On-Line Purchasing User Reference Manual (8/11)
Table of Contents Introduction....3 Accessing the University Information System (UIS) 4 Login University Information System...5 Creating a Purchase Requisition...7 Page Approval Process of Purchase Requisition...16 Creating DataBank Cover Sheet...22 Submission of Cover Sheet and Back-up Documentation to Databank 23 Canceling a Purchase Requisition...24 Receiving Process...26 Receiving All Goods.. 28 Receiving Partial Goods....30 2
Introduction This reference manual has been created to assist the user with the processing of Purchase Requisitions using the new on line Purchase Requisitioning System, via the University Information System (UIS) and the new Banner Receiving process that will eliminate the need for golden rods. The new process was developed to improve customer service by reducing processing time and simplifying the Purchase Requisitioning and Receiving Payment Approval System for user departments. This new process does not change existing purchasing policies or policies concerning the approval of payments to vendors by authorized budget administrators. Questions concerning the on-line Purchase Requisition process and Banner Receiving Process should be directed to: Purchasing Department - Donna Maria Deans x 6372 deansd@stjohns.edu Lorraine Schender x6196 schendel@stjohns.edu Jeffrey Weiss x6357 weissj@stjohns.edu Accounts Payable Department- Ines De La Rosa x5801 delarosi@stjohns.edu Information Technology - Help Desk x5000 3
Accessing the University Information System UIS In order to access the University Information System UIS use your Web Browser (Internet Explorer or Netscape): go to the St. John s University home page (http://intranet.stjohns.edu/) UIS Click on Login located here 4
Log Into The University Information System (UIS) Click on the Login button under where it reads Login UIS 5
Enter your ID number here. In the past, your ID number has been your Social Security number, however, due to new governmental regulations; your Social Security number can no longer be used. Your valid ID number is the X number assigned to you by the University s Human Resource Department. If you do not know your X number, it can be found on your pay stub. Enter your password number here. If you have not changed your assigned PIN, it is your birth date; for example, a birth date of March 13, 1957 would be entered as: 031357 Click on the Login button located below the PIN box. You will then be welcomed into the SJU WWW Information System. TIP: Bookmark this page Add to your favorites to eliminate the first two steps 6
Creating a Purchase Requisition Click on the Finance section. 7
8 Click on the Purchase Requisition Section
9 Click on the New Purchase Requisition for Operating section
Select the Budget Administrator who is approving the transaction. You can type in the first letter of the person s last name. If a vendor X number is known please enter it here. When all info above has been entered, please hit the Submit button. If a vendor needs to be looked up, please enter the first few letters of the vendor and hit the Search vendor button. Upon retrieval, select the vendor with the proper address (drop down) 10
Please input Org Code (drop down) Enter Delivery Date if Default Date is not acceptable. Choose a Buyer (drop down) Please check the University Ship To address (drop down) Enter Attachment Type (drop down) See page 13 Document Text MANDATORY 11
If warranted please type in Click on Next Page Enter the fax telephone number for the Vendor. MANDATORY If not known enter 111-111-11111 Enter the Vendor s Email address where the Purchase Order should be sent. If not known, enter xxxxx 12
Requisitioner Jeff Weiss Purchasing Newman Hall 204 Account # 1110-320-7601 Faxed Delivery Hours Please enter the Requisitioner, Dept, Building, Account Number, and Clauses (drop down menu - e.g., FAXED Order faxed no duplication and Delivery Hours). Clause must be inserted in the Right Column, below the last line typed on the Left Column, (1 line down). Click on Save and Exit This Window Return to Purchase Requisition Header Page and Click Next Page 13
