the hold).


submitted.
4. Select the Submit icon.
5. Select all line items for submission. The checkbox in the

line labels row when ticked will tick all line items.
6. Press the Submit Line Items button.
Requisition header are submitted.
Please note: This process sets the Requisition status from entered to submitted
and the line status from entered to waiting approval. If not all the
line items are submitted, then the Requisition status remains
entered i.e. it represents the status of the line items’ earliest
status.

UnSubmit
Introduction This section explains how to unsubmit a Requisition.

 eRequisitions User has permission to unsubmit a Requisition.
 Status of the Requisition is Submitted.

3. Select the Requisition ID link to open the existing

Requisition, which contains the line that you wish to
submit.
4. Select the UnSubmit icon.
Please note: The UnSubmit icon is only available if the User has permission to
unsubmit a Requisition.
5. Ensure all line items are selected. (The checkbox in the

line labels row when ticked will tick all line items).
6. Press the UnSubmit Line Items button.
Result: The Requisition lines within the selected Requisition header

is unsubmitted. The Requisition is unsubmitted.
Please note: This process sets the Requisition line status and Requisition Header
status from submitted to entered.

Approve
Introduction This section explains how to approve a Requisition.

 Single or multi level Approval is set in Greentree > SCM Module
Control.
 If single level Approval is set, then the eRequisition User needs
to be able to ‘Approve Requisitions’. This is set in Greentree >
SCM User Preferences > eRequisitions. Approval from and to
amounts can be defined.
 If multi level Approval is set, then the required Approval Rules
need to be defined, which includes the eRequisition User as an
Approver.
 Requisition is of status ‘Entered’, ‘On Hold’ or ‘Submitted’.
1. Select the Approve Requisitions icon. All Requisitions

waiting for approval are listed for the View option
selected.
Please note: You can select the Document Type drop-down to limit the display
to Requisitions only. If ‘Allow Purchase Order approvals’ is ticked in
eRequisitions Module control, then All document Types are
displayed by default. You can select the Document Type drop-down
to limit the display to only Requisitions.
Single level approval: If ‘Show Requisitions outside of range’ is

ticked in SCM User Preferences, then all Requisitions awaiting
approval is displayed regardless of the Requisition total. If this
option is not ticked, then only the Requisitions with a Total within
the defined range, is displayed.
Multi-level approval: All Requisitions that include the User in the

Approval sequence are displayed.

approved.
3. Select the Approve icon.
Please note: The Approve icon is only available if the logged-in Approver is
allowed to approve the Requisition at that time, for example: single
level approval or within the correct sequence of multi-level
sequential approval. If an Approver accessed the Requisition
awaiting approval out of sequence, then the Approve Requisition
icon is not available.
4. Select the checkbox in the line labels row to tick all line
items.
5. Press the Approve Line Items button.
Requisition header are approved. You have the ability to enter an
Approval Reason, which is optional.
Please note: This process sets the Requisition line status from ‘Waiting for
Approval’ to ‘Submitted’. The Requisition Header status is updated
to ‘Submitted’.

Reject
Introduction This section explains how to reject a Requisition.

 Approvals are turned on in Greentree, SCM, System, Module
Control, Requisitions tab – ‘Use Approval Method’ is selected.
 For Single level approval, the User needs to be setup in
Greentree SCM User Preferences > eRequisitions, as able to
approve Requisitions. Approval from and to amounts can be
set.
 Requisition is of status ‘Entered’, ‘On Hold’ or ‘Submitted’.
1. Select the Approve Requisitions icon. All Requisitions

waiting for approval are listed.
Please note: If ‘Show Requisitions outside of range’ is ticked in SCM User

Preferences, then all Requisitions awaiting approval is displayed
regardless of the Requisition total’. If this option is not ticked, then
only the Requisition’s with a Total within the defined range, is
displayed.

approved.
3. Select the Reject icon.
4. Select the checkbox in the line labels row to tick all line
items.
5. Press the Reject Line Items button.
Requisition header are rejected. You have the ability to enter a
Rejected Reason, which is optional.
Please note: This process sets the Requisition line status from ‘Waiting for
Approval’ to ‘Rejected’. The Requisition Header status is updated to
‘Rejected’. If not all line items are rejected, then the Requisition
Header status is updated to ‘Entered’.

