Requisitions and Purchase Orders Prepare Requisition...Requisitions and Purchase Orders The Procure-to-Pay process begins when a Requester creates a requisition. Requisitions are the

Business

Services

Requisitions and Purchase Orders Prepare Requisition

Training Guide Prepare Requisition

Table of Contents Requisitions and Purchase Orders .............................................................................................. 1

Prepare Requisition ................................................................................................................................ 1 Create a Requisition using Special Item Request .................................................................................................. 1 Find a Category Code .......................................................................................................................................... 10 Add Attachments and Comments to Requisition ................................................................................................ 14 Create a Requisition using a MAV eSHOP......................................................................................................... 18

Page ii


6/19/2020 Page 1

Requisitions and Purchase Orders The Procure-to-Pay process begins when a Requester creates a requisition. Requisitions are the records of requests for items. When the Requisition has been approved and successfully budget checked, the requisition is sourced, a purchase order is generated and then it is dispatched to the vendor. After the merchandise/service has been received and inspected, the vendor's invoice can be vouchered and paid. The Procurement module provides a complete and robust mechanism for managing the entire procurement process.

Prepare Requisition The requisition is the first step in the purchasing cycle. It is used to specify products or services needed and delivery requirements. It is the source document from which the purchase order is prepared.

The requisition form should be completed by the school/department desiring to purchase goods or services. The requisition indicates quantities, description, delivery requirements, etc.

Create a Requisition using Special Item Request The Special Item Request page is used to request the purchase of goods and/or services that are not available through the online catalog. This process involves manually entering line item information directly into the form fields. The information used for this form will be obtained from a quote, catalog or other source of pricing.

Procedure

Step Action 1. Begin by navigating to the Create Requisition page. From the Navigator, click

FinancialseProcurement menu. 2. Click the Requisition menu. Alternatively, select the Procurement Operations homepage

and click the Requisitions tile.


6/19/2020 Page 2

Step Action

3. The Create Requisition page is displayed. Click in the Requester field.

4. Enter or lookup your Empl ID in the Requester field. 5. Click the OK button to start your requisition. 6. This will display the Special Request page. This page captures requisition line item

details. All fields with an asterisk are required.

Step Action 7. To access the Requisition Defaults, click the Requisition Settings link. 8. The Defaults sections are used to enter values that will be repeated on every line added

to the requisition such as, the vendor, unit of measure, chartfield values, etc. Information entered in this section will help you avoid repetitive entry; however, data can be changed on individual lines as needed.

9. Enter or lookup the Supplier identification number.


6/19/2020 Page 3

Step Action 10. If the Supplier has multiple locations, make sure to select or enter the correct Supplier

Location. 11. Enter or lookup the Buyer ID number for the Procurement buyer for your department. 12. Enter other information on the Defaults page if desired. 13. Click the OK button to enter line item information.

Step Action 14. The Special Request page is used to capture details for the goods or services to be

purchased. This includes item description, pricing, quantity and the supplier information.


6/19/2020 Page 4

Step Action 15. Notice, the supplier's information is already populated. This information defaulted from

the Line Defaults section that was completed on the Define Requisition page. Note: A requisition may include many line items, but ONLY ONE VENDOR can be identified.

16. Next, complete the remaining required fields for the line item. In the Item Description field provide a brief description of the good or service that you want to purchase.

17. In the Price field enter the dollar amount of the good or service being purchased. This is the per-unit price.

18. In the Quantity field enter the number of units being purchased. 19. In the Unit of Measure field enter the unit of measure for each unit (e.g. ea, hr, dz). 20. Enter or lookup the Category code. This code is used to identify the item you are

purchasing. 21. The Due Date field is used to indicate the date you need to receive the item. If left blank,

this field will default with the current date. 22. The Additional Information text box is used to enter comments or remarks that relate to

the item or service (e.g. item specification). 23. If comments are entered, select the appropriate check box to make the remarks available

for others to view (if desired): • The Send to Vendor checkbox is used to print the comments on the purchase order

for the vendor to view. • The Show at Receipt checkbox is used to make the comments available to the

person receiving the item. • The Show at Voucher checkbox is used to make the comments available on the

voucher for Accounts Payable to view. 24. Once the information has been entered, click the Add to Cart button. 25. Once items are added to the requisition, the Shopping Cart appears at the top right side

of the page. This section displays the items that you have added to the requisition (e.g. item description, quantity ordered, unit of measure, plus the number of line items on the order and the total amount of the request).

