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Submitting and Tracking

Requisitions

Submitting and Tracking

Requisitions

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Agenda

– Introduction

– Basic Navigation in PeopleSoft

– Creating a Requisition in PeopleSoft

– Ordering

• Special Request Orders

• Catalog Orders

– Managing Requisitions

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Human Resources LoginFinance Login

catalyst.uvm.edu

Finance Log In

Enter your UVM Net ID and Password

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Basic Navigation in PeopleSoft

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While this screen shot shows all of the topics available in PeopleSoft, the available options you see will be based on your personal security level.

Navigation in PeopleSoft

Click on the Topic you want from either menu. PeopleSoft uses a drop down menu to navigate to various application pages.

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Click on Home to return to the home page for

the application.

Click on Sign out to exit

an application.

Important Notes:

1. Always use the PeopleSoft directional navigation; NEVER use your browser back button.

2. Sign out of the system rather than simply closing your browser. (Do not press the “X” in the upper right corner of your screen.)

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Opens a Search Window(in this example to search for the

UVM unit of measure).

Opens a Calendar to choose a due date.

Use Tabs to Navigate.

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Opens a Drop-Down Menu to select an

option from a short list.

After making any changes, you must click the Save and Submit button in order for the system to process your changes. If you have not completed all the required fields, the system will prompt you to enter missing data.

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Create a Requisition

in PeopleSoft

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Creating a Requisition is

as simple as 1, 2, 3:

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Navigation

Creating a Purchase Requisition (Special Item Request)

• Click on eProcurement

• Create Requisition

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Business Unit, Requester, and Currency fields pre-populate according to UVM user access.

Note: A business unit is created to define specific guidelines around the processing and storing of information.

Please note that these are different from the HR business units.

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You can use the Requisition Name to sort your requisitions.

This field will only show up in the requisition itself—it will not be carried over into any other part of the program or paperwork.

This Priority field is not sent to Procurement Services.

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Select the Special Request Tab, then select the Special Item link (equivalent to a regular requisition in FRS).

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Define the item you wish to purchase by entering the appropriate information into these fields.

The Due Date shows the day you want the product delivered.

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The Category can be selected from the UVM Catalog using the Look Up icon next to the category field.

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The catalog tree will open high level.

1. Use the plus sign next to each high level category to display the categories available.

2. Select the category you want to use for this item by clicking on the appropriate link.

This will default – Do not change this.

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The Category populates back to this page.

Use the Look Up icon to the right of the Vendor field to search for a vendor.

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The Search page allows for multiple parameters to narrow down your search.

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If you do not enter parameters and just click the Find button, all vendors will be returned.

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Adding the letter “o” in the Name field will return all vendors with an “o” in their name.

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This example further refines the search by seeking out all vendors who have an “o” in their name and a “2” in their ID number.

Once the appropriate vendor is found, select the blue Vendor ID.

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This information, selected in the search on the previous screen, is automatically entered here on the appropriate line.

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If the vendor is not in the Vendor List, you can suggest a new vendor to be created.

Simply click on Suggest New Vendor.

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The Suggest a Vendor page will allow you to enter the necessary information needed for Procurement Services to contact the vendor and set them up in the system.

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After entering the information, click the OK button.

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You can see the new vendor name now displays.Procurement services will get this message and be able to set this vendor up in the system for this requisition, as well as for future use.

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1. Vendor Item ID, MFG ID, and MFG Item ID are not being used by UVM at this time.

2. The additional information box allows for special comments / instructions to be entered and passed on to any or all of the choices below the box by simply checking on that choice (e.g. blanket order).

[If you check Send to Vendor, this can serve as additional space for the item description.]

3. When finished, select the Add Item button.

Note: Required fields (marked by an * asterisk) must be completed.

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1. The system opens the new item page again. (At this point, you are able to add a second item.)

2. To the left, the system will keep a high level running tally of the requisition you are creating.

3. We will now add a second item.

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1. We have entered the item description, price, quantity and category for the second item.

2. We can now click the Add Item button to add this second item to the requisition.

Notice we are using a different vendor for this item. (PeopleSoft allows for multiple vendors on one requisition. The purchase orders created will be created against each vendor.)

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Notice the Summary box to the left. Both items are now showing.

For this example we will only add the two items. Begin by selecting the Review and Submit link at the top of the page.

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In the review section we have the ability both to take a final look at our lines together, as well as to make additional changes to the shipping information or the chart string (accounting detail).

By selecting the Expand Section button (yellow arrow to the left of the line) we can open the details for that line.

Click on this icon to attach any sort of document file.

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Line 1 shows the shipping information and the chart string information.

This information was populated based on the user preferences of the requester.

(Each requester will be set up with default information. The requester will not have to enter anything more than the item information for the item they are ordering. )

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If the requester should need to make changes, he or she has that option.

In this example, we are looking at line 2. What we want to do is to split the cost of this line into two different chart strings.

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Scrolling to the right of the distribution line, there is a plus sign. Selecting that plus sign opens a second distribution line.

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1. In this example, the “Distribute by” field is set to Amount.

2. The percent for each line has been set at 50%.

3. Notice that Line 1 remains the requester’s default, and that . . .

4. The second line is linked to a project.

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Once the requester is finished reviewing / editing the lines, he or she will select the Save and Submit button.

** DO NOT CLICK THE CHECK BUDGET BUTTON ON THIS PAGE

The Save and Preview Approvals button allows you to save the requisition to be submitted later.

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The requisition Confirmation page opens.

The requisition ID is created.

