Purchasing Goods and Services

7/23/2019 Purchasing Goods and Services

1/45

Purchasing Goods and Services

Rev 12/09/14


2/45

Overview1

Creating Requisitions2

Printing a Requisition3

Amount Only Requisitions4

Managing Requisitions5

Agenda

Questions and Answers6

2


3/45

Overview

In this session you will learn how to utilize the eProcurement Module to create

requisitions for purchasing goods and services.

The eProcurement topics covered in this session are:

Creating a requisition

Checking budget

Printing requisitions for approval

Interim business process for obtaining approval

Workflow for department manager approvals will be available during Sequence

1, which is estimated to be implemented by early fall 2014.

3


4/45

4

Creating Requisitions


5/45

Look up the PeopleSoft Charfield String (PeopleSoft equivalent ofDataTel cost center)

Look up the Category Code

Crosswalks for cost center and category codes are available in the

Training Resources website at:http://utb.edu/ba/UTBNext/Trainin

g/pages/resources.aspx

Scan backup, if applicable

Before Creating a Requisition in PeopleSoft

5
http://utb.edu/ba/UTBNext/Training/pages/resources.aspxhttp://utb.edu/ba/UTBNext/Training/pages/resources.aspxhttp://utb.edu/ba/UTBNext/Training/pages/resources.aspx


6/45

Creating Requisitions

Main Menu > eProcurement > Create Requisition

6


7/45

Specify Business Request Unit and Requester

1. Enter your PeopleSoft ID

under Requester or findit by clicking on the search

icon

2. Press OK

Note: Business Unit

defaults to UTBRW

7


8/45

Log in to the QA environment using your assigned employee ID andpassword.

Follow the navigation steps to create a new requisition.

Follow steps 1 and 2 in the previous slide.

Try it!

8


9/45

Define Requisition

3. Enter short description

under Requisition Name

4. Click Line Defaults to

enter additional information

5. Search for vendor ID

under Vendor field

6. Enter 6001032799 to

identify Luis Almaguer as

Buyer

7. Enter Unit of Measure

(e.g., EA for each)

8. Search for appropriate

Category

3

4

5

6 78

9


10/45

Define Requisition

9. Select Description in

Search By drop downmenu

10. Enter description of items

(e.g., computer)

11. Click Find and select

appropriate description

TIP: Consult the Category

Crosswalk available in the

Training Resources website

before beginning the

requisition entry in PeopleSoft.

9

1110

10
http://utb.edu/ba/UTBNext/Training/pages/resources.aspxhttp://utb.edu/ba/UTBNext/Training/pages/resources.aspx


11/45

Define Requisition

12. In Accounting Defaults, underChartfields 1, enter the following information:

Locat ion

Lookup the location where you want items to be delivered (e.g., youroffice)

GL Unit Should default to UTBRW

Cost Center Information Enter Fund, Department, Cost Center and Function.Visit the Cost Center Crosswalk to find the PeopleSoft equivalent of your DataTel cost centers.

TIP: If you are using a Grant Ac cou nt o r Project ID, it is n ot n ecessary to enter any

cos t center informat ion in th is step.

13. Press Continue to proceed to Add Items and Services tab.

12

13

11


12/45

Define the requisition

Follow the steps 3 through 13 in preceding slides.

Try it!

12


13/45

Add Items and Services

14. Click Special Request tab to view request types

15. Click Special Item

15

14

13


14/45


16. Enter Item Description, Price and Quantity. Default settings entered

in Steps 4-8 should automatically be populated

17. Press Add Item to add item to Requisition Summary and proceed to

next item entry, if any.

16

17

14
http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&docid=FOTg-Aai-50IIM&tbnid=g1-QW5a2Fh6SrM:&ved=0CAUQjRw&url=http://www.clker.com/clipart-transparent-green-checkmark.html&ei=JtGDUsnxK-Lr2QWo24CoBw&psig=AFQjCNFxMCSA9hpIeUCnzJafvMpVfgz_AA&ust=1384456762552391http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&docid=FOTg-Aai-50IIM&tbnid=g1-QW5a2Fh6SrM:&ved=0CAUQjRw&url=http://www.clker.com/clipart-transparent-green-checkmark.html&ei=JtGDUsnxK-Lr2QWo24CoBw&psig=AFQjCNFxMCSA9hpIeUCnzJafvMpVfgz_AA&ust=1384456762552391


15/45


18. Repeat steps 16 and 17 to enter additional items

19. Once finished entering all items, click on Review and Submit

16

18

19

15


16/45


Follow the steps 14 through 19 in preceding slides

Try it!

16


17/45

Review and SubmitThe Review and Submit tab provides a summary of the requisition.

Clicking will show additional item description. Review the information entered and

make any necessary corrections before continuing.

20. You will need to enter the SpeedChart where indicated if:

you receive an error when you Check Budget

you are funding the requisition from Project ID (grant or construction projects)

20

17


18/45

Review and Submit

21. Enter any

necessary

requisition

comments in the

Comments

section. Select

Send to

Vendor box, ifapplicable

22. Press Check

Budget to

perform budget

check.

A message like

the one shown

will appear.

Press OK

Budget Checking will save your requisition in an Open Status. (18036.39)

In order to perform budget checking on this requisition, it must first be saved in an Open Status.

