Strategic Procurement/ McMaster University 1
HowtoEnteraPurchaseRequisition 1. Login to MOSAIC 2. Select the NavBar Icon at the top of the screen
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3. Select ‘Navigator’, then ‘Finance’
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4. Start a Requisition, by selecting: a. Purchasing b. Requisition c. Add/Update Requisition
5. CY
6. Mt
Click on the Add a You would select Fi
Modify the informato today’s period.
a. Origin‐ Deb. Currency‐
Step 6 a.
Step 6 b.
New Value tab andind an Existing Val
ation in the Heade efaults to ONL. Wi defaults to Canad
d select Add. lue if you wanted t
r. Modify by clickin
ill need to be chanian. Need to chang
Step 5
to look up a requisi
ng on magnifying g
ged to RSCH for Rege for other curren
5.
tion you entered p
glass next to each f
esearch accounts oncies.
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reviously.
field. Requisition D
or CAP for Capital a
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Date defaults to to
accounts (Facilities)
McMaster Univer
oday’s date. Accou
) where required.
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unting Date defaults
7. N
abc
de
f
Now enter the Line
a. Item‐ leave thib. Description‐ tyc. Quantity‐ this
1,000 (10 relead. UOM ‐ unit of e. Category ‐ clic
Example‐ lab supf. Price‐ rememb
a.
e item description o
is field empty. (Deaype a description ois the number youases x 100 units = measure. Most rek on magnifying glpplies such as beakerber to enter the pri
.
on the Details line.
ad Field‐ does not sof the item you areu are purchasing. F1,000 qty) equisitions will havass to view optionsrs should be 4110000ice without taxes.
b.
. All Line Informatio
show on PO) purchasing. If the
For Blanket Purcha
ve EA (each) as UOMs available. This is 0 Laboratory & ScienPeopleSoft calcula
c.
on
e supplier has provise orders enter th
M. Click on magnifcategory of goodstific Equipment, not Rates the taxes for y
d. e.
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ided an item numbe total quantity fo
fying glass to view s or services you arResearch Services. ou.
f.
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ber begin the descror the period the b
other options. re buying, not you
McMaster Univer
ription with the supblanket PO covers.
ur department.
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pplier’s item numb For example‐ qty
ber. y
8. OOPTIONAL: To add additional lines hitt the + button at the end of the line.
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/To remove line
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es hit the – button
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n at the end of the
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line.
Add ad
Re
dditional line
emove line
9. C
Click on the Scheduule icon at the end of the line.
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10. S
ab
Schedule‐ enter t
a. Ship to‐ shouldb. Due Date‐ click
the ‘Ship To’(deliv
d default to your lok on the calendar i
a.
very location) and
ocation & can seleccon to change due
d Due Date here.
ct other locations be date. The due d
by clicking on magnate is the date yo
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nifying glass. ou want the good
b.
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ds to be delivered
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d to your location
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n.
11. C
Click on the Distribbution icon at the eend of the line.
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12. Enter your Chart field information in the Distribution fields.
a. Only populate the fields that apply to your Chart string. Click on the magnifying glass next to each field to find the appropriate information and select. b. Select Ok when done entering information.
a.b.
13. T
This will take youu one step back to
o Schedule. Clickk on Return to Maain Page.
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14. CS
C
Repeat
Click on the SupplieSelecting: Supplier
Click on magnifying
t steps 9 to 14
er tab to select the Setup/Change Re
g glass to find the s
4 for each lin
e supplier. If the Suquest.
supplier.
e on your req
upplier is not listed
quisition.
d you will need to r
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request a supplier s
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setup by going to F
McMaster Univer
Finance‐Purchasin
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g‐Requisitions andd
C
15. Adding Attach
Click on Add Comm
hments: Purchase through a p
ments and a new P
e requisitions alwayprocess meeting cu
rompt box will app
ys need an attachmurrent Purchasing P
pear.
ment added as an APolicies. Please ref
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Approval Justificatiofer to the current P
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on to confirm the gPurchasing Policy f
McMaster Univer
goods/services havfor requirements.
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ve been procured
16. A
NI
Commen
Adding comments
Note the commentInactivate button a
ts Box
Who will se
:
t box is 1 of 1 and hand the comment b
ee comments – selec
hitting the + buttonbox will be remove
ct a box see definitio
n allows for additioed.
To add
ons page 15
onal comments to b
an attachment
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be added. If you a
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dded a comment b
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box which you wan
To add add
Select Emattachmesupplier *Make suselected
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nt removed hit the
ditional comment/s
mail if you would likeent/s to be sent to thwith the Purchase Oure you have also Send to Supplier
e the he Order.
Strategic Procurement/ McMaster University 15
Who will see the Comments: Whatever you type in the comment box is visible to the group(s) selected below the box.
Send to Supplier‐ comments get sent to the Supplier with the purchase order.
Show at Voucher‐ comments are visible to Accounts Payable when invoices are processed.
Show at Receipt‐ comments are visible to McMaster Receiving Departments when receiving the goods.
Approval Justification‐ comments are visible internally only. This comment is for internal backup to support purchasing policies. Multiple quotes and Sole Source documents are to be inserted here.
(All of the above options are found under the comments box)
17. Adding Attachments: (See visual page 14)
To add attachments hit the Attach button. Select Choose File to find the file to be attached and select Upload. The attachment gets attached to the comment box that is open.
