cunyfirst requisition & receipt creation guide · 1 graduate center cunyfirst requisition...

1 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013

CUNYfirst

Requisition

& Receipt

Creation

Guide

Purchasing

and Accounts Payable

Office

http://www.gc.cuny.edu/home

http://www.cuny.edu/main/index.html


Procurement Overview provided by Hostos Community College


Requisition: A requisition is simply an authorized request for the purchase of goods and/or services. The

request is submitted to Purchasing for processing and conversion into a purchase order and then sent to

the selected vendor.

Create requisitions:

This process involves: defining the goods and/or services required, adding these items into the

requisition, verifying the category information and reviewing and submitting the requisition for

approval. Please attach any supporting documentation/quotes for faster processing.

Requisition Routing and Approval:

Requisitions are automatically routed for approval to the designated departmental approver. The

approver can view the requisition history, amend or reject the requisition, attach supporting

documentation, return the requisition to the Requestor, or approve and release the requisition.

Also, if applicable, technology, hazmat and furniture purchases require an additional approval.

Budget Check:

Budget check runs automatically on an hourly basis. Budget will be valid or not valid. If valid, the

purchase order will be generated after Purchasing converts, reviews, processes and approves the

requisition. Once Purchasing approves and converts the requisition into a purchase order then it is

sent to the vendor.

Receive Goods:

The receiving function provides verification of receipt of goods/services. The Requestor creates a

receipt which then provides Accounts Payable the authorization to process payment so long as the

invoice has been received.

Requisition Overview provided by Hostos Community College

Create

Define

Requisition

Add

Items/Services

Review and

Submit

Approve

Budget Check

Receive

Supervisor Level 1 & 2 Approvals

Category Approval

Validates Budget

Creates Pre- Encumbrance

Enter Receipt

Goods Inspection

Return to Vendor


CUNYfirst

Requisition Creation

Enter username and password to enter system

Click “eProcurement” to access the

online requisitioning module

Click “Financial Supply Chain”


Enter Requisition Name for easier reference

Click Continue to enter requisition information

Click on “Create Requisition” to

access online requisitioning

module


Click “Special Item” or Special Request and then Special Item

You will need to complete Item Description, Price, Quantity, Unit of Measure, Category

and Vendor ID


Description, price and quantity completed.

Click magnifying glass to select Unit of Measure


Change drop down field to Contains and enter Unit of Measure click Look Up


Unit of Measure results appear. Click on Unit of Measure

Unit of Measure is populated


Click magnifying glass to select Category

Change Category to DESCRIPTION and the enter description of goods/service click FIND


The data description with “Catering” appear. Click on “Category Number” to populate

description on requisition.

Category field will be populated


Click magnifying glass in Vendor field to select vendor

Enter Vendor name in Short Vendor Name field (you only need to enter the first few letters

of a vendor name. The full name is not necessary and may not be in the system with the

same spelling as you may expect)


To look up a vendor such as Restaurant Associates you can type Restau and then click

“FIND”

Select Vendor by clicking on Vendor ID Number of correct vendor


Vendor field is populated

Click “Add Item” to add this request to requisition.


You can now add additional items if desired follow steps above for multiple items

Click “Review and Submit” when you have completed all requests for this requisition.

Requisition Summary appears on left side of screen


To add an attachment or comment to your requisition

Click on Bubble to add comments or and attachments.

If you have an Attachment such as a quote click here. Add Comments in this field.


Sample comment

When adding an attachment this option will appear so you can select a file to upload from your

computer or scan folder. Click Browse to access folder where file is located.


Select file from the computer folder where file is saved

and click open to attach, then click Upload.

Selected file will be attached and appear as indicated. If you have additional attachments follow

the same procedure again. Once you have attached all documentation click OK.


Bubble will now have dotted lines to indicate there is an attachment or comments.

