Scenario

In this exercise you will create a requisition to order from Office Depot. The total cost of the requisition will be less than $1,000, so the requisition will not have to go out for bid.

Line

The Buyer field is not a required field, but may be entered. If you know your buyer's User ID, you can enter it in the Buyer field. The buyer's User ID must be entered in ALL CAPS. If you do not know your buyer's User ID, you may select it by clicking the Lookup Buyer button and searching for it.

Enter all or part of the buyer's last name into the Name field. A buyer's full name should not be entered unless it is in proper PeopleSoft format (i.e. last name,first name).

If you enter part of the buyer's last name into the Name field, you may use the % as a wildcard symbol to focus your search. The wildcard symbol takes the place of unknown letters or characters.

In this example, the total amount of the requisition is less than $1,000 therefore, the requisition does not have to go out for bid. You must enter or search for the Vendor ID, or enter the vendor information into Add Comments if the vendor is not in the PS database.

In this example, the Vendor ID is unknown, but the vendor is listed in the PS database.

Use the vertical scroll bar if needed to find and highlight the desired vendor.

NOTE: If the vendor name does not appear in the list, the vendor information must be entered into the Header section, Add Comments link on the Maintain Requisitions page.

A second option is available for searching for the Vendor and Vendor Location. The Vendor Lookup link may be used to search for the Vendor Location. The Vendor Lookup allows you to search for the vendor using more criteria such as Name, Short Vendor Name, City, State, Country, Postal Code and/or Vendor TIN (Tax Identification Number).

Schedule (continued)

The Due Date will be 30 days from the current date.

Enter the desired information into the Due Date field. Enter "063011".

Business Unit

The Business Unit defaults into the dialog box when working in Production. If the Business Unit does not default correctly, enter it or select it by clicking the Lookup Business Unit button to the right of the Business Unit field. Then contact your Purchasing Superuser to ensure the Business Unit defaults correctly when entering future requisitions.

Requisition ID

The Requisition ID defaults as NEXT to allow the system to auto-assign the requisition number. Once the requisition has been entered and saved, it will automatically generate the next Requisition ID number for your Business Unit. The Requisition ID is not the Purchase Order (PO) number. A separate PO number will be assigned by Purchasing once the PO has been generated.

Requisition ID (continued)

LSUSH and LSUNA ONLY: Enter the assigned requisition number in the Requisition ID field. The Requisition ID NEXT must be replaced with a Confirmation Purchase Order Number before proceeding to the next step in the process if the requisition is assigned as a Confirmation PO.

Confirmation numbers for LSUSH are 8-digit numbers beginning with 065 followed by 5 digits (065xxxxx). Confirmation numbers for LSUNA begin with a C followed by 5 digits (Cxxxxx). Confirmation PO numbers are obtained from the Purchasing Department.

NOTE: The Confirmation PO Number will be both the Requisition ID number and the PO number. A separate PO will not be assigned.

The system defaults into the Add a New Value tab. To access an existing requisition, click the Find an Existing Value tab or link.

NOTE: See the View a Requisition and the Activity Log topic for instructions on how to find an existing requisition in PeopleSoft.

It is important to check the Hold From Further Processing box when the Maintain Requisitions page first displays. Checking the Hold From Further Processing box will prevent the requisition from being routed prematurely to the Approver's Worklist. Checking the box allows you to close and reopen the requisition so items can be added, changed or deleted.

You must uncheck the Hold From Further Processing box once the requisition is completed, so that it can proceed through the ordering process.

The requisition Status defaults as Pending. The requisition must saved with a Status of Pending the first time or it will not move forward in the purchasing process sequence.

If the Status does not default correctly, contact your Purchasing Superuser so that appropriate defaults can be set for entering future requisitions.

HPLMC ONLY: Workflow is not currently being used by this facility. The Status of the requisition will save as Open and is dependent on the Requester setup. The requisition will be approved and the Status changed to Approved by Purchasing.

The requester's User ID will default into the Requester field. If the User ID does not default, enter it or select it by clicking the Lookup Requester button. Contact your Purchasing Superuser so that the appropriate default can be set for entering future requisitions.

The Accounting Date also defaults as the current date. However, the Accounting Date must be adjusted when entering a requisition for the next fiscal year. The Accounting Date must be changed prior to entering information on the Requisition Defaults page so the Accounting Date and Budget Period will match. If the Accounting Date is not changed prior to entering Requisition Default information, the Budget Date will be incorrect and an error will be received when attempting to save the requisition. The Due Date must be changed on the Requisition Defaults page.