If you want the attachment Sent to the Supplier be sure you click off Email, otherwise the file won’t emailed to the Supplier when the purchase order is dispatched by the system.
Types of documents that should be attached if applicable:
Quote or Sole Source (Remember Sole Source documents require signatures with the exception of the CFO who approves electronically through PeopleSoft.)
Contract (Remember contracts require physical signatures as per Execution of Instruments.) ICQ‐ Independent Contractor Questionnaire‐ (For orders over $10,000 ICQ form approved by ICQ Administrator with assigned ICQ number)
In additioComment
ABCD
E
on to being able to ts. Click on the m
A. Click on the mB. Once the commC. Select Ok and D. For US Orders
box. Be sure tE. Incoterms‐ Wh
Incoterms are SDDF
add custom commagnifying glass to s
agnifying glass nexment type is choseit will be pasted inonly‐ Select Shippo select Send to Suhen entering requiterm used by the iSome examples of DAP‐ delivered at pDDP‐ delivered dutyFOB‐ free on board
Use Standard
ments to the requisiselect the commen
xt to Comment Typen then click the Co your main commeping Comments andupplier and click ofsitions for goods itndustry to clearly Incoterms are: (Inlace y paid
d Comments
itions there are Stant. Select the comm
pe and then chooseomment ID you woent box. d Customs as the Cff Email so it is sent is important to listcommunicate the tcoterms are not fo
andard Comments ment from the drop
e your Comment Tyould like to use
Comment ID. This t to the supplier wt the Incoterms in tasks, costs, and risound within the Sta
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which can be inserpdown list.
ype
will paste the McMwith the purchase othe Header and sesks associated withandard comments,
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rted into the comm
Master custom’s brorder. elect Send to Supplh the transportatios, these need to be
McMaster Univer
ments section. Sele
roker information i
lier. on and delivery of gadded as commen
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ect Use Standard
into the comment
goods. nts manually)
List of Comment T
Types to choose frrom – once the Commment Type is selcommen
ected you will nownts box.
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w select the comm
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ment ID which, will
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populate in the
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Routing a Sole/Single Source Form to the AVP of Admin & CFO:
18. Adding a Sole Source to a requisition‐ How to guide a form to the AVP of Admin & CFO (Refer to SP01 to see if your order meets the required thresholds): http://www.mcmaster.ca/bms/policy/purchase/SP‐01.pdf (Example over $10,000 a Sole Source would be required if you are unable to obtain 2 competitive quotations).
To be compliant with laws, regulations, public policy and McMaster University’s Strategic Procurement Policy SP‐01, all acquisitions must be subject to competitive bidding. In rare, specific or exceptional circumstances, only one supplier or consultant may be able, or capable, of providing goods or services.
When a competitive bid cannot be completed for an acquisition the purchaser must complete a Single/Sole Source Certificate and get appropriate approval signatures. The AVP Administration & CFO is to be completed electronically via PeopleSoft.
Ensure you have attached your Sole Source to the “Approval Justification” in the comments portion of the requisition. (Instructions as listed above within page 15 & 16 to add attachments)
a. Sb. H
f
Select Requisition Hype in the words for review/approv
Activities in the He“Sole Source” undval.
eader. er Comments and then click off “Donne” so a check mar
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k appears. This w
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will route the requis
McMaster Univer
sition to the AVP of
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f Administration/CCFO
c. T
VA
The AVP of Admin/View Approvals fouAdministration/CFO
/CFO will now be lisund within the maiO (D. Henne.)
sted as one of the n page of the requ
approvers on the ruisition. Once the V
requisition once thView Approvals is se
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e requisition is savelected you will th
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ved and submitted en be able to see t
McMaster Univer
for approval. To sthe name of the AV
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see the routing go VP of
to
FINALIZI
Save – B
19. S
NG YOUR REQUI
udget Check – Gr
Select the Save but
STION: (It’s impo
reen Checkmark
tton. A requisition
ortant to follow t
: to submit for ap
number will be ge
these steps as lis
pproval
enerated next to Re
ted to ensure yo
equisition ID.
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ur requisition is s
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submitted correc
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ctly)
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20. C
Click on the Budgett Check button. Thhe budget check will be performed annd budget check st
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tatus will change fr
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rom Pending to Ap
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proved.
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21. C
Click the green cheeckmark to submit
the requisition to bbe routed to the neext approver.
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This will
22. C
The flow
show you the na
Click on the View A
w of the RequisitiOnce approvals aSourced into a P The Purchase OrPeopleSoft systeThe Goods or Serunless the goodsHSC or General Rthe Purchase ordin PeopleSoft.
ames of the indiv
Approvals button.
ion: are complete, the urchase Order. rder will be sent tom or by a Procurervices are then recs you had purchasReceiving. A Receipder once the Good
viduals that need
You have
Requisition will b
o the Supplier by tement Specialist. ceived by you the ed had come direcpt ID Number is asds or Services are r
d to approve the
e now comple
e Auto
the
end‐user, ctly to ssigned to received
purchase requisi
eted a requis
Requisition
Remembprocesse
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ition and where
ition. What n
Number P
ber there are 3 keyed before payment
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it is in the appro
next?
urchase Order Number
y numbers tied to t:
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oval process. (App
Receipt Id N
one order
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proval Route):
Number
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