This topic will show how to Create a Special Request Requisition.
NOTE: eProcurement is a new requisition module which provides electronic commerce transactions with certain suppliers by web punchout to their catalog, returning the request to the PeopleSoft Financials application, then submitting the order to the supplier. All other requisitions may be created through the Special Requests feature.
The Create Requisition screen will display.
Step 1: Enter Requisition Settings
The Special Requests page will display for data entry.
The top section of the Requisition Settings page allows the user to enter a Requisition Name, change the priority, as well as change the requester if entering the request for another user (i.e., a Department Approver can change the Requester to any Requester that they approve. Buyers can do the same for all requesters).
ACCURINT will be the supplier used for this example.
NOTE: If the supplier is not located in Supplier Search, please contact your Buyer for assistance.
Click the Select this row option next to the supplier you would like to choose.
In this example, the Supplier is located in Supplier Search and the row for ACCURINT A SEISINT, INC INNOVATION will be selected.
The Supplier Name and Location defaults into the Requisition Settings page.
Click the Look Up Buyer button to the right of the Buyer field.
Users may enter all or part of the last name of the Buyer in the Name field.
In the Shipping Defaults section, the Due Date is the date you expect to receive the items ordered. If you know the proper format for the date, click in the Due Date field and type in the desired date.
If not, click the Calendar button to the right of the Due Date field.
Click the November 10, 2021 link.
In the Attention field, enter the name of the person to whom the delivery will be made.
The Location entered in the Accounting Defaults indicates where the delivery will be made. If the Location does not default it may be entered, or you may use the Look Up Location button to the right of the Location field.
The Account field is typically blank on the Requisition Settings page. Users may enter the Account prior to selecting any requisition lines and the Account number will be defaulted for each line item added to the requisition.
In this example, the Account Code for Scientific Supplies, Equipment will be used.
Enter the desired information into the Account field under Accounting Defaults section. Enter "549200".
The Dept. will be the department number to which the items will charged.
The Fund 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 (i.e., 113,115,116, etc.)
Step 2: Enter Item Information
The Item Description is a required field. It is a free-form text field, meaning you can use upper, lower,or mixed case for letters. Numbers and special characters are also usable in this field. The Item Description needs to be descriptive enough for the Buyer's to understand what you wish to purchase, without being overly verbose.
Price is a required field. When entering the cost of an item into the Price field, users must enter the decimal point to indicate cents (e.g., 12.99).
Quantity is a required field. The Quantity must be entered in whole numbers (e.g., 10 or 11 rather then 10.5).
Unit of Measure (UOM) is a required field and may be entered in upper, lower or mixed case. You may enter the UOM directly into the Unit of Measure field, or you can search for it by clicking the magnifying glass to the right of the Unit of Measure field.
In this example, the Each (EA) option will be used for the Unit of Measure.
This completes Step 2: enter Item Information.
Step 3: Checkout and Review Special Requests Requisition
In the top left of the screen you will now see that an item has been added to the cart. The number next to the cart is the item added.
If this is the only item to purchase from this Supplier, click the Checkout button to the right of the cart.
The Requisition Lines section is loaded with information including the Description, Supplier, Quantity, Price, and Unit of Measure.
Requisition Lines Comments are available if entered.
Click the Expand Shipping Line arrow to the left of the Line field.
To view the Accounting Distribution information for the line, click the button to the left of the Accounting Lines field.
The Distribute By field indicates whether cost is being allocated by Quantity or Amount. Most blanket requisitions are distributed by amount, especially those covering services.
The Distribute By defaults based on the information entered on the Requisition Settings page. The Distribute By can be changes on the Accounting Lines for a specific line item as needed.
Click the button to the left of the Line field to Collapse Shipping and Accounting field information.
This completes Step 3: Checkout and Review Requisition.
Step 4: Enter Requisition Comments and Submit and Print Requisition
The bottom section of the requisition provides a Shipping Summary, a section for Requisition Header Comments and Attachments and a section to Enter Approval Justification for this requisition to be sent to the requisition approver.
See the "Add Comments and Attachments" section located later in this manual for additional information.
The buttons at the bottom allow the user to choose his/her next step.
Save & Submit - this button is used to save the requisition and submit it to workflow for the approver to review and approve.
Save for Later - this allows the user to save the requisition and come back to it for additional work at a later time. This button performs the same function as the "Hold from Further Processing" checkbox.
Add More Items - if the user wants to add additional line to the requisition from this supplier.
The Eyeglass icon and Preview Approvals link can be selected once the requisition is saved to check the approval routing for the requisition.
