North Dakota University System

Transcription

1 Requisition Process Training Manual 3130 Kilgore Road, Suite 400 Rancho Cordova, CA

2 INTRODUCTION: REQUISITION PROCESS...4 Overview...4 Requisition Defaults... 5 CREATING A REQUISITION...6 Step 1 Enter the Requisition...6 Online Requisition Form Page... 6 Step 2 Enter the Header Default Information...8 Header Defaults... 8 Vendor Search... 9 Line Defaults Copy From Header Comments Standard Comments Step 3 Enter the Requisition Line Items...17 Step 4 Verify Line Item Details...19 Step 5 Verify Shipping and Distribution Information...20 Schedule Distribution Information Ship To Address Shipment Detail One Time Address Drop Shipment Step 6 Save the Requisition...24 Step 7 Requisition Budget Check...24 Overview Budget Checking a Requisition Commitment Control Summarized North Dakota University System Budgets Inquiring on a Budget...26 Budget Details Page Inquiring on a Department s Expenditures...28 Budget Details Page Activity Log Page Budget ChartFields Tab Activity Log Page Line Amount Tab Correcting Budget Checking Errors...31 Requisition Form Page Requisition Exceptions Page Exception Details Page Requisition Exceptions - Budget Override Tab Requisition Exceptions - Budget ChartFields Tab Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 2 of 43

3 Line Exceptions Page Line Exceptions -Line Values Tab Line Exceptions - Line ChartFields Tab Line Exceptions - Line Amount Tab REQUISITION APPROVAL...38 Overview...38 Approving a Requisition Amount Approval Amount Approval Details REQUISITION INQUIRY...40 Requisition Inquiry Detail Page Requisition Inquiry Status Page CANCELING A REQUISITION...42 Cancel a Requisition Line Cancel a Requisition Schedule Cancel a Distribution Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 3 of 43

4 INTRODUCTION: REQUISITION PROCESS OVERVIEW Requisitions can be viewed as the beginning of the life cycle of the procurement process. You can enter requisitions online by using the Requisitions Form page, the Requisitions Schedule page, and their secondary pages. The requisition pages have been designed so that if you create a requisition using all of the defaults, you need to access only the Requisitions Form page. The other pages are for your reference unless you need to make changes to the default information. Each Requisition is comprised of the following Levels: Header Information about the entire requisition. There is only one Header per Requisition. Lines Information about the items being purchased. A Requisition should have a separate Line for each different item requested. Schedules Every Line has one or more Schedule. Multiple Schedules are needed only if there is more than one Due Date or Ship To location required. Distributions Every Schedule has one or more Distributions. Distributions determine which Chartfield values the scheduled amount will be charged against within the organization. Multiple Distributions are needed only if an item should be charged against more than one ChartField string. Distribution information is internal and therefore not dispatched to vendors on the PO. An example of some of the different relationships possible between the various Levels: The basic flow of the requisition process for the North Dakota University System is as follows: Requisitions are produced in two ways: create a requisiton by using the Purchasing online requisition pages or by copying a requisition. Run the Commitment Control Budget process. This process determines whether funds exist to cover the cost of the requisition. You can also run the budget check as a background process. Approve the requisition. Source the requisition to purchase orders (POs). Once the requisition is approved, if an RFQ (Request for Quote) is not required, it is sourced into a Purchase Order. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 4 of 43

5 If the item does require a RFQ, the RFQ must be created and dispatched, awarded to vendors, and built into a Purchase Order. After the Purchase Order has been dispatched, received, processed, and finally reconciled you are ready to reconcile and close the requisition. The Requisition Reconciliation process verifies the requisitions that you specify and determines whether they can be closed. REQUISITION DEFAULTS The following fields will automatically default onto the page when you initially add a new requisition: Request Date Requester Name Currency Code Origin Status On the Line Details, the following fields default: Primary Buyer First Priority Vendor ID and location Contract ID, if there is a contract with the vendor When you enter in a quantity, the Price defaults The Schedule Distribution also gets a few defaults. These include: Distribute By Ship To Location GL Business Unit Account Number and other ChartField values Drop Ship information if the request is for a drop shipment NOTE: Fields that have an asterisk (*) next to them are required. NOTE: Throughout this manual page shots are included to illustrate and describe the data fields that must be entered for specific transactions. Not all pages or fields on a page will be explained. This manual focuses on those pages and fields that are required for data entry for the North Dakota University System. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 5 of 43

