CUNYfirst Requisition & Receipt Creation Guide Purchasing and Accounts Payable Office

1 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Procurement Overview provided by Hostos Community College

2 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Create Approve

Define Requisition

Add Items/Services

Supervisor Level 1 & 2 Approvals

Budget Check

Validates Budget

Receive

Enter Receipt

Review and Submit

Category Approval Creates PreEncumbrance Goods Inspection

Return to Vendor

Requisition: A requisition is simply an authorized request for the purchase of goods and/or services. The request is submitted to Purchasing for processing and conversion into a purchase order and then sent to the selected vendor. Create requisitions: This process involves: defining the goods and/or services required, adding these items into the requisition, verifying the category information and reviewing and submitting the requisition for approval. Please attach any supporting documentation/quotes for faster processing. Requisition Routing and Approval: Requisitions are automatically routed for approval to the designated departmental approver. The approver can view the requisition history, amend or reject the requisition, attach supporting documentation, return the requisition to the Requestor, or approve and release the requisition. Also, if applicable, technology, hazmat and furniture purchases require an additional approval. Budget Check: Budget check runs automatically on an hourly basis. Budget will be valid or not valid. If valid, the purchase order will be generated after Purchasing converts, reviews, processes and approves the requisition. Once Purchasing approves and converts the requisition into a purchase order then it is sent to the vendor. Receive Goods: The receiving function provides verification of receipt of goods/services. The Requestor creates a receipt which then provides Accounts Payable the authorization to process payment so long as the invoice has been received. Requisition Overview provided by Hostos Community College

3 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

CUNYfirst Requisition Creation

Enter username and password to enter system

Click “Financial Supply Chain”

Click “eProcurement” to access the online requisitioning module

4 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Click on “Create Requisition” to access online requisitioning module

Enter Requisition Name for easier reference Click Continue to enter requisition information

5 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Click “Special Item” or Special Request and then Special Item

You will need to complete Item Description, Price, Quantity, Unit of Measure, Category and Vendor ID

6 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Description, price and quantity completed.

Click magnifying glass to select Unit of Measure

7 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Change drop down field to Contains and enter Unit of Measure click Look Up 8 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Unit of Measure results appear. Click on Unit of Measure

Unit of Measure is populated

9 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Click magnifying glass to select Category

Change Category to DESCRIPTION and the enter description of goods/service click FIND

10 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

The data description with “Catering” appear. Click on “Category Number” to populate description on requisition.

Category field will be populated

11 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Click magnifying glass in Vendor field to select vendor

Enter Vendor name in Short Vendor Name field (you only need to enter the first few letters of a vendor name. The full name is not necessary and may not be in the system with the same spelling as you may expect)

12 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

To look up a vendor such as Restaurant Associates you can type Restau and then click “FIND”

Select Vendor by clicking on Vendor ID Number of correct vendor

13 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Vendor field is populated

Click “Add Item” to add this request to requisition. 14 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

You can now add additional items if desired follow steps above for multiple items Click “Review and Submit” when you have completed all requests for this requisition.

Requisition Summary appears on left side of screen 15 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

To add an attachment or comment to your requisition

Click on Bubble to add comments or and attachments.

If you have an Attachment such as a quote click here. Add Comments in this field.

16 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Sample comment

When adding an attachment this option will appear so you can select a file to upload from your computer or scan folder. Click Browse to access folder where file is located.

17 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Select file from the computer folder where file is saved and click open to attach, then click Upload.

Selected file will be attached and appear as indicated. If you have additional attachments follow the same procedure again. Once you have attached all documentation click OK.

18 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Bubble will now have dotted lines to indicate there is an attachment or comments.

Review line details, click triangle next to line

19 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Verify Chartfield information by clicking on Tabs Chartfield1 info has delivery location, quantity and account that can be changed Percent relates to percentage of expense for requisition and for each line of req. GL Unit is constant for the Graduate Center which is GRD01

20 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Chartfield2 has expense information. All fields are automatically populated based on system setup information. The only change may be in the “Dept” if you have rights to create a requisition for more than one department.

