Waccamaw EOC

This example will demonstrate how to create a purchase requisition on our system. Simply enough, it's called the Purchase Requisition System. See what the screens look like by clicking on the Example button on the right. Note that you must close each example before you can view another one.
Start the Purchase Requisition system by double clicking on the icon. A double click is when you click the left mouse button twice, quickly - without moving the mouse. Everything else is a single click of the left mouse button. It should look something like the one on the right.
The Cane Garden Software login screen will come up. There is a box to enter your Login Name and Password. Enter both and click on OK. If you don't know your name and password, or it doesn't work, call Tom in the IT Department.
The next screen will ask you to select a company. We only work with one company. It should read WACCAMAW EOC, INC. Click Enter to continue.
On the System Navigator screen, you only have two selections. One is Exit. Click the button labeled Purchasing.
You should arrive at the Purchasing Management screen. For most people you will only have access to the top two buttons on the left. If you click on one of the other buttons you will probably get a Security Violation error. That's because you are not supposed to use the other functions on the screen. For the next part of our example, click on Purchase Requisition in the top left corner.
In this example, there are no requisitions yet. Let's create one for some pad locks for the storage shed for IDC at the main office in Conway. Notice that the dot at the bottom of the screen is on Requisitions. That's where it should be. Click on the New button to continue.
Now we need to fill in the necessary information. You should see the date and requestor filled in already. These locks will be used for the IDC storage barn in Conway, so Adminstration is the approproiate location. Administration was chosen by clicking on the drop down button. That is the button on the right side of the box, it has a black upside down triangle on it. When you click on it, a list of choices will appear. You may need to scroll down to find your location. Scroll down by clicking on the button on the right, at the bottom of the list. Scroll back up by clicking on the button on the right, at the top of the list. To select your location, point and click on it. Since I'm using the agency credit card to purchase the locks at Lowe's, I select BANK OF AMERICA - BUSINESS CARD for the Vendor. Bank of America issued the card, so technically they are the vendor in this case. To choose a vendor, follow the same steps that you used above to choose a location. Tip #1. You can scroll much faster if you click on the scroll bar, just above the down button. The same works if you want to scroll up. Tip #2. If you type the first letters of the vendors name, quickly, it will get you close to the name. That can save some scrolling time. If your vendor is not on the list, you must call one of the ladies in accounting and ask them to add your vendor. For the Ship To location, I chose IDC in the same way as the location and vendor. It filled in the address automatically. Under General Description, I put a brief reference to what was purchased and where it was obtained. That's all we need to put on this screen. Click on the Items tab at the top of this screen.
Here you want to put in what was actually purchased. The cursor is on the Item # box ready for the item number. Enter the item number, the quantity, description and unit price. The U/M is for Unit or Measurment. In this example it was left blank. If sales tax is applicable, click the small white box. The Amount should fill in automatically. In the notes box, I typed some clarifying information that will be printed on the requisition. Next, click on the Distribution tab at the top of the screen.
This is how the screen will look before anything is entered. The first thing you need to do is select a budget to assign this purchase to. Click the Add button at the upper left of this screen to begin.
A list of available fund assignments will appear. You need to select which category the purchase best fits. At first this will seem a little confusing, but after a short time you'll become familiar with what belongs where. If you have a question, call one of the ladies in the Accounting Department in Conway for guidance. For our example, I chose Consumable Supplies by clicking on it one time. Then click the Select button.
You should return to the Distribution screen, and the cursor should be on the Percent block. In most cases the percentage will be 100. Type 100 in that block and click OK.
The main Requisitions screen will appear. At this point you're done. What you see on the screen is a line showing the requisition you just did. Notice at the far right that it shows, "Pending Approval" under Status. It's waiting now for your supervisor to approve it.
A good way for you to monitor your requisitions to see how far along to the process they are, is to click on the requisition once to select it. Then click on the Edit button, then click on the Approvals tab at the top. It shows who needs to approve it and whether or they did. When you're finished, click Exit on each of the screens to leave the Requisition System.