Create a Non-Catalog Requisition

Transcription

1 Create a Nn-Catalg Requisitin Jb Aid This jb aid describes hw t create a standard nn-catalg (i.e., nn-ibuynu) purchase request. REFER TO ADDITIONAL TRAINING GUIDES If yu need t create a special requisitin (Blanket, Grant Subcntract, r One Time Service), refer t: Create a Blanket Requisitin (jb aid) Nn-Catalg Special Requisitin: One Time Service Nn-Catalg Special Requisitin: Grant Subcntract The abve materials may be fund n the Prject Café training materials website IMPORTANT NOTE Access t as a Requester requires security authrizatin. If yur NetID has nt been authrized, yu will be unable t lg in t. Security access frms and instructins are lcated n the Prject Café website at NAVIGATION Lg in t NUPrtal at Click Financials > Under the Nn-iBuyNU Vendrs, click the nn-catalg requisitin link Alternate Navigatin: If yu cannt access NUPrtal r apprpriate tabs, g t Sign int the NUPrtal and use the full path navigate > eprcurement > Create Requisitin Step 1: Define Requisitin Click 1. Define Requisitin Enter Requisitin Name as determined by schl/department naming cnventins (maximum f 30 characters) Optinal: Define defaults Yu may use Line Defaults if yu are creating a multi-line nn-catalg requisitin where all line items are fr the same vendr, ship t, categry, etc. CreateNnCatalgRequisitin Nrthwestern University Page 1 f 8

2 Create a Nn-Catalg Requisitin Jb Aid Line Defaults may be used fr nn-catalg requisitins nly -- d nt use Line Defaults fr catalg requisitins T pen and define Line Defaults, click expand sectin buttn (triangle) Enter applicable defaults fr Vendr, Buyer, Categry, Unit f Measure, Ship T, Due Date, and/r Attentin. If yu use Line Defaults, it is nt necessary t re-enter the same infrmatin in subsequent steps Click Cntinue Step 2: Add Items and Services The 2. Add Items and Services page shuld display after clicking Cntinue in previus step. If the page desn t autmatically display, click 2. Add Items and Services. Click Nn-Catalg tab Click Nn-Catalg Item Prvide Item Descriptin (required) Prvide Price (required) Enter U.S. dllars with decimal Zers after decimal are system-supplied Prvide Quantity (required) Prvide Unit f Measure (required unless yu already entered it as a default in Step 1) Prvide Categry (required unless yu entered default in Step 1) Click lk up buttn (magnifying glass) Click + t expand All Categries tree Click desired categry t insert int requisitin frm Prvide Vendr ID (required unless yu entered default in Step 1) If yu knw the Vendr ID cde, yu can type it in Otherwise, click the lk up buttn (magnifying glass) In the Name field, type in all letters r nly the first few letters f vendr name, and then click Find Click desired Vendr ID t insert int requisitin frm If there is mre than ne vendr recrd fr the same vendr, d nt select the ne designated as IBUYNU MARKETPLACE CreateNnCatalgRequisitin Nrthwestern University Page 2 f 8

3 Create a Nn-Catalg Requisitin Jb Aid If the vendr yu re lking fr is nt fund in, enter a request t add a new vendr via the NUPrtal Staff tab & Payments tab Vendr Add / Maintenance Prvide Vendr Catalg ID Use this field t enter in the SKU, manufacturer number, catalg number, qute number, r ther unique identifier prvided by the vendr fr this item Click Add Item The line item infrmatin yu just entered displays in the Requisitin Summary bx n the left A blank Add Items and Services page displays if yu have mre line items t enter If yu have mre items t enter, prvide infrmatin fr additinal line items (repeat Item Descriptin thrugh Add Item abve) IMPORTANT NOTE It is nt necessary t estimate and add a line item fr charges assciated with shipping, freight, r transprt f gds. Step 3 When dne entering items, click 3. Review and Submit Step 4 (if applicable): Add cmments t justify r explain requisitin Use Requisitin Header Cmments t enter a nte fr the entire requisitin as a whle Always add a cmment if yu create a Blanket requisitin. Explain the reasn yu are creating a blanket requisitin, the length f time the service cvers, and any ther pertinent infrmatin. Fr mre infrmatin abut the apprpriate use f blankets cntact Resurce Services at r purchasing@nrthwestern.edu. Always add a cmment if yu select the Hld PO Frm Further Prcessing checkbx. Explain the reasn yu are putting the PO n hld, what actin yu want taken with the PO, and why yu need t prevent the system frm autmatically sending the PO t the vendr. Fr mre infrmatin abut the apprpriate use f Hld PO Frm Further Prcessing, cntact Resurce Services at r purchasing@nrthwestern.edu Always add a cmment if yu add attachment(s) explain purpse f attachment(s) and why attachment(s) necessary Other reasns t add cmments include: CreateNnCatalgRequisitin Nrthwestern University Page 3 f 8