Chartfield3 does not require any changes by requestor. 21 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Details is also an informational tab not requiring changes

When the requisition is completed To review a requisition first click click “Save & Submit “Save & Preview Approvals” You must click “Save & Submit” before the requisition can be processed for approval

22 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

CUNYfirst Requisition Approval

Enter username and password to enter system Click “Financial Supply Chain”

Click “eProcurement” to access the online requisitioning module

23 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Click “Requisition Approval” to access the online requisitioning module

Click magnifying glass to select “Business Unit”

24 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Business Unit will appear and click

GRDPR

Business unit will populate field. Click “Search for requisitions awaiting approval

25 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Click on Requisition number for approval. If you click on requisition the data will appear for review prior to approval or rejection of request

Requisition data will be displayed click “Select All” or in box on line to review information

26 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Click “View Line Details” to view requisition information

Requisition information is displayed, Click red X to close information

27 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

System reverts back to Requisition Review Click in triangle next to “Review/Edit Approvers”

Approver information is displayed, Approval is completed by authorized Departmental approver by clicking on Pending box. Pending Approval is Blue Approved requisitions are Green Rejected requisitions are Red

28 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Category Codes OTPS Category Codes & Accounts Category Code 8411000000 3120000000 8210000000 4511000000 8412000000 2611000000 3117000000 7210000000 7210150000 8016000000 7611150100 7611000000 4910000000 5611000000 8510000000 4321160000 4321000000 8111000000 3011000000 2411000000 3017000000 8115000000 8612000000 3912000000 2612000000 7210150600 3015000000 7210210300 7210290000 4016000000 4619000000 4619000080 7210150900 4920000000 5210000000 3118000000 7213000000 8214000000 2711000000 3116000000

Description

Account

Description

Account

Accounting & auditing Adhesives & sealants Advertising Audio visual equip Banking & investment Batteries & generators Bearings, bushings, gears, etc Bldg maintenance & repair svcs Building Maintenance Office Services Cleaning Services Cleaning & Janitorial svcs Awards Office furniture $25K Printing & Publishing Services Maint and Cleaning Supplies Maint and Cleaning Supplies

51006 51006 53101 51006 53102 53104 51006 53906 53906 53103 53904 51006 51006 55001 51203 51006 51006

29 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

0000003000 9011000000 8011000000 4010000000 4010000090 7210151100 4810000000 5612000000 5612000090 8413000000 3016000000 4712000000 4713000000 4713000090 4713000080 4110000000 4112000000 3910000080 8012000000 3911000000 3911000080 1512000000 1512000090 7810000000 8014000000 4230000000 5121000000 2510000000 6013000000 4322000000 4411000000 7215406600 4410000000 4412000000 4412000090 2414000000 3121000000 1410000000 1410000090 1411000000 1411000090 7811000000 0000002000 9999000600 9999000400 9999000500

Honoraria Hotels & lodging Human resources svcs HVAC equip HVAC equip - Grn HVAC Maintenance Institutional food svcs equip Instructional furnishing Instructional furnishing - Grn Insurance & retirement svcs Interior finishing matrials Janitorial equipment Janitorial supplies Janitorial supplies - Grn Janitorial supplies - Haz Laboratory & scientific equip Laboratory supplies & fixtures Lamps, bulbs & parts - Haz Legal svcs Light Fixtures & parts Light Fixtures & parts - Haz Lubricants, oil, grease Lubricants, oil, grease - Grn Mail & cargo transport Marketing & distribution Med training supplies Miscellaneous drug Motor vehicles Musical Instruments & parts Network Communication accssrs Office & desk accssrs Office Equipment Maintenance Office machines Office supplies Office supplies - Grn Packing supplies Paint, primer, finishes Paper mtrls Paper mtrls - Grn Paper products Paper products - Grn Passenger transport Payments to Students(stipends) P-CARD Books P-CARD Classroom Supplies P-CARD Conference Registration

52701 52253 52810 54006 54006 53105 53911 53902 53902 52609 51006 51006 51006 51006 51006 53911 51101 51006 52651 51006 51006 51006 51006 51305 52752 51101 51004 55011 53911 53909 51001 54001 53903 51001 51001 51004 51006 51002 51002 51002 51002 52002 54151 51401 51105 52352 30

Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Honorariums & Lecture Fees Out of Town-Non PSC Lodging Services-Other Consulting Air Mgmt Sys $25K Services-Other Security Equipment < $5K Office Equipment < $5K Other Supplies Other Supplies Printing & Publishing Services Maint and Cleaning Supplies Construction Expense= >$25K Postage Books Office Equipment < $5K Printing & Publishing Services Printing & Publishing Services Services-Construction Consult Security Equipment < $5K Maint and Cleaning Supplies Printing & Publishing Services Laboratory Supplies Services-Catering Other Supplies Services-Armored Car Security Equipment < $5K Services-Security Guard/Svcs Other Supplies Software < $5K Comp Software => $5K Maintenance-Record Storage Maint and Cleaning Supplies Periodicals/Subscriptions Medical Lab Equip= > $5K Laboratory Supplies Telephone Maintenance Telephone - Long Distance IT Supplies IT Supplies Telecom Equip < $5k

52551 51001 53203 51402 51004 51003 53154

Services-Office

52819

55001 52816 53906 53903 51004 51004 51203 51006 55001 51301 51401 53903 51203 51203 52808 53906 51006 51203 51101 52805 51004 52804 53906 52814 51004 53910 55007 54004 51006 51402 55013 51101 53204 53202 51003 51003 53909

5510150900 7613000080 8888000800 8888000900 8888000500 8888001100

Text Books Toxic waste cleanup - Haz TRAVEL CARD Airfare non PSC TRAVEL CARD Auto Rep non PSC TRAVEL CARD Conference Registr TRAVEL CARD Ground tra non PSC

51401 53112 52251 52252 52352 52254

8888001000 8888000400 8888000100 8888000200 8888000300 7612000000 7612000080 4710000000 4710000080 5213000000 9410000000 4231000000 8211000000

TRAVEL CARD Lodging non PSC TRAVEL CARD O of T Ground Tran TRAVEL CARD Out of town Airfar TRAVEL CARD Out of town Auto R TRAVEL CARD Out of Town Lodgin Waste disposl & treatmnt Waste disposl & treatmnt - Haz Water treatment supply Water treatment supply - Haz Window treatments Work related orgs Wound care products Writing & translations

52253 52204 52201 52202 52203 53113 53113 51004 51004 53902 52551 51101 52816

32 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Books Waste Removal-Hazardous Out of Town-NonPSC Airfare Out of Town-NonPSC Auto Rent Conference Conv Seminar Out of Town-Non PSC Grnd Trans Out of Town-Non PSC Lodging Out of Town-PSC Grnd Trans Out of Town-PSC Airfare Out of Town-PSC Auto Rental Out of Town-PSC Lodging Waste Removal Waste Removal Other Supplies Other Supplies Office Furniture < $5K Dues and Memberships Laboratory Supplies Services-Other

51401 53112 52251 52252 52352 52254 52253 52204 52201 52202 52203 53113 53113 51004 51004 53902 52551 51101 52816

Purchasing Contact information – Room 8105 Ronald Paynter – Director – Extension 7609, [email protected] Deborah Molina – Extension 7621, [email protected] Maurice Wynter – Extension 7652, [email protected] Purchasing requisition section developed by Ronald Paynter, Director of Purchasing and Contracts

33 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Accounts Payable

Vendors are entitled to receive payment within 30 days of receipt of goods/ services. Receivers are obligated to submit receiving reports promptly to ensure the College meets payment terms on invoices. Failure to submit a receiving report in a timely manner may result in interest charges being incurred; interest charges are added automatically by the State. All purchases for goods / services, regardless of the dollar amount require a PO. Likewise, all PO’s require a system generated receipt to be entered into CUNYfirst. There are no direct payments to vendors. Upon receiving goods / services ordered, the Receiver should examine the product to ensure all items have been received in good condition. Any discrepancies with the order should be brought to the attention of the Purchasing Department and/or vendor. Once goods / services are deemed acceptable, the Receiver is required to enter a system generated receipt in CUNYfirst. Attach signed and dated packing slips or receiving report into the system. The dates recorded on the packing slip and the date recorded in the system generated receipt in CUNYfirst must match or it may cause payment to be delayed. Forward all original supporting documentation to Accounts Payable. The State mandates that Accounts Payable receive and retain all original documentation. All receipt of goods / services shall be entered into CUNYfirst even if they are partial shipments. The vendor will invoice partial deliveries and is entitled to receive payment. The matching feature will not allow a payment to be made in full if the invoice does not match the receipt. If the product received requires inspection, the Receiver must contact the Inspector with the CUNYfirst receipt ID number. After inspecting the product, the Inspector will record the inspection in CUNYfirst.

