This job aid describes how and when to use Line Defaults, Mass Change, and Editing for All Lines as shortcuts when creating requisitions.
Definitions
What is a default?
A default is a value you set one time so you don't have to enter it multiple times.
When does it make sense to use a default?
Use defaults if you are creating a requisition for multiple items and all or most items have the same values in common. For example, if all or most items ship to the same location and to the attention of the same person, set Ship To and Attention as defaults.
What are Line Defaults?
Used for non-catalog requisitions only.
Must be specified each time you create a non-catalog requisition. Does not include the ability to set chart string defaults.
Line Defaults
Navigation: NUFinancials > My Homepage > Employee Self Service > Requisition > Manage Requisitions > Create New Requisition
- Click the Requisition Settings link. The Requisition Settings window opens.
- The Business Unit field may already have NWUNV. If it is not displayed, type that value in the field now.
- Click OK.
Line Defaults must be used with extreme care, or they could end up in unexpected places and replacing legitimate values. The aggravation begins when you must hunt for and replace all of the incorrect values individually.
What is Mass Change?
Mass Change is a function used to distribute the change for existing values or defaults found in requisition lines. Use this function to:
- Overwrite existing values or defaults that you previously entered.
- Overwrite existing values that the system supplies as defaults.
- Add a new value to multiple lines.
- Click the Mass Change link. The Edit Lines/Shipping/Accounting for Select Lines pop- up window opens. When you start to enter the Accounting Information, note that you will enter the GL Unit (on Chartfields2 tab) before any other values.
When all of the required information has been entered, click OK. A pop-up window appears. Select how you want the changes to be distributed by clicking the radio button for All Distribution Lines, Matching Distribution Lines, or Replace Distribution Lines. Click OK. You will be returned to the Edit Requisition page.
In addition, Mass Change:
- Is used for both catalog and non-catalog requisitions.
- Must be specified each time you create a requisition.
- Includes the ability to enter chart string one time and apply it to multiple line items.
Caution: It is highly recommended that the use of defaults be limited to Shipping and Chart Strings. Defaults placed in fields other than Ship To and chart strings may cause the system to remove the Vendor Catalog ID field data. After using defaults, check if the Vendor Catalog ID field is still populated.
What is Edit for All Lines?
Edit for All Lines is a link located in the Shipping Summary that is part of the Checkout – Review and Submit page. This function is similar to Line Defaults, only for Shipping Information and Accounting Lines for a specific requisition. To use Edit for All Lines, you will need to have created a requisition and to have reached the Checkout – Review and Submit page. Be sure that you have selected all lines of interest by clicking the check box at the beginning of each line, or by clicking the check box for Select all Lines.
A few lines have been removed for the example. You will need to find the Shipping Summary.
- Click Edit for All Lines.
The Edit Shipping For All Lines pop-up window opens.
Select the Ship To Location by using the find tool (magnifying glass). Add a name to the Attention field if required. In the Accounting Information line, enter the GL Business Unit (NWUNV) in the appropriate field under the Chartfields2 tab. Click Chartfields1 tab and enter Fund, Department, and Account number (scroll to the right).
When you are finished entering your information, click OK.
When to Use Line Defaults and Mass Change
When does it make sense to use Line Defaults?
Use Line Defaults if you are creating a non-catalog requisition for multiple line items and, for example, the same Unit of Measure (e.g., each or milligrams) applies to all line items. All other defaults available in Line Defaults are also available in Mass Change.
When does it make sense to use Mass Change?
Use Mass Change for any type of requisition when you want to add new values or overwrite existing values or defaults. Use also to apply a single chart string to multiple line items. (NOTE: For modifications to fields other than Ship To and chart strings, the system may remove the Vendor Catalog ID field data. Check if the Vendor Catalog ID field is still populated.)
Can you use both Line Defaults and Mass Change in the same requisition?
Yes, if it’s a non-catalog requisition. For example, you could set defaults for Ship To, Unit of Measure, and Attention using Line Defaults, then apply the same chart string to all line items using Mass Change.
Line Defaults (for non-catalog requisitions only)
- The same defaults available in Line Defaults for non-catalog requisitions are available in Mass Change -- with the exception of Unit of Measure which is only available in Line Defaults.
- Line Defaults does not offer defaults for accounting information (e.g., chart string); use Mass Change.
When looking up a category, select the categories in CAPITAL LETTERS, not the categories which begin with a number.
Mass Change (for catalog and non-catalog requisitions)
- May be used for catalog or non-catalog requisitions.
- All fields display as blank on the Mass Change page.
- Data defaulted by the system or previously entered by user is retained but does not display.
- If you enter data on the Mass Change page, what you enter will replace or overwrite any other previously entered or defaulted data when you click Apply.
Mass Change (Non-Catalog Requisitions)
When looking up a category, select the categories in CAPITAL LETTERS, not the categories which begin with a number.
After entering values on the Edit Lines page, click OK.
For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) or email servicedesk@northwestern.edu.