The Electronic Requisition (E-REQ) Process

1. To successfully send a E-Req, you first login to SACS and select ACCOUNTS PAYABLES from the Main Menu on the left,  then select PURCHASE REQUISITION from the ACCOUNTS PAYABLES menu items on the left side .
   
   
   
   

2. Once the PURCHASE REQUISITION module opens, to create a new REQUISITION,  you will first have to select ADD from the top right dropdown, then next select the Authority in the dropdown new to REQUISITION NUMBER
   
   
   

3. This step must be done for the requisition to be sent Electronically.
   Next select the DEPARTMENT ID.   The Department ID will coordinate with the authority (Requisition Number) you select .  You also can Date Needed,  And Delivery Address as needed
   
   
   
   

4. This step must be done for the requisition to be sent Electronically.
   Next check the box next to SUBMIT FOR APPROVAL to trigger an email to be sent to the approvers which are currently Sieg and Catherine for all requisitions up to $2500. If your requisition will exceed $2500, you must select the option under DEPARTMENT ID : AMOUNTS OVER $2501 which will trigger a change in approvers.   All E-Reqs over $2500 must be approved by Seig and the Executive Director.    You may also add comments & Justifications at the bottom of the card as needed.
   
   
   
   

5. Next select the VENDORS TAB.  Here you will need to add the vendor by selecting ADD VENDOR then clicking on the SEARCH BUTTON then type in the name of you vendor and select it once you have found it, then Click SAVE.   IMPORTANT: If you want to add a new vendor, please see Laurie Victory, the Procurement Officer for information on adding a vendor.
   

6. Next click on the ITEMS TAB,  then enter 1 or multiple items.  Ensure that the Quantity, Description, Unit, Cost 1 and GL  Account #  has been completed before clicking ADD.
   

7. Next you can go to the NOTES TAB and add personal notes as needed.
   
   
   

8. Next click on the ATTACHMENTS TAB.  If you want to scan in or attach a document from your PC to your E-Req, you will click on ADD ATTACHMENTS then either attach a document already on your PC or scan document  from your desktop scanner then type a description and click SAVE.
   

9. Now that you have entered all of the information, you now can click on SAVE.  A dialog box will pop up asking you if you would like to PRINT THIS REQUISITION?,  you will select NO. The reason you are saying NO to printing the E-Req is because it will be emailed to the approvers electronically.   NOTE: If you select PRINT,  the requisition will probably print, but it will NOT be sent electronically. 
   
   

10. Once complete you may close SACS.  Thereafter the SACS system will then email the E-Req to the 2 approvers.  They will either APPROVE or DENY the requisition.   If approved, you will receive an email from each of the approvers stating that your E-Req has been approved.   
    
    

11. You must then FORWARD BOTH APPROVED E-REQ notices to Laurie Victory, at Laurie@hacfm.org  . NOTE:  Laurie will not process the Purchase Order (PO) without both approval notices.   Once Laurie creates the PO, she will then email it to you the requester in PDF format for you to forward to your vendor.

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