In this topic you will learn how to Enter a Non-Contract Requisition.
Three (3) Steps to Entering a Requisition
There are three steps to entering a requisition:
Step 1: Enter Defaults (Requisition Defaults page)
Users must enter the Defaults (i.e. the chartstring(s) to which the item(s) is being charged) in the Requisition Defaults page first in order to properly save the requisition.
Step 2: Enter Item (Requisition page)
Enter the Item(s) to be ordered in the Requisition page;
Step 3: Adjust ChartString (Schedule page)
If necessary, users will adjust the Distribution of Funds (i.e. the ChartString(s) the item(s) is being charged to) on the Distribution page located in the Schedule page.
NOTE: Changing the order of these steps may cause save errors which will result in the re-entering of the requisition by the Requester.
NOTE: The Buyer names, chartstrings and other values being shown in the exercises in this manual are only used for demonstration purposes. When working in Production, you must enter your own chartstrings and information.
Click the Purchasing menu.
Click the Add button.
NOTE: To access and view an existing requisition, click the Find an Existing Value tab. See the "View a Requisition in the Activity Log topic for instruction on how to find an existing requisition in the PeopleSoft system.
The Requisition Defaults link is used to enter default chartstring information.
Click the Requisition Defaults link.
Click the Look up Buyer button.
Enter the desired information into the Name field. Enter "ANDERSON".
NOTE: If you enter the full name, the name must be entered in proper PeopleSoft format (i.e. last name, first name with no space between).
See "Using the Look Up Feature" topic for instruction on how to search for information in the database.
Click the Look Up button.
A name or list of names will display in the Search Results area.
Click the AANDER1 link.
Click the Look Up button.
Click the 0000002440 link.
Click the Short Supplier Name list.
Click the Down arrow on the scrollbar.
The Ship To is the Business Unit location designation where the item(s) will be delivered.
Click in the Look Up Ship To field.
For this example, LSUSH is being used as the Business Unit so it will also be selected as the Ship To.
Point to the LSUSH link.
Click the Calendar button to select the Due Date.
Click the desired date.
In this example, the Account Code for Office Supplies, General will be used.
Enter the desired information into the Account field. Enter "546700".
The Dept is the cost center paying for the item(s). The Dept is always a 7-digit department number.
Enter the desired information into the Dept field. Enter "1053000".
Fund Code
The Funding Code identifies the funding source for the item(s) being ordered. If the item(s) involves a Project/Grant, you will need to enter the Fund Code associated with the specified Project/Grant (e.g. 113, 115, 116, etc).
Enter the desired information into the Fund field. Enter "111".
Contact your Finance/Accounting department for applicable chartstring information.
Enter the desired information into the Program field. Enter "00001".
Enter the desired information into the Class field. Enter "10105".
Click the Add multiple new rows at row 1 button to add a second chartstring.
A prompt box will display asking you to enter the number of rows you wish to add. The prompt will default to 1. Add only the number of rows needed as the system will not save blank lines.
Click the OK button.
Adding a new chartstring will be demonstrated later in this topic.
Click the Delete Row 2 button.
A warning message displays to confirm the delete.
Click the OK button.
Once all default information has been entered on the page, click the OK button to return to the Maintain Requisitions page.
Spell Check
The blue book with the checkmark to the right of the Transaction Item Description is the spell check feature for the field. The spell check works similarly to spell check used for Word and other Microsoft applications.
Click the Spell Check Transaction Item Description button.
Click the OK button.
Below the Transaction Item Description box are five collapsed sections: Supplier
Information, Item Information, Attributes, Contract, and Sourcing Controls.
Click the Expand All link to expand all five sections at one time. Click the Collapse All link to minimize all five sections.
NOTE: You may opt to expand or collapse the five sections individually by clicking on the Expand Section arrows located to the left of each section title.
Unit of Measure
The UOM (Unit of Measure) is a required field and may be entered in upper, lower or mixed case. The system will automatically change the UOM to upper case when the page is refreshed. You may also search for the UOM by clicking the magnifying glass to the right of the UOM field. Do not select a unit of measure that contains both alpha characters and numbers, such as B01 or C05.
