Financials 9.2
Requisitions: Training Guide
Beth Stanton, x77195 Purchasing Office, x75142
March 2014
Requisitions: Training Guide Requisition Process Reference Materials .....................................................................3 Add a Requisition ......................................................................................................9 Buyer Assigned ....................................................................................................... 20 Cross Referencing Purchasing-Related Documents through Document Status ............. 22 Cross-Reference Req to PO through Requisition Inquiry ............................................ 26 Multiple Distributions or How to Split Charges between Different Chartfield Strings ..... 28 Print Requisition ...................................................................................................... 33 Print PO Copy ......................................................................................................... 36 Unit of Measure (UOM)............................................................................................ 39 Description ............................................................................................................. 39 Category Code ........................................................................................................ 41 Location Code ......................................................................................................... 42 Add Comments/Edit Comments ................................................................................ 43 Sales Tax and Shipping/Freight ................................................................................ 45 Supporting Documentation ...................................................................................... 45 Accounting Information ........................................................................................... 45 Resources............................................................................................................... 46 Contacts ................................................................................................................. 46
March 2014
Requisitions: Training Guide
Requisition Process Reference Materials Requisition’s Role in the Purchasing Process
A requisition is a request to purchase goods or services. It originates in a department and after approval is routed to the Purchasing Office for review, bidding (if necessary) and processing into a purchase order. A requisition and a purchase order are not the same: the purchase order is a contract between the university and the supplier whereas a requisition is merely an internal request. Commodities (or goods) are delivered to the Receiving Department, recorded as received (an essential part of the supplier getting paid), then delivered by Receiving to the originating department. For most services, the supplier performs the service and submits their invoice to Accounts Payable for payment – Receiving does not get involved. Department
Purchasing Office
Requisition Created
Requisition reviewed and assigned to a buyer
Requisition Approved
Buyer reviews items, if necessary, secures additional required approvals (e.g., equipment), obtains quotes or develops specifications with department assistance and issues formal bid. Requisition sourced to purchase order.
Purchase Order dispatched to vendor by mail, fax or phone.
.
Vendor
If vendor accepts order, fills by shipping goods or providing service.
Goods
For goods, ships items to campus Receiving
Goods
Receiving
Accounts Payable
Accepts shipment, records receipt
Vendor issues invoice for goods or service provided which is entered into system as a voucher against the purchase order.
Delivers items to originating department
System “matches” voucher against standard PO and receiving rules. Once all rules are met, voucher budget checks and posts.
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Payment is generated.
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Requisitions: Training Guide
Components of a Requisition A requisition is composed of a Header, Lines, Schedules, and Distributions. PeopleSoft is a line based system, so most of the information is carried from the requisition to the purchase order at the line level. There are, however, a few components in the header record that travel with every line of the requisition. The rest of the requisition is composed of one or more lines. Each line has at least one schedule; each schedule has at least one distribution.
Header information includes:
Requisition Number Requester Name Approval Status Header Comments
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Header Comments:
Line information includes:
Quantity Unit of Measure (UOM) Item Description Unit Price Category Code
Buyer (assigned by Purchasing Office)
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Line Details:
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A Schedule is part of a line:
Used to advise suppliers to delivery different quantities on different dates (for example, you order 10 EA of an item, but want 5 delivered on one day and the remaining 5 one week later) Each line has at least one schedule
In most cases, only one schedule is necessary
A Distribution is part of the schedule which is part of the line. It includes:
Account(s) to be charged On-campus delivery locations (e.g., where Receiving delivers items) Each schedule has at least one distribution
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Header, Line, Schedule, Distribution Relationship • •
•
Each requisition has only one header and at least one line; Each line has at least one schedule; Each schedule has at least one distribution.
Header Line 1
Schedule 1
Line 2
Schedule 1
Distribution 1
Distribution 1
Schedule 1
Distribution 2 Distribution 1
Line 3 Schedule 2
Distribution 1 Distribution 2
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Add a Requisition Steps to create a simple requisition Navigate: Menu > Purchasing > Requisitions > Add/Update Requisitions
1. On the Add a New Value tab Verify the Business Unit – • Stateside use SBCMP • University Enterprises Corporation use SBFDN • Philanthropic Foundation use SBPHL • Do not enter requisitions for SBASI or SBSUN business units: Those units do not utilize the functionality. click
(Do NOT type over NEXT in the Requisition ID box— Always leave it at NEXT.)
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This “Default comment added for Ship To…” message box may come up, click OK if it does. If you don’t get the message, don’t worry.
2.
