Order for Goods Req. Form

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Order for Goods Req. Form Powered By Docstoc
					                   PeopleSoft
               Requisition Training
                     Manual




Page 1 of 17          Last Revised: 3/7/11
               Table of Contents




Page 2 of 17     Last Revised: 3/7/11
Components of a Requisition

This manual explains how to enter each component of a Requisition, and how they
relate to each other.

In PeopleSoft Requisitions consist of four components:

          Header - Where general information pertaining to the entire order is stored
             and displayed. This includes data such as the suggested Vendor, Buyer,
             Ship-To, and Due Date.
          Lines - Where the description, unit of measure (UOM), category and quantity
             for each item you are ordering.
          Schedule - Where the due date, ship to address and unit price are stored for
             each item on the order.
          Distribution - Where accounting information (i.e. the general ledger chartfield
             string) is entered. The chartfield string includes the account, fund,
             department ID, class, program, and project.

Each component of a Requisition has a one-to-many relationship, starting with the
header information and ending with the distribution information. For example, every
Requisition has a header, but a header can have several lines. Each line can have
several schedules and each schedule can have several lines of distribution
information.

                                                      Header




                             Line 1                                             Line 2



               Schedule 1              Schedule 2                 Schedule 1             Schedule 2
                for Line 1              for Line 1                 for Line 2             for Line 2




  Distribution 1      Distribution 2      Distribution 3
        for                 for                 for
   Schedule 2          Schedule 2          Schedule 2




Page 3 of 17                                         Last Revised: 3/7/11
                               Requisition Entry


Requisitions consist of these basic elements: headers, lines, schedules, and
distributions. Each requisition has one header, which can have multiple lines. Each
line can have multiple schedules. Each schedule can have multiple distributions.
The schedule defines when and where you want the line items delivered. The
distribution defines internal information for the schedule, such as how accounts and
departments should be charged for the purchase and how much of the total price
each department should pay.
If you create a requisition using all available defaulting values, you only have to
access one page—the Maintain Requisitions - Form page. All other pages do not need
to be accessed, except to confirm or edit information that populated the transaction
from the default hierarchy.


Navigate to:
Purchasing > Requisitions > Maintain Requisitions



 Add – Purchase Orders
 dialog box displays.

 The Business Unit for
 CSUDH Campus is always
 DHCMP. Accept default.

 Accept the ―NEXT‖
 Requisition ID number
 assigned. This defaults the
 Requisition ID to the NEXT
 available number when the
 Requisition is saved. Do
 not change this field.

 Click Add




Page 4 of 17                      Last Revised: 3/7/11
Requisition Order Form
The following page will display. The Requisition Form page contains Header and Line
information as well as links to additional Header and Line information.




 Requisition Header Info


 Requisition Line Info


 Additional Links to
 Header and Line Info




Page 5 of 17                     Last Revised: 3/7/11
Header and Header Defaults

Review/ Update the following in the Requisition Header section:



 Req Date
 Defaults to today’s date.

 Origin
 Use drop-down menu to find
 your abbreviated
 department. Defaults to ONL
 (Online).

 Requester
 Enter your user ID here.
 Defaults to your login ID.

 Hold From Further
 Processing
 Prevents req from being
 processed.

 Req Status
 Defaults to Open.

 Budget Status
 Defaults to Not Chk’d.




Select Header Defaults link to access the Req Header Defaults page.




Page 6 of 17                     Last Revised: 3/7/11
Review/ Update the following on the Req Header Defaults:

 Default Options
 Defaults to ―Override‖.

 Vendor
 Suggested vendor can be
 selected if found in system,
 otherwise leave blank for
 Procurement.

 Buyer
 Leave blank.

 Due Date
 Suggested due date can be
 entered.

 Distribution
 Enter Account, Fund Code,
 and Dept. Depending on the
 type of service, other fields
 may require information.

 *The Chartfield entered here
 will default on each line of
 Requisition.


 Click          to return to
 Req Form page.



Note: If you entered lines already on the Req, this screen will appear asking if you
want the change to appear throughout the Req. Click the check box next to ―Mark All‖
to apply the changes to the Req.




Page 7 of 17                     Last Revised: 3/7/11
Line and Line Details


Review/ Update the following in the lines section:


 Item ID leave blank.

 Description
 Enter the description of the
 goods or services you are
 purchasing.

 Req Qty
 Enter item quantity to order

 UOM (Unit of Measure)
 Enter ―EA‖ unless there is
 another UOM you will like to
 use. Click hourglass to
 search for other measures.

 Category
 Click     to search for
 correct value.

 Price
 Enter amount of goods or
 service.

 Ship To
 Defaults to ―Receiving‖.




Additional Notes:

Service Contracts Example:         PO Qty = 1
                                   UOM = EA
                                   Price = $1000.00

Freight

If there is Freights, add it as a separate line. The Category Code for freight should be
the same as the item that has the additional freight charge.




Page 8 of 17                      Last Revised: 3/7/11
Additional Line Features


Line Item Description


 Note: If the line description
 is longer than what is
 displayed, you can see the
 complete description by
 selecting the Item Details

 button     . Also, when
 typing the description, it will
 automatically wrap the text.
 No carriage return required.




 The Requisition Line Long
 Item Desciption page
 displays showing the entire
 description.



 Click           to return to
 the Req Form page.