6 CREATING A REQUISITION STEP 1 ENTER THE REQUISITION Follow the navigation below to create a Requisition. Navigation: Purchasing > Requisitions > Maintain Requisitions Business Unit Defaults to specific Campus for each User. Requisition Number Defaults to NEXT. The system will auto number each requisition. NOTE: Do not change the Requisition ID data field. Let the system default NEXT into the data field. Click to take you to the Online Requisition Form page. ONLINE REQUISITION FORM PAGE On the Requisitions Form page, you enter the basic information such as the sole-source, sole-sourc e type, item description, requisition quantity, UOM, category and ship to location. Higher Education is not using the Item ID functionality. You will have to manually enter the following fields. Description Quantity UOM Category Price The following information provides explanations for the fields, defaults, and icons on the requisition header page. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 6 of 43

7 Req Date The creation date of the requisition. This is a required field and defaults into today s date. Origin Origin Codes will be defined and defaulted by Campus. Requester This is the person entering the data for the Requisition. The person using the items ordered can be noted in the Header or Line Comments Hold From Further Processing If selected this will temporarily prevent further processing of the requisition. The requisition will not be eligible for approval processing. Status The status of the Requisition will begin as Pending (the requisition is eligible for the approval process). The status will change to Approved after the requisition is successfully Budget Checked and has successfully completed the approval process. Clicking on the Cancel icon (when available) will change the Status to Cancelled, cancel the Requisition and prevent further processing. Once cancelled, a Requisition cannot be reinstated. Budget Status The budget status of the Requisition will begin as Not Chk d (the initial budget checking status). The status will change to Valid after the requisition has been successfully Budget Checked. If a requisition fails Budget Checking a status of Error will be returned. The error status is enabled as a link, which can be used to access the Requisition Exceptions page where you can view the exceptions. Accounting Date This date is used to determine the open period or open date range for budget checking. If this date falls before or after the open period date range, the system will provide a message to prevent you from running budget checking. The default for the accounting date is today s date. Currency Defaults to USD. This will be the transaction currency for the requisition. Total Amt The total amount for all lines in the transaction currency. Total Base Amt The total amount for all lines in the base currency. - Click to approve the requisition. If the Status is Open the check box is green. If the Status is Pending the check box is grayed out. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 7 of 43

8 - Click to cancel a requisition. Once a requisition is cancelled no changes can be made to it. Cancellation is irreversible and a new one must be created. - Deletes the requisition header and all records associated with it. You will receive a message to confirm the deletion of the requisition. Higher Education will not delete requisitions. - Begins the on-line budget checking process. This will verify that funds exist in the appropriate accounts to cover the price of the requisition. - Is used to send notification to individuals concerning the requisition. STEP 2 ENTER THE HEADER DEFAULT INFORMATION HEADER DEFAULTS Use the Header Defaults page to enter default data that will apply to the requisition form as a whole. You can override the defaults at the line, schedule and distribution levels. Information entered here will be applied to every Line and will avoid repetitive entry of information. Access the page by clicking on the Header Defaults link. Default Options Section Default If this option is selected it will treat the values entered on this page as a part of the default hierarchy. The system will first search for the default hierarchy for existing values, if none are found the Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 8 of 43