On the Requisition page click on Requisition Defaults hyperlink
3. Use Requisition Defaults page to define default values for your requisition: • •
• • •
Change the Default Options from “Default” to “Override” Assign supplier: If you know the supplier ID, use it, or if you don’t, find the supplier (see Supplier Search, below ) . If supplier is not in the database, leave field blank and note the supplier’s name, address, phone and fax numbers in a Header Comment. Assign a Category code if all or most lines will fall under same code Assign a Unit of Measure (UOM) Assign Due Date if items are needed by a specific date. Leave blank if 21 days after receipt of order (ARO) is acceptable.
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• • •
Assign Chartfield Values: Account, Fund, DeptID, Program, Class, Project Verify on-campus delivery location (defaults from Requisitioner), or change if appropriate. Click when finished
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Supplier Search There are two ways to search for a Supplier in Requisition Defaults. The recommended method is to use the Supplier Lookup hyperlink which offers more searching flexibility and is shown below. As an alternative, the “Look up Supplier” button can be used, but the search is limited to the supplier ID and/or the ShortName: the supplier ID is not usually known and the ShortName is sometimes formatted differently than the actual Name and consequently you may have more unsuccessful searches than if you use the Supplier Lookup method. Click the Supplier Lookup hyperlink. • Enter the first few letters of the supplier’s name; insert the % wildcard character at the beginning if you’re unsure if what you’re searching on is actually the first word (%sehi, for example) • Click
Search Results show a list of suppliers meeting the search criteria – if no suppliers m eet the criteria , click , leave the field blank and later enter the supplier name, address, phone and fax numbers as a Header Comment.
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• •
Select the supplier you want by clicking the Sel box next to the Supplier ID If you’re sure this is the supplier you want, click , but if you want to verify, click the Address hyperlink
•
On Address page, after reviewing address information, click On Supplier Lookup, click to choose the selected supplier
•
• •
Back on Requisition Defaults the supplier ID and Location code now will be populated Complete the other Requisition Default fields. Click when finished
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4. Back on the Requisition page, on Line 1, enter a Description, Quantity, and Price – if you entered a UOM and
Category on the Requisition Defaults page, you don’t have to enter them again here, the fields will populate with the default values when you save the requisition. If not, fill them in now.
5. To add more lines, click the
button at the end of the first line. A prompt box will appear, allowing you to specify how many more lines; enter a number and click OK
Note: At this point, don’t worry if you add too few or too many lines – you always have the option to add more or to delete blank ones later.
6. Enter a description, quantity, and unit price for each of your other lines. If the unit of measure and category
codes you entered at Requisition Defaults still apply, you can leave those fields blank, they’ll populate later. If not, fill them in now.
7. Delete any blank lines by clicking the
at the end of that line
8. When you’ve finished, click 9. Upon saving, a Req ID is issued.
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10. Sales Tax is not calculated at the requisition level – do NOT enter a line for sales tax or include it in the unit price. The tax will be applied on the purchase order.
Shipping or Freight – if you know what the supplier will charge for shipping, enter a Header Com m ent that includes the information so that the buyer can include it on the purchase order. Do NOT add a line to the requisition. If you don’t really know what the shipping cost will be, don’t worry about it as purchase orders are set-up to allow for shipping
11. Click
to approve the requisition. Status changes to Approved
12. Click
to Budget Check the requisition. Budget Status changes to Valid Req is ready for Purchasing to work
13. To view/print a copy of the requisition from the requisition page, click the View Printable Version hyperlink at the bottom of the Requisition page
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14. If a message, “Do you wish to save the current document?” comes up, click Yes
15. A warning message may appear: “No RenServer setup for Event Notification….” Click OK.
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Requisitions: Training Guide 16. Navigate: Menu > Reporting Tools > Report Manager
17. Click the Administration tab
18. Click
until the most recent instance of the Requisition Print SQR process has a status of Posted. 19. Click the Requisition Print SQR hyperlink and a new window or tab will open up: Pop-ups need to be enabled.
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Requisitions: Training Guide 20. Adobe Acrobat will open and your
requisition will display: you can print this file to a local printer and/or save a copy to your computer.
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Buyer Assigned
A buyer is assigned to work a requisition usually within one day of the requisition being entered into the system. Requisitioners can find out who has been assigned by checking the requisition’s Line Details: 1. 2. 3.
Navigate: Menu > Purchasing > Requisitions > Add/Update Requisitions Click on the Find an Existing Value tab Verify the Business Unit and change if necessary. Enter the Req ID with leading zeroes. Click
4.
Make sure one of the lines has been selected – in this example, it’s line 1
5.
Click on the Line Details
icon next to a line number
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6.