26. A blank Special Item request page is displayed. If necessary, enter the next line item for the requisition.

Note: The cost of Shipping and Handling should be added as a separate line item on the requisition. You should use category code 78121603 for "freight fees."

27. To proceed to the next section, click the Checkout button


6/19/2020 Page 5

Step Action 28. The Checkout - Review and Submit page provides a summary of the line item

information that was entered on the requisition. This page allows you to review the details of your requisition, make any necessary changes and submit it for approval.

29. Click in the Requisition Name field and enter a name for the requisition. 30. If more requisition lines need to be entered, use the Add More Lines button to return to

the Special Request page.

31. The Requisition Lines section provides specific details for each line such as the item description, quantity, and price. If necessary, you can make changes to a line item from this section.

In addition, this section is used to add or update chartfield information for each line.

32. Click the Expand Section button to add chartfield information for Line Item 1.


6/19/2020 Page 6

Step Action 33. The Ship To field defaults with Central Receiving ship to code. Update if necessary.

34. If there is an expectation that a specific line item will involve multiple invoices/payments with different dollar amounts and the Quantity is “1” the line should be setup as “Amount Only”. This option is intended for requisition lines involving services that you want to base on the dollar value; rather than the quantity when making a payment. Line items with a unit of “LOT” should use this option.

To flag an item as “Amount Only”, click on the Line Details icon, and click the box for “Amount Only”. Click “OK” to return to the Checkout page.


6/19/2020 Page 7

Step Action 35. Click OK to return to the Checkout – Review and Submit page. 36. The Accounting Lines section is used to enter or update chartfield information. It may

be necessary to use the expansion arrow to open the Accounting Line section. 37. Click the Chartfield2 tab to enter chartfield information. 38. The Account field defaults with the appropriate value based on the Category code that

you selected in the line item section. Verify the account number that populated is appropriate.

39. Enter the remaining chartfield values for the requisition line. You can manually enter the values into the appropriate fields (e.g. Fund, Dept, Cost Center, Function) or use the SpeedChart field to quickly populate the accounting lines.

40. Click in the SpeedChart field. 41. Enter the SpeedChart you want to use for the expense line. SpeedChart values are either

the 6-digit cost center number, 10-digit project ID, or 10-digit cost share ID. 42. Press [Tab] to populate the chartfields with the appropriate values. 43. If the line item is to be charged to multiple funding sources, use the Distribute By field

to indicate if the split will be made by Quantity or by Amount. 44. Enter on the Chartfields1 tab the quantity, percentage, or amount that is to be paid by the

first fund. Use the “+” button to add another chartfield line and enter the quantity, percentage, or amount appropriately. Add as many lines as are necessary. Then enter the chartfield values on the Chartfields2 and Chartfields 3 tabs.

Step Action 45. Click the Collapse Section button to close the requisition line.

46. Complete the line information for all requisition lines. The Mass Change option can be used to enter information on multiple lines at once. To use this function, select the requisition line items on which the information should be entered, then click Mass Change. Enter the appropriate information and click OK.

47. The Shipping Summary will display the Ship To Address information. There should only be one shipping address used on all requisition lines. If the Shipping Summary section states that multiple values exist, use the Edit for All Lines link to update the Ship To Address for all lines.


6/19/2020 Page 8

Step Action 48. The Requisition Comments and Attachments section is used to enter Header

Comments that apply to the entire purchase. In this section, enter UTA and vendor contact information, and final delivery information (who should receive the item(s) and the building and room where they are located).

49. If comments are entered, select the appropriate check box to make the remarks available for others to view (if desired):

• The Send to Vendor checkbox is used to print the comments on the purchase order for the vendor to view.

