epro order catalog items march 09 draft...in this example, we’ll order diploma covers. we’ll use...

eProcurement 8.9

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How to Order Preset Catalog Items

March 2009

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Page 1

eProcurement is the software we use here at San Diego Unified School District to order most goods andservices. We start with a blank requisition form, add items to it that we want to buy, make sure the money is inplace to pay for it; then submit the requisition for approval and processing.

This job aid walks you through the steps to order what we call “preset Catalog items” in the Oracle PeopleSoftFinancials software application called eProcurement (or “ePro” for short).

NOTE: Before you use ePro to place an order, you need to perform a quick procedure called a BudgetInquiry. A Budget Inquiry is where you look at the budget(s) you plan to use to pay for your order, to verify thatthere are sufficient funds. Please see the job aid entitled How to Run a Budget Inquiry.

The steps in this job aid begin from a blank ePro requisition form. If you don’t know how to log intoPeopleSoft eProcurement and arrive at a blank ePro requisition, then please refer to the Job Aid entitled Howto Log Into eProcurement or How to Find Categories for Special Request Items.

Preset Catalog items are things that are commonly ordered throughout the district, and can be found on variouslists on ePro’s Catalog page. A few examples are textbooks, gasoline, food, district forms, and nursing supplies.

There are three different methods we can use to locate Catalog items and place them on an ePro requisition. Allthree methods are shown here.

1. In this example, we’ll order a specific fooditem for the school cafeteria. Be sure that theCatalog tab is in front of the other tabs, byclicking on it.

1. Keyword Search Method

2. We want to order breakfast pizzas, but can’tremember the exact name for it. We know theword “pizza” is in the name. We type the wordpizza in the Search textbox. We include apercent sign (%) in front and in back of theword. This helps ePro locate all items that havethe word “pizza” in their names.

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eProcurement 8.9

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Page 2

3. To the right of the Search textbox, we clickthe yellow Search button.

4. The results of the search appear in thebottom half of the screen. We decide we wantthe second item listed (pizza bagel breakfast).In the item’s Quantity box, we type thenumber of cases we want: 5.4

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5. We click the Add button to add this item toour ePro requisition. After clicking Add, the 5we typed becomes a decimal number.

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6. We could continue to locate and add moreitems, but the pizza bagels are all we want rightnow. We click the Review and Submit link (inthe upper right area of the screen) to view theactual ePro requisition.

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eProcurement 8.9

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Page 3

7. The requisition is displayed. We type a namefor our requisition into the Requisition Nametextbox. This will help us identify the requisitionlater.

8. We click the Expand Section icon (a smalltriangle) in order to open up the details of thisline item, so that we can enter the budgetnumbers. We must do this so that the funds topay for this order will be available. If we don’tenter the correct budget numbers for each itemwe want, then our ePro requisition will not gothrough.

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9.

A) We enter a future Due Date. This is thedate we’d like to receive our order. (There isno guarantee we’ll get it on this date).

B) We enter the name of the person whowants the item(s) into the Attention textbox.

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B

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eProcurement 8.9

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Page 4

10. IMPORTANT! You must enter thecorrect budget code numbers into theChartfield boxes. The Chartfields begin withthe one labeled DeptID and end with the onelabeled Extended. You must enter codenumbers into each Chartfield box (except forthe one labeled Account, because that one isdone automatically for you). These budgetnumbers indicate which budget ePro will use topay for the order.

The Chartfield boxes are located in the lower-right area of the screen; you might have to scrollyour page over.

The budget numbers shown here are forillustration only and are NOT to be used.

If you don’t know which budget numbers toenter, you must ask someone in your mainoffice, or else your department’s BudgetAnalyst, to assist you.

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11. We click the Check Budget button in thelower left area of the screen.

NOTE: By clicking this button we are initiatingthe budget-check process. Budget-checking arequisition pre-encumbers the funds from thebudget we told it to use (Step 10, above).

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eProcurement 8.9

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Page 5

12. The budget-checking page is displayed.We click the OK button to run the budget-check.

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13.