The reject reason is displayed when viewing details of the requisition.

Search
Introduction This section explains how to run a Requisition search.
The search allows you to define filters in order to view a limited list
of Requisitions.
Conditions None
Procedure How to run a Requisition search.
1. Select Requisition Search icon.
2. Enter the search criteria into the search field, press tab to
move between fields as required.
3. Select the Requisition id, Requisition Date, Expected Date

or Narration from the drop down list to search by.
4. Select the Branch to filter the search by from the drop

down list or accept the default.
5. Select the Supplier to filter the search by from the drop

6. Select the Location to filter the search by from the drop

7. Select the View filter from the drop down list to filter on
All, Mine or Team or accept the default.
8. Select from the drop down list the status to filter the
search by or accept the default.
9. Press the Go button to run the search. The first 20

records that match the search criteria will be displayed.
10. Select the Requisition ID link to view and edit details for
the Requisition.
Result: A Requisition search has been run.

Copy
Introduction This section explains how to copy an existing Requisition in order to

create a similar Requisition.
Conditions None

by default.

selected.
5. Select the Requisition ID for the Requisition Header you

wish to view.
6. The Details for Requisition screen is displayed.

7. Select the Copy Requisition button.
Result: A new Requisition number is generated and the

Requisition is saved. The Copied Requisition contains all the
information on the source Requisition.

My Purchase Orders
This gives access to a table of PO Purchase Orders generated from requisitions that
were entered by the logged in user. The Purchase Orders could have been
generated by another user.
This displays the Number, Date, Expected Date, Summary, Number of the
requisition from which it was generated, Status and Total.
You can click on the Purchase Order Number to view the details of the order.
Status
Select the status of the Purchase Orders you want to display.
Prev/Next
Click these to scroll through the list of Purchase Orders to see more, if required.

Generate PO
Introduction This section explains how to create a Purchase Order / Purchase

Orders for a Requisition.
Conditions The Generate PO icon can be turned off on a user by user basis in
Greentree > User Preferences > SCM > Requisitions > PO
Generation.
The Generate PO icon is hidden if the displayed Requisition is of

status ‘On Hold’, ‘Processed’, ‘Cancelled’ or ‘Rejected’.
Supplier is compulsory before the PO can be generated.

by default.
3. Select the Status of the Requisition for which you wish to

generate a Purchase Order.

selected.
5. Select the Requisition ID for the relevant Requisition.
6. Select the Generate PO icon.
Result: If single or multi level Approval is set in SCM Module

Control, then the Approval Requirements need to be met before the
PO is generated. Once approved, the Requisition Header and the
Line Items’ status are ‘Submitted’.
If Approval is not in use or the Requisition has been approved, a
PO is created in Greentree for each Supplier, based on the
Requisition line items.
7. The list of Purchase Orders for the Requisition is

displayed.
8. Select the PO Reference to view the detail of the Purchase

Order.
9. Select the View Requisition Detail icon to return to the

Requisition.
Result: The Requisition Status and Requisition Line statuses are

updated to ‘Processed’.

Show Purchase Orders
From the "Details for Requisitions" screen, it is possible to display a list of PO Purchase Orders
that have been generated from the processed Requisition.
Show Purchase Orders

Click this button to show the purchase orders generated from the requisition, as shown below.
From here you can drill down to each purchase order to view the details.