9 system will use the information entered on this page. If existing values are found, the system will use those values and will ignore the values entered on this page. Do not select this option. Override Select this option to override existing default information for this requisition with the values on this page. The system will not search the default hierarchy for the information you have entered. This is the option that will be used. On Line Defaults Section Vendor Lookup - Click on Vendor Lookup to return to the Vendor Search page. Refer to the Vendor Search information below. Buyer Enter the Buyer name for the requisition. Location Specify the location for the Vendor selected. Ship To The default location to which the order will be shipped. Due Date Defaults into today s date. Use date as decided on by your Campus Category Code A default value can be entered for the entire requisition. The default value will auto populate on every line of the requisition. NOTE: It may, or may not be beneficial to utilize this default value for multiple line requisitions. The system does allow the user to override the category code values as needed on each line. UOM Enter the Unit of Measure for each line item. (Example: EA, CASE, TON, BOX, etc.) Distribute By You can distribute by amount (monetary) or quantity ( of product ordered). ChartFields - The ChartFields identify where the Schedule amounts will be charged within the organization. ChartFields input on the Forms defaults page will default for each Line item on the Requisition. The system allows the User to override any ChartField values on the Distribution page as needed. Chartfields required are Account, Fund, and Department. If Programs and Projects are used by your campus enter as necessary. VENDOR SEARCH Use the Vendor Lookup link to find the appropriate vendor. The search can be by any of the search criteria such as name, city, state, zip, etc. This allows someone to select vendor from a particular city or state. When the search criteria find many vendors fitting the criteria, the system will display the number of rows set in the Max Rows field. Use the arrow keys next to the Max Rows to display additional vendors meeting the criteria. You can also use the % as a wildcard character in the name to help with your search. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 9 of 43

10 Click the Vendor Lookup link from the Header Defaults will take you to the page, which displays the search criteria for finding a vendor. Clicking the Lookup icon will allow you to search for a specific vendor. Click the icon next to the ShortName and the Lookup ShortName page will be displayed. Enter the search criteria to display a list of available vendors. Click on the desired vendor to return to the Vendor Lookup page. Click to return to the Vendor Lookup page. From the Vendor Lookup page enter a value in the Name field and click. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 10 of 43

11 Select a vendor then click the Vendor Detail link. This will take you to the Vendor Detail page, which displays the details of the selected vendor. Click to return to the Vendor Lookup page. Click the Address link will allow you to view the vendor address information. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 11 of 43

12 Click to return to the Vendor Lookup page. Click to return to the Header Defaults page. LINE DEFAULTS When creating Requisitions with many lines, PeopleSoft has a helpful page called Line Defaults. This allows the User to enter specific information only once. Information entered here will be repeated on every line and will avoid repetitive entry of information for each line item. Access the page by clicking on the Line Defaults link from the requisition form page. If you are adding or changing information to an existing Requisition on the line defaults page and click the button. The Retrofit Field page is displayed. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 12 of 43

13 Select 'Apply to All Distribs' to apply changes to all distribution lines on the selected requisition line or select 'Apply' to apply changes to the Distrib Line value on the selected requisition line. Click the button to return to the requisition. Copy Header Defaults - Click to copy requisition header distribution defaults to the line. NOTE: SpeedCharts will not be used in training. These will be set up as decided by each campus. COPY FROM The Copy From link is only enabled if you are in the ADD mode. This feature can eliminate redundant data entry by using an existing requisition as a template. Access the page by clicking on the Copy From link from the requisition form page. Enter the Requisition ID and click the button. Once you copy the information to your new requisition, you can override any values that you need to. When you copy a requisition, the status of the new requisition is set to Open or Pending, depending on the default setup for the requester. The original requisition date, default due date, line due date, and comments information are copied from the existing requisition to the new requisition. Activities and vendor information are not copied to the new requisition. Click on the button to return to the requisition form page. NOTE: When copying requisitions with many items, change the max rows from 50 to xxx in requisition select page. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 13 of 43

14 HEADER COMMENTS Access the Header Comments page by clicking on the Header Comments link. NOTE: Check ( ) on one or more of the boxes as to who will need to receive your comment: ie Send to Vendor; Shown at Receipt; and/or Shown at Voucher. NOTE: When there are multiple comments, the system will display only the most recent comment. The display indicates the number of comments available for viewing. To view the remaining comments, either press the to go to the next comment or press to see all of the comments in the scroll area. To return to viewing only one line and its associated schedules, press. Active Select this when you only want to retrieve active comments. In add mode the box is selected and cannot be cleared. You can retrieve only the comments that are active by checking this box and pressing the Load Comments icon. Sort Method Select one of the following: Comment Time Stamp Sorts the comments by the time stamp assigned to them when they were created. Vendor Flag Sorts the comments flagged to be sent to the vendor. Sort Seq Select Ascending or Descending. - Click to sort the comments. The comments will be sorted by the selections made in the Sort Method and Sort Seq fields. Comments Enter free form comments. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 14 of 43