34 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Items requiring inspection:

Inspectors (Departments)

Technology

Office of Information Technology     

Facilities Furniture

Facilities Service   

Hazardous Materials

Michael Byers Charles Scott Ray Ring

Securities & Public Safety 

35 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Jose Castaneda Heydi Hernandez Tawana Spellen Davonne White Danielle Williams

John Flaherty

Payments will be processed when the PO, receipt, (and if necessary, inspection) and invoice have all been entered into CUNYfirst and match. If any of these are incorrect or have not been entered into CUNYfirst, payment will not be processed.

What is Matching? Four-Way

IT, Hazardous Materials and Furniture/ Facilities

Most Goods and Services

Three-Way Purchase Order Voucher

Receipt

Purchase Order Voucher

Receipt Inspection Receipt

Due to the system’s security and internal control measures, the Purchasing and Accounts Payable personnel are unable to add requesting or receiving information on behalf of the Departments.

36 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Login to CUNYfirst: Select Financial Supply Chain

Select Purchasing

37 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Select Receipts

Select Add/Update Receipts

38 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Click on the Look Up (magnifying glass)

1.



Select Business Unit – GRDPR



Click ADD

Enter the Purchase Order Number in the “ID” field

2. If you do not know the PO #, Leave the ID field blank and select SEARCH.

39 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

1. All existing PO’s will populate in Retrieved Rows 2. Select the PO you are receiving by clicking in box next to PO number 3. Once you select the PO Click OK

40 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

1. The Receiver records the ‘Quantity’ or ‘Amount’ for the good/services received for each PO line. 2. In the case of an Amount Only PO, the Price field will be available.

After entering the quantity or dollar value received click SAVE

41 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Go to ‘Add Comments’ to attach a signed receipt; Packing Slip, Bill of Lading, Receiving Report or Invoice

1. Click Attach and Upload documents 2. Add any relevant information in Comment field ie. Related PO number

3. Click OK

42 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Click ‘Header Details’

Modify the Receipt Date to the date you received the goods/services (receipt date will default as current date). Click OK

43 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

1. Note that Receipt ID has been generated

2. Click on the ‘More Details” tab. If the box is checked, then an inspection is needed

3.

Once the receipt is SAVED Document the Receipt ID. It is best practice to print the Receipt ID page. The signed original documents along with a copy of the Receipt page shall be forwarded to Accounts Payable for processing.

If an inspection is needed, notify the inspector to complete the receipt

44 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

The Receiver can cancel the Receipt by clicking the

‘X’ at the header level or cancel a PO line at the Receipt Line

(Cancelled transactions are irreversible)

1. Click Find an Existing Value 2. Select Business Unit 3. Select “contains” 4. Enter Receipt ID Number 5. Click Search

45 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

Select Receipt Number

Click Document Status to View Related Documents 46 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

View Requisition and Purchase Order relating to Receipt

47 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

1. Select Business Unit: GRDPR 2. Add a new receipt 3.

Search for the PO by adding the PO number in the ID field and click Search

4.

Select checkbox of PO

5. Click OK 6. Enter Price shown on invoice for Amount Only PO or enter Quantity received for Quantity PO. Amount only PO’s will default to the original PO amount. This number must be changed to match the invoice. Record the number of goods received per line in quantity PO’s. You will not see the amount originally ordered 7. Click Save If an inspection is required a box will pop up notifying the receiver that they must contact the inspector with the Receipt ID number so they can complete an inspection receipt 8. Click on Add Comments and add any relevant documentation (signed and dated packing slips or invoices) Enter PO number in comments and other relevant information (recommended) 9. Click on Header Details to modify Receipt Date 10. Change receipt date to reflect the actual date of goods/services were received per packing slip, invoice or date(s) of service. Receipt date will default to current date, date is used to calculate interest charge by the State if applicable. 11. Click on Document Status to review receipt and verify status (pending, approved, rejected). 12. Print a screen shot of the Document Status page, sign, date, and attach it with all original documentation and forward it to Accounts Payable.

Accounts Payable Contact information – Room 8105 Angella Bowley – Director – Extension 7668, [email protected] Carmen Ortiz – Extension 7665, [email protected] Cheryl Whyte-Weiss – Extension 7664, [email protected] Accounts Payable receipt section developed by Angella Bowley – Accounts Payable Director 48 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013