Email PO Purchase Orders
It is possible to email a Purchase Order in eRequisitions from the Details for
Purchase Order page.
Email Purchase Order

Click this to email the displayed Purchase Order to the recipient whose "Email address" is
specified on the page.
Email address
This defaults to the email address:
 of the user who entered the originating requisition, if the eRequisitions Module Control
"Default address for PO emailing" is set to "Requisition Assigned User", or
 of the originating requisition's Delivery Details, if the eRequisitions Module Control "Default
address for PO emailing" is set to "Requisition Delivery Details".
The email address can be overridden by the user.
On clicking "Email Purchase Order", the document is sent in the format specified on the
following:
 Purchase Order Status; if blank then
 Supplier (Integration tab); if blank then
 Purchase Order Module Control (Defaults tab)
If no report format has been specified on any of these, an error occurs.

Attachments
Introduction This section explains how to add, open and save attachments for
Requisitions.
Condition Attachment size is limited to the size specified in Greentree, SCM,

System, eRequisitions, Module control, Main tab.
Procedure How to add an attachment.

3. Select the Requisition ID link to open the Requisition to

add the attachment to.
4. Enter the add attachment path and file name or select the
browse button to choose the file.
5. Select the add button.
Result: The file / document has been added to the selected

Requisition.

Procedure How to open an attachment.

3. Select the Requisition ID link to open the Requisition the

attachment is attached to.
4. Select the Name, File Name, Size or Summary link of the

attachment required to be opened.
5. Select the open button.
Result: The file / document attached to the selected Requisition

has been opened for viewing.
Procedure How to save an attachment.

3. Select the Requisition ID link to open the Requisition the

attachment is attached to.
4. Select the Name, File Name, Size or Summary link of the

attachment to be opened.
5. Select the Save button.
6. Set the save in Location, file name, save as type and

select the save button.
Result: The file / document attached to the selected Requisition

has been saved to the specified Location and name.

Requisition line
View
Introduction This section explains how to view the detail of a Requisition line.
Condition None.

by default.

selected.
5. Select the Requisition ID for the Requisition you wish to

view.
Result: The selected Requisition’s header and summary of line

items are displayed.
6. Select the Line No for the line item you wish to view.
Result: The detail of the selected line item is displayed.

New
Introduction This section explains how to enter a new Requisition line into an
existing Requisition.
Condition This menu item is only available if the:

 Status of the Requisition is NOT Cancelled or Processed.
Procedure How to Open an existing Requisition.


Requisition you wish to enter a Requisition line to.
Result: The selected Requisition will appear on the screen.
Procedure How to enter a new Requisition line.
From the Main screen, Details for Requisition screen:
1. Select the Add Line icon.
2. An adding new Line Item screen will appear.

3. Enter the catalogue item required for this Requisition line
or select the binoculars link to search the catalogue using
the catalogue code, description, Supplier part and
Supplier as your selection criteria (if applicable).
4. Press tab to move between fields as required.
5. Enter the relevant line type, accept the default or select

from the drop down list the Requisition line type.
6. Enter the relevant tax type, accept the default or select

from the drop down list the Requisition line tax type.
7. Enter the relevant tax code, accept the default or select

from the drop down list the Requisition line tax code. Tax
Code defaults based on the following sequence:
 Supplier / Customer Tax code

 Inventory item / Non-stock code / JC Activity Code /
GL Account
 Company Tax code
Please note: The line type will determine the fields displayed prior to the line
data information and are shown below.
Line Type: Asset
8. Enter the code required for this Requisition line or select

the binoculars link to search the asset code using the
asset code, sub code and description as your selection
criteria.
9. Enter the analysis group as required for this Requisition

line or accept the default.
10. Enter the sub-code as required for this Requisition line or

accept the default.
11. Enter a reference as required for this Requisition line or

accept the default.
Line Type: General Ledger
12. Enter the account required for this Requisition line or

select the binoculars link to search the GL account code
using the account no, short code and description as your
selection criteria. The GL Account search screen displays
Alerts in a separate column if any exist on the GL
Account. Once selected, the GL Account is listed in the
field. Once again, if Alert text exists for the account it is
displayed as a fly-over hint i.e. hover the mouse pointer
over the GL Account.