15 If the requisition uses a contract click the Load Comments button to retrieve the comments that exist for the contract. If comments exist and have already been loaded, you will get the following message: Click the Delete button to deactivate a current comment. If you deactivated a comment by mistake, press the. This button is visible only if you deactivated a comment. Send to Vendor If the comments are to print on the PO and dispatched to the vendors, then select this option. If the comments are for internal use only, leave the check box clear. Shown at Receipt Select if the comments are to appear on the receipt documents. Shown at Voucher Select if the comments are to appear on the vouchers. To add additional comments, click on the button in the upper right corner of the comment page. When you have finished entering your comments, click the button to return to the requisition form page. Fetch Item Specs Higher Education will not be using this functionality. Go To Source - If the transaction's comments originated with another transaction, you may select this link to view the originating source transaction. This option is available only if a source is available. For example, if the PO was sourced from a requisition containing these comments, you can select this link to view the originating requisition. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 15 of 43

16 STANDARD COMMENTS Access the page by clicking on the Standard Comments link. Action Select only the Cut and Paste option: Cut and Paste Will make the standard comments selected available on the comments page. The standard comments may be modified, modifications on this page will not affect the original standard comments. Std Type Select a Code. Click on the Lookup icon and the Lookup STD Type page will be displayed. Enter the search criteria to display a list of available standard comment types. Click on the desired type to return to the standard comments page. Comment ID - Select a standard comment ID. Click on the Lookup icon and the Lookup comment ID page will be displayed. Enter the search criteria to display a list of available standard comment ID s. NOTE: The Std Type and Comment ID must be used in conjunction with one another to successfully complete this process. Click to return to the Header Comments. Then click to return to the requisition form page. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 16 of 43

17 STEP 3 ENTER THE REQUISITION LINE ITEMS North Dakota University System Enter the information for each line in the Lines section of the Req. Form. Item ID Higher Education is not using this functionality. Description Enter information describing the item being purchased. Up to 254 characters for each line may be entered in this field. Req Qty Enter the quantity of the items being purchased. UOM (Unit of Measure) Valid Values can be chosen from a drop down box. Category Enter a Category from the drop down box. The Category will default if it was specified on the Defaults page. Price The total amount (price) on the requisition line. This will populate after the quantity is entered, and the price is entered on the schedule tab. Ship To Campus location for vendor delivery. Press. To add additional line items to this page, place the cursor in one of the line item fields already entered and either press the Alt + 7 key or use the Insert Row button. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 17 of 43

18 The following pop-up page will appear requesting you to enter the number of rows you wish to add: Click. Enter the line information for Line 2. Click on the Line Details link. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 18 of 43

19 STEP 4 VERIFY LINE ITEM DETAILS Use the Line Details page to verify or modify additional details on the line, such as the buyer, vendor, and other line specific information. Click the Line Details link. Total Amount The total price of the items on the requisition in the transaction currency. Category The category the requisition line item is assigned. Contract ID The Contract ID to be associated with the requisition line. The adjacent field displays the contract line number. Fill this in when doing a release to a statewide or Campus specific contract. Buyer Enter the buyer for the requisition line if known. Vendor The vendor for the requisition line. The first priority vendor is displayed by default, along with the vendor location. Vndr Catlg / Vnd Itm ID The vendor catalog and ID assigned. Values default from the Purchasing Attributes. Not used by Higher Education. Calculate Price This option is not available for description-only items. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 19 of 43

20 Zero Price Indicator Select this option to indicate that the line item is zero-priced. Inspection Required Select to indicate that you require inspection for this item. In the second box, which is enabled when you check this box, enter the inspection code. RFQ Required If selected, the requisition line must be submitted for Request for Quotes before Purchase Order sourcing. STEP 5 VERIFY SHIPPING AND DISTRIBUTION INFORMATION SCHEDULE Use the requisitions Schedule page to specify multiple shipping schedules for each line and to define multiple distributions for each schedule. The Schedule page by default allocates the total by Quantity, but it can also allocate by dollar amount. To access the Schedule page click on the Schedule tab. - At the time the Create Schedule Change icon is available the Cancel icon also becomes available. Click to cancel a change. - Used for adding additional rows to a schedule. - Used for deleting rows from a schedule. Ship To The value in this field is the designated delivery location and is populated from the Header Defaults page. This value can be updated for each schedule that is defined. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 20 of 43

