LIU Procurement Training Manual - liu.edu

LIU eProcurement Project Procurement Training Manual

For Requisitioners & Approvers

Latest Update Date

1/30/2013

Training Manual for Requisitioners & Approvers

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Table of Contents

Contents Process Flow Diagram ............................................................................................................................................................. 2

Create Requisition – Vendor Catalog Items ............................................................................................................................ 3

Create Requisition – Changing Default Budget Account Chartfields & Ship To Locations ................................................... 12

Create Requisition – Retrieving Dell e-Quotes ..................................................................................................................... 17

Create Requisition – Retrieving Dell Sales Quotes................................................................................................................ 25

Create Requisition – Special Requests .................................................................................................................................. 34

Approve Requisition .............................................................................................................................................................. 35

Deny Requisition ................................................................................................................................................................... 39

Edit Requisition ..................................................................................................................................................................... 43

Receive Items – Complete Shipment .................................................................................................................................... 49

Receive Items – Partial Shipment ......................................................................................................................................... 52

View Requisition Status ........................................................................................................................................................ 57


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PeopleSoft Enterprise eProcurement 9.0

Process Flow Diagram

The diagram below illustrates the lifecycle of a requisition. This diagram includes all the phases through

which the requisition must pass. Some steps are performed by the User Community while others will be

performed by specific departments, i.e. Procurement & Sourcing Services, Campus Financial Services, and

Accounts Payable.

As a Requisitioner, your responsibilities will include: Creation of the Requisition and Receipt of the

Order.

If you are also an Approver, you will have the additional responsibility of Approving the Requisition.

Additional approvals by Campus Financial Services and/or Procurement and Sourcing Services may also

be required. Please refer to the Approve Requisitions section later in this document.

Payment Invoice Receive Order

Dispatch Purchase

Order

Create Purchase

Order

Budget Check

Requisition

Approve Requisition

Create Requisition


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Create Requisition – Vendor Catalog Items

Navigation: eProcurement > Create Requisition

Audience: Requester

Every eProcurement user, will be automatically assigned to a default Ship To Location and to a default budget account chartfield. These settings will be based on the information provided on the PeopleSoft LIU Buy Registration and Certification form. For most people, this information will always remain the same & no changes will be necessary.

To create a requisition using your default settings (Ship To location, Chartfields, etc), follow the steps below. On the Define Requisition page, enter a name (eg: English Department, new lab, etc.) in the Requisition Name field. If you have a completed, signed blue requisition form, enter the requisition number in the Requisition Name field.

To view your default settings, click on the triangle (circled above) in the Line Defaults header bar. The section will expand and display the information on the next page.


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To view the default budget chartfields, click on the Chartfields2 tab (circled above). The screen on the next page will be displayed.


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Click the Continue button to continue creating the requisition. The screen on the next page will be displayed.


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Click the Web tab. The screen on the next page will be displayed.


7

Click on the link in the Merchant column for the required vendor. Clicking on the Office Depot link, will open Office Depot website.


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At this point, you will need to navigate around the vendor’s website to select your items and add them to your Shopping Cart. Note that each vendor website may look different than the example above. Follow the instructions on the vendor’s website to add items & check-out of their site.

After you have selected your items & checked out, you will be returned to the PeopleSoft requisition page. Click the 3. Review and Submit tab. The screen on the next page will be displayed.


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The requisition will automatically be delivered to your default Ship To Location and charged to your

default budget account chartfield. If the information is correct for this specific requisition, no changes

are necessary. If you need to change either the Ship To Location or the budget account chartfield,

please refer to pages 12-16 of this document.

Click the Save & Submit button to complete the requisition process. The screen on the next page will

appear.


10

An email will be sent to all the individuals listed in the above Approval box notifying them that there is a requisition needing their approval. A sample email is shown on the next page.


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12

Create Requisition – Changing Default Budget Account Chartfields & Ship To Locations

Certain requisitions may need to be charged to chartfields other than the user’s defined default

values. In addition, the Ship To Location for a specific requisition can be different than your default

location. The capability to change these values exists within ePro and is done towards the end of the

Create Requisition process. Follow the instructions on pages 3-8 of this document to retrieve your

items into the requisition form.

After you have selected your items from the vendor’s website, the screen below will be displayed.

Click the Review and Submit link to continue processing the requisition. The screen on the next page

will appear.


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Click the Select All/Deselect All link circled above. The boxes in front of each requisition line number

will be checked. Click the Modify Line/Shipping/Accounting button circled above. The screen on the

next page will appear.


14

To enter a different Ship To location (circled above), click the lookup button to the right of the Ship To

box. A list of possible Ship To addresses will appear. Click the appropriate address and you will be

returned to the above screen.