The Confirmation page displays the Requisition ID, Amount, Approval Status, etc.
The requisition will process and display for printing. To print, right-click anywhere in the requisition and select Print....
Once the requisition has printed, the two-toned requisition remains displayed on the screen.
The Requisition Settings page allows users to enter supplier, shipping, chartstring, etc., information on one page rather than for each line item of the requisition. Thus, this page represents the default settings for the user's eProcurement requisition. The Requester, Location, and Chartstring information are defaulted from the Requester's profile. You may change the information if you desire.
The Line Defaults section is where you will begin to enter default information. If known, you may enter the supplier information directly into the Supplier field, or you can search for the supplier using the Look Up Supplier button to the right of the Supplier field.
See Using the Look up Feature in the Requisition Basics - Review for Edit section for information on how to use the Search for Supplier Look up feature.
In the Distribution Defaults section, the Accounting Tag represents the Speedtype. The Accounting Date defaults to the current date.
This completes Step 1: Enter Requisition Settings.
The Checkout - Review and Submit page appears.
The Requisition Summary section at the top of the requisition displays the Header information. The Requisition Name and Priority may be changed if desired.
If the user wants to split the accounting allocation between Chartstrings, the user may select the (+) at the end of the line to add an additional distribution line.
See the "Split a Distribution on a Requisition" section located later in this manual for additional information.
A message will display asking if you want to print the distribution details.
The requisition opens the print pdf window for printing and the user would print the requisition.
For training purposes only, click the Cancel button.
To create a requisition for another supplier, select the Create New Requisition link.
If you want to review other requisitions, select the Manage Requisitions link.
The Details icon provides the full description of the item.
The user may Delete a line from the requisition using the trash can icon located on the far right of the line item.
There are four (4) steps to creating a Special Request Requisition:
1. Enter Requisition Settings
2. Enter Item Information
3. Checkout and Review the Requisition
4. Enter Requisition Comments and Submit and Print the Requisition
NOTE: Changing the order of the steps may cause default and save errors which may result in the re-entering of the requisition by the Requester.
Requisitions do not have to be approved in any particular order. However, you may click the Priority drop-down arrow next to the requisition links to make a notation of the priority order in which you wish the Approver to approve the requisitions in his/her Worklist.
NOTE: This does not reorder the requisitions on the Worklist.
NOTE: The priority could be the importance of the requisition or the expected turnaround time. In the Worklist, the priority of the requisition is displayed and can be sorted by priority by clicking on the Priority column header.
Low - Turnaround time is not a priority.
Medium - The default value for all requisitions, the expectation for approval is within a few days.
High - Very important, approval is expected within a day. For example, an emergency requisition needed to be ordered and paid for quickly.
The chartstring information in the Accounting Defaults section may be changed by selecting an Accounting Tag or by manually changing each of the values in the Accounting Defaults section. Entries or changes made on the Requisition Settings page, prior to selecting any requisition lines will carry forward to all lines.
Location
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 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
Category is a required field, but will remain as defaulted with the 00000 General Item Category Code.
The user may also select the View Printable Version link to print the requisition if needed.
The Confirmation page displays the Requisition ID, Amount, Approval Status, etc.
NOTE: Once the requisition is complete and Approved, the Check Budget process is run. The Check Budget process will be demonstrated in the Budget Check a Requisition topic.
This completes the Create a Special Request Requisition.
The top section of the Requisition Settings page allows the user to enter a Requisition Name, change the priority, as well as change the requester if entering the request for another user (i.e., a Department Approver can change the Requester to any Requester that they approve. Buyers can do the same for all requesters).
In this example, the Account Code for Scientific Supplies, Equipment will be used.
Enter the desired information into the Account field under Accounting Defaults section. Enter a valid value e.g. "549200".
The Dept. will be the department number to which the items will charged.
The Fund 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 (i.e., 113,115,116, etc.)
Step 2: Enter Item Information
The Item Description is a required field. It is a free-form text field, meaning you can use upper, lower,or mixed case for letters. Numbers and special characters are also usable in this field. The Item Description needs to be descriptive enough for the Buyer's to understand what you wish to purchase, without being overly verbose.
Price is a required field. When entering the cost of an item into the Price field, users must enter the decimal point to indicate cents (e.g., 12.99).
Step 4: Enter Requisition Comments and Submit and Print Requisition
The bottom section of the requisition provides a Shipping Summary, a section for Requisition Header Comments and Attachments and a section to Enter Approval Justification for this requisition to be sent to the requisition approver.
See the "Add Comments and Attachments" section located later in this manual for additional information.