21 Due Date Is the requisition schedule due date. A due date is not required for a requisition schedule. If you have not specified a due date when you source the requisition to a purchase order, the due date becomes the purchase order due date. Req Qty Defaults from the requisition line. If the quantity is updated on either the line or schedule, the other quantity is updated as well. The sum of the active schedules for a line must equal the line quantity. Price The unit price of the item. Amount The total price of the items on the requisition schedule. The unit price multiplied by the quantity. Status The status of the schedule. DISTRIBUTION INFORMATION Use the Distribution Information page to update and review the distribution data. These line items are transferred to the Purchase Orders, but they do not go out to the vendor. They are a breakdown of accounting distribution and internal delivery locations. This page identifies how the Schedule amounts will be charged within the organization. There can be multiple Distribution for each Schedule. The required ChartField string is entered for each Distribution, allowing an item to be funded (expensed) from multiple sources. To access the Distribution page click on the Distribution link. - Click to cancel a selected distribution line. After a distribution line is canceled and the requisition is saved, the distribution line cannot be changed and is unavailable. Cancellation reduces the schedule line open quantity and amount by the open quantity and amount on the distribution line. It also changes the distribution line open quantity and amount to zero. The total order quantity at the requisition line and schedule are not reduced. Important! You cannot source a quantity on a distribution line that has been canceled. Open Qty The quantity still open on the schedule line. This is the quantity not yet sourced to a purchase order. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 21 of 43

22 Distribute By Used to enter the method by which you want to allocate your expenses account distribution. Valid values are Amt or Qty. Status This field indicates the current status of the distribution line. Location The internal location destination of the item. This destination can differ from the ship to location on the schedule. Req Qty - The quantity of items to be distributed on the distribution line. The percent field is calculated based on this value. This value is only available when distributing by quantity. Amount - The total amount to be distributed on the distribution line. The Percent field is calculated based on this value. This value is only available when distributing by amount. Percent Percentage of either the quantity or the amount distributed on the distribution line. The values in the Amount or Req Qty fields are calculated based on the value entered here. ChartFields - The ChartFields identify where the Schedule amounts will be charged. ChartFields input on the Forms defaults page will default for each Line item on the Requisition. The system allows the User to override any ChartField values on the Distribution page as needed. Click on the button to return to the Schedule Requisition page. SHIP TO ADDRESS Click the Ship To Address link to view the address information. This screen identifies were the requisition items will be shipped to on your campus. Click the button to return the Requisition Schedule page. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 22 of 43

23 SHIPMENT DETAIL Click the Shipment Detail link to view the shipment information. This screen identifies the Ship To and Tax destination information. Click the button to return the requisition schedule page. ONE TIME ADDRESS The address information used on this page is used only for a one-time shipping address and will not be retained by the system. Click the button to return the requisition schedule page. DROP SHIPMENT View information about a drop shipment. Drop shipment orders are not eligible for receiving in PeopleSoft Purchasing because they are normally sent directly to a customer site and received there. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 23 of 43

24 STEP 6 SAVE THE REQUISITION After a requisition is completed, it must be saved. You can save a requisition by clicking on the save button from the requisition form page. If the requisition is ready for Budget Checking, the Hold From Further Processing box must be unchecked. STEP 7 REQUISITION BUDGET CHECK OVERVIEW Once a Requisition is completed, it must be Budget Checked in order to finalize the requisition process and allow it to be made into a Purchase Order. These processes may be run individually or in an automated, scheduled process. BUDGET CHECKING A REQUISITION The Budget Check process verifies that funds are available in the budget to pay for the requested item(s), and pre-encumbers those funds. To run Budget Checking manually, click on the Budget Check icon. Once the Budget Checking is completed, the funds are pre-encumbered. The Budget Processor checks the transaction against all referenced budgets and returns a status of Valid or Error in the transaction Budget Status field. The system holds any transaction that is returned with a status of Error. Transactions with a status of Error have one or more transaction lines that have failed budget checking. The error must be corrected in order to approve the requisition. An approved Requisition will be made into either a Purchase Order (PO) or a Request For Quote (RFQ). NOTE: If further work is needed on your requisition you may put the requisition on hold by selecting the check ( ) box next to Hold From Further Processing on the Requisition Form Page. COMMITMENT CONTROL SUMMARIZED From a budgetary perspective, the procurement life cycle is populated with pre-encumbrances, encumbrances, and expenditures, all of which are tracked against a designated budget. When you use commitment control, each type of financial obligation is deducted from the budget and tracked by obligation type so you can easily see how many dollars you have committed in pre-encumbrances, encumbrances, and expenditures. Here is a high-level overview of the procurement life cycle in commitment control: When you generate a requisition, a pre-encumbrance is created in your budget records by the budgetchecking process. When a requisition becomes a Purchase Order, commitment control changes the pre-encumbrance into an encumbrance. When the purchased goods or services are delivered and the Purchase Order becomes a voucher, commitment control changes the encumbrance into an expenditure. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 24 of 43