Review line details, click triangle next to line


Verify Chartfield information by clicking on Tabs

Chartfield1 info has delivery location, quantity and account that can be changed

Percent relates to percentage of expense for requisition and for each line of req.

GL Unit is constant for the Graduate Center which is GRD01


Chartfield2 has expense information. All fields are automatically populated based on

system setup information. The only change may be in the “Dept” if you have rights to

create a requisition for more than one department.

Chartfield3 does not require any changes by requestor.


Details is also an informational tab not requiring changes

When the requisition is completed

click “Save & Submit

To review a requisition first click

“Save & Preview Approvals”

You must click “Save & Submit” before the requisition can be processed for approval


CUNYfirst

Requisition Approval

Enter username and password to enter system

Click “Financial Supply Chain”

Click “eProcurement” to access

the online requisitioning module


Click magnifying glass to select “Business Unit”

Click “Requisition Approval” to access

the online requisitioning module


Business Unit will appear and click

Business unit will populate field.

Click “Search for requisitions awaiting approval

GRDPR


Requisition data will be displayed click “Select All” or in box on line to review information

Click on Requisition number for

approval. If you click on

requisition the data will appear

for review prior to approval or

rejection of request


Click “View Line Details” to view requisition information

Requisition information is displayed, Click red X to close information


System reverts back to Requisition Review

Click in triangle next to “Review/Edit Approvers”

Approver information is displayed, Approval is completed by authorized Departmental

approver by clicking on Pending box.

