The BI-TECH Purchase Requisition Process • A sample of a purchase requisition for a prepayment check for teacher/student meals to travel to a leadership conference Enter user name and password Click Login Expand PO-Purchasing folder Expand UP-Update Data folder Click on PR-Purchase Requests A New Requisition • Click Add • Generate PR number • Lookup Vendor and Vendor Number • Check Requested By name • Check Ship To location • Input items to purchase • Input Account number • Verify that record is accepted • From Workflow, Refresh, Refresh, Refresh • From Workflow, approve requisition • Verify advancement of requisition • Print for your records Begin a New Requisition Click on Add Generate Purchase Requisition Number Click on button, Auto PR (Seed) Purchase Requisition number (not purchase order number) is Automatically issued Find a Vendor/Number Click on BLUE button, with the three dots Click on Lookup This is used to search for a vendor number Click in box and type in name of vendor Note: Type in Last Name First Scroll down if needed, Highlight vendor, Click on Apply button Click OK button Who is Requesting Purchase? Only needs to be changed if the person who is requesting the purchase is different than the person to whom the Username account is assigned Click in box By: under Reqst’d tab, type in name of person requesting purchase if different from person who logged in Note: Default is person who logged on Where is check or merchandise to be received? •Defaults to BISD Warehouse •Change for prepayment checks to S876 – Career and Technology Department Click in Ship To tab Click in drop down button, and Lookup button Click in last filter box, type BISD Click Apply Scroll down to and click on BISD CAREER & TECHNOLOGY Click OK Verify that Ship To is correct (you can type S876 in the box for CTE), this is a prepayment for meals. Items to be purchased will usually default to the BISD Warehouse One item at a time……. Hit ENTER!!!!!! Quantity, Units, Description, Dollar Amount per unit, Account number… Hit ENTER!!! Click in Quantity box and type in number Click on drop down button under Units and select units of item number Click in Description box and type description of item Click in Amount box and type in cost of one item. Click in Account Number box and type in account number to be used. Hit ENTER on keyboard to advance to next line while accepting record you just entered. Note green check mark and Record Accepted notification at top of window Approve Your Requisition If you don’t, it doesn’t advance Click on double arrows in upper left corner Click Workflow button Click on Refresh button repeatedly until user name is listed next to green check mark, red “x”, and blue arrow Click on green arrow after it appears to approve your purchase requisition Add Comments •Attachments submitted to CTE Office •Check requested by… (Date) •Deliver to Ms./Mr. in Room …… Click in Comments box and type in any comments needed for this requisition Click Submit button. Check to see if PR advanced Click Refresh repeatedly until requisition is shown as pending for next person in process. Print out •Make a print out for your records •Make a print out/copy for submittal to CTE office with other documentation Click in right hand pane. Right click. Click print. Click Yes button when error message appears (This one took 14 YES clicks) Log Out Close window Click down arrow next to Options box, click on Log Out Notes • Office Depot, US Tech purchases still require list, type in all items on PR. Print out and submit to CTE • All documents submitted to CTE should have PR number written in upper left hand corner of document • You should print out PR for your records • SHI-Government Solutions, Dell, U.S. Tech, and Analytical Computer Services require contract # and part # on requisitions • Contract #’s made be placed in the “Description” column (appears as the last item on requisition), or the “NOTES” section under the “Print Before” or “Print After” options • Any backup information forms (Professional Leave, Vendor Quotes, etc.) should be faxed to the CTE Department. The forms should have the PR number written in the upper left hand corner. Check on Progress (if any) Enter user name and password Click Login Expand PO-Purchasing folder Expand UP-Update Data folder Click on PR-Purchase Requests Click on FIND Click on Find/Search or use CTRL+F Click and type in PR # or PO#, hit ENTER on keyboard Click on double arrows at upper left Click on Workflow… Example below shows it made its way back to originator. It has a PO number Example below shows it is pending someone’s approval Purchasing Rejected this PR After Receiving Items… Enter user name and password Click Login Expand PO-Purchasing folder Expand UP-Update Data folder Click on RC Receiving Information Click in PO Number Box, Type in PO Number, Hit ENTER on Keyboard Click on Save button It’s That Easy!
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