What a requisition is
A written request for money before it is spent — "I need 10,000 to buy cement for the Fatima Campus floor". It is raised by the person who needs the money, authorised by somebody else, and only then paid.
The three steps
-
Ask — My Requisitions. The requester enters what it is for, the campus, and
the items with their estimated cost. Nothing is spent yet. The requisition gets its own
number (
REQ-2026-0001) and sits as Pending. - Authorise — Requisition Approvals. The approver can sanction the full amount or less — approving 8,000 against a 10,000 request is normal and is recorded as such. A rejection needs a reason. Who decided, and when, is kept for good.
- Hand the money over — Issue Payment. Only after approval, and only up to the approved amount. You record the date, how it was paid (cheque, cash, bank transfer or online), the cheque number, and which account the money came out of.
And then the bill
The person buys the goods and brings back the bill. That is when the school has actually spent the money. Until the bill is logged, the amount stays recorded against their name — see Why an advance is not an expense.
Why three screens and not one
So that asking, authorising and paying can be three different people. If one person can do all three, they can authorise and pay their own request, and the requisition system has bought you nothing. Each step is its own permission in Users & Privileges: Requisitions — Request, Requisitions — Approve and Requisitions — Issue Payment. A school may of course give all three to one person, but it should be a decision, not an accident.
If a screen is greyed out
That is a permission, not a fault. Nobody holds these until your school grants them — which is deliberate, because these screens move money.