Enter the desired information into the UOM field. Enter "EA".
Price
When entering the cost of an item into the Price field, you must enter the decimal point to indicate cents (e.g. 12.99).
NOTE: Delete the value in the Price field before entering the new value to prevent keying errors. The system will automatically populate the trailing zeros when the page is refreshed (i.e. 12.9900).
Enter the desired information into the Price field. Enter "12.99".
NOTE: It is recommended that users Refresh the page after entering data for each line to validate the information entered.
Click the Refresh button to update fields.
Step 3: Adjust ChartString (Schedule Page)
You can adjust the distribution of funds (i.e. the ChartString(s) to which the item(s) is being charged) on the Distribution page. You must first access the Schedule page to get to the Distribution page.
Click the Distribution button.
Click the button to the right of the Distribute By field.
NOTE: The Quantity field displays between the Percent and Merchandise Amount fields when the Distribute By is Quantity.
A prompt box displays. The system defaults the number of rows to add to 1, but you can change that number if needed. However, the system will not allow you to save blank rows, so only add the number of rows needed.
Click the OK button.
NOTE: Delete the value in the Percent field for Line 1 before entering the new percentage to prevent keying errors.
Enter the desired information into the Percent field for Line 1. Enter "40".
Enter the desired information into the Percent field for Line 2. Enter "60".
NOTE: The system will automatically populate the decimal point and trailing zeroes when you navigate away from the field.
Once you have completed entering chartstring information, you would click the OK button to return to the Schedule page.
Click the Delete row 2 button.
A message box will display confirming you want to delete the row.
Click the OK button.
NOTE: The Quantity field displays again on the page.
Click the Add multiple new rows at row 1 button.
A prompt box displays. The system defaults the number of rows to add to 1, but you can change that number if needed. However, the system will not allow you to save blank rows, so only add the number of rows needed.
NOTE: Delete the value in the Quantity field for line 2 completely before entering the new quantity to prevent keying errors.
Enter the desired information into the Quantity field. Enter "2".
NOTE: The system automatically changed the Merchandise Amount for line 1 to reflect the Quantity change.
NOTE: Delete the value in the Dept field completely before entering the new Dept code to prevent keying errors.
Enter the desired information into the Dept field. Enter "1050100".
Once you have completed entering chartstring information, you would click the OK button to return to the Schedule page.
Click the Delete row 2 button.
A message box will display confirming you want to delete the row.
The Percent and Quantity must be restored to the original values once row 2 is deleted.
NOTE: Delete the value in the Quantity field for Line 1 completely before entering the new quantity to prevent keying errors.
NOTE: When the Hold From Further Processing box is checked, the requisition Status must be Pending in order to Save the requisition. Once the requisition is completed, and the Hold From Further Processing box is unchecked, the status will change to Open.
Multiple items may be entered on the requisition however, all items must be ordered from the same supplier. A requisition cannot have multiple suppliers.
Click the Add multiple new rows at row 1 button.
A Prompt box will display. You may add as many rows as needed. Blank rows, however, cannot be saved to the requisition. It is recommended that you add no more than five (5) lines at a time.
You would enter information to Line 2 in the same manner as demonstrated in
Line 1. For training purposes a new line item will not be added.
Click the Delete row 2 button.
A message box will display confirming you want to delete the row.
You must save the requisition each time a change is made.
Business Unit
The appropriate Business Unit should default into the Business Unit field when working in Production. If the Business Unit does not default into the field, enter it or select it by clicking the magnifying glass (Look up Business Unit button) to the right of the Business Unit field. Contact the Purchasing department so that the default can be set for entering future requisitions.
Requisition ID
The Requisition ID should default as NEXT. This allows the system to auto-assign the requisition number. Once the requisition is entered and saved, the system will generate the next Requisition ID (number) assigned to the Business Unit. The Requisition ID is not the Purchase Order (PO) number. A separate PO number will be assigned by Purchasing once the PO is generated.
NOTE: Blanket Orders or Standing Orders will be entered in PeopleSoft one time to cover the entire year and thereafter, the Purchase Order number will be used to place additional orders for the year. See your buyer or Purchasing for more information about Blanket Orders or Standing Orders.