13. eRequisitions Module Control hosts a setting ‘Default
company for GL Lines’. If this setting is set to ‘None’, then
you can search for GL Account in all Companies. If this
setting is set to ‘Logged In’, then the Company defaults
based on the GL Account selected. You can maintain
company as required.

accept the default.
15. If Transaction Analysis is turned on and a Transaction

Analysis Tree has been allocated to the General Ledger
Account, then you can select the Transaction Analysis
Tree through the use of the binoculars field in the Line
items table.
Line Type: Inventory
the binoculars link to search the inventory code using the
inventory search function (refer to the Inventory Search
section of this manual for further details).
17. Enter the relevant Location, accept the default or select

from the drop down list the Requisition line Location.
18. Enter the relevant unit, accept the default or select from
the drop down list the Requisition line unit.
19. Enter the allocated Job for this Requisition line (if
applicable) or select the binoculars link to search the Job
code using the Job code and name as your selection
criteria.
20. The IN Tran Type defaults to the Transaction Type set in

Greentree, User Preferences, SCM, Requisitions, JC IN
Tran Type. You can select another Transaction Type
through the use of the search field or leave the field
<blank>. The Transaction Type is used in Greentree
Requisitions when Inventory is allocated to the Job.
21. If Transaction Analysis is turned on and a Transaction

Analysis Tree has been allocated to the Inventory Item,
then you can select the Transaction Analysis Tree through
the use of the binoculars field in the Line items table.

Line Type: Job costing
the binoculars link to search the Job code using the Job
code and name as your selection criteria.
23. Enter the activity code required for this Requisition line or
select the binoculars link to search the activity code using
the activity code and description as your selection criteria.
24. Enter the work centre required for this Requisition line or
select the binoculars link to search the work centre using
the work centre and description as your selection criteria.
Line Type: Non-Stock Code
25. Enter the NS code required for this Requisition line or

select the binoculars link to search the non-stock code
using the code and description as your selection criteria.

accept the default.
Data Entry
27. Enter the Supplier code required for this Requisition line,
accept the default or select the binoculars link to search
the Supplier code using the code, sub code and name as
your selection criteria. If the Requisition Type is set to
have the Supplier Mandatory, then the system checks
upon save of the Requisition that a Supplier has been
entered.
28. Enter quantity requested as required for this Requisition

line.
29. Enter discount % as required for this Requisition line or

accept the default.
30. Enter Expected Date as required for this Requisition line

or accept the default.
31. Enter the price if applicable for this Requisition line or

accept the default.

32. Tick the quoted prick checkbox (if applicable), note: this
will change the price field to read only.
33. Type free form text into the Narration field. The length of
the Narration field is set in eRequisitions.ini.
34. Select the Save Line button.
Please note: Line Limits and overall Requisition Total limits can be set against
the Requisition Type. If set, the system checks to ensure that the
limits have not been exceeded.
Result: The Requisition line has been entered and saved.

Change
Introduction This section explains how to maintain a Requisition line.



change or view.
4. Select the Line No link to open the existing Requisition

line that you wish to change or view.
5. Make changes into any or all fields, or view details as

required.
6. Press the Save Line and Update Total button to save

changes or the ok button to close the line item details
screen.
Please note: Line Limits and overall Requisition Total limits can be set against
the Requisition Type. If set, the system checks to ensure that the
limits have not been exceeded.
Result: Changes saved, or information within the Requisition line

has been viewed.
Please note: Changes made to submitted Requisition lines that have been
cancelled and un-cancelled resets the status back to entered to be
re-submitted for approval.

Cancel
Introduction This section explains how to cancel a Requisition line within the
header.



cancel.
4. Select the Cancel Line icon.
5. Select the checkboxes for the line items to be cancelled as

required. (The checkbox in the line labels row when ticked
will tick all line items).
6. Press the Cancel Line Items button.
Result: The Requisition line within the selected Requisition header

is cancelled.
Please note: This process sets the Requisition line status to cancelled.