Pending Approval is Blue

Approved requisitions are Green

Rejected requisitions are Red


Category Codes

OTPS Category Codes & Accounts

Category Code

Description Account Description Account

8411000000 Accounting & auditing 52801 Services-Accounting/Auditing 52801

3120000000 Adhesives & sealants 51006 Maint and Cleaning Supplies 51006

8210000000 Advertising 52752 Services - Advertising Pub Rel 52752

4511000000 Audio visual equip 53903 Office Equipment < $5K 53903

8412000000 Banking & investment 52816 Services-Other 52816

2611000000 Batteries & generators 53151 Auto-Supplies 53151

3117000000 Bearings, bushings, gears, etc 51006 Maint and Cleaning Supplies 51006

7210000000 Bldg maintenance & repair svcs 55002 Building Improvements=>$25K 55002

7210150000 Building Maintenance 53104 Maintenance-General 53104

8016000000 Office Services 52819 Services-Office 52819

7611150100 Cleaning Services 52807 Services-Cleaning 52807

7611000000 Cleaning & Janitorial svcs 52807 Services-Cleaning 52807

4910000000 Awards 53805 Trophies 53805

5611000000 Office furniture <5K 53902 Office Furniture < $5K 53902

8510000000 Comprehensive health svcs 52816 Services-Other 52816

4321160000 Computer Accessories 51003 IT Supplies 51003

4321000000 Computer Equipment <1K 53905 Computer Hardware < $1K 53905

8111000000 Computer Services 52812 Services-Info Technology 52812

3011000000 Concrete & cement & plaster 51006 Maint and Cleaning Supplies 51006

2411000000 Containers & storage 51006 Maint and Cleaning Supplies 51006

3017000000 Doors & windows & glass 51006 Maint and Cleaning Supplies 51006

8115000000 Earth science svcs 52803 Services-Architect Engineer 52803

8612000000 Training for Educational institutions

52703 Training programs 52703

3912000000 Electrical equip & parts 51006 Maint and Cleaning Supplies 51006

2612000000 Electrical wire & cable 51006 Maint and Cleaning Supplies 51006

7210150600 Elevator Maintenance 53101 Maintenance-Elevator/Escalator 53101

3015000000 Exterior finishing mtrls 51006 Maint and Cleaning Supplies 51006

7210210300 Exterminating 53102 Maintenance-Extermination 53102

7210290000 Facilities Maintenance/Repair 53104 Maintenance-General 53104

4016000000 Filtering & purification 51006 Maint and Cleaning Supplies 51006

4619000000 Fire protection 53906 Security Equipment < $5K 53906

4619000080 Fire protection - Haz 53906 Security Equipment < $5K 53906

7210150900 Fire Alarm Protection Maintenance 53103 Maintenance-Fire Alarm 53103

4920000000 Fitness equip 53904 Athletic Equipment < $5K 53904

5210000000 Floor coverings 51006 Maint and Cleaning Supplies 51006

3118000000 Gaskets & seals 51006 Maint and Cleaning Supplies 51006

7213000000 General Building construction 55001 Construction Expense= >$25K 55001

8214000000 Graphic design 51203 Printing & Publishing Services 51203

2711000000 Hand tools 51006 Maint and Cleaning Supplies 51006

3116000000 Hardware 51006 Maint and Cleaning Supplies 51006


0000003000 Honoraria 52701 Honorariums & Lecture Fees 52701

9011000000 Hotels & lodging 52253 Out of Town-Non PSC Lodging 52253

8011000000 Human resources svcs 52810 Services-Other Consulting 52810

4010000000 HVAC equip 54006 Air Mgmt Sys <$25K 54006

4010000090 HVAC equip - Grn 54006 Air Mgmt Sys <$25K 54006

7210151100 HVAC Maintenance 53105 Maintenance-HVAC 53105

4810000000 Institutional food svcs equip 53911 Other equipment < $5K 53911

5612000000 Instructional furnishing 53902 Office Furniture < $5K 53902

5612000090 Instructional furnishing - Grn 53902 Office Furniture < $5K 53902

8413000000 Insurance & retirement svcs 52609 Insurance-Other 52609

3016000000 Interior finishing matrials 51006 Maint and Cleaning Supplies 51006

4712000000 Janitorial equipment 51006 Maint and Cleaning Supplies 51006

4713000000 Janitorial supplies 51006 Maint and Cleaning Supplies 51006

4713000090 Janitorial supplies - Grn 51006 Maint and Cleaning Supplies 51006

4713000080 Janitorial supplies - Haz 51006 Maint and Cleaning Supplies 51006

4110000000 Laboratory & scientific equip 53911 Other equipment < $5K 53911

4112000000 Laboratory supplies & fixtures 51101 Laboratory Supplies 51101

3910000080 Lamps, bulbs & parts - Haz 51006 Maint and Cleaning Supplies 51006