LSUSH Confirming Purchase Orders
Enter the assigned requisition number in the Requisition ID field when creating a requisition assigned to a Confirming Purchase Order.
Requisition Name
This field can be used to enter a description of the item(s) being purchased or free text. If the field is not populated upon saving the Requisition ID will populate to this field.
Select the Hold From Further Processing option.
Status
The Status should default as Pending. If the Status does not default as Pending, contact the Purchasing department so that the appropriate defaults can be set for entering future requisitions.
The requisition must be saved in Pending status to move forward on the Purchasing Process Sequence (i.e. approval of the requisition).
Budget Status
The Budget Status field indicates whether the Budget Check process has been run. The Budget Check process must be run prior to Purchasing sourcing (i.e. generating) the Requisition to a Purchase Order or RFQ - Request for Quote (for bid). The Budget Status should default as Not Chk'd.
The Requester (your User ID) should default into the page. If the Requester does not default, contact the Purchasing department so that the appropriate defaults can be set for entering future requisitions.
You may enter the Requester or select it by clicking the Look Up Requester magnifying glass. If you enter the Requester, it must be entered in ALL CAPITAL letters.
The Requisition Date and the Accounting Date
The Requisition Date defaults to the current date and may remain as defaulted.
The Accounting Date also defaults to the current date. However, it may be adjusted as needed (e.g. when entering a requisition for the next fiscal year).
View the links on the Maintain Requisitions page.
The Requisition Defaults page allows users to enter supplier, shipping, chartstring, etc. information on one page rather than for each line item. Information entered on this page will automatically be "defaulted" to each line item, thus minimizing data entry.
NOTE: Only information that will apply to all lines of the requisition should be entered on the Requisitions Defaults page.
Step 1: Enter Requisition Defaults
You must first enter data into the Requisitions Defaults page for two reasons:
1. In order to properly Save the requisition. If defaults are not entered before entering item(s) information, the requisition will not save and the requisition will have to be re-entered by the requester.
2. In order for the chartstring (s) to default to all line items. The chartstring values can be changed on any line item on the Distribution page. However, by entering the information on the Requisitions Defaults page, the system will automatically default the chartstring information to each line item on the requisition.
In the Defaults Options section, the Override option is selected as the default and should remain as is.
Certain fields in the requisition are required fields, meaning the requisition cannot be saved if the field is left blank. Generally these fields have an asterisk next to the field name. There are a few fields, however, that are viewed as required fields by LSUHSC that may not be designated with an asterisk.
An example of this is the Buyer field. The Buyer field is not a required field, but you may enter the Buyer information. If the Buyer is unknown, you can check with your Purchasing Department for this information.
If you know the buyer's UserID, you may enter it directly into the field. The UserID must be typed in ALL CAPS.
If you do not know the buyer's UserID, you may search for it by clicking the Look up Buyer (magnifying glass) to the right of the Buyer field.
For this example, the supplier id is unknown but can be found in the PS Database.
Click the Look Up Supplier button.
Press the Tab key to move from field to field within PeopleSoft. The Enter key cannot be used to move from field to field. The Enter key acts as a Save button, so do not use it when entering requisition information.
The Unit of Measure field will be left blank on the Requisition Defaults page. You will enter the Unit of Measure in the Line Details on the Maintain Requisitions page.
NOTE: Entering the Unit of Measure on the Requisition Defaults page may cause problems with saving the requisition.
A requisition can have only one supplier. Although the Supplier field is not a required field, the requester must provide information about the supplier to Purchasing. The Supplier ID is used to designate the Supplier for the requisition. The Supplier ID is always a 10-digit number in PeopleSoft. Users can enter the Supplier ID directly into the Supplier field or can utilize the Look up Supplier to search for it.
If the Supplier ID is unknown, the requester should attempt to locate the supplier in the database. If the supplier does not appear in the list of suppliers in the PS system, the Supplier field may be left blank. However, supplier information must then be entered in the Header Comments page and include as much of the following information as is known: the supplier's name, contact person, street address, city, state, zip code, telephone number, fax number and Tax ID Number.
NOTE: Entering information in the Header Comments page is shown in the Add, Change and Delete Comments topic.