• The Show at Receipt checkbox is used to make the comments available to the person receiving the item.

• The Show at Voucher checkbox is used to make the comments available on the voucher for Accounts Payable to view.

50. The Requisition must be accompanied by the appropriate support documentation. The Add More Comments and Attachments link is used to add attachments and/or comments to the requisition.

51. Click the Save for Later button. Notice that the requisition now has a requisition ID.

Step Action 52. Click the Check Budget link. This will verify if the funding sources entered on the

Accounting lines have the funds to pay for the purchase.

53. If the Budget Checking Status returns as “Error”, click the word “Error” to investigate and resolve the error. Once the necessary changes are made, again click the Check Budget link. A requisition must be in a “Valid” budget check status to be submitted.


6/19/2020 Page 9

54. If the Budget Checking Status returns as “Valid”. The dollar amount of the requisition has been successfully Budget Checked and Pre-Encumbered.

55. Once all requisition lines have been entered and a valid budget check obtained, click the Save & Submit button to submit the requisition for Workflow approvals.


6/19/2020 Page 10

Find a Category Code A Category code is used to classify goods and services for reporting purposes. It is an eight digit code based on a four level hierarchical structure.

The table below explains the hierarchy for a Category code. In this example, Furniture is assigned to Category 56101500. Each subsequent level describes a subset of the code and preceded by a description of each level in the hierarchy.

When using the Special Item Request option to purchase goods or services it is very important that you select the appropriate Category. Each Category code is connected to a General Ledger Account (e.g. 63103 - Furnishing and Equipment). When a Category is indicated for a particular good or service the appropriate GL Account is automatically populated into the "Account" chartfield. This business process demonstrates the different methods used to find a Category in UT Share.

Procedure

In this topic, the requisition has already been started. Your goal is to find the appropriate Category code.

Step Action 1. Starting from the Special Request page, you will locate a Category code. The Category

code is used to identify the item you are purchasing. This code is used for reporting purposes.

To search for the Category, click the Category Lookup icon.


6/19/2020 Page 11

Step Action

2. From the Look Up Category page. You can search for a Category by: • Browsing the Category Tree • Using a Category Number • Providing a Category Description

3. Click the Browse Category Tree Expand Section button.

Step Action 4. Click the Expand Section folder next to All Items.

5. To find the appropriate Category click the Vertical scrollbar to scroll down the list. 6. Select the Expand Section Folder next to the Category that you want to view. The first

level in the outline is the broadest term for the item you want to find. 7. Continue drilling-down until you find the category that you want to use. Click the

Description of the category code to select it.


6/19/2020 Page 12

Step Action 8. Notice, the Category field is now populated with the appropriate code.

Note: Once a Category is selected, the system will assign the appropriate General Ledger Account (e.g. 63103 - Furnishing and Equipment). You can view the GL Account from the Review and Submit page in the Accounting Lines section.

9. Alternately, the category code can be selected using the Search Categories search feature.

10. Once in the Look Up Category page, select Description from the Search By drop-down list. (Category is the defaulting value.)

11. Click in the Find text box field.

12. Enter a brief description in the text box. 13. Click the Find button.


6/19/2020 Page 13

Step Action 14. Notice, categories containing the word(s) entered are displayed. 15. To locate the code you want to use, click the Vertical scrollbar to scroll down the list. 16. Once you have located the appropriate code, you can click the Category or Description

link to select the item. 17. To help you decide the appropriate Category to use:

• Work with your supervisor and/or Procurement Services to determine the types of goods and services your department purchases on a regular basis.

• Agree on the appropriate Category code to use, so that the data is consistent.

• Your department will then be able run more accurate reports to assess the types of goods and services purchased on a periodic basis.


6/19/2020 Page 14

Add Attachments and Comments to Requisition A Requisition form is created based on the pricing information obtained from the vendor. This information, also known as the source of pricing (i.e. email from vendor, copy of website, catalog page, etc.), is used to support audit requirements. The requisition component allows you to upload supporting documentation, as well as add comments to the online requisition. The support documentation can be scanned and electronically attached to the requisition. Make sure that the scanned document is legible.