8012000000 Legal svcs 52651 Services - Legal fees 52651

3911000000 Light Fixtures & parts 51006 Maint and Cleaning Supplies 51006

3911000080 Light Fixtures & parts - Haz 51006 Maint and Cleaning Supplies 51006

1512000000 Lubricants, oil, grease 51006 Maint and Cleaning Supplies 51006

1512000090 Lubricants, oil, grease - Grn 51006 Maint and Cleaning Supplies 51006

7810000000 Mail & cargo transport 51305 Shipping 51305

8014000000 Marketing & distribution 52752 Services - Advertising Pub Rel 52752

4230000000 Med training supplies 51101 Laboratory Supplies 51101

5121000000 Miscellaneous drug 51004 Other Supplies 51004

2510000000 Motor vehicles 55011 Motor Vehicles= > $5K 55011

6013000000 Musical Instruments & parts 53911 Other equipment < $5K 53911

4322000000 Network Communication accssrs 53909 Telecom Equip < $5k 53909

4411000000 Office & desk accssrs 51001 Office Supplies 51001

7215406600 Office Equipment Maintenance 54001 Maintenance-Office Equipment 54001

4410000000 Office machines 53903 Office Equipment < $5K 53903

4412000000 Office supplies 51001 Office Supplies 51001

4412000090 Office supplies - Grn 51001 Office Supplies 51001

2414000000 Packing supplies 51004 Other Supplies 51004

3121000000 Paint, primer, finishes 51006 Maint and Cleaning Supplies 51006

1410000000 Paper mtrls 51002 Paper Supplies 51002

1410000090 Paper mtrls - Grn 51002 Paper Supplies 51002

1411000000 Paper products 51002 Paper Supplies 51002

1411000090 Paper products - Grn 51002 Paper Supplies 51002

7811000000 Passenger transport 52002 Local Travel-PSC Grnd Trans 52002

0000002000 Payments to Students(stipends) 54151 Stipends 54151

9999000600 P-CARD Books 51401 Books 51401

9999000400 P-CARD Classroom Supplies 51105 Other Classroom Supplies 51105

9999000500 P-CARD Conference Registration 52352 Conference Conv Seminar 52352


9999000300 P-CARD Memberships 52551 Dues and Memberships 52551

9999001000 P-CARD Office Supplies 51001 Office Supplies 51001

9999000700 P-CARD Phone & Data Charges 53203 Telephone - Cellular 53203

9999000200 P-CARD Subscriptions 51402 Periodicals/Subscriptions 51402

9999000100 P-CARD Supplies B&G 51004 Other Supplies 51004

9999000800 P-CARD Technology/Electronics 51003 IT Supplies 51003

9999000900 P-CARD Vehicle Expenses 53154 Auto-Maint Repair -NonCity Emp

53154

3022000000 Permanent structures 55001 Construction Expense= >$25K 55001

9110000000 Personal appearance 52816 Services-Other 52816

4618000000 Personal protection 53906 Security Equipment < $5K 53906

4512000000 Photo, film, video equip 53903 Office Equipment < $5K 53903

4514000000 Photo, filmmaking supplies 51004 Other Supplies 51004

4513000000 Photographic & recording media 51004 Other Supplies 51004

8213000000 Photographic svcs 51203 Printing & Publishing Services 51203

3018000000 Plumbing fixtures 51006 Maint and Cleaning Supplies 51006

3023000000 Portable Structures 55001 Construction Expense= >$25K 55001

4412151300 Postage 51301 Postage 51301

5510000000 Printed media 51401 Books 51401

4510000000 Printing equip 53903 Office Equipment < $5K 53903

7315000000 Printing svcs 51203 Printing & Publishing Services 51203

7315000090 Printing svcs - Grn 51203 Printing & Publishing Services 51203

8110000000 Professional engineering svcs 52808 Services-Construction Consult 52808

4616000000 Public safety & ctrl 53906 Security Equipment < $5K 53906

4015000000 Pumps & compressors 51006 Maint and Cleaning Supplies 51006

8212000000 Reprodn svcs 51203 Printing & Publishing Services 51203

4227000000 Respiratory products 51101 Laboratory Supplies 51101

9010000000 Restaurants & catering 52805 Services-Catering 52805

1114000000 Scrap & waste mtrls 51004 Other Supplies 51004

9212000000 Security & personal safety 52804 Services-Armored Car 52804

4617000000 Security equip 53906 Security Equipment < $5K 53906

9212150400 Security Guard Services 52814 Services-Security Guard/Svcs 52814

5512000000 Signage & accssrs 51004 Other Supplies 51004

4323000000 Software 53910 Software < $5K 53910

8111180500 Software License & Support 55007 Comp Software => $5K 55007

7813000000 Storage - records retention 54004 Maintenance-Record Storage 54004