A) We verify that the requisition successfullypassed the budget-check, by looking for thegreen Valid indication.

B) We click the Save & Submit button. Thissends the requisition to our Department Heador school principal to be approved. It alsosaves a copy of the requisition for us, so we cantrack the requisition and check on it wheneverwe wish (by navigating to the ManageRequisitions screen in eProcurement).

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A

B

14. The Confirmation page is displayed. Wesee all the basic details of the requisition, as wellas who the Department Approver is (the personwho will approve it).

We are finished. We can choose to beginanother requisition by clicking the Create NewRequisition link at the bottom of the page, orwe can navigate to some other page, or log out.

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eProcurement 8.9

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March 2009

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Page 6

1. In this example, we’ll order a textbook for ateacher. The advanced search method is bestfor this item, since we know the exact item wewant, and its identification number (in this case,since it’s a textbook, we’ll use its ISBN, whichis a number unique to every published book).

On a fresh, blank requisition screen, with theCatalog tab showing in the front, we click intothe Manufacturer’s Item ID textbox. Wetype the ISBN for the textbook the teacherwants.

2. Advanced Search Method

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2. We click the yellow Search button locatedto the right of the textboxes.

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3. The results of our search display at thebottom of the screen. We enter the number ofbooks we want (24) and click the Add buttonto add this item to our requisition.3

eProcurement 8.9

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Page 7

4. We click the Review and Submit link.

5. We type a name for the requisition in theRequisition Name textbox.

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6. We click the Expand Section icon to gainaccess to the Chartfield boxes where thebudget numbers have to be entered.

7. We enter the future delivery date we’d liketo request, and the name of the person whoneeds the item.

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eProcurement 8.9

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Page 8

8. We enter the required budget numbers (theones pictured here are fake and are not to beused on a real requisition). This identifies whichbudget will be used to pay for the order.

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9. We click the Check Budget button toinitiate the budget-check process.

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11.



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11 A

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eProcurement 8.9

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Page 9



3. Browse Catalogs Method

1. In this example, we’ll order diploma covers.We’ll use the third method; browse through theCatalogs to find the item.

On the Catalog page, click the Select acatalog drop-down menu, and choose theItems Goods Catalog. This is the Catalog thatmost likely has the diploma covers.

2. To display the list of sub-catalogs within themain Goods Catalog, click the yellow folderwith the plus sign on it.

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2

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eProcurement 8.9

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Page 10

3. We happen to know that diploma covers arelisted under Instructional Supplies. We clickon the blue hyperlink for that sub-catalog.

NOTE: If you don’t know which Catalog orsub-catalog to look in, then use one of the othertwo methods in this job aid to find your desireditem.

3

4. The list of Instructional Supplies items isdisplayed. The list is alphabetical, so we scrollthrough the list to find the diploma covers. Todo this we click on the Next icon. (It looks likea tiny blue triangle or arrow).

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5. Upon locating the diploma covers, we enterthe numeral for how many we want, and clickthe Add button next to it.

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6. We click the Review and Submit link.6

eProcurement 8.9

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Page 11

7. We type a name for the requisition into theRequisition Name textbox. Then we click theExpand Section icon (that looks like a smalltriangle), to gain access to the Chartfield boxeswhere we must enter the budget numbers topay for this order.

8. We enter the future Due Date when we’dlike to receive the item by. Then, in theAttention textbox, we type the name of theperson who wants to receive the item.

7

8

9. We enter the required budget numbers (theones pictured here are fake and are not to beused on a real requisition). This identifies whichbudget will be used to pay for the order.

9

eProcurement 8.9

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Page 12

10. We click the Check Budget button toinitiate the budget-check process.


12.



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eProcurement 8.9

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Page 13



13

NOTE: If you need further assistance, pleasego online to: www.sandi.net/peoplesoft andclick on the desired links to find additionalresources.

epro order catalog items march 09 draft...in this example, we’ll order diploma covers. we’ll use...

Documents