Purchase Requisitions and Receiving
Transcript of Purchase Requisitions and Receiving
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Purchase Requisitions and Receiving
Non Vendor Catalog
Revised 12/06/2016
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Ground Rules
• Please put cell phones on vibrate, don’t answer in class. If urgent, please step outside the classroom.
• Please do not perform work including email while the class is in session.
• Feel free to ask questions at any time. Questions may be answered immediately, tabled to be addressed later in class or placed in “Parking Lot” to be researched and answered at a later time.
• Schedule/Breaks:– One morning and one afternoon break.– Anticipated timing of lunch is 12:00.– Expectation of when class will finish for the day is 4:30.
• Bathroom location.• Food, beverage rules or access.
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Safety
• Emergency– Location of exits.– Evacuation procedure for location.
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Agenda
Introduction / Overview
Introduction/Overview
Creating a New Purchase Requisition
Managing a Purchase Requisition
Creating a Receipt
Summary/Review
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If the purchase will be >$5,000:Contact the appropriate purchasing agent during the planning process
Create a requisition and submit it for approval
Departmental Requester Approvers
The system distributes the requisition via workflow for review, and approval or rejection
Review the requisition and take appropriate action• Create a purchase order
(PO) with reference to state/UTC contract
• Create a PO with reference to the requisition
• Create a bid document and work with the department to evaluate the responses and pick the vendor
• Send a noncompetitive bid to a vendor, enter the response and send PO to that vendor
Approve any PO greater than $50,000
Creates a receipt • If the vendor
ships the goods to the warehouse, Central Receiving creates the receipt
• Otherwise, the department creates the receipt
Purchasing AgentPurchasing
Director
Departmental Requester or
Central Receiving Inspector
If the goods require inspection, perform the inspection and record the results
High Level Process
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Training Materials
• Student Guide• Instructor PowerPoint• Exercise Guide• Instructor Notes• Quick Reference Card
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Agenda
Creating a New Purchase Requisition
Introduction/Overview
Creating a New Purchase Requisition
Managing a Purchase Requisition
Creating a Receipt
Summary/Review
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Creating a Requisition—Key Details
• Create a non vendor catalog requisition in either of these situations:– The total amount of goods or services purchased > $,5000– The total amount of goods or services purchased ≤ $5,000, but the
vendor is not in the vendor catalog and requires a purchase order
• Requester Defaults
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Creating a Requisition—Demonstration and Exercise
• Demonstration: Creating a Purchase Requisition• Exercise 1a Creating a Purchase Requisition
• Reference:– The Creating a New Purchase Requisition portion of the student guide
Exercise
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Creating a Purchase Requisition—Exercise
• Exercise 1b Creating a Purchase Requisition
• Reference:– The Creating a New Purchase Requisition portion of the student guide
Exercise
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Agenda
Managing a Purchase Requisition
Introduction/Overview
Creating a New Purchase Requisition
Managing a Purchase Requisition
Creating a Receipt
Summary/Review
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Managing a Requisition—Key Details
• Use the Manage Requisitions page to search for requisitions that have already been created. Once you have found the requisition you can:– Copy the requisition– Print the requisition– View the reason the requisition was rejected– Modify the requisition– Cancel the requisition
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Managing a Requisition—Demonstration and Exercise
• Demonstration: Copy a Purchase Requisition• Exercise 2 Copy a Purchase Requisition
• Reference:– The Managing a Purchase Requisition portion of the student guide
Exercise
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Editing a Requisition—Demonstration and Exercise
• Demonstration: Editing a Purchase Requisition• Exercise 3 Editing a Purchase Requisition
• Reference:– The Managing a New Purchase Requisition portion of the student
guide
Exercise
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Canceling a Requisition—Demonstration and Exercise
• Demonstration: Cancelling a Purchase Requisition• Exercise 4 Cancelling a Purchase Requisition
• Reference:– The Managing a New Purchase Requisition portion of the student
guide
Exercise
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Agenda
Creating a Receipt
Introduction/Overview
Creating a New Purchase Requisition
Managing a Purchase Requisition
Creating a Receipt
Summary/Review
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Creating a Receipt—Key Details
• Create a receipt in the system after the goods arrive • The vendor will not be paid until the receipt is created• Departments do not need to create receipts for goods
shipped to the warehouse (central receiving will create the receipt)
• Create a receipt for services, in order for the vendor to be paid
• Instructors will need to run the PO Auto Sourcing Process in class to turn the requisitions into purchasing orders so students can create receipts
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PO Auto Sourcing Process—Demonstration
• Demonstration: Running the PO Auto Sourcing Process
• Reference:– Instructor Notes for Receiving
Exercise
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Creating a Receipt—Demonstration and Exercise
• Demonstration: Creating a Receipt• Exercise 5 Creating a Receipt
• Reference:– The Managing a New Purchase Requisition portion of the student
guide
Exercise
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Agenda
Summary/Review
Introduction/Overview
Creating a New Purchase Requisition
Managing a Purchase Requisition
Creating a Receipt
Summary/Review 1
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Summary/Review
1. Under what circumstances should a non-vendor catalog purchase requisition be created?
2. When should a department create a receipt in the system?
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Questions & Answers