h to en ter a purc hase requisition · the magnifying gla gory of goods or s oratory & scientif...
TRANSCRIPT
H
Osn
How to En1. Go to Fina2. Click on th
Once opening the rset‐up will need tonext page.
ter a Purcance > Purchasing >he “Add a New Valu
requisition screen o be requested via
hase Requ> Requisitions and ue” tab and select
click on the supplithis pathway: Fina
Step 2.
uisition select “Add/Updat“Add”. Select “Find
ier tab to ensure thance > Purchasing
Step 1.
te Requisition” d an Existing Value
he supplier is in theg > Requisitions > S
Strategic Procu
e” to find a requisit
e PeopleSoft systeSupplier Set‐up/Cha
urement / McMas
tion entered previo
em. If the supplier iange Request. The
ster University
ously.
is not in the systeme Supplier Tab is sh
1
m, supplier hown on the
3. Modify th“Accounti
a. “r
b. “
Step 3 a.
Step 3 b.
e information in thng Date” defaults t“Origin”‐ Defaults tequired. “Currency”‐ default
he “Header”. Modto today’s period. o ONL. This will n
ts to Canadian. Ne
ify by clicking on meed to be changed
eed to change for o
Supplier Information
magnifying glass nex
d to RSCH for Resea
other currencies.
Tab
Strategic Procu
xt to each field. “R
arch accounts or CA
urement / McMas
Requisition Date” d
AP for Capital acco
ster University
defaults to today’s
ounts (Facilities) wh
2
date.
here
4. Next entea) “Item” ‐ leb) “Descripti
item numc) “Quantityd) “UOM” ‐ ue) “Category
making thf) “Price”‐ En
r the Line item deseave this field empon”‐ type a descripber. ” ‐ this is the numbunit of measure. My” ‐ click on the mage purchase (exampnter the price with
Step
scription on the “Dty. ption of the item b
ber of items being Most requisitions wgnifying glass to vieple‐ lab supplies suout taxes. PeopleS
4 a. Step 4 b.
etails” line.
eing purchased. If
purchased. For sewill have EA (each) ew options availabuch as beakers shouSoft calculates the
Step 4 c. Step 4 d
f the supplier has p
rvices enter quantias UOM. Click on ble. This is the cateuld be 4110000 Labtaxes.
d. Step 4 e. Step 4
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provided an item nu
ity of 1. the magnifying glaegory of goods or sboratory & Scientif
4 f.
urement / McMas
umber begin the d
ass to view other oservices being purcfic Equipment, not
ster University
escription with the
ptions. chased, not the dep Research Services
3
e supplier’s
partment s).
T
To add additional lines, select the “+”
” button at the endd of the line. To reemove lines, select
Strategic Procu
the “–“ button at t
urement / McMas
the end of the line
Add oradditio
ster University
e.
r remove an onal line
4
5. Select the “Schedule” icon a
t the end of the linne.
Strategic Procuurement / McMasster University
Step 5.
5
6. Schedule ‐a) “Ship b) “Due
‐ enter the “Ship Toto” ‐ should defauDate” ‐ select the
o” and “Due Date”ult to the purchasercalendar icon to ch
Step 6. a
” here. r’s office location. hange the due date
Other locations cae. The due date is
Step 6. b
Strategic Procu
n be selected by clthe date goods sh
urement / McMas
licking on magnifyihould be delivered
ster University
ng glass. to your location.
6
7. Click on thhe “Distribution” ic
con at the end of thhe line.
Strategic Procuurement / McMas
Step 7
ster University 7
8. Enter the a) O
ab) S
Chartfield informaOnly populate the fand select. Select “Ok” when fi
Step 8. b
tion in the “Distribfields that apply to
inished entering in
bution” fields. the Chartstring. C
formation.
Click on the magnif
Strategic Procu
fying glass next to
Ste
urement / McMas
each field to find t
ep 8. a
ster University
the appropriate inf
8
formation
9. On the “Scchedule” page, sele
ect “Return to Mai
Step 9.
n Page”.
Strategic Procuurement / McMasster University 9
10. Click on thPurchasin
Click on m
he “Supplier Informg > Requisitions an
magnifying glass to f
mation” tab to selecnd Selecting Supplie
find the supplier.
ct the supplier. If ter Setup/Change R
Step 10.
the supplier is not Request.
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listed, request a su
urement / McMas
upplier setup by na
ster University
avigating to Finance
10
e >
R
Repeat steps 6 to
11. Requisitiosetup as “
a) Click the “b) Select “Am
o 10 for each line
ns for services, or “Amount Only” Req“Attributes” tab mount Only” so a c
e on the requisiti
goods that requirequisitions. Omit thi
heck mark appears
on.
e payments of multis step if the suppl
s in that field.
Step 11. a
tiple invoices (the sier is issuing only o
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supplier will be issuone invoice agains
urement / McMas
uing more than onst the purchase ord
Step 11. b
ster University
e invoice to be paider.
11
d) should be
c) When the
prompt message aappears select “Yess” to confirm.
Strategic Procu
Step 11.
urement / McMas
c
ster University
12
Note: the “quaReceipts on th
antity” field is unavis purchase order,
vailable for entry asreceive on price ra
s the system has nather than quantity
ow hardcoded they.
Strategic Procu
quantity but the p
urement / McMas
price field is now o
ster University
pen. When perfor
13
rming
12. Adding attand/or sedocument
Select “Ad
tachments is a reqrvices have been ptation for requirem
dd Comments” and
uired step. Purchasprocured through aments.
d a new Prompt box
se requisitions alw process meeting c
x will appear.