See Using the Look Up Feature topic in the Requisition Basics section for information on how to use the Look up feature to search for a supplier.
Click the contains list item.
When the Supplier field contains a value, the Supplier name will default to the right of the Supplier field. The Supplier Location will also default into the page. The Supplier Location will remain as defaulted.
Distribute by
Funds are distributed either by Quantity or Amount. The distribution method is important when:
1. An item(s) is being charged to more than one account or department; or
2. An item(s) is a product or a service. Most blanket purchase orders are distributed by Amount.
The Distribute by can be designates either on the Requisition Defaults page or the Distribution page. When entering multiple line item requisitions, if the distribution method is designated one way on the Requisitions Defaults page, you can change the distribution option on the Distribution page for a specific line item. Changing the distribution method on the Distribution page will be shown later in this topic.
Contact your Buyer for additional information about distributing funds by Quantity or Amount.
In this example, you will distribute by Quantity, so the Distribute by will remain as defaulted. Distributing funds by Amount is shown later in this topic.
The Ultimate Use Code and Attention To fields will remain blank. The One Time Address link is not used at this time.
Enter ChartString Values
You will enter the ChartString combination to which the item(s) is being charged in the Distribution section of the Requisition Defaults page. If there are multiple items being ordered, each line on the requisition can have a different ChartString value. Therefore, the various ChartString values will only be entered on the Requisition Defaults page if they apply to most items ordered on the requisition.
NOTE: If chartstring information is not entered on the Requisition Defaults page, it must be entered on the Distribution page for each line item on the requisition.
Account Code
The Account Code is a transaction code for the item(s) being ordered (e.g. computer, office supplies, medical supplies, etc.). Lines on a requisition may have different Account Codes and the correct Account Code must be entered on each line item.
NOTE: If you are ordering multiple items on the requisition and each item has a different Account Code, you should leave the Account Code field blank on the Requisition Defaults page. You must then enter the appropriate Account Code in the Distribution page for each line item. If most of the line items have the same Account Code, you may opt to enter the Account Code that applies to most of the line items on the Requisition Defaults page. You would then need to change the Account Code for those items requiring a different Account Code on the Distributions page.
Contact your Finance/Accounting group for a list of account codes.
Location
The Location is a business unit designation. Whether the defaulted location should be changed is dependent on the Business Unit for which you work.
LSUNO
It is recommended that LSUNO be used as the Location code for all requisitions.
LSUSH
LSUSH uses an 8-10 alphanumeric code, so the default will be changed for all LSUSH requisitions. Each department has an assigned code. Below are examples of two LSUSH Location codes:
1. Surgery Department - MB010303: MB designates Medical B building, 01 designates that it is located on the 1st floor of the building, and 0303 is room 303; or
2. Hospital Anesthesiology - HH03H0015A: HH designates Hospital H wing, 03 designates it is located on the 3rd floor, and H0015A is room H315A.
Project
If the items being ordered are associated with a specific project or grant, you will enter the project/grant number in the Project field. The project/grant number will only be entered on the defaults page if all items on the requisition will be charged to the project/grant. Otherwise the project/grant information will be entered on the Distribution page for the specific line item.
PC Bus Unit
The PC Bus Unit is now part of the chartfield information and must contain a value. Your business unit designation will default into the field. If it does not default, you must enter it or select it using the look up feature.
Enter Multiple ChartStrings
Items can be charged to more than one chartstring; for instance if more than one department is paying for an item. More than one chartstring can be entered on the Requisition Defaults page if the added chartstring will apply to most of the line items on the requisition. If the added chartstring does not apply to most of the line items, it should not be added on the Requisition Defaults, but instead should be entered on the specific line item's Distribution page.
The new row displays. Line 2 has all the same chartstring values (Account, Department, Location, Fund, Program and Class) as line 1. One or more of the chartstring values on line 2 must be changed for a second chartstring to be charged.
Percent
When the cost of an item(s) is split between more than one chartstring, the percentage to be applied to each must be designated using the Percent field. When the new row is added, the system still assigns 100% of the cost to the original chartstring. You will need to change that percentage based on how funds will be split (e.g. 50% charged to line 1 and 50% to line 2).
