Requisition Entry Guide
Direct questions to Procurement & Contract Services, x5134
Table of Contents
Log-in
Navigation
Add a Requisition
Requisition Defaults
Supplier Lookup
Wildcard Symbol
Suggested Supplier
Category
Unit of Measurement
Ship To
Due Date
Line Details - Quantity, Description, & Price
Add a Line
Add Comments
Required Comment
Suggested Supplier Comment
Approve the Requisition
Instructions & Navigation / Screen ShotsLog-in
1.To access the Common Financial System (PeopleSoft), follow the instructions in the Log-in Guide at2.Click on “Quicklinks”.
3.Refer to “Log into PeopleSoft Financials” guide for details. /
Navigation
4.On the main Menu page for ORACLE- PeopleSoft 9.2 select:- Purchasing;
- Requisitions;
- Add/Update Requisitions
Add a Requisition
5.Click to enter a new requisition.6.Click the to add the person entering the Requisition as the Requestor.
7.Click thelink. /
Requisition Defaults
8.Select Override.9.Leave the Buyer field blank. The Buyer will be assigned by Procurement staff.
10.Click to search for a Supplier. /
SupplierLookup
11.Enter the first few characters of the supplier’s name in the Name field.12.Click to bring up a list of suppliers based on the criteria entered.
13.If the requested supplier is not displayed on the first page, usetheto scroll through the list of suppliers.
14.Select a supplier by checking the box in the column.
15.Click .
16.If the requested supplierwas located and selected, go to step #21.
Wildcard Symbol
17.If the supplierwas not located, enter the Wildcard symbol, %, before and after one word in the supplier name and click.18.If the supplier is not located using the Wildcard search, use the Suggested Supplier in step #17. /
Suggested Supplier
19.If the supplier could notbe located, enter a “1” in the Name field.20.Click .
21.Select 1 SUGGESTED SUPPLIER.
22.Click to be directed back to the Requisition Defaults page.
Note: The new supplier name, address and other pertinent information will be entered in the Add Comments section. /
Category
23.Enter a Category. Use theto search for the appropriate Categoryvalue.24.To search for a Category, type in the description of the item to be ordered.
25.Click .
26.Click the appropriate category.
Note: If multiple lines are added to the Requisition and have a different Category value, the Category can be added with the Line Details. (See Line Details, *Additional Information on UOM & Categoryfollowing step #34.)
27.To search for values with a common Category, change the search criteria in the Description field. /
Unit of Measurement
28.Select a Unit of Measurement usingthe .
Ship To
29.Select the Ship To value.Due Date, Location and Chartfield
30.Select the Due Date. This should be the expected delivery date of the product or service.31.Use the to select the campus delivery location for a commodity order, or, select NA for service orders.
32.Enter the Chartfield information.
33.Click .
Note:Returning to the Requisition Defaults page and making a changemay trigger a “Retrofit” prompt.
- If the prompt is displayed, check the Mark All box.
- This action will retrofit the changes to all lines on the Requisition.
Line Details - Quantity, Description, & Price
34. In the Line, enter the Quantity, Description, and Price.35. Click .
36.The Requisition number will be assigned.
Note: The UOM (unit of measurement) and the Category will populate from the information entered on the Defaults page when Requisition is Refreshed or Saved. The UOM and Category can be changed on the Line if necessary. /
Add a Line
37.To enter additional lines, click the icon at the far right of the Line.38.A prompt window will open with “1” defaulting as the number of rows (lines) to add.
39.Click . It is best to add one row (line) at a time.
40.The new line will be inserted.
41.Complete steps #32 and #33 for each additional line. /
Add Comments
42. After entering all the line items, click the link in the Header sectionRequired Comment
43.Click the link to add the REQUIRED COMMENT. This commentmust be added to all Requisitions.44.Enter DPT for the Comment Type and 0001 for the Comment ID.
45. Click
46.Fill in the Department information, Delivery Location and Chartfield.
47. Check the Send to Supplierboxso the comments will display on the printed copy.
48. If no further comments are required, click to close the comments page.
49.To add another StandardComment, click the icon.
50. Click the link.
51.Enter DPT as the Comment Type.
52.Click the icon next to the Comment ID to view a list of available Standard Comments.
53.Click the appropriate comment.
Suggested Vendor Comment
Note:To add the Suggested Supplier information, select SPLR on the Comment ID page.54.Click on the Standard Comments page.
55.Fill in information necessary to complete the comment.
Note: If SPLR was selected, this is where the information is entered for the Suggested Supplier.
56.Check the Send to Supplierbox.
57.Free form comments can be added before or after the last Standard Comment entered.
58.When the Comments are completed, click to return to the Maintain Requisition page.
59.On the Maintain Requisition page, click the button. /
Approve the Requisition
60. To Approve the Requisition, click the green check markin the upper right corner of the Maintain Requisition page.61. Click .
OR:
62.If the person entering the Requisition is not authorized to approve it,or, to suspend the Requisition and complete it later,
clickthe Hold From Further Processing box.
63. Click . /
The Requestor can make changes to the Requisition until 5:00 pm of the day it is entered or approved. For changes after this deadline, contact Procurement & Contract Services, x5134.
Approved Requisitions will be converted to a Purchase Order by the Procurement & Contract Services staff. To view the status of a Requisition, refer to the Requisition Document Status Guide.
Please write the the Requisition number on all back up documentation (quotes, pricing, Sole Source Justification, etc.) and send it to Procurement & Contract Services, zip 244.
CFS 9.2 / Page 1 of 18 / 5/28/14