The dates must be changed when entering a requisition for the next fiscal year as follows:

Accounting Date - 07/01/XXXX (the next fiscal year)

Due Date - 07/01/XXXX (the Due Date may be a date later in the fiscal year)

Maintain Requisitions Links

The Copy From link is used to copy a new requisition from an existing requisition. See the "Copy a Requisition" topic for additional information.

The Requester Info link is not used.

Maintain Requisitions Links (continued)

The Requisition Defaults link is used to enter default information for the requisition. Default information should apply to most or all of the line items on the requisition, as the system will copy the information to all line items thus preventing you from having to re-enter the information for multiple line item requisitions. Default values can be changed for any line item as needed.

The Add Comments link is where Header comments can be added. See the Add, Change and Delete Comments" topic for additional information.

The Requisition Activities link is not used by most end-users. The link may be used to enter notes however, the notes will not display/print on the requisition.

The Budget Status indicates if the budget check process has been run. The Budget Status will default as Not Chk'd.

The budget check process must be run prior to Purchasing sourcing (i.e. generating) the requisition to a PO or RFQ (Request for Quote). The requisition must be approved before it can be budget checked.

LSUNO and LSUSH ONLY: The Budget Check must be done by the department. See the "Budget Check a Requisition" topic for additional information.

Step 1: Enter Defaults

Default information must first be entered on the Requisitions Defaults page for two reasons:

1. In order to properly save the requisition. If defaults are not entered correctly, save errors may occur resulting in requester re-entering the information for the requisition.

2. In order for the chartstring to default to all line items. By entering chartstring information on the Requisition Defaults page, you will not have to re-enter it for each line item on a multi-line requisition. The chartstring values can be changed however, for any line item.

Certain fields on the requisition are PeopleSoft required fields. Generally, these fields have an asterisk next to the field name, such as the Distribute by field. If a PeopleSoft required field is left blank, you will not be able to save the requisition.

There are some fields that are not PeopleSoft required fields, but are company or facility required fields (Buyer, Vendor, Ship To, Due Date, etc.). If you are unsure whether a field is required, contact your Purchasing department.

Use the Tab key to move from field to field within PeopleSoft. The Enter key cannot be used to move from field to field.

If multiple fields display in a section, the tab key will move down first and then to the right.

Line (continued)

Although the Vendor field is not a required field, the requester must provide information about the vendor to Purchasing. This field may be left blank if the vendor cannot be found in the PS database or if the requisitions will go out for bid.

The Vendor ID is always a 10-digit number. If you know the Vendor ID, you may enter it or select it by clicking the Look up Vendor button.

A list of vendors displays. If the list contains more results than can be displayed, the following message displays below Search Results:

Only the first 300 results of a possible 27869 can be displayed. Enter more search key information and search again to reduce the number of search results.

When the Vendor field is populated the vendor name and Vendor Location field will default.

The Vendor Location generally will default to 0000000001 and will remain as defaulted. However, if the vendor has multiple locations, you must identify the location where Purchasing will send the PO. The mailing address for the location should be entered into Header section, Add Comments link on the Maintain Requisitions page.

The search results will list at the bottom of the page. In this example, the first 5 out of 39 results have been retrieved. View additional results by using the arrows and links displayed on the blue Search Results bar.

Click the arrows to view the next or previous page. Click the Last and First links to view the last page and first page. Click the View All to view all results at one time.

If selected option is the correct vendor and vendor location, you will click the OK button to return to the Requisition Defaults page. The Vendor and Vendor Location will default onto the page.

If the selected option is not the correct Vendor or Vendor Location, but it is the only option available, click the OK button so the vendor name and location defaults into the Requisition Defaults page. You must then enter the correct location information in the Header section, Add Comments link on the Maintain Requisitions page.

If the selected option is not the correct Vendor or Vendor Location and there are multiple options listed for the Vendor, click the next Sel box to view the address associated with the next option.

If the correct Vendor or Vendor Location does not appear in the list, select the first location listed for the vendor. Click the OK button and the vendor name and location will default into the Requisition Defaults page. You must then enter the correct vendor information into the Header section, Add Comments link on the Maintain Requisition page.

Schedule

The Ship To location must be identified. The Ship To location varies based on company and Business Unit and the available options are as follows:

LSUSH Receiving

HCSDA Where items are received at the facility

LSUNO Usually the department requesting the item

LSUNA Usually the department requesting the item

Specific shipping and delivery instructions can be entered in the Header section, Add Comments link on the Maintain Requisitions page. If multiple items are being requested and the shipping and delivery instructions apply to only one line item, enter the shipping and delivery instructions in the Line Comments for the particular line item.