The Details page for that line opens. Note the Buyer Name, then for additional information, click the Buyer Information hyperlink. If no buyer name appears, the buyer has not yet been assigned. You might want to verify that the requisition has been approved and budget checked. If it has not, the req is not available for Purchasing to work and a buyer cannot be assigned.
7.
8.
The Buyer Telephone Information page opens and displays the buyer’s full name, telephone and fax numbers. Click to get back to Line Details From Line Details, click to return to the Requisition page.
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Cross Referencing Purchasing-Related Documents through Document Status
With a requisition ID, purchase order ID, voucher ID, payment reference, or receipt ID you can cross-reference any of its related documents by checking the Document Status page for that particular document. These pages take time to load and to process: Please be patient. 1.
Have the Requisition ID available. Navigate: Menu > Purchasing > Requisitions > Review Requisition Information > Document Status
2.
Choose the appropriate Business Unit and key in the Requisition ID with leading zeroes and click If you don’t have the Requisition ID you can also search on Requester (use UserID preceded by 63, i.e., 639999999010).
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3. The requisition Document Status page opens and should include any PO, Receipt, Voucher and/or Payment activity that has been processed
Click on any of the DOC ID hyperlinks to open an inquiry page related to that document Click on any
to go to that document’s Document Status page
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With the Purchase Order ID, navigate: Menu > Purchasing > Purchase Orders > Review PO Information > Document Status
4.
Choose the appropriate Business Unit and key in the PO number (with leading zeros), click Search
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5. The PO Document Status page opens and should include any Requisition, Receipt, Voucher and/or Payment activity that has been processed
Click on any of the DOC ID hyperlinks to open an inquiry page related to that document Click on any
to go to that document’s Document Status page
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Cross-Reference Req to PO through Requisition Inquiry As an alternative to using Document Status navigate as follows: 1.
Navigate: Menu > Purchasing > Requisitions > Review Requisition Information > Requisitions
2.
Assign the correct Business Unit and key in a requisition ID (or use any of the available fields to narrow your search). Click OK.
3.
Click the Status tab
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4.
If the req's been sourced to a PO, there will be a Y or P under the "On PO", click on it and you'll get the crossreference to the PO ID with the option to go to the PO Inquiry page. Clicking on the Y or P under “Received” or “On Voucher” will give similar results for the respective documents.
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Multiple Distributions or How to Split Charges between Different Chartfield Strings
Because there are so many different ways you might want this to play out, we won’t be able to cover all possibilities, but these instructions should help you with most of your needs. If you come up with a different scenario, please call the Purchasing Office for assistance. All PO Lines to be Divided between Multiple Chartfield Strings by the Same Percentage 1.
Set the distribution percentage at Requisition Defaults as you first enter the requisition. • For distribution line 1, enter the percentage of the total you want charged to the first chartfield string then
• • •
enter the chartfield information. At the end of the line, click the to add another line For distribution line 2, enter the percentage of the total to be charged to the second chartfield string then enter the chartfield information Add as many distribution lines as you need. Percent column must finally total 100 Note that this method can only be used if ALL LINES are to be divided by the same percentage.
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One Line on Multiple Line Order to be Divided between Different Chartfields 1. 2.
Set the Requisition Defaults chartfield string to the single value that will be used for the majority of the lines Enter all of the lines as you normally would
3.
When you finish entering all lines, on the Requisition page click the Schedule icon be different
4.
From the Schedule, verify that you are on the correct Line
5.
Click the Distribution icon
6.
Verify that you’re still on the correct line and schedule on Distribution Information
for the line you want to
7. Option 1: Divide charges by quantity ordered. • •
Distribute By = Qty Change the Req Qty to the number to be charged to the first distribution (here, 10 of 15). Use the scrollbar at the bottom of the page to go all the way to the end of the row.
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•
Insert a new row by clicking the add
•
The available quantity will automatically populate the second row (here, 5 of 15). Enter the new chartfield information. Click when you’re finished Return to Schedule page; click Return to Main Page hyperlink to return to the Requisition page Save, Approve and Budget Check
• • •
at the end of the first row. You will be prompted for how many rows to
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8. Option 2: Distribute charges on single line by percentage. •
Change the Percent on the first distribution from 100% to the specific amount you want charged to the chartfield string (here, 65)
•
Insert a new row by clicking the add
•
The remaining percentage will automatically populate the second row Percent and quantities on both lines are adjusted. Enter the new chartfield information Click when you’re finished Return to Schedule page, choose Return to Main Page hyperlink to return to Requisition page. Save, Approve and Budget Check
• • •
at the end of the first row. You will be prompted for how many rows to
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Print Requisition 1.