**HERE IS WHERE WE WILL BUDGET CHECK**

Click the Check Budget button.

Note: The Submit button is not active because we have already submitted this requisition.

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Budget status should change to Valid.This completes the process to create a Special Item Requisition.

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Process for the Depot

Catalog Request

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To order items from UVM’s Microcomputer Depot, we use the PeopleSoft Requisition Process.

Use the same navigation as with the first scenario.

Navigation

Creating a Purchase Requisition (Catalog Item)

• Click on eProcurement

• Create Requisition

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The same three steps will be used to create the requisition:

Define Requisition

Add Items

Review and Submit

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In the Add Item step for the Microcomputer Depot orders, the requester will select the Catalog tab, opening a Search page.

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In the vendor field, the requester will enter UVM_DEPOT as the Vendor name.

Once this is entered, click the Search button.

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This will produce the entire list of items the Microcomputer Depot has available for purchase.

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Use the check boxes to select the items you wish to purchase.

After selecting the items for purchase, click the Add button at the bottom of the page.

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You will see the Requisition Summary box populate with the items you have selected.

At this time you can choose to add more Depot items, or select the Review and Submit button.

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The requester is now on the Review Requisition page.

Here are the key differences between the catalog order for the Microcomputer Depot and the special request item:

• The Requester will choose the Catalog tab for Microcomputer Depot orders, and the Special Request tab for all other orders.

• The Depot items are already built into PeopleSoft. The requester only needs to select the item(s) they wish to purchase and all the item information will self-populate.

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1. The requester can open each line using the Expand Section button to review or modify their shipping and / or chart string information, just as they did in the prior requisition example.

2. Once the requester is finished reviewing / editing the lines, she or he will select the Save and Submit button.

3. **DO NOT CLICK THE CHECK BUDGET BUTTON ON THIS PAGE**

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The requisition Confirmation page opens.

The requisition ID is created.

The requester can see the next step(s) in the approval of the requisition.

For the Microcomputer Depot orders we will have a workflow process. This will in no way affect the requester’s work, or the time it will take for the requester to receive their product.

(This additional step is simply for the Depot’s use in order to place and control the orders from their end.)

**THIS IS WHERE WE WILL BUDGET CHECK**Select the Check Budget button.

Note: The Submit button is not active because we have already submitted this requisition.

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Budget status should change to Valid.

This completes the process to create a Depot order using the Catalog tab.

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Summary for Depot Requisitions:

The Microcomputer Depot will hold the requisition in their worklist. The requester will not see any further links activate as the requisition will never leave the Microcomputer Depot.

The Microcomputer Depot will send a message to the requester letting them know that their order has been received and is being worked.

Once the Microcomputer Depot finalizes their ordering process, and the requester receives their order, the Microcomputer Depot will cancel these requisitions.

The history will remain in the system for the requester to view at any time.

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Track System Requisitions

“Managing Requisitions”

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• Managing Requisitions

• How do I view the progress of my requisition?

• Can I view purchase orders generated from my requisitions?

• How do I obtain detailed information about each step of my requisition?

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In managing a requisition you will have a

visual overview of the progress of your requisition.

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Navigation

Manage Purchase Requisitions

•Click on eProcurement

•Manage Requisitions

Business Unit pre-populates based on User Preferences.

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The Manage Requisitions page is a very useful tool for the requester to see the exact status of their requisition in any stage of the procurement lifecycle.

The search page will load with the search parameters seen here (based on user access).

The requester can change, remove or add search parameters to find their requisitions.

The requester will be able to answer almost any question from almost anyone, including the vendor, regarding the status of their order.

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In this example we will initiate a search with “Jeff” in the requisition name field.

This will pull in all requisitions created with a requisition name beginning with Jeff.

Remember the first requisition we entered--Jefferson Work? (As we indicated then, the name is simply a tool to help the requester manage requisitions. )

The search returns two results with “Jeff” in the start of the requisition name field.

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In the requisition lifespan section, the links will become active as that step in the procurement process is completed.

If the requester were to select the Requisition hyperlink here, he or she could go into the requisition page to see more detail.

Using the Expand Section button to the left of the requisition line, we can see that the requisition has two lines, and we can see some of the detail for those lines.

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By simply holding the cursor over the approvals link, the requester can see if the requisition is fully approved.

The requester can select the link and see exactly which approver in the workflow path approved the requisition.

**Only requisition lines that have been budget-checked to Valid status, approved, and have a vendor assigned to them, will go on to purchasing.

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After Procurement Services has created the purchase orders, the Purchase Orders link becomes active in the requisition lifespan section.

The requester can select this link for further PO details.

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Since we used two vendors on this requisition, there are two purchase orders. The details for each are shown below.

Each requisition line will have its own PO detail, but if the requisition is for only one vendor, the PO # will be the same on each line.

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As Procurement Services completes more steps in the procurement process, additional links will activate.

In this example, the vendor invoice has been received, and payment has been made to the vendor. (Payment information can be viewed by selecting the payment hyperlink.)

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Details about the amount, date, vendor invoice number and mailing information can all be viewed here.

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As we have seen, the Manage Requisitions page truly allows the requester to manage their requisition.

Many calls to procurement services will be eliminated due to the quick and easy access the requester will have to their requisition and the details of its status.

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Resources

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Human Resources LoginFinance Login

catalyst.uvm.edu

Resources:

Job Aids

Training Manuals

Training Classes

Footprints

URL Address

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https://footprints.uvm.edu:2081/catalystgroup.html

Resource:

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Questions

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Thank You