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BOWIE STATE UNIVERSITY PEOPLESOFT CHAPTER 7 – TRACKING A REQUISITION 1

TRACKING A REQUISITION

AAUUTTHHOORRIIZZEEDD RREEQQUUEESSTTEERRSS AANNDD AAUUTTHHOORRIIZZEEDD AAPPPPRROOVVEERRSS CHAPTER 7

Bowie State University

September 2010

Chapter 7


Chapter 7


TRACKING A REQUISITION Overview

Throughout the entire Procurement Process, from Requisition Entry to Payment of the invoice for goods and/or services received, you can view the status of the requisition using the Manage Requisitions page.

Objectives

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

• Successfully view the status of a requisition.

• Successfully obtain the PO number for the corresponding requisition.

•

Chapter 7


Monitoring the Requisition Lifespan

You need to view the details of an older requisition that was cancelled after partial receipt. You will use the Manage Requisitions page to track all requisitions, even those that have been completed. The Manage Requisitions page provides a place to search for requisitions that match specific criteria. When it is first displayed, by default it will list the requisitions that are in any status except complete that were created in the last seven days. If the requisition you want to review does not appear, you can search for requisitions by entering data in any of the fields found in the Search Requisition section. These fields include the following:

Business Unit Defaults to BSU, the only valid entry. Requisition Name The description you assigned when you

created the requisition. Requisition ID The ID number assigned by the system. Request Status The default status is All But Complete.

There are many other options you can select from the drop-down list.

Budget Status The budget status of the requisition(s) you

want to see. Date From The first requisition date to include in the

search. Date To The last requisition date to include in the

search. Requester The requester who submitted the

requisition. Entered by The person who entered the requisition if

not the Approved Requestor. PO ID The PO identifier assigned by the system, if

the requisition has already been turned into a purchase order.

Chapter 7

BOWIE STA

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Priority The priority assigned to the requisition. Pre-Encumbrance Balance

The balance before the encumbrance was subtracted.

Life Cycle graphic Displays the business process steps

displays icons for each step in the requisition lifespan. These include:

• Requisition • Approvals • Inventory • Purchase Orders • Change Request • Receiving • Returns • Invoice • Payment

Each icon will be hyperlinked to other documents, when the requisition reaches that stage in the lifespan.

Line Information The line information section lists each line in the requisition and provides information including:

• Line (number) • Description • Status of PO line • Price • Currency Code • Quantity • UOM (unit of measure) • Vendor • Cancel icon (click to cancel the line)

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Chapter 7

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Chapter 7

Chapter7


• Merchandise Amount

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For each PO line, you can find the invoice information in the PO Voucher Lines section. The information displayed here includes the following:

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• Matched Status – the status of the matching process

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• BU Recv – the business unit who received

• Receipt No – the receipt number recorded

• Receipt Line – the line on the receipt that includes this item

• Finalized Distribution

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Click Return to Manage Requisitions to view other information.

Chapter 7

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