Navigate: Menu > Purchasing > Requisitions > Reports > Print Requisition
2.
Click the Add a New Value tab to create a Run Control ID, then click (or find an existing Run Control ID on Find an Existing Value tab), name the Run Control “Req_Print”
Requisition Print page Business Unit: enter appropriate Business Unit: SBCMP, SBFDN or SBPHL Requisition ID: enter appropriate number, leading zeroes required Statuses to Include: Select all available On Hold AND Not On Hold Click
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3.
Process Scheduler Request page Click
4.
On the Requisition Print page, click the Report Manager or Process Monitor hyperlink to pick up the report
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Requisitions: Training Guide Please note that the report sometimes does not show up in Report Manager. If it does not, try pulling it up through Process Monitor instead.
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Print PO Copy
Print an unofficial copy of a purchase order 1.
Navigate: Menu > Purchasing > Purchase Orders > Review PO Information > Print POs
2.
Click the Add a New Value tab to create a Run Control ID, name it “PO_Print”, Click (or, if you’d previously created the run control, search for it on the Find an Existing Value tab)
Print POs page Business Unit: Enter SBCMP, SBFDN, or SBPHL as appropriate To: Enter SBCMP, SBFDN, or SBPHL as appropriate PO ID: enter appropriate number, leading zeroes required. Statuses to Include: Will be unavailable and unchecked Miscellaneous Options: accept defaults Click
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3.
Process Scheduler Request page Click
4.
On the Print POs page, click the Report Manager or Process Monitor hyperlink
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Unit of Measure (UOM)
The Unit of Measure (UOM) is the base unit by which an item is normally stocked, costed and ordered. The safest default value is Each (EA), however, if an item is sold in a package of 5 and priced as a package, then the UOM would be Package (PKG); pricing and billing would be for the package and typically all five of the items would be packaged in a single box. UOM is one of the key elements within purchasing as each line’s UOM must match between the PO, the receipt and the voucher before payment can be processed. There are some UOMs that convert to other UOMs: For example, 1 MX = 1,000 EA; 1 DOZ = 12 EA; 4 QTR = 1 YR; 12 MO = 1 YR, etc. However, there are many that don’t: for example, there is no standard quantity in a case so there is no conversion between case (CS) and each and, consequently, EA cannot be used in place of CS if the supplier prices by case. There are more than 125 UOMs available for use in our version of PeopleSoft, but the most commonly used are: EA Each Basic UOM MX Thousand Used in printing. If the pricing is per thousand and you need 2,500 copies, order 2.5 MX. SVC Service Use when you want somebody to perform a task QTR Quarter Use for maintenance agreements where supplier bills quarterly CS Case User should note how many each are packed in a case (e.g., 12/cs, 20/cs) PKG Package User should note how many each are in a package (e.g., 5/pkg, 10/pkg)
Description
Descriptions communicate to the suppliers what it is that we want; they allow Receiving to figure out what should be accepted from the supplier; they allow Accounts Payable to determine what should be paid; and they show auditors what we’ve purchased for the University. It’s important that descriptions are clear and specific. If ordering from a catalog, use the catalog number plus a description of the item: 2 EA 7110-100-5542-4 Lateral File Bin, Two Drawers - 42w. Color: Carbon For printing include what is being printed plus specifications 50 MX Cal State Mag Spring 2014; 28-page text + 8-page cover; 10x12-1/4"; 80# gloss book cover; 60# gloss book text; 4-color throughout; bleeds 4 sides; blueline. For a service include a description of the service to be performed and when the work should be completed. Include a department contact for the supplier in Add Comments/Edit Comments: 1 SVC Furnish & Install 1" OA Dual Glaze Versulux Blue Glass 46" X 76" at Information Booth, work to be completed by October 15, 20xx The description field holds 256 characters – if your specifications are longer, you can continue in the 5th column from the right on the req them into line comments (click the bubble icon line), but make sure that you mark the Send to Supplier box in the comment or it probably will never be seen. Line Comments should only be used for long specifications – use Add Comments/Edit Comments on the main requisition page for communicating all other information.