3013000000 Structural bldg products 51006 Maint and Cleaning Supplies 51006

5510151900 Subscriptions 51402 Periodicals/Subscriptions 51402

8516000000 Surgical equip Repair svcs 55013 Medical Lab Equip= > $5K 55013

4229000000 Surgical products 51101 Laboratory Supplies 51101

7210330200 Telecom Maintenance 53204 Telephone Maintenance 53204

8311000000 Telecommunications media svcs 53202 Telephone - Long Distance 53202

4320000000 Telecommunications parts 51003 IT Supplies 51003

4320000090 Telecommunications parts - Grn 51003 IT Supplies 51003

4319000000 Telephone & Communications Devices

53909 Telecom Equip < $5k 53909

8011160100 Temp Clerical/ Admin Services 52819 Services-Office 52819


5510150900 Text Books 51401 Books 51401

7613000080 Toxic waste cleanup - Haz 53112 Waste Removal-Hazardous 53112

8888000800 TRAVEL CARD Airfare non PSC 52251 Out of Town-NonPSC Airfare 52251

8888000900 TRAVEL CARD Auto Rep non PSC 52252 Out of Town-NonPSC Auto Rent 52252

8888000500 TRAVEL CARD Conference Registr 52352 Conference Conv Seminar 52352

8888001100 TRAVEL CARD Ground tra non PSC 52254 Out of Town-Non PSC Grnd Trans

52254

8888001000 TRAVEL CARD Lodging non PSC 52253 Out of Town-Non PSC Lodging 52253

8888000400 TRAVEL CARD O of T Ground Tran 52204 Out of Town-PSC Grnd Trans 52204

8888000100 TRAVEL CARD Out of town Airfar 52201 Out of Town-PSC Airfare 52201

8888000200 TRAVEL CARD Out of town Auto R 52202 Out of Town-PSC Auto Rental 52202

8888000300 TRAVEL CARD Out of Town Lodgin 52203 Out of Town-PSC Lodging 52203

7612000000 Waste disposl & treatmnt 53113 Waste Removal 53113

7612000080 Waste disposl & treatmnt - Haz 53113 Waste Removal 53113

4710000000 Water treatment supply 51004 Other Supplies 51004

4710000080 Water treatment supply - Haz 51004 Other Supplies 51004

5213000000 Window treatments 53902 Office Furniture < $5K 53902

9410000000 Work related orgs 52551 Dues and Memberships 52551

4231000000 Wound care products 51101 Laboratory Supplies 51101

8211000000 Writing & translations 52816 Services-Other 52816


Purchasing Contact information – Room 8105

Ronald Paynter – Director – Extension 7609, [email protected]

Deborah Molina – Extension 7621, [email protected]

Maurice Wynter – Extension 7652, [email protected]

Purchasing requisition section developed by Ronald Paynter, Director of Purchasing and

Contracts

mailto:[email protected]




Accounts Payable

Vendors are entitled to receive payment within 30 days of receipt of goods/

services. Receivers are obligated to submit receiving reports promptly to

ensure the College meets payment terms on invoices. Failure to submit a

receiving report in a timely manner may result in interest charges being

incurred; interest charges are added automatically by the State.

All purchases for goods / services, regardless of the dollar amount require a

PO. Likewise, all PO’s require a system generated receipt to be entered into

CUNYfirst. There are no direct payments to vendors.

Upon receiving goods / services ordered, the Receiver should examine the

product to ensure all items have been received in good condition. Any

discrepancies with the order should be brought to the attention of the

Purchasing Department and/or vendor.

Once goods / services are deemed acceptable, the Receiver is required to

enter a system generated receipt in CUNYfirst. Attach signed and dated

packing slips or receiving report into the system. The dates recorded on the

packing slip and the date recorded in the system generated receipt in

CUNYfirst must match or it may cause payment to be delayed. Forward all

original supporting documentation to Accounts Payable. The State mandates

that Accounts Payable receive and retain all original documentation.

All receipt of goods / services shall be entered into CUNYfirst even if they are

partial shipments. The vendor will invoice partial deliveries and is entitled to

receive payment. The matching feature will not allow a payment to be made in

full if the invoice does not match the receipt.

If the product received requires inspection, the Receiver must contact the

Inspector with the CUNYfirst receipt ID number. After inspecting the product,

the Inspector will record the inspection in CUNYfirst.


