University of Missouri-Rolla PeopleSoft Requisition
Short Guide
PART 1: ENTERING A REQUISITION
Step 1 Sign into PeopleSoft 8.8 PRODUCTION (https://fsprd.umsystem.edu/psp/prd/?cmd=login) using the user id and
password you use to sign into your computer each day
Step 2 Select Purchasing > Requisitions > Add / Update Requisitions > Add A New Value
Business Unit: ROLLA
Requisition ID: NEXT
Click ADD. This will take you to the “Maintain Requisitions” page.
Step 3 Click the Add Comments button in the Header section.
In the comments box type the Vendor name, address, phone number and fax number.
Type any messages necessary for procurement’s development of the purchase order in the comments box. For
example: “This order is per quote #123456” or “For Confirmation Only”. If the information needs to be included
on the purchase order, click the box next to Send to Vendor.
Click OK when finished
Step 4 Click on Requisition Defaults in the Header section.
ALWAYS Select Override, then select or enter information into the following fields:
Under “Header”:
Buyer: Select Stacy Jones (JONESSTA) or Susan Potrafka (SUSANP)
Vendor: Always leave blank (you communicated all the vendor info to us in the comments box above)
Category: Enter 00001 for All Products or 00002 for All Services
Unit of Measure: Optional – may be entered here or for each line number in Step 5
Location: Leave Blank here, will fill in under distribution below
Under Item Defaults:
Ship to: Enter appropriate ship to number. This is the address where the item should be shipped. To search for
your ship to, click the magnifying glass. To narrow the search to Rolla only place an “R” in the “Ship to Location”
box the click look-up. Locate your specific ship to and click on it. It will populate the Ship To field on the
requisition defaults page.
Due Date: Type estimated due date (mm/dd/yyyy)
Distribute By: Always leave as “Quantity”
Liquidate By: Always leave as “Amount”
Under Account Summary:
Speed Chart: If you know the MoCode you may enter it here. When this field is populated, click refresh and it will
populate the chartfield string information for you EXCEPT the account and project, which must be manually
populated.
If you don’t use the Speed Chart use the Chartfield Information section: Enter all appropriate chartfield
information. The mandatory fields are:
Account: Enter appropriate account
Fund Code: Enter appropriate code or 0000
Dept ID: Enter appropriate Dept ID
Program: Enter appropriate program or 0
Class: Enter appropriate class or 0
Project: Click on the “Project” link Enter appropriate project or 00 – click OK
ALL OF THE ABOVE ITEMS UNDER CHARTFIELD MUST BE POPULATED
Location (on Distribution Details Line): Enter your location number. This is the location where the purchased item
will actually be housed. To search for your location, click the magnifying glass. To narrow the search to Rolla
only place an “R” in the location code field then click “look up”. Locate your specific location number and click
on it. This will populate the location box on the distribution details line.
Click OK at the bottom of the page when finished entering all information. This will return you to the Maintain
Requisition page.
Step 5 On the Maintain Requisition Page Enter Description, Quantity, Unit Of Measure (if not entered on Requisition
Defaults page), Price, and Category (if not entered on Requisition Defaults page - 00001 for all products or 00002
for all services).
To add comments or additional information relating to this line number, click . Put a check mark next to Sent
to Vendor if comment or information should be included on the purchase order. Click OK to return to Maintain
Requisition page.
Step 6 To add additional lines to the requisition click on the + sign at the end of Line 1
Enter the number of lines you want to add when prompted by the “pop up box” in the top left corner of your screen.
Enter the information into each additional line as in step 5.
Step 7
To verify or change the chartfield information click on the “Schedule” icon to move to the Schedule page.
Click on the “Distribution” icon to move to the Distribution page. Verify the information or make changes as
necessary then click OK.
You will now be back at the “Distribution” page. Click “Return to main page” and it will take you back to the
“Maintain Requisition” page.
Step 8 When all items have been entered, click SAVE. A requisition number will be assigned next to “Requisition ID” at
the top of the page. (If requisition will have many lines, user may want to save occasionally throughout process.)
PART 2: SENDING A REQUISITION TO APPROVER’S WORK LIST FOR APPROVAL
Step 1 Select Approve Chartfields from left hand menu
If Requestor is still in the Add/Update Requisition page, the requisition will be selected automatically. If user is not
currently in Add/Update Requisition, user must enter requisition number or select from list of available requisitions.
Step 2 Review information. Verify Appr Act is Approve. Click Save
Step 3 You will get a warning that this transaction needs APPROVER approval. Enter into workflow? Click OK
Approval status will change to In Process
This is the indication that it was sent to your approver’s worklist.
PART 3: PRINTING A REQUISITION
Step 1 Purchasing > Requisitions > Reports > Print Requisition
Step 2 Select Find An Existing Value. Click Search
Step 3 Select the run control you have set for requisition print (to do initial set up, please contact procurement)
Step 4 Verify Business Unit ROLLA
Enter Requisition Number including the zeros at the beginning (for example 0000003428)
Verify that All “Statuses to Include” are selected
Drop Down Box, Select “On Hold AND Not on Hold
Step 5 Click Save and then click Run
Step 6 On Process Scheduler Request Panel verify the following:
Server Name: PSUNX
Select Box to be √
Description should be UM Req Print
Process Name: USAP004
Process Type: SQR Report
Type: Window
Format: PDF
Click OK
Step 7 A separate window will pop-up for you
Watch for Status in pop-up window: Queued, Processing, etc
When processing is complete the requisition will be opened for you as an Adobe document and will be available for
printing or saving as a file.