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Category Code
The category code is a required field on every requisition line. Its purpose is to categorize what is being purchased and is used for reporting purposes. For example, you may request an HP DeskJet 5850 printer, this is the specific description; the category code to use for this is “20400 Computer, Micro & Peripherals” (a printer is a peripheral). This same code is used for computers, printers, scanners, etc. Categories 00000-89999 are tangible items; categories 90000-99999 are services. We ask that you try to find the appropriate category to use, but ultimately, it is the buyer’s responsibility to make sure that the correct code is used. You’ll eventually figure out which codes you use most often and will come up with your own “cheat sheet”. Some of the most commonly used codes are: 20400 20800 42500 60038 91500 91571 91558 93145 93900 96600
Computer, Micro & Peripheral (includes printers, scanners and other peripherals) Computer Software Furniture, Office Copy Machines Communications & Media Services Advertising: Newspaper & Publications Mailing Services Furniture Install/Reconfiguration Services Equipment Maintenance/Repair: Office Equipment Printing & Related Services
There are almost 300 different category codes in the SBCMP business unit – remember when using the search feature to use the description field and change the search condition from “begins with” to “contains” at the beginning of the search string and to enter only a few letters of the word you are trying to match.
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Location Code
The Location Code is an on-campus address used to advise Receiving where to deliver items. Each requisitioner is assigned the code associated with their department, but they have to option to change it via Requisition Defaults or each line’s distribution if items should be delivered elsewhere. Search for the department through the Description by changing the search condition from “begins with” to “contains” and type in a few letters of the department name: If your office moves, please notify Purchasing so that a new location code can be established or an existing one revised.
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Add Comments/Edit Comments
Requisitioners are encouraged to use Add Comments/Edit Comments for passing on information to Purchasing, Receiving, or the supplier. Use the comments to list a suggested supplier (with mailing address, phone, and fax information, if possible) if that supplier isn’t already in the database. 1.
To get to the comments, click the Add Comments hyperlink on the Requisition page
2.
Enter comment in the large text box. For additional comments, click the
3.
For suppliers not already included in the database, enter the supplier name, mailing address, phone and fax numbers as a comment Click to return to the Requisition page
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Requisitions: Training Guide 4. To attach a document (PDF, .doc, .docx, .xls, .xlsx) use the Attach button in the Associated Document section near the bottom of the Header Comments page. Click Attach.
5. In the File Attachment dialog box that comes up, click the Browse button.
6. Navigate to the location on your computer where the file you want to load is located, choose it by double-clicking. 7. When the filepath is correctly populate, click
Upload.
8. Note that the filename now appears following the word Attachment and the View button is active. Click to return to the Requisition page
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Sales Tax and Shipping/Freight Sales Tax is not calculated at the requisition level – do NOT enter a line for sales tax or include it in the unit price. The tax will be applied on the purchase order. Shipping or Freight – if you know what the supplier will charge for shipping, enter a Header Comment that includes the information so that the buyer can include it on the purchase order. Do NOT add a line to the requisition. If you don’t really know what the shipping cost will be, don’t worry about it as purchase orders are set-up to allow for shipping.
Supporting Documentation
If you have any supporting documentation such as quotations, advertising copy, specifications, etc., please note the requisition number on the top right corner of the first page, clip or staple all of the pages together. Forward documents to the Purchasing Office, SH-125, or to the Auxiliary Business Services Office depending on which business unit the req is entered in.
Accounting Information
Four chartfields are required on all SBCMP transactions: Account, Fund, DeptID and Program. Two additional chartfields, Class & P roject, may also be required. SBFDN and SBPHL require Account, Fund, Dept ID and Project chartfield. Before you enter your own requisitions, be sure to check with your department budget person for the correct chartfield combinations. For Account you will usually use the supplies and services account (660003), however, if the item you are requesting meets the definition of equipment, use an equipment account (616030, 618060, or 618030) according to the type of equipment being purchased: Equipment is defined by the State as a movable article of property which has all of the following characteristics: • A normal useful life of two years or more. • An identity which does not change with use. • A unit cost of $500 or more, including tax and shipping. • A nature which makes formal property accountability practical. If the item meets the equipment definition, use the following to determine which equipment account to use: Computer Equipment - Account 616002: Computers, monitors, printers, scanners, computer systems composed of a combination of any of the above, etc. Does not include internal replacement parts, memory or cables unless they are being purchased to combine for the purpose of building a new computer or system. Instructional Equipment - Account 619002: - Non-computer related equipment that will be used primarily in the classroom or by students. Equipment - Account 619001: - All other equipment purchases In general, if the item being ordered does not meet the equipment definition, use Supplies & Services Account 660003.
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Resources
Visit the Purchasing Office’s website http://purchasing.csusb.edu for additional information regarding services offered by the office, procedures manuals and forms. CMS has a website where you can register for training and find out about what’s going on in the CMS world: http://cms.csusb.edu
Contacts
Purchasing Office: Beth Stanton Amy Beran Purchasing Office Help Desk:
x77195 x75145 x75142 x77677
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