3requisition entry 9 - bowie state university · 2017-06-28 · requisition using peoplesoft...

BOWIE STATE UNIVERSITY PEOPLESOFT CHAPTER 3 - REQUISITION ENTRY 1

REQUISITION ENTRY

AAUUTTHHOORRIIZZEEDD RREEQQUUEESSTTEERRSS AANNDD AAUUTTHHOORRIIZZEEDD AAPPPPRROOVVEERRSS CHAPTER 3

Bowie State University

September 2010

Chapter 3


Chapter 3


ENTERING A REQUISITION Overview

The life cycle of a requisition starts with the original entry of a request for products and services. It is then approved based on budgetary allowances.

After approval has been given, the requisition must be Budget Checked to assure there are sufficient funds for the purchase of the item.

In this chapter we will learn all the necessary steps to Create a new Requisition using PeopleSoft eProcurement.

Objectives

By the end of this chapter, you will be able to:

• Understand the Requisition Process

• Understand the role of the Requester of a Requisition

• Successfully enter a Requisition

• Successfully use the Notify function

• Successfully Add and/or Update/Display Requisitions

• Successfully use the Copy From function to copy a Requisition

Chapter 3


Requisition Process

1

An Originator, someone who cannot enter a requisition, but requires goods and/or services, wishes to order something using the Requisition Process. [See the Appendix for Procedures on when to use the Requisition Process.]

2

3

The Originator must submit a request to an Authorized Requester or Authorized Approver for an item that is on the Approved Category Code List. [See the Appendix for a list of all category codes]

All necessary information should be obtained from the Originator at the time of the request including:

• Price of Item • Vendor • Quantity • Desired delivery date [the date should allow for

shipping] • Budget information • Additional notes, comments, or reasons for the

purchase

Chapter 3


Role of the Requester of a Requisition

Enter Requisition

Make Updates/Changes to the Requisition

Requisition Approval

Budgetary Control Module (BCM)

When a Requisition is entered, all information must be as accurate as possible.

After the Requisition is entered, any Changes or Updates that are needed must be done before the requisition can be approved.

Approval of the requisition should be done before the Requisition is Budget Checked.

The Budgetary Control Module referred to as the BCM and also called Budget Checking; allows you to ensure that your commitments and expenses do not exceed total budgets, that revenues match estimates, and that appropriations correctly reflect dedicated revenues.

Note: After this point in the cycle, the requisition is sourced to a Purchase Order. We will be concentrating on the Life Cycle of a Requisition in this training manual.

Chapter 3


Field Descriptions

Before you begin Requisition Entry, familiarize yourself with these terms:

Category List A list of categories describing the items a requestor

can order. Your selection should be as accurate as possible and match the item you are purchasing.

Business Unit The Business Unit will always be BSU (Bowie State

University). This value allows Peoplesoft to access the appropriate vendor, purchase order, and receiving information.

Buyer A representative that orchestrates the purchase of the

requested goods and/or services. ChartField An element of the accounting code block; the

keys by which financial data is recorded in PeopleSoft General Ledger. Individual fields identify the type of information represented within your chart of accounts.

Account

Account represents the natural account to code different categories of revenues, expenditures, assets, liabilities, and fund equity transactions. Account is a required field

Class

Class represents a type of functionally related to revenue or expense accounts. Most of BSU’s reporting of revenue is by Class (which is a rollup of accounts).

Department ID

A Department represents a cost center for budgeting purposes. Departments can be rolled up to Programs. Department is a required field.

Fund

Funds separate financial information for the purpose of keeping specific activities and objectives within their limits and regulations. Fund is a required field.

Program

Program represents a group of functionally related departments. A department can only be assigned to one program. Most of BSU’s external reporting for expenses is by Program (State, Audited Financial Statements, Maryland Higher Ed Commission, Middle States Accreditation Council). Program is a required field.

Chapter 3


Project/Grant Project/Grant represents segmented cost centers of limited duration. A project can represent an event or an activity that crosses various departments. The Project/Grant field is only required for all transactions coded to Fund 43. It is optional for all other funds.

ChartField Combination Edit

Also called Combo Edit. Peoplesoft will check the entries in your distribution line details panel to assure that valid ChartFields have been entered. Peoplesoft will not allow you to enter conflicting information. If you enter information that does not follow the established rules, you will receive a ChartField Combination Edit. There are three main rules to remember to avoid a ChartField Combination Edit:

• Accounts rollup to Classes. • Departments rollup to Programs. • Fund 43 requires a project/grant code.

Item Total The total number of units being purchased. Purchase Order A contractual document issued by an authorized BSU

buyer to a vendor that details the terms of the sale under which the buyer will purchase the vendor's goods.

Ship to Location This is the location where the item ordered is to be

delivered. [All deliveries must go to Central Receiving first and can then be re-routed to your campus location]

Chapter 3

BOWIE STA

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Chapter 3

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11

Chapter 3

Chapter3


Currency The default is USD and cannot be changed. Unit of Measure Item UOM. Determine how many of each

item you wish to order.

Category Defaults from the category selected on the

Category Tree on the Definition Requisition page. For more details, see Category Selection in the materials that follow.

Due Date The date by which the item is needed. Vendor ID The ID for the vendor. The Look Up icon

accesses the Vendor Search page. For more details, see Vendor Search in the material that follows.

Vendor Name The Name of the vendor. The Look Up icon accesses the Vendor Search page.