To change the budget account information, click the Chartfields2 tab (circled above). The screen on

the next page will appear.


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Valid values must be entered in the Fund, Oper Unit, and Dept fields. Use the lookup button to the

right of each field to see a list of possible values.

Once you have completed making your changes, click the Apply button. The screen on the next page

will appear.


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Click the bottom choice, Replace Distribution Lines, by clicking on the corresponding circle. Click the

OK button.

You will be returned to the requisition screen. Follow the instructions on pages 9-11 of this document

to complete your order.


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Create Requisition – Retrieving Dell e-Quotes


Audience: Requester

Certain requisitions may require the requester to reference a Dell e-Quote to ensure correct pricing.

This e-Quote information needs to be placed into the Shopping Cart before leaving the Dell website.

Follow the instructions on pages 3-7 of this document to access the list of Vendor catalogs.

Click on the link in the Merchant column for the required vendor. Clicking on the Dell link, will open Dell website.


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Click on the E-Quotes icon in the upper right corner of the screen. The screen on the next page will appear.


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Enter the email address of the person who obtained the quote and click on the Retrieve E-Quote link. A listing of all of the applicable E-Quotes will appear.


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Click on the blue arrow in the Create Order Requisition column to retrieve the quote and to place the

items in your shopping cart.


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Click on the Create Order Requisition icon (circled above) to continue creating the requisition.


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Click the radio button in front of “I WILL NOT export this order outside the United States.” Then click the Continue button. The screen on the next page will appear.


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Click the Submit Order Requisition button (circled above). You will be returned to the Requisition screen in PeopleSoft. Click the 3. Review and Submit tab. The screen on the next page will be displayed.


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Follow the instructions on pages 9-11 of this document to complete your order.


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Create Requisition – Retrieving Dell Sales Quotes


Audience: Requester

Certain requisitions may require the requester to reference a Dell Sales Quote to ensure correct

pricing. Dell Sales quotes are generated when you contact a salesperson for specific pricing

information. This quote information needs to be placed into the Shopping Cart before leaving the Dell

website. Follow the instructions on pages 3-7 of this document to access the list of Vendor catalogs.

Click on the link in the Merchant column for the required vendor. Clicking on the Dell link, will open Dell website.


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Click on the My Premier icon in the upper center of the screen. The screen on the next page will appear.


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Click on the Detailed View button circled above. The screen on the next page will appear.


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Click the circle above the Sales-created Quote box and then enter your Sales-created Quote number and your Customer number in the corresponding boxes (circled above). Click on the Search button circled above. The screen on the next page will appear.


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Click on the Check Box in front of the Quote # (circled above) then click the Purchase button circled above. The screen on the next page will appear.


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Click on Checkout icon (circled above) to continue creating the requisition. The screen on the next page will appear.


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Click the radio button in front of “I WILL NOT export this order outside the United States.” Then click the Continue button. The screen on the next page will appear.


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Click the Submit Order Requisition button (circled above). You will be returned to the Requisition screen in PeopleSoft. Click the 3. Review and Submit tab. The screen on the next page will be displayed.


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Follow the instructions on pages 9-11 of this document to complete your order.


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Create Requisition – Special Requests

A Special Request is defined as the desire to purchase an item that cannot be purchased through the

pre-defined Vendor Catalogs. This would include items that are not currently listed in the catalog as

well as items from vendors for which no catalog currently exists.

All Special Requests should continue to be submitted via the current blue requisition forms. After

obtaining the appropriate signatures, the forms should be forwarded to the Procurement and

Sourcing Services Department.

In the future, Special Requests will be submitted directly into the PeopleSoft eProcurement module.

Further details and instructions will be provided at a later date.


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Approve Requisition

Navigation: eProcurement > Approve Requisitions

Audience: Approver, Requester

Once a requisition has been submitted by an employee, it may require approval before a Purchase Order (PO) is generated. There may be several approvals necessary based on the type of item & the item cost.

To approve a specific requisition, click on the link in the Req ID column.

The screen on the next page will appear.


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The “Approver” is able to add comments to the requisition if they wish. Click in the Enter Approver Comments field and type the comments.

To approve the requisition, click the Approve button. The screen on the next page will appear.


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The requisition has been approved and is ready for further processing because all of the required approvals have been obtained. Emails will be sent to the Requester and all other approvers (if any) regarding the requisition status change to “Approved”.

If other approvals are required, the requisition will remain in the “Pending” status. Once all the approvals have been satisfied, the requisition status will update to “Approved” and emails will be sent to all concerned parties. A sample email is shown below.


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Deny Requisition

Navigation: eProcurement > Approve Requisitions

Audience: Approver, Requester

There may be times when a requisition needs to be changed or is not acceptable to the “Approver”. In this case, the “Approver” will need to deny the requisition.