UnCancel
Introduction This section explains how to un-cancel a Requisition line within the
header.

 Status of the Requisition is NOT Processed or Submitted.


Requisition, which contains the line that you wish to un-
cancel.
4. Select the Un-Cancel Line icon.
5. Select the checkboxes for the line items to be un-

cancelled as required. (The checkbox in the line labels row
when ticked will tick all line items).
6. Press the Un-Cancel Line Items button.

is un-cancelled.
Please note: This process sets the Requisition line status from Cancelled to
Entered to be re-submitted for approval.

Delete
Introduction This section explains how to delete a Requisition line within the
header.

 Status of the Requisition is NOT Cancelled, Processed or
Submitted.


delete.
5. Select the checkboxes for the line items to be deleted as

required. (The checkbox in the line labels row when ticked
will tick all line items).
6. Select the Delete Line Items button.
7. Select the OK button to confirm delete.

is deleted.
Please note: Un-cancelled lines cannot be deleted as cancellation history is

recorded against this line.

Submit
Introduction This section explains how to submit a Requisition line within the
header.

 Status of the Requisition is Entered or On-Hold (and the user
has permission to release holds).


submit.
4. Select the Submit icon.
5. Select the checkboxes for the line items to be submitted

as required. (The checkbox in the line labels row when
ticked will tick all line items).
6. Press the Submit Line Items button.

is submitted.
Please note: This process sets the Requisition line status from entered to waiting
approval.

UnSubmit
Introduction This section explains how to unsubmit a Requisition line within the
header.

 eRequisitions User has permission to unsubmit a Requisition.
 Status of the Requisition is Submitted.


submit.
4. Select the UnSubmit icon.
Please note: The UnSubmit icon is only available if the User has permission to
unsubmit a Requisition.
5. Select the checkboxes for the line items to be

unsubmitted as required. (The checkbox in the line labels
row when ticked will tick all line items).
6. Press the UnSubmit Line Items button.
Result: The Requisition line/s within the selected Requisition

header is unsubmitted.
Please note: This process sets the Requisition line status from submitted to
entered. The Requisition Header status is updated to the earliest
line item status, therefore the status changes from submitted to
entered.

Purchase Order
View
Introduction This section explains how to view a Purchase Order.
Conditions ‘Allow Purchase Order Approvals’ needs to be ticked in Greentree

eModule Control > eRequisitions.
This item gives access to PO’s generated from eRequisitions or
Greentree that are waiting for Approval.
1. Select the Number of Purchase Orders awaiting Approval

from the Summary line located under the Purchase Orders
Approvals header.
2. The Requisitions Awaiting Approval screen is displayed

with the Search Criteria defaulting to Document Type =
PO. The table lists all the Purchase Orders Awaiting
Approval.
3. Select the PO Number to view the detail of the Purchase

Orders.
Result: The detail of the Purchase Order is displayed.

Approve
Introduction This section explains how to approve a Purchase Order.

This item gives access to PO’s generated from eRequisitions or
Greentree.
Single or multi level Approval is set in Greentree > SCM Module
Control.
If single level Approval is set, then the eRequisition User needs to
be able to ‘Approve Requisitions’. This is set in Greentree > SCM
User Preferences > eRequisitions. Approval from and to amounts
can be defined.
If multi level Approval is set, then the required Approval Rules
Approver.
1. Select the Approvals Menu Item.
2. Select Document Type ‘PO’.
Result: All the PO’s, awaiting approval, for the selected View are
displayed.
3. Select the PO Number for the Purchase Order you wish to

approve.

4. Select the Approve PO icon.
5. You have the ability to enter an Approval Reason, which is

optional.
6. Press the Confirm Approval button.
Result: The Purchase Order is approved.
Please note: You can also access the Purchase Order Awaiting Approval from the
Summary displayed on entry of eRequisitions. If any Purchase
Orders are waiting for Approval, then the header ‘Purchase Order
Approvals’ are displayed, as well as a summary line listing the
number of PO’s awaiting Approval.