Procedure In this topic, your goal is to return to add an attachment and comments.

Step Action

1. Starting from the Checkout - Review and Submit page, you can add comments or an attachment to a specific line item or to the entire requisition.

Step Action 2. The Comment Bubble is used to add an attachment and/or comment that applies to a

single line item. Click the Add or Edit Comments button.


6/19/2020 Page 15

Step Action 3. From the Line Comments page, click in the Comments field to add comments for this

line item. 4. Enter the desired information into the Use Standard Comments field. 5. Select the appropriate check box to make the remarks available for others to view:

• The Send to Vendor checkbox is used to print the comments on the purchase order for the vendor.


• The Show at Voucher checkbox is used to make the comments available on the voucher for Accounts Payable

6. The Add Attachments button on the Line Comments page is used to add a document to this specific line item.

7. Click the OK button to return to the Review and Submit page. 8. Notice, the Comment Bubble now has lines. This indicates that comments and/or an

attachment have been added to the Line Item 1. 9. The Requisition Comments and Attachments link is used to add comments and/or an

attachment that applies to the entire requisition.

Step Action 10. Add comments in the Comments box. 11. To add additional comments, click the Add more Comments and Attachments link.


6/19/2020 Page 16

Step Action 12. Enter the desired information into the Use Standard Comments field. 13. To add additional comments, use the “+” button. 14. If comments are entered, select the appropriate check box to make the remarks available

for others to view (if desired):



• The Show at Voucher checkbox is used to make the comments available on the voucher for Accounts Payable.

15. To add documentation that applies to the entire order, click the Add Attachments button.

16. Click the Browse... link and navigate to the file you want to upload. Note: You can only select one file at a time.

17. Locate the file on your computer and then select the file to attach. 18. Click the Upload button.


6/19/2020 Page 17

Step Action 19. To view the attached document, click the View button. 20. At least one comment line must be added to the requisition providing contact information

for the person who can answer questions regarding the order. Make sure to select the "Send to Vendor" checkbox to make the remarks available for the vendor to view.

To insert a new comment line, click the Add a new row button.

21. Click in the Comments box and enter the name and contact information for the UTA employee who should be contacted.

22. Click the Send to Vendor checkbox. 23. Once all comments have been entered and documents attached click the OK button to

return to the Review and Submit page. 24. Notice, the header comments added to the requisition is displayed in the Comments box. 25. Click the Save for Later button.


6/19/2020 Page 18

Create a Requisition using a MAV eSHOP

MAV eSHOP is an eprocurement system integrated with UTShare’s current system to complete the procure-to-pay process using requisitions, purchase orders, receiving, payment vouchers and workflow. While not all vendors will be available, those who are will need to be accessed through MAV eSHOP.

Procedure

In this topic, you will create a requisition using MAV eSHOP. In this example, the requester will be shopping in MAV eSHOP. The second example will detail how to process an assigned eSHOP cart.

EXAMPLE #1 – REQUESTER SHOPPING

Step Action 1. Begin by navigating to the Create Requisition page. From the Navigator, click

FinancialseProcurement menu. 2. Click the Requisition menu. Alternatively, select the Procurement Operations homepage

and click the Requisitions tile. 3. The Create Requisition page is displayed. Click in the Requester field. Enter or

lookup your Empl ID in the Requester field. 4. Click the OK button to start your requisition. 5. The Create Requisition page is used to request the purchase of goods or services.

6. The Create Requisition page is displayed. Click Request Options drop-down arrow.

7. Click on the SciQuest eShop Portal link.


6/19/2020 Page 19

Step Action

8. The MAV eSHOP screen will populate. Note: If you would like to exit MAV eSHOP without making a purchase, click the Cancel Punchout button, located in the top right corner of page, to return to the UT Share Requisition page.

9. Click on the tile for the desired vendor. 10. For vendors with a Hosted Catalog, when the vendor tile is clicked, a search box will

populate. Either type a search term in the search box and click the magnifying glass, or click the magnifying glass without entering a term to search the entire catalog.