You can designate how funds are distributed on either the Requisitions Defaults page or the Distribution page. If designated on the Requisition Defaults page, the distribution will default to all line items for the requisition. However, when entering multiple line item requisitions, you can change the distribution method on the Distribution page for a specific line item.

Account Code

The Account Code is a transaction code for the item being ordered. Lines items may have different Account Codes. If this occurs, the Account Code will be left blank on the Requisition Defaults page. The correct Account Code must be entered for each line item on the Distribution page.

If most of the line items have the same Account Code, you may opt to enter the Account Code on the Requisitions Defaults page. You will then make changes to only the few line items to which the Account Code does not apply on the Distribution page.

Fund

The general Fund code is 111. However, if the item(s) requested is being charged to a Project or Grant, the general Fund Code will not be used, but rather one of the following: 113, 115, 116, etc.

Program

The Program will vary based on company as follows:

HCSDA: 95001

Class

The Class will vary based on company as follows:

HCSDA: 61010

Project

If the item(s) being requested is associated with a Project or Grant, you will enter the Project/Grant number in the Project field. Otherwise, the Project field will remain blank. You can search for the Project/Grant number using the Look up Project button.

You would enter all or part of the Project number or Description to narrow the search.

For training purposes only, click the Cancel button.

Click the Expand All link to view the Vendor Information, Item Information, Attributes, Contract and Sourcing Controls sections.

NOTE: You may expand or collapse one section at a time by clicking the arrow to the left of each section title.

The Quantity can only be entered in whole numbers (i.e. 10 rather than 10.5). Delete all zeros and the decimal point before entering the quantity to prevent input errors. When the page is Refreshed, the system will automatically populate the decimal and trailing zeros.

You may search for the UOM (Unit of Measure) by clicking the Look up UOM button, or you can enter it directly into the field. DO NOT use a UOM that includes alpha and numeric values (e.g. C24).

Category

The Category is taken from the State Commodity Code Inventory Tables. The Category will vary based on company as follows:

LSUSH - Enter 00000, which is the Generic Item Category code, and Purchasing will change it at the PO level.

HCSDA - DO NOT use 00000. Contact your Purchasing department for a copy of the Commodity Code Reference Guide.

LSUNO & LSUNA – Search for the Category first using the Look up Category button. If the Category cannot be determined contact Purchasing for assistance.

Price

When you enter the Price, you must include the decimal to designate cents. You do not need to enter commas or trailing zeros. PeopleSoft will automatically populate these when the page is refreshed.

Step 3: Adjust ChartString

You can adjust the distribution of funds on the Distribution page. The Distribution page is accessed from the Schedule page.

Click the Add a new row at row 1 button.

NOTE: To add a line you may also click on any field on line 1 and press Alt + 7 on your keyboard.

Normally you would click the OK button once all changes have been made to the chartstring.

For training purposes only, click the Cancel button.

Enter the number of rows you wish to add in the prompt box. It is strongly recommended you save after each line item is entered, so if a Save Error Message is received it is easy to identify the error.

Blank lines cannot be saved, so you should only add the number of rows you think you will need.

Schedule (continued)

Funds may be distributed by Quantity or Amount. Most blanket purchase order are distributed by Amount, while one-time and standing purchase orders are generally distributed by Quantity. See your Buyer for additional information regarding distributing funds by Quantity or Amount.

Distribution

The SpeedChart is a value associated with a specific chartstring. If a SpeedChart value is entered, the system will automatically populate Account, Dept, Fund, Program and Class.

Distributions

You will enter ChartString codes to which the item(s) is being charged. If multiple items are being ordered, each line item can have a different ChartString value and will require entering the ChartString information for each line item.

Tip: Enter the ChartString to which the first item is charged, or the ChartString that applies to most of the line items, on the Requisition Defaults page so that ChartString information defaults to all line items. These values can be changed on the Distribution page for a specific line item as needed.

HCSD - Contact your Purchasing department for ChartString Information.

LSUNA - Contact Purchasing and/or your Accounting Specialist for ChartString information.

Location

The Location will vary by company as follows:

LSUSH: The Location code consists of 8-10 alphanumeric characters. Each department has an assigned location code (e.g. Surgery Dept - MB010303 translates as: MB - Medical B building, 01 - 1st floor, 0303 - room 303; Hospital Anesthesiology - HH03H0015A translates as: HH - Hospital H-wing, 03 - 3rd floor, H0015A - room H315A.

HCSDA: The cost center requesting the item.

LSUNO: It is recommended LSUNO be used for all requisition locations.