Reject
Introduction This section explains how to reject a Purchase Order.

Control.
can be defined.
Approver.
1. Select the Approvals Menu item.
2. Update Document Type to ‘PO’ to limit the display to only

Purchase Orders.
Please note: All Purchase Orders, awaiting Approval, for the selected View are
listed.
3. Select the PO Number link to open the Purchase Order to

be rejected.
5. You have the ability to enter a Rejected Reason, which is

optional.
6. Press the Confirm Rejection button.
Result: The Purchase Order is rejected.
Please note: You can also access the Purchase Order Awaiting Approval from the
Summary displayed on entry of eRequisitions. If any Purchase
Orders are waiting for Approval, then the header ‘Purchase Order
number of PO’s awaiting Approval.

AP Invoices
View
Introduction This section explains how to view an AP Invoice.
Conditions ‘Allow Invoice Approvals’ needs to be ticked in Greentree eModule

Control > eRequisitions.
This item gives access to AP Invoices generated from Greentree
that are waiting for Approval.
4. Select the Number of Invoices awaiting Approval from the

Summary line located under the Invoice Approvals
header.
5. The Requisitions Awaiting Approval screen is displayed

with the Search Criteria defaulting to Document Type =
Invoice. The table lists all the Invoices Awaiting Approval.
6. Select the Invoice Number to view the detail of the

Invoice.
Result: The detail of the AP Invoice is displayed.

Approve
Introduction This section explains how to approve an AP Invoice.

This item gives access to AP Invoices generated from Greentree.
Control.
can be defined.
Approver.
1. Select the Approvals Menu Item.
2. Select Document Type ‘Invoice’.
Result: All the AP Invoices, awaiting approval, for the selected

View are displayed.
3. Select the Invoice Number for the AP Invoice you wish to

approve.

4. Select the Approve icon.
5. Press the Confirm Approval button.
Result: The Invoice is Approved.
Please note: You can also access the AP Invoice Awaiting Approval from the
Summary displayed on entry of eRequisitions (Main Menu). If any
AP Invoices are waiting for Approval, then the header ‘Invoice
number of Invoices awaiting Approval.

Reject
Introduction This section explains how to reject an AP Invoice.

Control.
can be defined.
Approver.
1. Select the Approvals Menu item.
2. Update Document Type to ‘Invoice’ to limit the display to

only AP Invoices.
Please note: All AP Invoices, awaiting Approval, for the selected View are listed.
3. Select the Invoice Number link to open the AP Invoice to

be rejected.
5. You have the ability to enter a Rejected Reason, which is

optional.
6. Press the Confirm Rejection button.
Result: The AP Invoice is rejected.
Please note: You can also access the AP Invoice Awaiting Approval from the
Summary displayed on entry of eRequisitions (Main Menu). If any
AP Invoices are waiting for Approval, then the header ‘Invoice
number of Invoices awaiting Approval.

Inventory
Search
Introduction This section explains how to run and create a Requisition using the
inventory search function.
The inventory search function enables the user to define filters in

order to display a grid type or tree list of all inventory items that
exist within the database, which meet those filter criteria set.
Inventory details, Locations, Suppliers and attachments can be

viewed and Requisitions created directly from the inventory details
screen.
Conditions This menu item is only available if the Inventory module is licensed
and turned-on in Greentree.
Procedure How to run an inventory search and create a Requisition.
1. Select the Inventory Search icon.
2. Enter the search criteria into the search field, press tab to
move between fields as required.
3. Select the item code, keywords, description, barcode or

alias from the drop down list to search by.
4. Select the Supplier to filter the search by from the drop

5. Select the Location to filter the search by from the drop

6. Press the Go button to run the search. The first 20

records that match the search criteria will be displayed.
7. Press the Tree Search or Normal button to switch between

the two search displays.
8. Select the Inventory Item Code link to view details of the

inventory item, including Locations, Suppliers and
attachments.
9. Press the Create Requisition button.