4 Create a Nn-Catalg Requisitin Jb Aid Special ntes r instructins fr NU staff (, Accunts Payable, Apprvers, r Receivers) Special ntes r instructins fr the vendr If applicable, click the apprpriate checkbx t trigger specific actins in the system: Send t Vendr (cmments display t vendr when purchase rder is dispatched) Shw at Receipt (cmments display t yu r the Receiver when nn-catalg items are received) Shw at Vucher (cmments display t Accunts Payable when they enter the invice) TIPS ABOUT COMMENTS There are 2 kinds f cmments: Requisitin Header Cmments and Line Cmments Requisitin Header Cmments are where yu enter ntes that apply t the entire requisitin as a whle. These cmments autmatically display t Apprver(s) as justificatin fr the requisitin. Line Cmments are where yu enter ntes that apply t a specific line item in the requisitin. These cmments display after drilling dwn int the line item fr details. Bth types f cmments display internally t anyne wh has the security t view the requisitin (e.g., Resurce Services, Accunts Payable) Bth types f cmments may be used t trigger specific actins in the system: Send t Vendr (cmments display t vendr when purchase rder is dispatched) Shw at Receipt (cmments display t yu r the Receiver when nn-catalg items are received by entering a PO receipt) Step 5 (if applicable): Attach dcument(s) and/r add line item cmments Shw at Vucher (cmments display t Accunts Payable when they enter the invice) Yu may attach any Wrd, Excel, r PDF dcument lcated n yur machine r n a netwrk yu have access t. Examples culd include a vendr qute fr services, invice, crrespndence, etc. that wuld help in getting the requisitin apprved r paid. TIP: WHEN IS AN ATTACHMENT REQUIRED? plicy requires that if a nn-catalg purchase is fr $25,000 r mre, a Bid Dcumentatin Frm (BD-1) r Sle Surce Justificatin Frm (SSJ-1) must be attached t the requisitin. NOTE: this requirement des nt apply t grant subcntract requisitins r catalg (ibuynu) requisitins Frms are lcated at NU Prtal and Payments tab Resurce Frms CreateNnCatalgRequisitin Nrthwestern University Page 4 f 8

5 Create a Nn-Catalg Requisitin Jb Aid Hw t attach dcuments and/r add line cmments: T the right f the line item, click the cmments bubble If attaching a dcument, fllw these steps: Click Add Attachment Click Brwse Brwse fr file t attach Duble-click the desired file name, r, single-click file name and then click Open File name displays in the Brwse bx Click Uplad Attached file name displays in the Attached File bx If yu have mre attachments, repeat previus steps If entering Line Cmments, fllw these steps: Enter cmments that are specific t this line item, nt the requisitin as a whle If applicable, click the apprpriate checkbx t trigger specific actins in the system: Send t Vendr (cmments display t vendr when purchase rder is dispatched) Shw at Receipt (cmments display t yu r the Receiver when nn-catalg items are received) Shw at Vucher (cmments display t Accunts Payable when they enter the invice) When yu are dne adding attachments and/r line cmments, click OK The cmments bubble is n lnger empty CreateNnCatalgRequisitin Nrthwestern University Page 5 f 8