LSUNA: Usually the department receiving the item(s).

Multiple ChartStrings

If the cost of the item(s) is being charged to more than one department, account, fund, etc., additional ChartString information is required and may be entered on the Requisition Defaults page or the Distribution page.

If multiple items are being ordered, each line item can have a different chartstring value. The correct chartstring value must be entered on each line.

Tip: If you are distributing the funds to more than one chartstring on the Requisition Defaults page, enter the chartstring for the first item being charged or the chartstring being used for the majority of the items. These values can be changed on the Distribution page as needed.

Entering more than one chartstring and changing values on the Distribution page are shown later in this topic.

Insert a New Row

New rows can be added to the page by clicking the Add a new row at row 1 (+) button on the far right hand side of the page. Another option is to click on any field on Line 1 and press Alt + 7 on your computer keyboard.

Delete a Row

Rows can be deleted by clicking the Delete row (-) button. Clicking the Delete row button can also clear all fields on the row if there is only one chartstring row. Another option is to click on any field in the row you wish to delete and press Alt + 8.

Transaction Item Description

The Transaction Item Description field is a free-text field. This is where you will enter the item description. The description will be entered in ALL CAPS.

The field holds 254 characters, although only 20 characters at a time can be seen in the Description field on the Maintain Requisitions page. PeopleSoft will let you enter more than 254 characters, but will not save more than 254. An error message will be received if you exceed the 254 character limit. Additional item information can be added as line comments.

You can copy and paste item description information from another application such as Word. PeopleSoft also provides a spell check feature (the blue book with a checkmark) for this field.

Most end-users will not enter information into these fields. Information may be entered into the Vendor's Catalog, Vendor Item ID, etc. if pertinent.

If you know the requisition will go out for bid, click the checkbox to the left of the RFQ Required field for each line item. If you are unsure whether the requisition will be sent out for bid, leave the RFQ Required box blank.

NOTE: See your buyer for information about the bid process (i.e. price thresholds, required quotes from vendors, and items that require, or not require, bids). You may also view the Executive Order for Small Purchases on the Louisiana Office of State Purchasing website.

Step 2: Enter Item(s) to be Ordered

Item information such as description, quantity, price, etc will be entered on the Maintain Requisitions page in the Line section.

NOTE to LSUNA: AE can only enter one line item requisitions since it must interface with Integrasoft (or GAP).

Freight: The freight charges must be estimated and included in the total (Price field) on the Maintain Requisition page. Many change orders will be required if the freight is not added to the requisition. Even if the freight is overestimated, Accounting can short pay it. Since Auxiliary cannot insert another line for freight, freight charges will be noted in the Transaction Item Description field or on the Line Comments page.

Line Icons

The Line Comments button (white bubble) is used to enter comments specific to a line item (e.g. special delivery or shipping instructions, item description information, etc.).

The Line Defaults button (open book) is not used.

The Schedule button (page with red lines and clock face) is used to access the Distribution page.

Add row and Delete row buttons (the + and - signs) are used to insert and remove rows from the requisition.

The following display after unchecking the Hold From Further Processing and saving the requisition:

• Cancel Requisition button (big red X) in the top right corner of the page;

• Delete Requisition button on the bottom left side of the page; and

• View Printable Version link which allows you to print the requisition.

NOTE: Most end-users will not Cancel or Delete a requisition. Canceling and deleting requisition is mainly done by Purchasing. If you have questions regarding canceling or deleting a requisition, contact your buyer or Purchasing.

Verify that the entries on the Distrib Line 1 are valid. Changes may be made to any portion of the chartstring.

If there are multiple line items, each line item can have a different chartstring value. The correct chartstring values must be entered on each line item. For example, the Account code is a transaction code for the item being ordered. Line items may have different Account codes and the correct Account code must be entered on each line item.

If the Account code was left blank on the Requisition Defaults page, you must enter the appropriate Account code on the Distribution page. If an Account code was entered on the Requisition Defaults page but does not apply to a specific line item, you must change the Account on the Distribution page.

If the line item is to be charged to more than one chartstring, you can enter the additional chartstring on the Distribution if it was not added on the Requisition Defaults page. Multiple chartstring values will only default to line items if entered on the Requisition Defaults page. Chartstring entered on the Distribution page will only apply to the specific line item.

Distribute by:

You may distribute funds by Quantity or Amount. Most blanket purchase orders are distributed by Amount. One-time orders and standing orders are generally distributed by Quantity.

The distribution method can be changed either on the Requisition Defaults page or on the Distribution page. If designated on the Requisition Defaults page the distribution method will default to all line items and will copy over to the Distribution page. Changes made to the distribution method on the Distribution page will apply to only the specific line item.