Items requiring inspection: Inspectors (Departments)

Technology Office of Information Technology

Jose Castaneda

Heydi Hernandez

Tawana Spellen

Davonne White

Danielle Williams

Facilities Furniture Facilities Service

Michael Byers

Charles Scott

Ray Ring

Hazardous Materials Securities & Public Safety

John Flaherty


Payments will be processed when the PO, receipt, (and if necessary,

inspection) and invoice have all been entered into CUNYfirst and match. If any

of these are incorrect or have not been entered into CUNYfirst, payment will

not be processed.

Due to the system’s security and internal control measures, the Purchasing

and Accounts Payable personnel are unable to add requesting or receiving

information on behalf of the Departments.

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Inspection

Receipt

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What is Matching?


Login to CUNYfirst: Select Financial Supply Chain

Select Purchasing


Select Receipts

Select Add/Update Receipts


Click on the Look Up (magnifying glass)

Select Business Unit – GRDPR

Click ADD

1. Enter the Purchase Order Number

in the “ID” field

2. If you do not know the PO #, Leave

the ID field blank and select SEARCH.


2. Select the PO you are receiving by

clicking in box next to PO number

3. Once you select the PO

Click OK

1. All existing PO’s will populate in

Retrieved Rows


1. The Receiver records the

‘Quantity’ or ‘Amount’ for the

good/services received for each PO

line.

2. In the case of an Amount Only PO,

the Price field will be available.

After entering the quantity or dollar value received click SAVE


1. Click Attach and Upload documents

2. Add any relevant information in Comment field

ie. Related PO number

3. Click OK

Go to ‘Add Comments’ to attach a signed

receipt; Packing Slip, Bill of Lading,

Receiving Report or Invoice


Modify the Receipt Date to the date you received the

goods/services (receipt date will default as current date).

Click OK

Click ‘Header Details’


1. Note that Receipt ID has been

generated

2. Click on the ‘More Details” tab. If the box is

checked, then an inspection is needed

If an inspection is needed, notify the inspector to complete the receipt

3. Once the receipt is SAVED Document the Receipt ID. It is best practice to print

the Receipt ID page. The signed original documents along with a copy of the

Receipt page shall be forwarded to Accounts Payable for processing.


The Receiver can cancel the Receipt by clicking the

‘X’ at the header level or cancel a PO line at the

Receipt Line

(Cancelled transactions are irreversible)

1. Click Find an Existing Value

2. Select Business Unit

3. Select “contains”

4. Enter Receipt ID Number

5. Click Search


Select Receipt Number

Click Document Status to View Related

Documents


View Requisition and Purchase Order

relating to Receipt


1. Select Business Unit: GRDPR

2. Add a new receipt

3. Search for the PO by adding the PO number in the ID field and click Search

4. Select checkbox of PO

5. Click OK

6. Enter Price shown on invoice for Amount Only PO or enter Quantity received for Quantity PO.

Amount only PO’s will default to the original PO amount. This number must be changed to match the

invoice. Record the number of goods received per line in quantity PO’s. You will not see the amount

originally ordered

7. Click Save

If an inspection is required a box will pop up notifying the receiver that they must contact the

inspector with the Receipt ID number so they can complete an inspection receipt

8. Click on Add Comments and add any relevant documentation (signed and dated packing slips or

invoices)

Enter PO number in comments and other relevant information (recommended)

9. Click on Header Details to modify Receipt Date

10. Change receipt date to reflect the actual date of goods/services were received per packing slip,

invoice or date(s) of service.

Receipt date will default to current date, date is used to calculate interest charge by the State if

applicable.

11. Click on Document Status to review receipt and verify status (pending, approved, rejected).

12. Print a screen shot of the Document Status page, sign, date, and attach it with all original

documentation and forward it to Accounts Payable.

Accounts Payable Contact information – Room 8105

Angella Bowley – Director – Extension 7668, [email protected]

Carmen Ortiz – Extension 7665, [email protected]

Cheryl Whyte-Weiss – Extension 7664, [email protected]

Accounts Payable receipt section developed by Angella Bowley – Accounts Payable

Director