Please enter the Quantity, Unit Measure (drop down) Description, Unit Price-.MUST USE TAB KEY To add additional text on Description line Click SAVE, then Click ADD/UPDATE additional item text type in text, Click Save & Exit this window, Block Next 14
Fund, Orgn, and Acct must be entered (use drop downs) Percent must have value (ex. 100%) MUST USE TAB KEY Click on Finalize to complete. (Purchase Req. is electronically sent to Budget Administrator for approval.) The account # must BE THE SAME AS USED IN THE DOCUMENT TEXT and must reflect the product being purchased ie-7601 Expendable Furniture & Equipmentbuying a desk etc. Do not use i.e. 6701 Office Supplies. If incorrect account number is used-purchasing will reject and return to Department. % If using more than 1 org. - % must total 100%. 320-7601 40% 302-7601 60% 15
Approval Process of Purchase Requisition Requisition sent to Budget Administrator for approval, via email. Budget Administrator returns to Purchase Requisition Main Menu and Clicks Approve Purchase Requisitions (see pages 17 through 19) 16
Budget Administrator Clicks Approve Purchase Requisition 17
Budget Administrator Clicks on Requisition number 18
Budget Administrator APPROVES OR REJECTS 19
WHEN REQUISITION IS APPROVED BY THE BUDGET ADMINISTRATOR AN EMAIL IS GENERATED LETTING THE REQUISITIONER KNOW IT IS APPROVED (see pg.21) THE NEXT STEP IS TO GO BACK TO THE MAIN MENU (UIS) CLICK ON PRINT COVER SHEET, ENTER REQUISITION NUMBER, CLICK ON SEARCH AND THE NEXT PAGE IS THE PURCHASE REQUISITION SUMMARY FOR THE REQUISITION NUMBER (see pg 22 & 23) ATTACH ALL BACKUP DOCUMENTATION TO THE REQUISITION AND SEND TO DATA BANK (USE SPECIAL DATA BANK ENVELOPE). 20
EMAIL generated letting requisitioner know that requisition was either APPROVED OR REJECTED 21
Creating Databank Cover Sheet TO PRINT COVER SHEET 22
Submission of Cover Sheet and Back-Up Documentation to Databank Print Page and staple all relevant backup documentation i.e. Quotes, Sole Source Justification, etc. put into a DATABANK ENVELOPE and send to Databank 23
Canceling a Purchase Requisition Type in requisition number and hit Cancel 24
A purchase requisition can only be deleted in Banner if it is NOT Approved or Completed. An approved purchase requisition can only be cancelled in Banner before a Purchase Order number is assigned 25
Receiving Process The new electronic Receiving Process allows for full or partial electronic payment authorization from Departments to Accounts Payable for goods and services acquired and received via Purchase Order. As such, this new process eliminates the manual process of sending signed goldenrod copies of Purchase Orders to Accounts Payable authorizing payment. It is the responsibility of the Department to electronically approve full or partial payment authorization in a timely manner in order for the University to meet vendor invoice payment due dates and to further take advantage of applicable payment discounts. Type in FPARCVD 26
Type NEXT and Block Next Date Received and Received By (drops in) then Block Next Enter a number or date Block Next Enter PO # and Tab- Buyer and Vendor (drops in) Click Receive Items go to Options-click either Receive All (all commodities received) or Select Purchase Order Items (partial commodities received) Receive All Option after clicking- Commodity Screen comes up TAB through page and Block Next Click COMPLETE Select Purchase Order Items after clicking Receiving Goods page comes up Click Commodity Line under ADD ITEM column- X OUT of page-back to Receiving Page Block Next Commodity Screen (pg. 38) tab through to Quantity Current column and put in # received) SAVE -TAB through to end Block Next Click COMPLETE (pg. 39) PO can be obtained by going back to UIS then Click Purchase Requisition, Click View Purchase Requisition, Purchase Requisitions Status sheet comes up and PO number is in the PO#/Approved? Printed? column 27
Receiving All Goods RECEIVE ALL ITEMS screen tab through BLOCK NEXT - 28
29 Click COMPLETE
30 Receiving Partial Goods
31
Click Yes then Click OK you will return to Main screen 32
33
34
35