Creating a Requisition to Submit to DGS One-Time Acquisitions (OTA) 1.0

Supplemental Job Aid

Date: 02/05/2018

Revision History

Date / Version / Location / Update Description
2/5/2018 / 1.0 / Original

Target Audience:Department Requestor, Department Requisition Processor,

Requisition Processor

Purpose: DGS OTA no longer accepts the STD. 66 Purchase Estimate (PE) from agencies using FI$Cal. FI$Cal departments are now required to submit their requests via a FI$Cal Requisition that contains information such as the mandatory DGS Bill Code(s), waivers, valid budget information, product specifications, shipping instructions and etc.This job aid highlights the required actions the Department Requestor, Department Requisition Processor, or Requisition Processor (Buyers) must perform prior to DGS OTA creating a Purchase Order (PO) from their Departmental Requisition.

NOTE:DGS OTA no longer accepts a STD. 66 from FI$Cal transacting agencies for their purchases that exceed their delegated purchasing authority.

Contact DGS OTA for clarification on the following processes at

Utilize the following FI$Cal training references:

  • UPK PO112- Creating Requisitions > Creating a Requisition Using Special Request
  • UPK PO112- Processing Requisitions >Managing Requisitions > Inserting a Requisition Ad Hoc Approver.

Creating a Requisition to submit to DGS OTA:

Step 1: Send email to to find out who is the OTA Requisition Ad Hoc Approver. You will need this individual’s name for later in the Requisition creation process. The Requisition can be created and saved while waiting for OTA’s response.

Step 2:Create a Requisition (Reference UPK PO112- Creating Requisitions > Creating a Requisition Using Special Request)

Step 3:Before entering any Line items, click on Requisition Settings hyperlink. On the Requisition Settings page, select an Acquisition Type and Acquisition Method and enter aRequisition Name.

Note: Requisition Settings is used when applying the same Acquisition Type, Acquisition Method, Chartfield strings, and Locations to all items of the Requisition.

Step 4:If every Line item is to be shipped to the same Location, perform the following actions; otherwise, move to next step.

  • On the Requisition Settings page, under Shipping Defaults select a Ship To Location. Buyers can search for their Departmental Locations by entering the Business Unit and clicking Look Up button.

Step 5: If every Line item is to have the same Chartfield values applied, perform the following actions; otherwise, move to next step.

  • On the Requisition Settings page, under Accounting Defaults Chartfields1, provide values to the following:
  • Account

  • Click the Chartfields2 tab and provide values to the following:
  • Fund
  • Reporting Structure (Rptg Structure)
  • Program
  • Appropriation Reference
  • Enactment Year (ENY)

Step 6: Click OK button

Step 7: On the Apply Distribution Changes message, select All Distribution Lines and click OK button.

Step 8: On the Special Request page, enter Item Details.(Reference UPK PO112- Creating a Requisition Using Special Request)

Step 9:Enter the DGS Billing Code, for each Line item within Additional Informationsection. The DGS Billing Code is formerly known as your department’s CAN. This information is required on the PO in FI$Cal, and the OTA buyer cannot complete the your PO without this number. Failure to include this information on the Requisition will delay the request from being processed.

NOTE:Additional Informationshould also be used to providemore detailed information that pertains to the item (e.g. model #).

Select Send to Supplier.

Step 10: After adding each item to the Cart, click Checkout button.

Step 11:Do not perform this step if you have selected a default Ship To Location on the Requisition Settings page.

  • On the Checkout – Review and Submit page, click the expand icon adjacent to each Line Item. Select the Ship To Address. Validate the Address that displays is the correct Ship To Address.

Step 12:Do not perform this step if you have selected default Chartfield Values on the Requisition Settings page. Click the expand icon adjacent to Line 1 Accounting Lines.

  • Click the Chartfields2 Tab from within Accounting Lines. Enter minimum required Chartfield values:
  • Account
  • Alternate Account
  • Fund
  • Reporting Structure (Rptg Structure)
  • Program
  • Appropriation Reference
  • Click on Chartfields3, enter minimum required Chartfield values:
  • Enactment Year (ENY)

Step 13: Do not perform this step if you have selected default values on the Requisition Settings page.For each Line item, perform previous steps of selecting the Ship To destination and entering minimum required Chartfield values.

Step 14: Click Save for Later button. Requisition ID is generated.

Step 15: Click the Check Budget hyperlink.If Requisition fails to pass Budget Check, consult with your Budget Analyst for correct Chartfield values then update the Chartfield values and perform Budget Check again until the Requisition reflects a Valid Budget Check.Failure to submit the Requisition with a Valid budget will delay the Requisition in being processed.

Step 16: Click Preview Approvals hyperlink.

Step 17: Perform the steps to insert an Requisition Ad Hoc Approver after Requisition Approver 2.(Outlined in UPK PO112- Processing Requisitions >Managing Requisitions > Inserting a Requisition Ad Hoc Approver) Insert the individual identified by OTA as the Requisition Ad Hoc Approver.

Step 18: Click Save & Submit button. The Confirmation page displays with the Requisition ID, Requisition Status, Budget Status, and the Requisition Ad Hoc Approver is the final approver in the workflow.

You have successfully created a Requisition to submit to DGS OTA.

FI$Cal.365 - Creating a Requisition to submit to DGS OTA 1.0

Created: 02/05/2018Page 1 of 14