25 NORTH DAKOTA UNIVERSITY SYSTEM BUDGETS Transactions will fail budget checking if there is at least one line that fails budget checking. If a transaction fails budget checking, you can either adjust the transaction or adjust the budget to handle the transaction. Only Users with appropriate security have the ability to override a budget exception or adjust the budget. There are several reasons a transaction may fail budget checking. Examples are: Insufficient funds in the budget the budget may be on hold, closed, or out of available funds. Budget date for the transaction is out of bounds. No budget exists. The error message you receive when a REQUISTION fails budget checking is either a Warning or an Error. If a budget has been set up to allow budget override, you will get a warning message. If overriding a budget is not allowed, you will get an error. You will be notified of budget checking exceptions either online if you budget check individual Purchase Orders or querying transactions that were budget checked in a batch process. If you budget check online, you will see the budget checking status of the REQUISTION Header and REQ. Distribution Details changes from Not Checked to Error when the budget process has completed. Correcting budget checking errors for transactions may consist of the following actions: Correct the Chartfield distribution, if entered in error. Change the amount on the transaction lines to conform to the budget limits. Change the budget amounts to allow more transactions to pass budget checking. Override the budget for a particular transaction (authorized users only). Override the entire transaction for all affected budgets. Only users with proper authority can perform this type of correction. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 25 of 43

26 INQUIRING ON A BUDGET To inquire on available funds for a particular budget, follow the navigation below: Navigation: Commitment Control > Review Budget Activities > Budget Inquiry > Budget Details Enter the Ledger Group = FUND and as many ChartField values as possible to narrow your search. Press. All of the budget lines that meet your search criteria will be returned. Select the specific budget you wish to view by clicking on it. The selected budget line criteria will be shown at the top of the Budget Details page. BUDGET DETAILS PAGE This is an inquiry page that shows the amount of available, pre-encumbered, encumbered and expended funds. From this page you can drill down to view budget journal lines, ledger entries, source transactions activities, budget exceptions, associated budgets, parent-child relationships, and budget activities. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 26 of 43

27 Ledger Amounts Budget Total approved budget amount. Expense The total amount expended (direct and Purchase Order vouchered) for the given budget line. Encumbrance The total amount of funds encumbered by Purchase Orders that have not yet been vouchered. This is configured for tracking only and will not reduce the available funds. Pre-Encumbrance The total amount pre-encumbered by Requisitions that has not yet been copied into a Purchase Order. This is configured for tracking only and will not reduce the available funds. - View related links Available Budget This section shows the amount of budget that is still available. Without Tolerance The total amount available, excluding the document tolerance percentage. With Tolerance The total amount available including the document tolerance percentages. Budget Exceptions This section shows the total number of exception errors and warnings outstanding against this budget. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 27 of 43

28 INQUIRING ON A DEPARTMENT S EXPENDITURES North Dakota University System To inquire on a specific department s expenditures, pre-encumbrances and encumbrances for a specific Business Unit (defaults in), Ledger Group, Department, and/or Fund. use the following search criteria: Press. If the specific budget will be inquired on often, the search can be saved. Click on the Save Search Criteria link. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 28 of 43

29 Enter a descriptive name in the Name of Search Field, then press. When an inquiry is needed for the same budget, navigate as usual and at the Use Saved Search, do a look up and select your saved search. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 29 of 43