To deny a specific requisition, click on the link in the Req ID column.

The screen on the next page will appear.


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The “Approver” is required to add comments explaining why the requisition is denied and what changes, if any, should be made. Click in the Enter Approver Comments field and type the comments.

To deny the requisition, click the Deny button. The screen on the next page will appear.


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The status has been updated to “Denied”. Emails will be sent to the Requester and other approvers, if any, indicating the change in status. No further action will be taken on this requisition while the status is “Denied”. A sample email is shown on the following page.


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Edit Requisition

Navigation: eProcurement > Manage Requisitions

Audience: Requester, Approver

There may be times when a requisition needs to be changed or is not acceptable to the “Approver”. Instead of denying the requisition, the requisition can be edited.

To edit a specific requisition, click on the link in the Req ID column.

The screen on the next page will appear:


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Click on the Edit Requisition button. The requisition form will appear and you will be able to make changes.


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After all the changes have been made, click the Save & submit button. The screen on the next page will appear.


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Click the OK button to restart the Approval process. The screen on the next page will appear.


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An email will be sent to all the individuals listed in the above Approval box notifying them that there is a requisition that needs their approval. A sample email is shown on the following page.

Note: These approvals are dependent on the previous approver. The second step will not be notified until the first step has “approved” the requisition. In the above example, Sal Greco will not be notified until after Bruce Elnick has approved the requisition. If the first step is denied, the requisition is stopped and no further processing will occur.


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Receive Items – Complete Shipment

Navigation: eProcurement > Receive Items

Audience: Casual Receiver

After the goods have been delivered to the requester, the order must be updated in PeopleSoft. An order must be marked as “Received” in order for Accounts Payable to generate payments.

The screen below displays all items that are available to be “received” by the user. For a requisition line to appear on this page, the item must have been placed on a PO and dispatched to the vendor. Requesters can view the requisitions they created and those that were created for them. When the entire quantity of the item has been received, the requisition line no longer appears on this page.

Click the Check All link to select all the displayed requisition lines. To select a specific line, click the check box to the left of the line details.

Click the Receive Selected button. The screen on the next page will be displayed.


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To receive the complete order, enter the receipt date in the Received Date field and then click the Save Receipt button. The screen on the next page will be displayed.


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Click the Return to Receiving link if you have additional requisitions to receive. Click the Return to

Manage Requisitions link if you are done receiving items.


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Receive Items – Partial Shipment

Navigation: eProcurement > Receive Items

Audience: Casual Receiver

After the goods have been delivered to the requester, the order must be updated in PeopleSoft. An order must be marked as “Received” in order for Accounts Payable to generate payments.

The screen below displays all items that are available to be “received” by the user. For a requisition line to appear on this page, the item must have been placed on a PO and dispatched to the vendor. Requesters can view the requisitions they created and those that were created for them. When the entire quantity of the item has been received, the requisition line no longer appears on this page.

Click the Check All link to select all the displayed requisition lines. To select a specific line, click the check box to the left of the line details.

Click the Receive Selected button. The screen on the next page will be displayed.


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To indicate a partial shipment, the requester would change the quantity in the Received Qty column to accurately reflect the proper quantity. The screen would look similar to the one below.


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Click the Save Receipt button to record the shipment. The screen on the next page will appear.


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Clicking on the Return to Receiving link will bring the requester back to the Receive Items screen. Note that the Accepted to Date quantity column has been updated to reflect the partial shipment.


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View Requisition Status

Navigation: eProcurement > Manage Requisitions

Audience: Requester, Approver, Purchasing Department

A requisition will have one of the following statuses:

Approved The requisition has been approved, budget checked and ready to become a PO.

Canceled The requisition was entered and saved but later canceled. A canceled requisition can be reopened within 120 days. After 120 days, the requisition will become permanently closed and marked as complete.

Complete The requisition has been dispatched on a PO, the goods have been received and the vendor has been paid.

Denied The requisition has been denied in the approval process.


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Open The requisition has been entered and saved, but not yet submitted for approval or a receipt has been entered and saved but contains errors.

PO(s) Created The requisition has been placed on a PO but it has not been sent to the vendor yet.

PO(s) Dispatched The requisition has been placed on a PO and the PO has been sent to the vendor.

Pending The requisition has been submitted and is awaiting approval.

Received The requisition has been placed on a PO. The PO has been sent to the vendor, and the goods have been partially or fully received.

Click the triangle next to the Requisition number to view the requisition lifespan and detail information. As a requisition moves through the Procurement process, the corresponding icon will appear in color. Click on each icon to display information regarding that particular step in the Procurement process. Note: LIU does not currently utilize the Inventory module in PeopleSoft, therefore that icon will always remain gray.

Documents

LIU Procurement Training Manual - liu.edu