11. For vendors with a Punchout Catalog, clicking on the vendor tile will open the vendor’s online catalog (often in a new browser window). Shop for the desired items on the vendor’s catalog.

12. Once the vendor’s items are in the vendor cart, return the cart to MAV eSHOP. Note: Navigation among vendors’ websites may be slightly different. All will have a cart feature where you can review the items selected and “Checkout” or “Submit Order” or similar option which will return the cart to MAV eSHOP.

Step Action 13. Review the cart for accuracy.

Note: A MAV eSHOP cart can only be for one vendor. If purchases from multiple vendors is needed, a separate requisition and cart must be created for each vendor.


6/19/2020 Page 20

Step Action 14. Update the Cart Name and Description if desired.

15. To save the cart for later processing, click the Save button. 16. There are actions available in the drop-down box, including the Remove Selected Items

option that can be used to remove items from the cart.

17. Once the cart is verified for purchase, click Return Cart to PeopleSoft to return the cart into the requisition.

Note: Once a MAV eSHOP cart has been returned to PeopleSoft (UTShare), it is no longer available to edit nor use in MAV eSHOP. Also, once the MAV eSHOP cart has been returned, the UTShare requisition must be saved. If not saved, the cart will not be available in MAV eSHOP to be pulled into a second requisition – the requester must start over with shopping.


6/19/2020 Page 21

Step Action 18. The Checkout – Review and Submit page provides a summary of the line items that

were downloaded from the MAV eSHOP cart. This page allows you to add accounting information and submit the requisition for approval.

19. Enter a Requisition Name. Using the same name as the MAV eSHOP cart helps to correlate the two documents.

20. Click the expansion arrow for the line item.

21. Enter or lookup the Ship To location. Controlled assets should be shipped to Central Receiving (Ship To code “CENT110”).

Note: A requisition should only have one Ship To address listed for all items.

22. Enter or lookup the Attention To party. 23. To enter accounting information for the line items, if necessary, click the expansion

arrow for Accounting Lines.

Step Action 24. The Accounting Lines section is used to enter or update chartfield information. It may

be necessary to use the expansion arrow to open the Accounting Line section. 25. Click the Chartfield2 and Chartfield3 tabs to enter chartfield information.


6/19/2020 Page 22

Step Action 26. The Account field defaults with the appropriate value based on the Category code that


Note: The GL account code mapping for computers is known to default with an incorrect code. Please ensure computers (including desktop computers, servers, tablets, or workstations) are coded with the appropriate GL account number (63163).



the 6-digit cost center number, 10-digit project ID, or 10-digit cost share ID. 30. Press [Tab] to populate the chartfields with the appropriate values. 31. If the item(s) being requested is a Capital or Controlled Asset (see Procedure BF-PM-

PR1) enter the appropriate Profile ID. From the Accounting Lines section, click the Asset Information tab.

Enter “UTARL” in the AM Business Unit field. Enter or lookup the Profile ID for the asset.

Note: For assistance with Profile IDs, contact the Property Management department.

32. Enter comments that relate to the purchase as a whole (including Final Delivery instructions) in the Requisition Comments and Attachments. To enter more than one comment, use the Add more Comments and Attachments link.

33. If comments are entered, select the appropriate check box to make the remarks available for others to view (if desired):




34. Click the Check Budget link. This will verify if the funding sources entered on the Accounting lines have the funds to pay for the purchase.



6/19/2020 Page 23

Step Action 36. If the Budget Checking Status returns as “Valid”. The dollar amount of the requisition

has been successfully Budget Checked and Pre-Encumbered.



6/19/2020 Page 24

EXAMPLE #2 – PROCESSING AN ASSIGNED CART Step Action

1. Begin by navigating to the Create Requisition page. From the Navigator, click FinancialseProcurement menu.

2. Click the Requisition menu. Alternatively, select the Procurement Operations homepage and click the Requisitions tile.

3. The Create Requisition page is displayed. Click in the Requester field. Enter or lookup your Empl ID in the Requester field.