Step 12.
ways need an attachcurrent purchasing
Strategic Procu
hment added as ang policies. Please re
urement / McMas
n approval justificaefer to the current
ster University
tion to confirm the purchasing policy
14
e goods
Nt
13. If required
Note the commentthe “Inactivate” bu
Comments Box
Wd
d, comments can b
t box is 1 of 1 and sutton and the comm
Who will see commentsdefinitions on 16.
be added next.
selecting the”+” bument box will be re
s – select the appropria
utton allows for addemoved.
ate box. See
ditional comments
Select to add an h
Strategic Procu
s to be added. To re
urement / McMas
emove a comment
ster University
t box previously ad
Select to ad
Select attachsuppliselecte
15
dded, select
dd additional comment
”Email” to ensure thehment is indeed sent toier. “Send to Supplier” med.
ts
o the must be
Strategic Procurement / McMaster University 16
Whatever is typed into the comment box is only visible to the group selected below the box as follows: “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.
14. Adding Attachments (See visual page 15):
To add attachments select “Attach”. Select “Choose File” to find the file to be attached and select “Upload”. Note: the attachment gets attached to the comment box that is open.
In order for the attachment to be sent to the supplier, “Email” must be selected, 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 them 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 addition to being able to add custom comments to the requisitions there are “standard comments” which can be inserted into the comments section. Select “Use Standard Comments”. Click on the magnifying glass to select the comment from the dropdown list.
A. Click oB. Once C. SelectD. For U
informE. Incote
are teSomeDAP‐ DDP‐ FOB‐ f
on the magnifying the comment typet “Ok” and it will bS Orders only: Selemation into the comerms: When entererm used by the inde examples of Incotdelivered at place delivered duty paidfree on board
U
glass next to “Come is chosen, select te pasted into the mect “Shipping Commment box. Be suring requisitions fodustry to clearly coterms (Incoterms a
d
Use Standard Comment
mment Type” to chothe “Comment ID”main comment boxments” and “Custore to select “Send r goods it is importommunicate the taare not found withi
s
oose the relevant c to be used. x. oms” as the “Commto Supplier” and cltant to list the Incosks, costs, and riskin the Standard com
Strategic Procu
comment type (see
ment ID”. This actiolick “Email” so it is oterms in the “Heaks associated with tmments ‐ these nee
CS
urement / McMas
e visual on page 18
on will paste the Msent to the supplie
ader” and select “Sethe transportation ed to be added as
Comment Types Step 14. a
ComStep
ster University
8).
McMaster customs er with the purchasend to Supplier”. and delivery of gocomments.):
mment ID p 14 b.
17
broker se order. Incoterms
oods.
List of Com(Step 14. a)
ment Types to cho).
oose from – once tthe Comment Typee is selected, choos
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se the comment ID
urement / McMas
D which will popul
ster University
ate in the commen
18
nts box
Strategic Procurement / McMaster University 19
Routing a Sole/Single Source Form to the AVP of Administration & CFO:
15. Adding a Sole Source form to a requisition:
First, refer to SP01 to see if the order meets the required thresholds: http://www.mcmaster.ca/bms/policy/purchase/SP‐01.pdf . For example if the value of the purchase is over $10,000 a Sole Source form would be required if you are unable to obtain two 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 the Sole Source form has been attached to the “Approval Justification” in the comments portion of the requisition. Instructions as listed above on pages 15 and 16 on how to add attachments)
a. Select “Reb. Hype in th
Administr
equisition Activitieshe words “Sole Souation/CFO for revie
S
s” in the Header. urce” under Commeew.
Step 15. a
ents and then sele
Step 15. b
ct “Done” so a che
Strategic Procu
eck mark appears.
Step 15. b
urement / McMas
This will route the
ster University
e requisition to the
20
e AVP of
c. The AVP o
To view thAdministr
of Administration/Che routing go to “Vation/CFO (D. Hen
Step 15. c
CFO will now be listView Approvals” foune.) is visible.
ted as one of the aund within the mai
approvers on the rein page of the requ
Strategic Procu
equisition once theuisition. Once “View
urement / McMas
e requisition is savew Approvals” is sel
Step 1
ster University
ed and submitted fected, the name o
15. c
21
for approval. of the AVP of
F
I
S
Finalizing the req
It’s important to
Save > Budget Ch
16. Select “Sa
quisition:
follow these step
heck > Green Che
ve”. A requisition
ps as listed to en
eckmark : to subm
number will be ge
nsure the requisit
mit for approval
nerated next to “R
R
Step 16.
tion is submitted
Requisition ID”.
Requisition ID will appe
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correctly.
ear here
urement / McMasster University
22
17. Select “Buudget Check”. The budget check will be performed and budget check stat
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us will change from
urement / McMas
m “Pending” to “Ap
Step 17. (Icon
ster University
pproved”.
n with the magnifying g
23
glass)
18. Select the
green checkmark to submit the requuisition to be routeed to the next appr
Strategic Procu
rover.
urement / McMas
Step 18. Green c
ster University
checkmark to submit fo
24
or approval
T
19. Select “Vie
The approval route
The
The flow of the Rinto a Purchase Oby the PeopleSofor Services are thyou had purchasReceipt ID Numbor Services are renumbers tied to
ew Approvals”.
e is now visible, sho
e requisition is
Requisition: Next tOrder. The Purchaft system or by a Phen received by yosed had come direber is assigned to teceived in PeopleSone order process
owing the individua
s now complet
View approvals
the Requisition wilase Order will be sProcurement Specou the end‐user, uctly to HSC or Genthe Purchase ordeSoft. Remember thsed.
als in the approval
te!
ll be Auto Sourcedent to the Supplieialist. The Goods unless the goods neral Receiving. A er once the Goods here are 3 key
process as well as
Requisition
d er
Strategic Procu
the status of appr
n Number
urement / McMas
roval.
Purchase Order Number
ster University
Approval Route
Receipt Id
25
d Number