In this topic you will learn how to Enter a Requisition.

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.

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: 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.

Click the Hold From Further Processing option to ensure that all additions/changes/deletions are made to the requisition before being sourced into a PO.

The Requisition Defaults link is used to enter default chartstring 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.

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.

A name or list of names will display in the Search Results area.

For this example, the vendor id is unknown but can be found in the PS Database.

The Ship To is the Business Unit location designation where the item(s) will be delivered.

In this example, the Account Code for Office Supplies, General will be used.

The Dept is the cost center paying for the item(s). The Dept is always a 7-digit department number.

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.

Below the Transaction Item Description box are five collapsed sections: Vendor 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.

Click the OK button to return to the Maintain Requisitions page.

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).

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 UMO 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.

Category

The Category code will be 00000 (Generic Item Category) in the Category field and the Purchasing Department will change it at the P.O. level.

Price

When entering the cost of an item into the Price field, you must enter the decimal point to indicate cents (e.g. 15.99).

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.

NOTE: The Quantity field displays between the Percent and Merchandise Amount fields when the Distribute By is Quantity.

Notice the Quantity field between Percent and Amount.

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 Percent field for Line 1 before entering the new percentage to prevent keying errors.

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 Dept field for line 2 before entering the new value to prevent keying errors.

Once you have completed entering chartstring information, you would click the OK button to return to the Schedule page.

For training purposes only, click the Delete row 2 button.

A message box will display confirming you want to delete the row.

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. Enter "100".

Once you have completed entering chartstring information, you would click the OK button to return to the Schedule page.

For training purposes only, click the Delete row 2 button.

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.

Multiple items may be entered on the requisition; however, all items must be ordered from the same vendor. A requisition cannot have multiple vendors.

You would enter information to Line 2 in the same manner as demonstrated in Line 1. For training purposes only, a new line item will not be added.

You must save the requisition each time a change is made.

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.

BRFHS Confirming Purchase Orders

Enter the assigned requisition number in the Requisition ID field when creating a requisition assigned to a Confirming Purchase Order.

Status

The Status should default as Approved.

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.

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.

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 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 vendor, 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 BRFHS that may not be designated with an asterisk.

On this page you are required to enter information into the following fields: Buyer, Vendor, Ship To, Due Date, Account, Department and Location.

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 vendor. Although the Vendor field is not a required field, the requester must provide information about the vendor to Purchasing. The Vendor ID is used to designate the Vendor for the requisition. The vendor id is always a 10-digit number in PeopleSoft. Users can enter the vendor id directly into the Vendor field or can utilize the Look up Vendor to search for it.

If the Vendor ID is unknown, the requester should attempt to locate the vendor in the database. If the vendor does not appear in the list of vendors in the PS system, the Vendor field may be left blank. However, vendor information must then be entered in the Header Comments page and include as much of the following information as is known: the vendor'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 vendor.

When the Vendor field contains a value, the Vendor name will default to the right of the Vendor field. The Vendor Location will also default into the page. The Vendor Location will remain as defaulted. If the vendor has multiple locations, you must advise Purchasing as to where to send the Purchase Order by entering the location address in the Header Comments section.

Entering information in the Header Comments page is shown in the Add, Change and Delete Comments topic.

Another alternative for finding a vendor in the database is utilizing the Vendor Lookup link. The Vendor Lookup link allows you to search for a vendor using detailed criteria such as Name, Short Vendor Name, City, State, Country, Postal, Vendor TIN (Tax Identification Number), etc.

Click the Vendor Lookup link.

NOTE: The Vendor Lookup can also be used to locate the address for a vendor that has multiple locations.

You may do a full or partial search on any field(s) on the Vendor Search page.

You may change the number of rows that will be viewed in the Max Row field. In this example will change the Max Rows from 10 to 50.

The first four (4) vendor options display in the Search Results area. There are a total of 18 options available in this example, so the desired vendor may not appear on the first page.