30 The Budget Details page will show the budget activities for that specific department. BUDGET DETAILS PAGE Press the related links button next to the Pre-Encumbrance. You will be transferred to a sub-page that asks what log you want to drill down to. Select the Drill to Activity Log. ACTIVITY LOG PAGE BUDGET CHARTFIELDS TAB This page provides the Trans IDs and Trans Dates for all of the pre-encumbrances for this particular ChartField string. Click on the Line Amount tab. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 30 of 43

31 ACTIVITY LOG PAGE LINE AMOUNT TAB This page shows the amounts for each transaction in this particular ChartField string. You can drill down to the Activity Log for a specific transaction (REQ.) by pressing the Tran ID. next to the CORRECTING BUDGET CHECKING ERRORS This section will show the steps to take to review and correct budget checking errors online. Navigation: Purchasing > Requisitions > Maintain Requisitions > Find an Existing Value REQUISITION FORM PAGE When an error has occurred during budget checking, a Budget Status of Error will appear on the Requisition Form page. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 31 of 43

32 Click on the Error link. It opens up the Requisition Order Exceptions page. Alternatively, you can navigate to the Requisition Exceptions page using the following path: Navigation: Commitment Control > Review Budget Check Exceptions > Requisition> Find an Existing Value REQUISITION EXCEPTIONS PAGE Business Unit Displays the Req. business unit. Requisition ID Displays the Req. ID. Exception Type - The budget checking status of the transaction. It will be either: Error Severe violations of budget rules that will not allow a transaction to pass budget check. Warning Minor errors that do not exceed budget rules, and will pass if checked again. Override Transaction - Enables the entire transaction to update the control budget, even if error exceptions exist. This box is only available for users with the appropriate security access. In addition, not Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 32 of 43

33 all failures are eligible for override. This option is not available if the transaction passed budget checking with only warning exceptions, as warnings are automatically overridden. Maximum Rows - The maximum number of rows that may be displayed in the scroll area. More Budgets Exist - If selected, the transaction has more exceptions than the number entered in the Maximum Rows field. - Tran Override Available Info Click the button to determine why you can't override the entire transaction. The information displayed is determined based on your location. - The Budget Check button runs the Budget Processor again if the Req. was changed. - The Budget Check Details button opens the Commitment Control page, where you can see the Budget Checking Process Status and the Budget Checking Header Status for the Req. - Click the Fetch Selection button on the Requisition Exceptions page to refresh the Budgets with Exceptions scroll area. Select on line exception pages to refresh the Transaction Lines with Budget Exceptions scroll area. - Accesses detail pages, where you can view the reasons for the exceptions. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 33 of 43

34 - The View Related Links button will open a page with the following options: Go to Source Entry This will open the PO component so that changes can be made to the Requisition. Go to Source Inquiry - This will open the PO Inquiry component to view the Requisition only. Advanced Budget Criteria - Accesses the Budget Exceptions - Refine Inquiry Criteria page, where you can restrict rows to specific business units, ledger groups, and accounts. Leave these fields blank to return all values. Click to return to the Req. Exceptions page. To view budget checking errors or warning messages for the Req., click on the View Exceptions Detail button on the Requisition Exceptions page. You will be transferred to the Exceptions Detail page. EXCEPTION DETAILS PAGE Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 34 of 43

35 Exception Displays the budget exception reason. In the example above, the reason for the failure is that No budget exists for the distribution used on the transaction. Click to return to the Requisition Exceptions page. Requisition Exceptions - Budget Override Tab Business Unit Displays the requisition business unit. Ledger Group Displays Commitment Control ledger group for the transaction header exception or transaction line exception. Override Budget This check box is only available if you have the authority to override the budget AND the particular error allows the budget to be overridden. Requisition Exceptions - Budget ChartFields Tab The Budget ChartFields tab displays the ChartField values for the budgets with exceptions. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 35 of 43

36 LINE EXCEPTIONS PAGE The Lines Exceptions page displays details for the requisition lines with budget exceptions. Line Status Displays the budget checking status of the transaction line. Line From/Line Thru - To view a range of lines, enter the Req. line numbers in these fields. The prompt list shows only Req. lines with exceptions. More Lines Exist - If selected, the transaction has more transaction line exceptions than the number entered in the Maximum Rows field. Line Exceptions -Line Values Tab Line Displays the Req. line number in error. Distribution Line Displays the Req. distribution line number in error. Schedule Displays the Req. Schedule number in error. Budget Date - Displays the budget date of the transaction line. GL Business Unit Displays the GL Business Unit. Line Exceptions - Line ChartFields Tab The Line ChartFields displays the ChartField values for the Req lines with exceptions. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 36 of 43