 Hint: It might be a time
 saver if you expand the
 description first, then type it
 in. This way the entire
 description is visible as you
 are typing it in.




Page 9 of 17                       Last Revised: 3/7/11
Adding/ Deleting Req Lines


 To add or delete a Req line,

 hit the              at the
 end of the last line.

 Note: If you do not click the
 add button at the end of the
 last line, then it will insert
 beneath the line you clicked.




 For additional lines – After

 you hit the      , in the
 upper left corner you will be
 prompted for the number of
 rows to add. Enter the
 number and hit OK.




Page 10 of 17                     Last Revised: 3/7/11
Header Comments
This is where any comments or information pertaining to the requisition are entered.
These comments will be used for delivery instructions for receiving, comments for the
vendor, or internal comments for Purchasing or Accounts Payables.



 Click on Header
 Comments link.




 Add your comments.

 Send to Vendor
 Select if you want comments
 to on PO’s dispatched to
 vendors. If the comments
 are for internal use only,
 leave the check box clear.
 The Send to Vendor option
 applies to comments in the
 comment text box only, not
 to the documents you attach
 using the Associated
 Document fields (future
 implementation).

 Shown at Receipt
 Select if you want comments
 to appear when goods are
 received.

 Shown at Voucher
 Select if you want comments
 to appear when vouchers
 are entered.




Page 11 of 17                    Last Revised: 3/7/11
Requisition Schedule

The Requisition Schedule page contains the Schedule, Price, and Distribution
information of the Requisition.


Schedule

Select the Schedule tab. Review /Update the following in Schedule:


 Due Date
 Defaults, however you can
 override the due date for
 each schedule as long as it
 is not earlier than the Req
 date.

 Ship To, Quantity and
 Price
 Have all defaulted from the
 Req Form page.




Requisitions will not include Sales Tax. If the goods are determined taxable, please
add a comment from the Header Comments link found on Req Form page. Select
check box to have comment Shown at Voucher.


Distribution Link

 Click the Distributions link
 to specify where the goods
 or services should be
 charged to (Chartfield
 String).




Page 12 of 17                     Last Revised: 3/7/11
Review/Update the following in the Distribution:



 Account (Required)

 Fund (Required)

 Dept (Required)

 Program (Optional)

 Class (Optional)

 Project (Optional)

 Grant (Optional)

 Note: All the other fields
 are not required, and can be
 possibly hidden.




The distribution can be split by line item among two or more departments and/or
Chartfield strings. Also, distribution can be split by quantity or amount.




 Reduce the quantity and

 click the        at the end of
 the line to insert another
 distribution line.

 The remaining quantity is
 automatically copied down.
 Change the distribution
 accordingly.

 To split a distribution by
 dollar amount use the drop
 down to change the
 Distribute by from Qty to
 Amt and enter the dollar
 amounts.




Page 13 of 17                     Last Revised: 3/7/11
 For adds – After you hit the

       , in the upper left hand
 corner you will be prompted
 for the number of rows to
 add. Enter the number and
 hit OK.




 Click OK to return to the
 Req Schedule page.




Page 14 of 17                     Last Revised: 3/7/11
Approval and Budget Check


Once the Req is complete, it will need to be Approved and Budget Checked. See
Purchasing Guidelines for Approval Level procedures.

Next you want to Approve and Budget Check the Requisition.



 Click the Approval     Icon.
 After the Req is approved
 the Status will change from
 ―Open‖ to ―Approved‖.




 Select the Budget Check

      Icon. Once the Req is
 budget checked the Budget
 Status changes from ―Not
 Chk’d‖ to ―Valid‖.




Note: Tax and freight are not calculated on your requisition. These charges will be
calculated during the PO process. You will be able to get the total charge of your
order once the PO has been issued to the vendor.




Page 15 of 17                    Last Revised: 3/7/11
Printing the Requisiton


Your Requisition can be printed if it status is any of the following: approved, canceled,
completed, open, or pending.



 Navigation

 Purchasing > Requisitions >
 Reports > Print Requisitions

 If this is the first time you
 are accessing this page you
 will have to ―Add a New
 Value‖ in the Run Control
 ID: (PRINT_REQ).




 Business Unit DHCMP

 Requisition ID Enter the
 Req you want to print

 If you want to print Reqs
 that were entered in a
 particular timeframe you can
 enter the From and To Date.

 Requester Enter your ID if
 you want to print all the
 Req’s available under your
 Requester ID.

 Statuses Click on


               if you don’t
 know the status of the Req
 you are trying to print.

 If this is the first time you
 are accessing this page,
 choose ―On Hold AND Not
 On Hold‖.

 Select




Page 16 of 17                     Last Revised: 3/7/11
 Server Name PSUNX

 Type Web

 Format PDF



 Select             to start
 process.


 Business Unit DHCMP

 Requisition ID Enter the
 Req you want to print

 If you want to print Reqs
 that were entered in a
 particular timeframe you can
 enter the From and To Date.

 Requester Enter your ID if
 you want to print all the
 Req’s available under your
 Requester ID.

 Statuses Click on


               if you don’t
 know the status of the Req
 you are trying to print.

 If this is the first time you
 are accessing this page,
 choose ―On Hold AND Not
 On Hold‖.

 Select




Page 17 of 17                    Last Revised: 3/7/11

				
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