6 Create a Nn-Catalg Requisitin Jb Aid Step 6: Enter Ship T If yu used Line Defaults in Step 1 and entered a Ship T default, g t next step If yu didn t use Line Defaults in Step 1 t enter a Ship T default, use ne f the methds belw. Methd 1 (basic): If this is a single line item requisitin, r if the Ship T is different fr each line item, click expand sectin buttn (triangle) t right f the line item and enter Ship T cde Methd 2 (advanced): If this is a multi-line item requisitin where the same Ship T may be applied t multiple lines: Click in check bx t right f line item t select apprpriate lines Click Mdify Line/Shipping/Accunting Enter Ship T If yu knw yur Ship T cde, yu may type it in If yu knw nly the first few characters f yur Ship T cde, yu may type in what yu knw then click the lk up buttn (magnifying glass) t search fr it. When yu find the cde in search results, click n the cde t insert it int the requisitin frm. If yu dn t knw yur Ship T cde, click the lk up buttn (magnifying glass) t search fr it. When yu find the cde in search results, click n the cde t insert it int the requisitin frm. ABOUT SHIP-TO CODES A list f ship-t cdes with addresses is available n the Prject Café security website If a ship-t lcatin needs t be added r mdified, fill ut the Ship T Cde Request Frm lcated n the NUPrtal Staff tab and Payments Resurce Frms area Step 7 (recmmended): enter Attentin line fr Ship T If yu used Line Defaults in Step 1 and entered an Attentin default, g t next step If yu didn t use Line Defaults in Step 1 t enter an Attentin default, enter the name f the persn t whm the shipment shuld be delivered if it is ther than yu. Yu may als use this field t specify a rm number r ther details regarding the Ship T. Step 8 (if applicable): Cnfirm PC Bus Unit CreateNnCatalgRequisitin Nrthwestern University Page 6 f 8

7 Create a Nn-Catalg Requisitin Jb Aid This step applies nly if yu are using Fund numbers r which require Prject and Activity. If yur Fund des nt require Prject and Activity, skip this step and g t next step. Click Chartfields2 tab Cnfirm that PC Bus Unit cntains NWUNV If PC Bus Unit is blank, enter NWUNV Step 9: Enter chart string ABOUT CHART STRINGS If yu dn t knw yur chart string, cntact yur schl/department business administratr r refer t the COA Crsswalk lcated n the NUPrtal Fr mre infrmatin abut methds fr entering chart strings, refer t jb aid Chart String Methds available n Prject Café training website If yu used Methd 1 (basic) t enter yur Ship T: On Chartfields1 tab, enter Accunt, Fund and Dept If using Fund r , prvide Prject and Activity n Chartfields1 Prceed t next step If yu used Methd 2 (advanced) t enter yur Ship T: On Chartfields1 tab, enter Accunt, Fund and Dept If using Fund r , prvide Prject and Activity n Chartfields1 Click Apply Select apprpriate ptin frm Distributin Change Optins page Click OK CreateNnCatalgRequisitin Nrthwestern University Page 7 f 8

8 Create a Nn-Catalg Requisitin Jb Aid All Distributin Lines The same chart string is applied t all line items in the requisitin Matching Distributin Lines Replace Distributin Lines The same chart string is applied t nly line item(s) that have been selected Use t crrect r change a previusly applied chart string t line item(s) that have been selected Step 10: Check Budget, then Save and Submit Click Check Budget Click OK t message The wrd Prcessing will display and flash in the upper right crner until budget check is cmplete If budget check returns a status f Valid, click Save and Submit t cmplete requisitin and initiate wrkflw If budget check returns a status f Errr, click Errr link t view details. Refer t training guide Reslve Cmbinatin and Budget Check Errrs n Prject Café training website When yu have finished yur sessin, click Sign Out in upper right. NEED HELP? Cntact the Help Desk at HELP (4357) r cnsultant@nrthwestern.edu CreateNnCatalgRequisitin Nrthwestern University Page 8 f 8