37 Line Exceptions - Line Amount Tab The Line Amount displays the monetary amount for the Req. lines with exceptions. Once the error reason has been determined, go back to the Requisition, correct the Distribution ChartFields that are in error, and press. The budget checking status will change back to Not Checked. Press the to re-budget check the Requisition. The budget checking status should change to Valid on the Requisition Form page. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 37 of 43

38 REQUISITION APPROVAL OVERVIEW Before you can source a requisition to a purchase order, the requisition dollar amount must be approved. The North Dakota University System has chosen approval for amounts only to facilitate the requisition process. Once the requisition has successfully passed the budget check and the requestor has approved the requisition, the requisition may be made available for the workflow approval process, sending the requisition to the first approver s work list. APPROVING A REQUISITION Follow the navigation below to Approve a Requisition. Navigation: Purchasing > Requisitions > Approve Amounts > Approval Enter the Requisition ID then click the button to select your requisition. You can also find your requisition from the Business Unit by clicking on the lookup icon. After you find your requisition the Amount Approval page will be displayed. AMOUNT APPROVAL Use the Amount Approval page to approve, deny, or recycle a requisition. If you have a requisition approval role in workflow, you can access this page when you select a requisition from your worklist. The requestor who created the requisition will select the Approve option and click the will then invoke the workflow process. button. This Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 38 of 43

39 To view the details of the Approval Amount select the Details tab. AMOUNT APPROVAL DETAILS Amounts/Qty Tab Amount - Price of the items on the requisition line. Base Amt - Price of the items on the requisition line expressed in the base currency. Revision Higher Education will not be using this functionality. Displays the manufacturer's product revision number of the item being ordered. If the ship to is an inventory business unit and the item is under revision control in that business unit, the revision will default to that effective on the due date. Details Tab RFQ Required - Designates if the purchase of this requisition line item requires an RFQ. Buyer Identifies the Buyer for the line item. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 39 of 43

40 REQUISITION INQUIRY You can research a requisition history throughout the system using the Requisition Inquiry page. Depending on the status of the requisition you can drill down nearly to all the information you need relating to a specific requisition. Follow the navigation below to Inquire on a Requisition. Navigation: Purchasing > Requisitions > Review Requisitions Information > Requisitions Select the requisitions you want to inquire on through the search page based on the various criteria. Click on the button to proceed to the Requisition Inquiry Detail page. REQUISITION INQUIRY DETAIL PAGE Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 40 of 43

41 Check the requisition you would like to inquire on. The status of the requisition will determine which hyperlinks are enabled. Select the Status tab to view the status of a requisition. REQUISITION INQUIRY STATUS PAGE On RFQ Y (yes): All lines appear on RFQs. P (partial): Some lines appear on RFQs. Select the linked Y or P values to access the Requisition to RFQ List page. On PO Y (yes): All lines appear on POs. P (partial): Some lines appear on POs. Select the linked Y or P to access the Requisition to Purchase Order List page. Drop Ship Y (yes): The requisition is designated for drop shipment. Select the linked Y to access the Line Details page where you can view requisition schedule drop shipment information. Received Y (yes): All lines appear on receipts. P (partial): Some lines appear on receipts. Select the linked Y or P to access the Requisition Receipts List page. On Voucher Y (yes): All lines appear on vouchers. P (partial): Some lines appear on vouchers. Select the linked Y or P to access the Requisition to Voucher List page. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 41 of 43

42 CANCELING A REQUISITION To Cancel a requisition click on the cancel icon found on the Form page. CANCEL A REQUISITION LINE To Cancel a line click on the cancel icon found on the Line Details page. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 42 of 43

43 CANCEL A REQUISITION SCHEDULE To Cancel a Schedule click on the cancel icon found on the Schedule page CANCEL A DISTRIBUTION On the distribution information page click on the cancel icon to cancel the distribution. This message will appear. Click Yes to continue or No if you do not want to continue with the cancellation. Purchasing Requisition Creation and Processing (Revised August 2004/LR) Page 43 of 43