requisition process

Requisition Process

Procurement ServicesLaurie Krauel

Updated 4.5.12

Requisition Processes

• Navigation• Define Requisition• Add Items & Services• Suggest New Vendor• Review & Submit• Chartfield Changes• Attachments/Comments• Manage Requisitions

Agenda

• eProcurement Demo• Other Approvers

Initiating a Requisition

• Main Menu>eProcurement>Create Requisition

Define Requisition

The fields that you enter on this page will be applied to

the entire requisition.

A descriptive requisition name is helpful when managing requisitions later, but not required.

Click on Spyglass to see more info

Vendor

Select the vendor for the items on this requisition. Purchase orders will not be created unless the vendor ID and vendor location are on the requisition.

If you can’t find the vendor we will Suggest a New Vendor under the Add Lines & Services page.

Vendor Location

The default location for the vendor appears to the right of the Vendor field.

CategoryDefine a category for this order. For this page you will need to click the Find Button to see all of the different categories. You can search by category or by description (Account Code).

Unit of MeasureDefine the UOM for this order.

Ship To

Select the building you want your order ship to.

Attention

Enter the name and room number of the individual who should receive the items or services.

Chartfield Information

Enter Chartfield information. The Account code will default in from the Category. When done, click the Continue button at the bottom of the page to save the information on this page.

Add Items and Services

The information you entered on the Previous page default in.

Item Description: Please specific, providing any other appropriate detail.

Price & Quantity : Enter price & Quantity.

Parts Number: Enter identification number assigned to particular part by the manufacturer.

Additional Information: Enter any other useful information, such as quote number here. Check Send to Vendor if this information should be included on the Purchase Order… if unchecked, information will go to the buyer and other approvers within DePaul, but not to the vendor.

Suggest New VendorUse the Suggest a New Vendor feature when entering a req for a vendor not already in the system.

Click on the Suggest New Vendor to enter the information.

Enter all appropriate information. Please make sure to include phone number, fax number & email address.

When done, click OK to save the information.

Suggest Vendor name will appear now on the Item and Service page.

Make sure all required (*)fields are completed… then click Add Item to complete this line of the requisition.

The item is now displayed in the Requisition Summary… and the req total is updated accordingly.

You can now enter another line to this order by filling in the Item Description, Price & Quantity.

When all lines have been entered, click on Review and Submit to prepare Req for submission.

Don’t forget to click the Add Item if you add more lines.

Trade In/Discounts

Negative line price and amount.

Review & Submit This screen shows a summary of your requisition with each line listed..

You are now ready to perform a budget check and submit the requisition.

Before a req can be submitted, it must pass a budget check. Click on the Check Budget.

This page tells you that the req will be saved (but not submitted) before the budget check. Click on the OK button now.

Valid indicates that the req has passed budget check. You can now submit your order to Procurement for review/approval.

Error: The requisition failed budget checking. Please call Buyer or Procurement Services

Confirmation Page displays your requisition number and approval workflow.

This req must be first approved by a buyer.. Then the Compliance Approver. The req will become an active order only after all approvals have been processed.

Chatfield ChangesChange the chartfield information from the Review & Submit page.

Click on the Expand section

button.

Scroll to the right you can see your chartfield information. You can change the deptid/account code on this screen.

Enter new chartfield information

You can also change chartfield information from the Define Requisition page. Click on Define Requisition at the top of the page.

Update chartfield information

Chartfield Changes

Click on the Continue button at the bottom of the page

Update All Distribution Lines. Click the OK button.

Click on Expand Section button

Account code is now updated.

Click on Check Budget again.

If done click Save & Submit.

Attachments

Attachments or Standard Comment. Click on Standard comments at the bottom of the page.

Click on Add Attachments

Click on Browse.

Select a file to be attached to this order. Click on Open to add the file.

Click on Upload

File is added with your name and the date and time. Add a New Row to enter another Attachment.

Under Use Standard Comment you must write Attachments. Done click the OK button.

Standard Comments

Click Standard Comment to add any standard comments

Enter "PO" for purchase order commentsThen use Look Up icon to display standard PO comments

Click the Standard Comment Id Number to select

Click Search button

Need to check the box to add the Standard Comment. Click the OK button.

Check Send to Vendor if this info should be included on the Purchase Order...if unchecked, information will go to the buyer and other approvers within DePaul, but not to the Vendor

Click the Save & Submit button now to save everything

Manage Requisitions

Requisition Cycle

Requisition

Approval Status

Purchase Order

Cancel Requisition

Budget Check

Edit Requisition

View Approvals

Copy Requisition

View Printable Requisition

Other Approvers• Jeff Bromberek (Director)

Department policy and operations, major vendor bids and agreements

• Montey Caston(Compliance Coordinator)Monitor ProCard and PO transactions for policy compliance and fraud

• Laurie Krauel (Proc. System Admin)ProCard program, PeopleSoft, travel and entertainment, new vendors

• Angela Longoria (Facilities Buyer)Facility purchases, maintenance

supplies

• Natalie Max (Supplies Buyer)Office supplies, science equipment, PC leasing

• Laurie Melvin (Print Buyer)Print orders, design services, stationery

• Jake Moy (Technology Buyer)PC purchases, cell phones, audio/video equipment

• Abe Reising (Assistant Director)Professional Services, furniture purchases, training

Other Approvers• Fund 5xx - Office of Sponsored Programs & Research• Greater than $25,000 Director of Procurement Services• Greater than $75,000 Office of the Treasurer• Greater than $5000 & Fund 700 - Financial Accounting • Technology Purchases – Information Services, Office of

the EVP/or Provost

Other Approvers• Greater than $50,000 and/or “Special Risk” purchase –

Office of the General Counsel (OGC)• Leases (non-PC) Financial Accounting & Office of the

Treasurer• Trademark order – Athletics Department