The article will explain how to set up and work with the Requisition and Invoicing Module.
Requisitions
How to set up Requisitions
Before starting the work in the Requisition Module, some steps are required to be fulfilled.
Contacts Module
Define Clients and Contact Persons in the Contacts Module:
General Codes
Go to Setup > General Codes > Requisition and Invoicing.
Define Requisition Types
Define Requisition Codes
Define Requisition Statuses
Define Candidate Statuses
Global Options
There are 2 global options that are enabled by default and can be disabled if needed:
Remove unaccepted candidates from closed requisitions - when the Requisition status is changed to “Closed”, the Candidates that have not been accepted will be deleted from the Requisition.
Allow to assign accepted persons to new requisitions - it will be possible to assign the same employees to the new Requisitions if they are listed as Accepted Candidates in an existing Requisition.
How to work with the Requisitions
The Module is available under the Modules ribbon menu:
Creating a New Requisition
Press “Add Requisition” to create one.
Fill in:
Code - drop-down list from the defined in General Codes
ID - is generated by the system automatically. Code and ID will become Req. No once the record is saved.
Client - drop-down list from the Contacts
Contact Person - drop-down list from the select Client > Contacts Persons
Date From - default today’s date, can be modified
Status - drop-down list from the defined in General Codes
Pay Rate Currency and Charge Rate Currency - drop-down list of available Currency Codes
Other fields are free input
Defining Requirements for the Requisition
Use “Add Details” or Options > “Autocreate req. items”, and “Delete Details” to add/delete the Requirements for a Requisition.
You can also right-click on the Requirements field to access the same buttons:
Add details manually
If you used “Add details” to create Requisition Requirements, you will be first suggested to select the type of requisition:
And then you need to define the criteria for Requirements for each column from the drop-down lists:
You can also re-define the number of Required Candidates under the column Person Count > Req.
Autocreate req. items
Another option is to press the “Autocreate req. items” button and select a certain position on a definite vessel:
You will see that the needed information is filled in, and you will be able to fill in the remaining information, using the drop-downs.
Selecting Candidates
From the Crew list that shows in the Module you can drag and drop a person record to add the person to the list of Candidates:
Pick a person, drag, and drop to the right. The dialog window will list the requirements that were passed and not. You can choose to continue and add this person as a Candidate or Cancel the operations.
When you proceed to the next dialog window you need to select the Candidate Status from the available options:
You can update the Candidate’s Status later in the list of Candidates under a Requirement record.
In the Person Count columns Sel and Accp you will see the number of Selected and Accepted Candidates respectively.
You can also press the “Accepted List” button to see the list of accepted candidates. And here you can tag the person and create an activity for them by pressing the button “Create Activities”.
The following window will appear, where you can type in all the needed information. The information from Requisition Module is added automatically. You can make changes to it if necessary.
Changing the Requisition Status
From “Open” status you can change the Requisition to “Ready to Invoice” and then “Closed”, or “Cancelled”.
Usually before setting the Requisition to “Ready to Invoice”, you would first
Generate an Activity from a Requisition for the Accepted Candidates
Calculate Payroll for the Accepted Candidates
Finish Payroll and close period
When the Requisition is invoiced is done, you will set the status to “Closed”. If the Global Opiton to “Remove unaccepted candidates from closed requisitions” is enabled, the Candidates that have not been accepted will be deleted from the Requisition. The corresponding warning messages will appear.