Click the Details... button.
Step 1: Entering Requisition Defaults is complete.
Step 2: Enter Item(s) on the Requisition page will now be demonstrated.
Description
A description must be entered for each line item. You may enter the description directly into the Description field or in the Transaction Item Description box located on the Details page.
NOTE: Only 20 characters can be viewed in the Description field at a time. Users should enter description information in the Transaction Item Description box if more than 20 characters are needed.
Enter the desired information into the Preferred Language Item Description field. Enter "D-RING BINDER, 5" RING, RED".
Transaction Item Description
The Transaction Item Description is a required field and is a free-text edit box (i.e. there is no drop-down arrow from which to select a value). All description information must be entered in ALL CAPS.
You can enter up to 254 characters (this includes spaces) into the field. The system will allow you to enter more than 254 characters, but will then automatically truncate it down to 254 characters.
Click the OK button to return to the Maintain Requisitions page.
The window expands to reveal more fields. Although most end-users will not enter information into these fields, you may enter information pertinent to the line such as Supplier's Catalog or Supplier Item ID.
NOTE: The Manufacturers ID, Description, Manufacturer's Item ID and UPN ID fields should not be used.
If you know the requisition will need to go out for bid, click the checkbox in front of the RFQ Required (Request for Quote) field for each line in the distribution. If you are unsure as to whether or not the requisition will go out for bid, do not check the RFQ Required field.
Quantity
The Quantity must be entered as whole numbers (e.g. 10 or 11 rather than 10.5).
NOTE: Delete the value in the Quantity field before entering the new value to prevent keying errors. The system will automatically populate the decimal point and trailing zeros when the page is refreshed (i.e. 10.0000).
Enter the desired information into the Quantity field. Enter "5".
When entering non-contract requisition items, the Item field will always be left blank.
Enter the desired information into the Category field. Enter "00000".
Category
The Category is a value from the Inventory Tables of the State Commodity Code. The Category code will vary by Business Unit.
LSUSH: Will enter 00000 (Generic Item Category) in the Category field and the Purchasing Department will change it at the P.O. level.
LSUNO: Will first search for the appropriate Category code using the Look up Category option. If the appropriate code cannot be found contact your Purchasing Department for assistance.
Line 1 Icons
The Line Comments button (comment bubble icon) may be used to enter comments specific to the line item (e.g. special delivery or shipping instruction or additional space for item description if needed).
NOTE: Line Comments may be entered at any time but for training purposes will be demonstrated in the Add, Change, and Delete Comments topic.
NOTE: The total amount of item(s) ordered on Line 1 will display in the Merchandise Amount field.
Line 1 Icons (continued)
The Line Defaults button (the open book icon) is not used by LSUHSC.
The Schedule button (the page with red lines and a clock icon) is used to access the Distribution page to adjust ChartString information entered on the Requisition Defaults page if needed.
Line 1 Icons (continued)
The Plus (+) and Minus (-) signs located on the far right of Line 1 allow you to add or delete row(s) from the requisition.
NOTE: It is not necessary to return to the Requisition Defaults page when adding rows to the requisition. Begin at Step 2: Enter Items to be Ordered.
Go to
The Go to field is used to view the Activity Log, which allows you to view the status of saved requisitions.
See the View the Requisition and Activity Log topic for additional information.
The Tabs above Line 1 (Ship To Due Date, Status, Supplier Information, Item Information, Attributes, Contract, and Sourcing Controls) provide a compilation of the information entered into the requisitions. The system automatically defaults needed information into the tabs.
NOTE: Users should never change any information on these tabs.
Distribution
Chartstring information entered on the Requisition Defaults page automatically displays on the Distribution page for all line items. Thus, the Distribution page allows users to view and adjust chartstring values for a specific line item.
Each line item can have the same chartstring or a different chartstring. Depending on whether the chartstring is the same or different will determine what information, if any, will be entered on a line item's Distribution page.
For example:
1. If the chartstring is the same for all line items, no changes will be made on the Distribution page.
2. If the entire chartstring is different for each line item, you would not enter the chartstring on the Requisition Defaults page, but instead must enter it on the Distribution page for each line item.