In this example there is more than one Office Depot option. The information provided in the Search Results area is not sufficient to determine which Office Depot option to select. You will need to look through the various options to find the one you desire.

Once an option has been selected, the Vendor Detail and Address options become links enabling you to view vendor information such as the location address.

Click the Address link.

NOTE: The Vendor Detail link does not provide address information.

The address the selected vendor option displays.

If this is the desired vendor, the address would be entered in the Header Add Comments section.

NOTE: The defaulted location code on the Requisition Defaults page should never be changed, so the Cancel button will always be selected.

If the selected option is not the correct vendor, simply click the next option in the list and click the Address link to view information for the next vendor/location. Repeat these steps until the desired vendor/location is found.

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.

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 designated 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, Attention To and SpeedChart 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.

For BRFHM, the Location can be a 7-digit department number, or an alphanumeric location code (e.g. MH011060)

BRFHS

BRFHS uses an 8-10 alphanumeric code, so the default will be changed for all BRFHS requisitions. Each department has an assigned code. Below are examples of two BRFHS 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.

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.

Adding a new chartstring will be demonstrated later in this topic.

A warning message displays to confirm the delete.

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.

The new row displays. Line 2 has all the same chartstring values (Account, Department, and Location) 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).

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.

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.

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 Vendor's Catalog or Vendor 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.

When entering requisition items, the Item field will always be left blank.

The Tabs above Line 1 (Ship To Due Date, Status, Vendor 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.

The total amount of item(s) ordered on Line 1 will display in the Merchandise Amount field.

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.

Line 1 Icons (continued)

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

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.

If you need to add additional shipping or delivery instructions such as entering more than one Ship To location, or the name of the person receiving the item(s), you may utilize the Add Ship To Comments link.

NOTE: You may also include this information in Line Comments if applicable to only a single line item.

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 2036380; and

3. Charge sixty percent (60%) of the cost of the binders to department 2036345.

When the Distribute By is changed to Amount, the Quantity field is removed from the page.

When a row is added the original chartstring values will be duplicated on the new row. At least one chartfield (Account, Dept, and Location) must be changed on the new row.

The system automatically recalculates the Merchandise Amount based on the new percentage values.

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: The Quantity field displays again on the page.

The system automatically displays a Quantity of 6 in the new row.

When a row is added the original chartstring values will be duplicated on the new row. At least one chartfield (Account, Dept, and Location) must be changed on the new row.

It is recommended that you Save the requisition after completing each row.

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.

BRFHS

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                     9. Department

2. Requisition Date          10. Location

3. Accounting Date          11. Description

4. Buyer                          12. Quantity

5. Vendor Number          13. Unit of Measure

6. Ship To                       14. Category

7. Due Date                     15. Price

8. Account

NOTE: If the requisition is not complete, do not uncheck the Hold From Further Processing checkbox so that you may continue working on the requisition.

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.

NOTE: You cannot add information to the requisition once the Hold From Further Processing checkbox is unchecked and the requisition is saved.

This completes Enter a Requisition.

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).

In this example, the Account Code for Office Supplies, General will be used.

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).

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 UMO 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.

Price

When entering the cost of an item into the Price field, you must enter the decimal point to indicate cents (e.g. 15.99).

NOTE: Delete the value in the Percent field for Line 1 before entering the new percentage to prevent keying errors.

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 Dept field for line 2 before entering the new value to prevent keying errors.

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. 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.

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 vendor.

You may do a full or partial search on any field(s) on the Vendor Search page.

You may change the number of rows that will be viewed in the Max Row field. In this example will change the Max Rows from 10 to 50.

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.

For BRFHM, the Location can be a 7-digit department number, or an alphanumeric location code (e.g. MH011060)

BRFHS

BRFHS uses an 8-10 alphanumeric code, so the default will be changed for all BRFHS requisitions. Each department has an assigned code. Below are examples of two BRFHS 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.