Press OK to continue. Press Cancel to return to your requisition without budget checking.

Message

OK Cancel

21

22

18


19/45

Review and Submit

Budget Checking status must be Valid. If an Erroroccurs, verify that the cost

center information is correct and enough funding is available.

23. Press Save & preview approvals to see Confirmation Page.

TIP: You can add attachments by clicking on the More Comments link

23

19


20/45

Confirmation Page

20


21/45

Review and Submit

Follow the steps 20 through 23 in preceding slides

Try it!

21


22/45

22

Printing Requisitions


23/45

23

Printing a Requisition (short method - HTML)

1. Click on ViewPrintable Version

2. Click Yes on the

dialog box


24/45

24

Printing a Requisition (short method - HTML)

Below is a sample of a requisition. Use your browsers Print feature to print it

out. You wil l n eed to type or wri te the Vendor Name and Vendo r ID.


25/45

Printing a Requisition (long method - PDF)Navigation: Purchasing > Requisitions > Reports > Print Requisition

25


26/45

Printing a Requisition (long method - PDF)Adding a New Run Control

A Run Control ID is a unique name

used to run a report or process.

You will only need to complete this

step once and use the same ID

anytime you wish to print a

requisition.

1. To add a new run control, clickon the Add a New Value tab.

2. Create a unique name you wish

to name your Run Control

(case sensitive, up to 30

characters in length and can

contain underlines and dashes

but no spaces)

3. Click the Add button.

1

3

2

26


27/45

Printing a Requisition (long method - PDF)

4. Enter UTBs Business Unit (UTBRW), a Requisition ID and check the

correct status (e.g., Open)

4a. Click on Select All from the Statuses to Include to checkmark all statuses.

5. Click Save

6. Click Run

4

5

6

27

4a


28/45


8

7. Check that the following settings are selected: checkbox under Select

column is checked, Type is set to Web, and Format is set to PDF.

8. Click OK

7

28


29/45


A Process Instance number will appear, which will be used to track the

process.

9. Click Process Monitor.

9

29


30/45


10. Click Refresh about every 15 seconds until the Run Status and

Distribution Status read Success and Posted, respectively.11. Click Save

12. Click Details

12

11

10

30


31/45


13. Click View Log/ Trace

13

31


32/45


14. Click the appropriate link to open a PDF file of the requisition in a new

window (Pop-up Blocker settings will have to be updated to allow Pop-ups

from this site)

14

32


33/45

Interim Business Process for Approvals

Print requisition in either

format and obtain necessaryapprovals.

After obtaining approvals,

scan and email requisition to

the Business Service Center

at [email protected]

Look up requisition using

Manage Requisitions

function (see slide 40), select

edit requisition option,

then click Submit

33

Short Method Format

Long Method Format
mailto:[email protected]:[email protected]


34/45

Printing Requisition

Follow the steps 1 through 14 in preceding slides.

Try it!

34


35/45


36/45

1. In PeopleSoft, Amount Only Requisitions is what we currently know as

Blanket or Open POs. To create an Amount Only Requisition, click on

the Line Details icon.

Amount Only Requisitions

1

36


37/45

2. Select the Amount Only box

3. Click OK

Amount Only Requisitions

2

3

37


38/45

Amount Only Requisition

Create an amount only requisition using the sample provided

Follow steps 1 14 of creating a requisition

Follow steps to create Amount Only Requisition from preceding slides.

Try it!

38


39/45

39

Managing Requisitions


40/45


Main Menu > eProcurement > Manage Requisitions

Use the Manage Requisitions page to view a list of requisitions in various statuses. From

this page, you can access other pages to perform tasks, such as review requisition details, edit

or cancel requisitions, create change requests, receive stock, or return stock to the vendor.

Click on the Expand Section button to view more details.

Valid

40


41/45


Main Menu > eProcurement > Manage Requisitions

The Requisition Cycle gives you quick visibility and access to all activities related to therequisition lifecycle, from request through payment. The icons become active as the requisition

progresses through the lifecycle.

Click on an icon to open up detailed pages; for example, when the Purchase Orders icon

is enabled, click it to access the Purchase Order Inquiry page.

41


42/45

42

Requisition Document StatusMain Menu > Purchasing > Requisitions >

Review Requisition Information > Document

Status

Navigation to look up document statuses

Purchase Order Document StatusMain Menu > Purchasing > Purchase Orders >

Review PO Information > Document Status


43/45

Summary

Congratulations!

You now know how to submit requisitions using eProcurement Module in

PeopleSoft.

43


44/45

More Information

User Productivity Kit (UPK) eProcurement

Creating Requisitions > Defining Requisitions

Creating Requisitions > Creating a New Requisition

https://zupk.shared.utsystem.edu/training/UTZ-ePro-PO-for-FrontOffice/data/toc.html

Tip: Use your Firefox browser to view UPKs

44
https://zupk.shared.utsystem.edu/training/UTZ-ePro-PO-for-FrontOffice/data/toc.htmlhttps://zupk.shared.utsystem.edu/training/UTZ-ePro-PO-for-FrontOffice/data/toc.htmlhttps://zupk.shared.utsystem.edu/training/UTZ-ePro-PO-for-FrontOffice/data/toc.html


45/45

Questions

Purchasing Goods and Services

Documents

Transcript of Purchasing Goods and Services