3. If only one chartfield is different for each line item, that chartfield may be left blank and all other chartfields populated on the Requisition Defaults page. You must then go to the Distribution page for each line item and enter the missing chartfield information.
4. If multiple chartstrings will be charged for a specific line item, you can add a line on the Distribution page and enter the second set of chartstring values.
Distribute By
The Distribute By field indicates whether cost is being allocated by Quantity or Amount. Most blanket purchase orders are distributed by amount, especially those covering services.
The Distribute By defaults based on the information entered on the Requisition Defaults page. The Distribute By can be changed on the Distribution page for a specific line item as needed.
Contact your Buyer for additional information regarding distributing funds by Quantity or Amount.
Scenario
In this example you will:
1. Change the Distribute By from Quantity to Amount;
2. Insert a row so a second chartstring can be entered;
3. Charge forty percent (40%) of the cost of the binders to department 1053000; and
3. Charge sixty percent (60%) of the cost of the binders to department 1050100.
When the Distribute By is changed to Amount, the Quantity field is removed from the page.
Click the Add multiple new rows at row 1 button.
When a row is added the original chartstring values will be duplicated on the new row. At least one chartfield (Account, Dept, Location, etc.) must be changed on the new row.
NOTE: Delete the value in the Dept field for line 2 before entering the new value to prevent keying errors.
Enter the desired information into the Dept field. Enter "1050100".
The system automatically recalculates the Merchandise Amount based on the new percentage values.
Project/Grant
Project/Grant information can also be added/adjusted on the Distribution page.
Distributing funds by Quantity will now be demonstrated.
Scenario
In this example you will:
1. Change the Percent value for line 1 to 100;
2. Change the Distribute By to Quantity;
3. Add a new row to the page;
4. Charge three (3) binders to department 1053000; and
5. Charge two (2) binders to department 1050100.
NOTE: Delete the value in the Percent field for Line 1 before entering the new percentage to prevent keying errors.
Enter the desired information into the Percent field for Line 1. Enter "100".
Click the button to the right of the Distribute By field.
NOTE: The system automatically adjusted the Merchandise Amount to reflect the percentage change.
NOTE: Delete the value in the Quantity field for line 1 completely before entering the new quantity to prevent keying errors.
Enter the desired information into the Quantity field. Enter "3".
When a row is added the original chartstring values will be duplicated on the new row. At least one chartfield (Account, Dept, Location, etc.) must be changed on the new row.
Project/Grant
Project/Grant information can also be added/adjusted on the Distribution page.
If the requisition is not complete, do not uncheck the Hold From Further Processing checkbox so that you may continue working on the requisition.
NOTE: For training purposes only, the Hold From Further Processing box will remain checked at this time.
When the requisition is complete, you must uncheck the Hold From Further Processing checkbox. Unchecking the Hold From Further Processing checkbox will allow the requisition to move to your Approver's Worklist.
NOTE: You cannot add information to the requisition once the Hold From Further Processing checkbox is unchecked and the requisition is saved.
NOTE: It is recommended that you Save the requisition after completing each row. The requisition may be saved as often as you desire as long as the Hold From Further Processing box is checked. If the Hold From Further Processing box is not checked, the requisition will move to your Approver's Worklist when it is saved.
NOTE: If a multiple line item requisition is created, and a red box or save edit message is received, the line item containing the blank field(s) will not be identified. For multiple line item requisitions, it is strongly recommended the user save after the completion of each line item.
The system assigns a Requisition ID number to the requisition when it is first saved. The Requisition ID is not the Purchase Order (PO) number. A separate PO number will be assigned by Purchasing when the PO is generated. The Status remains as Pending until the Hold From Further Processing box is unchecked and the requisition saved again.
LSUSH
When a Confirmation PO Number is entered, this will be both the Requisition ID and PO number. A separate PO number will not be assigned.
The following is the minimal data required to save a requisition and generate a Requisition ID number. If any of these fields are left blank, you will receive either a red box or a save edit error message. You cannot successfully save the requisition until all required fields are populated.