Vendor Item ID The identifier used by the vendor for this

item. Mfg ID The identifier for the manufacturer of this

item. Manufacturer Displays the name of the manufacturer after

entry of the ID. Mfg Item ID The identifier used by the manufacturer for

this item. Suggest New Vendor Hyperlink to access the Suggest a Vendor

page to enter information on a vendor not already stored in the system. BSU is not using this option.

Additional Information Notes about this item that are pertinent to

the buyer, vendor or requestor. Send to Vendor Indicates that this note is to be printed on

the purchase order for the vendor.

Chapter 3


Show at Receipt Indicates that this note is to be printed on the receiver.

Show at Voucher Indicates that this note is to be printed on

the voucher. Request New Item Indicates that this should be added to the

item master. Not used at BSU. Add Item Button to add the line to the requisition.

Enter the following information on this page.

• Item Description: CP1160 HP Color Inkjet Printer

• Price: $499.00

• Quantity: 1

• Unit of Measure: EA

• Due Date: 09/30/2010

When you click Add Item, the line item is added and the page is cleared for you to add a new item, if needed.

Chapter 3

BOWIE STA

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Chapter 3

Chapter3

BOWIE STA

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15

Chapter 3

Chapter3

BOWIE STA

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Chapter 3

Chapter3

BOWIE STA

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Chapter 3

Chapter3


Merchandise Amt Category Description

Displays the information entered on the previous page. This information is display only and cannot be changed.

Buyer Displays the buyer for the item based on the

selected category. Vendor Vendor Location Vendor’s Catalog Vendor Item ID Manufacturer ID Manufacturer Manufacturer’s Item ID

Displays the information entered on the previous page. It can be changed for this line item on this page, if needed.

Physical Nature Indicates whether this line item is for goods

or for services. RFQ Required Indicates that an RFQ is required for

ordering. Amount Only Indicates that the requisition is to be tracked

to amounts and not quantities. This field is to be checked if you are entering a blanket PO.

Inspection Required Indicates that an inspection of the item is

required before receiving. Suggest New Vendor Hyperlink that accesses the Suggest New

Vendor page to give vendor information to the buyer to set up in the system.

Contract Section Contains fields to link the requisition to an

existing contract. Sourcing Controls Allows sourcing to calculate the price.

Make entries and click the OK button to save any changes you have made. If no changes were made, click the Cancel button to return without saving any changes.

Chapter 3

BOWIE STA

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HAPTER 3 - RE

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20

Chapter 3

Chapter3


Send to Vendor Indicates that the comment is to be printed on the purchase order for this line.

Show at Receipt Indicates that the comment is to show on

the receiver. Show at Voucher Indicates that the comment is to be shown

when creating the voucher. Entering New Vendor Information

You will use the Comments field to enter Vendor information if the vendor is not already in the system.

The first line in the comment should read: New Vendor Information. Followed by the following information:

• Vendor Name

• Vendor Address

• Vendor E-mail Address

• Vendor Phone Number

• Vendor Fax Number (Optional)

• Vendor Tax Identification Number

Add Attachment

The Add Attachment button allows you to search for and attach another document for this line item on the requisition.

You will use this to send price sheets or quotes to the buyer. Attache this information to the requisition instead of faxing the information to the buyer.

Make entries and click the OK button to save any changes you have made. If no changes were made, click the Cancel button to return without saving any changes.

Chapter 3

BOWIE STA

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Chapter 3

Chapter3

BOWIE STA

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23

Chapter 3

Chapter3

BOWIE STA

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24

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Chapter 3

Chapter3


Program Select the appropriate value from the look up screen. The Program must be compatible with the Fund and Department.

Dept Select the appropriate value from the look

up screen. The Department must be compatible with the Fund and Program. The description field of the Department look up will display a two-digit number at the end of the description. This will indicate the compatible program for the department code selected. Example: Finance and Administration 06

Project The Project field is only required for all

transactions coded to Fund 43, Grants. Job ID The identifier for the particular job being

charged for the item. Class Select the appropriate value from the look

up screen. The Class must be compatible with the Account.

Account This field is defaulted based on the

Category you selected on the Form screen. The Account must be compatible with the Class. The description field of the Account look up will display a two-digit number at the end of the description. This will indicate the compatible class for the account code selected. Example: Office Equip 11

Affiliate The affiliate account to be charged for this

item.

Chapter 3

BOWIE STA

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Chapter 3

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BOWIE STA

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27

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If approvals are required, they will be listed in the next section.

Actions you can take from this page include:

Submit Submit to workflow for the next step in the purchasing process.

Edit Requisition Open the requisition to make changes. Check Budget Check the budget and reserve funds for the

request. Pre-Check Budget Check the budget without reserving funds. View Printable Version View a PDF version of the requisition that

you can print. Manage Requisitions Go to the Manage Requisitions page to

work on this or other requisitions. Create New Requisition

Go to the Create New Requisition page to create a new request.

Click the Edit Requisition button to return to the requisition.

Pre-Check the Requisition Budget

Budget Check is the term used to describe the PeopleSoft system’s process of checking a purchase against a budget prior to committing to a vendor. Prior to submitting the requisition for approval, you will pre-check the budget. If the funds are available for the purchase, the system will indicate that the budget status is Provisionally Valid meaning that the funds are available at the time the check was done but they have not been encumbered. If the funds are not available, the system will display an error and the purchase requisition will not move forward.

Chapter 3

BOWIE STA

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29

Chapter 3

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BOWIE STA

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30

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3requisition entry 9 - bowie state university · 2017-06-28 · requisition using peoplesoft...

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