4. Click the OK button to start your requisition. 5. The Create Requisition page is displayed. This page is used to request the purchase of

goods or services. Click Request Options drop-down arrow.

6. Click on the SciQuest eShop Portal link.

Step Action 7. The MAV eSHOP screen will populate.

Note: If you would like to exit MAV eSHOP without making a purchase, click the Cancel Punchout button, located in the top right corner of page, to return to the UT Share Requisition page.


6/19/2020 Page 25

Step Action

8. From the MAV eSHOP homepage, select the Action Item icon in the top banner and select Carts Assigned To Me.

Alternative: You can also access the assigned cart from the Shop menu (Shop > My Carts and Orders > View Draft Shopping Carts)

9. Select the Shopping Cart Name that you want to pick-up.


6/19/2020 Page 26

Step Action

10. Review the cart for accuracy. Note: A MAV eSHOP cart can only be for one vendor. If purchases from multiple vendors is needed, a separate requisition and cart must be created for each vendor.

11. Update the Cart Name and Description if desired.

12. To save the cart for later processing, click the Save button. 13. There are actions available in the drop-down box, including the Remove Selected Items

option that can be used to remove items from the cart.

14. Once the cart is verified for purchase, click Return Cart to PeopleSoft to return the cart into

the requisition.

Note: Once a MAV eSHOP cart has been returned to PeopleSoft (UTShare), it is no longer available to edit nor use in MAV eSHOP. Also, once the MAV eSHOP cart has been returned, the UTShare requisition must be saved. If not saved, the cart will not be available in MAV eSHOP to be pulled into a second requisition – the requester must start over with shopping.


6/19/2020 Page 27


6/19/2020 Page 28

Step Action 15. The Checkout – Review and Submit page provides a summary of the line items that

were downloaded from the MAV eSHOP cart. This page allows you to add accounting information and submit the requisition for approval.

16. Enter a Requisition Name. Using the same name as the MAV eSHOP cart helps to correlate the two documents.

17. Click the expansion arrow for the line item.

18. Enter or lookup the Ship To location. Controlled assets should be shipped to Central Receiving (Ship To code “CENT110”).

Note: A requisition should only have one Ship To address listed for all items.

19. Enter or lookup the Attention To party. 20. To enter accounting information for the line items, if necessary, click the expansion

arrow for Accounting Lines.

Step Action 21. The Accounting Lines section is used to enter or update chartfield information. It may

be necessary to use the expansion arrow to open the Accounting Line section. 22. Click the Chartfield2 tab to enter chartfield information. 23. The Account field defaults with the appropriate value based on the Category code that


Note: The GL account code mapping for computers is known to default with an incorrect code. Please ensure computers (including desktop computers, servers, tablets, or workstations) are coded with the appropriate GL account number (63163).



the 6-digit cost center number, 10-digit project ID, or 10-digit cost share ID. 27. Press [Tab] to populate the chartfields with the appropriate values.


6/19/2020 Page 29

Step Action 28. If the item(s) being requested is a Capital or Controlled Asset (see Procedure BF-PM-

PR1) enter the appropriate Profile ID. From the Accounting Lines section, click the Asset Information tab.

Enter “UTARL” in the AM Business Unit field. Enter or lookup the Profile ID for the asset.

Note: For assistance with Profile IDs, contact the Property Management department.

29. Enter comments that relate to the purchase as a whole (including Final Delivery instructions) in the Requisition Comments and Attachments. To enter more than one comment, use the Add more Comments and Attachments link.

30. If comments are entered, select the three check boxes to make the remarks available for others to view:




31. Click the Check Budget link. This will verify if the funding sources entered on the Accounting lines have the funds to pay for the purchase.



6/19/2020 Page 30

Step Action 33. If the Budget Checking Status returns as “Valid”, the dollar amount of the requisition has

been successfully Budget Checked and Pre-Encumbered.


Documents

Requisitions and Purchase Orders Prepare Requisition...Requisitions and Purchase Orders The Procure-to-Pay process begins when a Requester creates a requisition. Requisitions are the