1. Requester
2. Requisition Date
3. Accounting Date
4. Account
6. Department
7. Location
8. Fund
9. Program
10. Class
11. Description
12. Quantity
13. Unit of Measure
14. Category
15. Price
Using SpeedCharts To Simplify Data Entry
A SpeedChart is a shortcut the users can enter to automatically fill in the individual ChartField values on the distribution line. The use of SpeedCharts can greatly increase data entry efficiency by reducing the number of keystrokes required to enter frequently used combinations of Chartfield values and by reducing keystroke errors.
Please refer to the SpeedCharts section for additional information.
The Category field will remain blank on the Requisition Defaults page. The Category code will be entered in the Line Details on the Maintain Requisition page.
NOTE: Entering Category information on the Requisition Defaults page may cause problems with saving the requisition.
This completes Enter a Requisition.
Enter the desired information into the Name field. Enter a valid value e.g. "ANDERSON".
NOTE: If you enter the full name, the name must be entered in proper PeopleSoft format (i.e. last name, first name with no space between).
See "Using the Look Up Feature" topic for instruction on how to search for information in the database.
In this example, the Account Code for Office Supplies, General will be used.
Enter the desired information into the Account field. Enter a valid value e.g. "546700".
The Dept is the cost center paying for the item(s). The Dept is always a 7-digit department number.
Enter the desired information into the Dept field. Enter a valid value e.g. "1053000".
Fund Code
The Funding Code identifies the funding source for the item(s) being ordered. If the item(s) involves a Project/Grant, you will need to enter the Fund Code associated with the specified Project/Grant (e.g. 113, 115, 116, etc).
Enter the desired information into the Fund field. Enter a valid value e.g. "111".
Contact your Finance/Accounting department for applicable chartstring information.
Enter the desired information into the Program field. Enter a valid value e.g. "00001".
Enter the desired information into the Class field. Enter a valid value e.g. "10105".
Price
When entering the cost of an item into the Price field, you must enter the decimal point to indicate cents (e.g. 12.99).
NOTE: Delete the value in the Price field before entering the new value to prevent keying errors. The system will automatically populate the trailing zeros when the page is refreshed (i.e. 12.9900).
Enter the desired information into the Price field. Enter a valid value e.g. "12.99".
NOTE: Delete the value in the Percent field for Line 1 before entering the new percentage to prevent keying errors.
Enter the desired information into the Percent field for Line 1. Enter a valid value e.g. "40".
Enter the desired information into the Percent field for Line 2. Enter a valid value e.g. "60".
NOTE: The system will automatically populate the decimal point and trailing zeroes when you navigate away from the field.
NOTE: Delete the value in the Quantity field for line 2 completely before entering the new quantity to prevent keying errors.
Enter the desired information into the Quantity field. Enter a valid value e.g. "2".
NOTE: The system automatically changed the Merchandise Amount for line 1 to reflect the Quantity change.
NOTE: Delete the value in the Dept field completely before entering the new Dept code to prevent keying errors.
Enter the desired information into the Dept field. Enter a valid value e.g. "1050100".
The Percent and Quantity must be restored to the original values once row 2 is deleted.
NOTE: Delete the value in the Quantity field for Line 1 completely before entering the new quantity to prevent keying errors.
Enter the desired information into the Preferred Language Item Description field. Enter a valid value e.g. "D-RING BINDER, 5" RING, RED".
Quantity
The Quantity must be entered as whole numbers (e.g. 10 or 11 rather than 10.5).
NOTE: Delete the value in the Quantity field before entering the new value to prevent keying errors. The system will automatically populate the decimal point and trailing zeros when the page is refreshed (i.e. 10.0000).
Enter the desired information into the Quantity field. Enter a valid value e.g. "5".
Enter the desired information into the Category field. Enter a valid value e.g. "00000".
NOTE: Delete the value in the Dept field for line 2 before entering the new value to prevent keying errors.
Enter the desired information into the Dept field. Enter a valid value e.g. "1050100".
Enter the desired information into the field for Line 1. Enter a valid value e.g. "100".
NOTE: Delete the value in the Quantity field for line 1 completely before entering the new quantity to prevent keying errors.
Enter the desired information into the Quantity field. Enter a valid value e.g. "3".