Create a Punchout Requisition

In this topic you will learn how to Create a Punchout Requisition.

A Web Punchout is a method for requesters to buy from a supplier's website from within the requester's own procurement system.

NOTE: eProcurement is the new requisition module for LSUSH. The module provides electronic commerce transactions with certain vendors by web punchout to their catalog, returning the request to the PeopleSoft Financials application, then submitting the order to the vendor. All other requisitions may be created through the Special Requests feature.

Step 1: Enter Requisition Settings

The Requisition Settings are used to set the default values for the requisition.

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.

Click the down arrow to the right of the Priority field.

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.

Choose the desired Priority.

Under the Line Defaults section, Buyer is a required field. If you know the Buyer's UserID, you may enter directly into the field, or search for it using 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).

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 Office Supplies, General is used.

Step 2: Enter punchout line items and checkout

The Supplier Punchout catalogs are available through the Web section of the page. Select the link for the vendor if it is displayed or select More...

The page displays the supplier logos and a link. Select the link for the desired vendor.

The system processes the request and the Office Depot punchout catalog will load to the screen for display.

NOTE: Each of the supplier punchout catalog websites will have a different look and feel. This is because you are on the supplier's site, not on the LSU Health PeopleSoft website. For this example, the Office Depot punchout catalog is used. Other supplier catalogs will look and function differently, should you need any assistance on a supplier's punchout website, please contact your Buyer.

Some vendors, like Office Depot will include tips about new features or items. In this case simply press the Got It! button to move on.

Click the Products arrow.

NOTE: Depending on the version you are using; your Office Depot screen may differ slightly from the screen you see here. You may have to Click Menu, then click Products.

Each time you add an item, you will be brought to the cart for review.

NOTE: The shopping cart icon at the top right includes a red dot. This indicates that there are goods in the cart and the dollar amount displays.

Below the item added to the cart you will find the link to Continue Shopping at the bottom left. At the right are the buttons to take you to the SHOPPING CART and CHECK OUT.

At the left margin of the line item, there is an arrow to expand the line and view the line's Shipping information.

Select the arrow next to Accounting Lines to expand and view the accounting distribution information for the line.

Select the arrow to the left of the line number to collapse the Shipping and Accounting information.

To save the requisition and submit it to workflow for the approver to review and approve use the Save & Submit button.

The requisition will process and display for printing. To print, right click anywhere in the requisition and select Print....

The requisition opens the print pdf window for printing and the user would print the requisition.

For training purposes only, click the Cancel button.

You are returned to the requisition Confirmation page.

If you want review other requisitions, select the Manage Requisitions link.

To create a requisition for another supplier, click the Create New Requisition link.

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).

The Requisition Settings page will display.

The Requisition Settings page allows users to enter supplier, shipping, charstring, etc., information on one page rather than for each line item of the requisition. Fields such as the Business Unit, Requester, Currency, and Location information should default from your profile. Any entries or changes made on the Requisition Settings page automatically default for all Line Items if made prior to adding any lines to the requisition.

The Accounting Date defaults to the current date. When creating requisitions for the upcoming fiscal year at year-end, this field may be changed as needed.

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 user can filter further or scroll through the list to select the desired product. In this example, the first product, Office Depot Brand Transparent Tape Refills, Pack of 16 will be selected.

Step 3: Review, Save and Print the requisition

This sends the order back to the eProcurement module for completion. Users may change the Requisition Summary information, details about the line or shipping, enter comments and a justification.

The Requisition Summary section at the top of the requisition displays the header information. You may change the requisition name and priority if needed.

The Requisition Lines section contains information including the description, supplier, quantity, price, and unit of measure. Click the Description link for a particular item to view the full description of the item. Comments are available if entered. You may delete a line from the requisition using the trash can icon.

The bottom section of the Requisition provides a Shipping Summary, a section for Requisition Comments and Attachments, and a section to enter Approval Justification to be sent to the requisition approver.

If the user wants to add additional lines to the requisition from this vendor use the +Add More Items button which can be found above the Requisitions Line section and at the bottom of the screen.

NOTE: By clicking the + Add More Items button, this will take the user back to the Create Requisition page. Click the same vendor to return to their website to select another item, repeating steps; starting at step #27.

To allow the user to save the requisition and come back to it for additional work use the Save for Later button. This is the old function of "Hold From Further Processing" checkbox.

The Due Date is the date you expect to receive the goods from the Vendor.

Under Shipping Defaults section, click the Due Date button.

If the item selection is complete, you may select the SHOPPING CART button to review the cart or CHECK OUT to complete the process.

Click the CHECK OUT button.

This completes Step 2: Enter punchout line items and checkout.

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.)

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

If the user wants to split the accounting between Chartstrings, the user may select the Add a new row at row 1 (+) to add an additional distribution line.

Send to Supplier - If the Send to Supplier checkbox is checked, any comments shown will be printed on the PO. Purchasing will check this box if needed.

Show at Receipt - Comments will be shown on the printed receipt when goods/services are received.

Shown at Voucher - Comments will be shown on the printed voucher.

The vast majority of Punchout Requisitions (Direct Connect Vendors) will have a *Distribute By of Quantity (Default).

NOTE: Special Request Requisitions can use either Quantity (Default) or Amount. Blanket or Service Requisitions should be set to Amount.

Click the button to the right of the *Distribute By field.

There are three (3) steps to creating a Punchout Requisition:

1. Enter Requisition Settings

2. Enter punchout line items and checkout

3. Review, Save and Print the punchout requisition

NOTE: Changing the order of these steps may cause default errors which will result in the re-entering of the requisition by the requester.

In the Distribution Defaults section, the Accounting Tag is the same as the Speedtype. 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.

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.

NOTE: If you enter the full name, the name must be entered in proper PeopleSoft format (i.e., last name,first name).