Result: An inventory search has been run and Requisition created.

Glossary
Database – a file composed of records each containing fields, with

a set of operations for searching, sorting, combining and other
functions.
Database Administrator – an individual responsible for the

design and management of the database. The administrator
determines the content, internal structure and accesses strategy
for the database, defines security and integrity of the data
structure.
Req – Abbreviated for Requisition.
eReq - eRequisitions: the web-based connection to the Greentree

Requisitions system used for capturing Requisition entries
electronically.
Requisition Header – the completed header information fields on

a Requisition. ERequisitions Requisition Header information fields
are Requisition number, Branch, Requisition Date, Expected Date,
urgent flag, Location, discount %, currency, currency rate, rate
fixed flag, status, on hold flag, Supplier details, delivery details,
narration, discount, net, tax and total amount fields.
Requisition Line – an asset, General Ledger, inventory, Job

costing or non-stock code line item requested for internal or
external purchase.

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User Manual

eRequisitions - Table of Contents

eRequisitions - Powered by Greentree eRequisitions Module 2

eRequisitions - Powered by Greentree eRequisitions Module 3

 Table of Contents – The listing of this manual’s content,

 Topic titles – The major headings on each page, for

 Block labels – The minor headings on each page for

eRequisitions - Powered by Greentree eRequisitions Module 4

eRequisitions is a web-based connection to the Greentree

 Requisitions: A Requisition is the finished combination of a

Note: Each eRequisitions user needs to be configured for

eRequisitions - Powered by Greentree eRequisitions Module 5

Introduction eRequisitions provides a variety of navigational tools that will assist

 Mouse and keyboard

Links A link is an underlined word that can be selected

! Display the online help for the Explorer program.

Ctrl Alt Toggles between eRequisitions and other open

Data entry – data can be entered into the field on a screen by

 Direct entry – to enter text into a field place the cursor

 Drop down list – this is a drop down list button. When

 Pop up list – when a binoculars icon is clicked on a search

eRequisitions - Powered by Greentree eRequisitions Module 6

Procedure How to log on:

1. From Microsoft Internet Explorer screen.

2. Select the File menu, select Open.

3. Enter the applicable eRequisitions Location based on how

Access from the Local LAN - type the computer name

Continued on the next page

eRequisitions - Powered by Greentree eRequisitions Module 7

Result: You have accessed eRequisitions.

Procedure How to exit:

Result: You have logged out of eRequisitions.

eRequisitions - Powered by Greentree eRequisitions Module 8

Procedure How to change the password:

From the Main screen:

1. Select the Change Password icon.

2. Enter the old password, press tab to move between fields

3. Enter the new password.

4. Re-enter the new password to confirm.

5. Press the Change Password button.

Result: The user password has been changed.

eRequisitions - Powered by Greentree eRequisitions Module 9

eRequisitions consists of a number of Menus: A Main menu and a

eRequisitions - Powered by Greentree eRequisitions Module 10

Main Menu Icons Summary Header Menu Bar

Main Menu – Gives access to the eRequisitions Main Menu.

My Reqs – Gives access to the eRequisitions Main Menu.

Approvals – Gives access to the eRequisitions Main Menu.

My Purchase Orders - Gives access to a table of PO Purchase

Continued on the next page

eRequisitions - Powered by Greentree eRequisitions Module 11

Help – Gives access to this eService User manual.

Log Out – Closes the user’s current eRequisitions session

Continued on the next page

eRequisitions - Powered by Greentree eRequisitions Module 12

Note: The approvals function is available if the Approvals Method

Create Requisition – Creates a Requisition for the selected

Save Requisition – The Requisition Header of the new

Approve Line Items – The displayed line items are

eRequisitions - Powered by Greentree eRequisitions Module 13

Summary Gives a summary of the eRequisition user’s Requisitions. Drill-down

The following fields are available on a Requisition:

The Requisition number is automatically generated by the system.

Continued on the next page