Once saved, the Requisition ID changes from NEXT to a 7-digit number. The Requisition ID is not the PO number. A separate PO number will be assigned when the PO is generated.

NOTE to LSUSH and LSUNA only: When a Confirmation PO number is entered, The Requisition ID number will be both the Requisition ID and the PO number. A separate PO number will not be assigned.

Add the item information (Description, Quantity, UOM, Category and Price), to the new line.

NOTE to LSUNO: The Account code for Freight must be changed on the Distribution page. The Account code for Freight is 535802.

If the requisition is complete, you will uncheck the Hold From Further Processing box and save the requisition. By unchecking the Hold From Further Processing, the requisition will move to the Approver's worklist.

If the requisition is not complete, save and exit the requisition. Leaving the Hold From Further Processing box checked will prevent the requisition from moving forward in the purchasing process.

NOTE to LSUNO only: In order for Accounts Payable to adjust the freight on the Vendor Invoice, a separate freight line must be added to the requisition.

NOTE to LSUNA only: Freight must be included in the Price field, as only single line requisitions can be created.

All Other Business Units: Do Not add freight to the requisition.

NOTE to HPLMC: Workflow is not currently being used by your facility. The Status of the requisition will save as Open and is dependent upon the requester's setup. The requisition will be approved by Purchasing by changing the status to Approved on the Maintain Requisitions page as opposed to the Approver's worklist.

NOTE to All Other Business Units: The requisition must be saved in Pending status. Once the database agent runs (i.e. every 15 minutes on the quarter hour from 6:00 am - 6:00 pm, Monday - Friday), the requisition will automatically move to the Approver's worklist. If an Approver approves his/her own requisition, it will not move to their worklist.

Approving You Own Requisition

An Approver will not approve his/her own requisition from the worklist. He/she will navigate to the Approve ChartFields page immediately after saving the requisition to approve the requisition. If the Approver does not immediately approved his/her requisition, the system will pick u the requisition and route it through Workflow. This will result in the system showing someone has approved the requisition which can cause audit issues. Audit issue are considered undesirable by administration.

NOTE to LSUSH, LSUNO and LSUNA only: Requisitions must be Budget Checked by the Department prior to Purchasing sourcing the PO or RFQ. Any requisition that does not have a Valid budget check status will be returned to the Department to run the budget check process.

The Budget Check process must be run after approval of the requisition. The budget process will "freeze" the chartstring in the requisition.

The following is the minimal data required in order to enter and save a requisition and generate a Requisition ID:

Requester, Requisition Date, Accounting Date, Ship To, Due Date, Account, Dept, Location, Fund, Program, Class, Item, Description, Quantity, UOM, Category and Price

If any of these fields are left blank, you will receive a red box or a save error message. If this occurs, you will not be able to save the requisition until the correct data is entered into the identified field.

If the user enters a multiple line item requisition and receives a red box or save error message, the line item containing the blank field will not be identified. Therefore, it is strongly recommended you save the requisition after entering each line item.

Enter all or part of the buyer's last name into the Name field. A buyer's full name should not be entered unless it is in proper PeopleSoft format (i.e. last name,first name).

If you enter part of the buyer's last name into the Name field, you may use the % as a wildcard symbol to focus your search. The wildcard symbol takes the place of unknown letters or characters.

Schedule (continued)

The Due Date will be 30 days from the current date.

Enter the desired information into the Due Date field. Enter a valid value e.g. "063011".

A list of vendors displays. If the list contains more results than can be displayed, the following message displays below Search Results:

Only the first 300 results of a possible 27869 can be displayed. Enter more search key information and search again to reduce the number of search results.

Account Code

Fund

The general Fund code is 111. However, if the item(s) requested is being charged to a Project or Grant, the general Fund Code will not be used, but rather one of the following: 113, 115, 116, etc.

Program

The Program will vary based on company as follows:

HCSDA: 95001

Class

The Class will vary based on company as follows:

HCSDA: 61010

You may search for the UOM (Unit of Measure) by clicking the Look up UOM button, or you can enter it directly into the field. DO NOT use a UOM that includes alpha and numeric values (e.g. C24).

Price

When you enter the Price, you must include the decimal to designate cents. You do not need to enter commas or trailing zeros. PeopleSoft will automatically populate these when the page is refreshed.

Location

The Location will vary by company as follows:

HCSDA: The cost center requesting the item.

LSUNO: It is recommended LSUNO be used for all requisition locations.

LSUNA: Usually the department receiving the item(s).