abc 2016 fall summit requisition training · abc.afd.calpoly.edu 3 definitions requisition a...
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ABC 2016 Fall Summit
Requisition TrainingProcurement Services
September 7, 2016
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Definitions Planning Req to Check PeopleSoft Financials - Requisitions
Tips and Tricks
Agenda
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Definitions Requisition A request from a department to Procurement
Services to purchase a good/services on their behalf.
Not a binding agreement, nor obligated or “encumbered” funds
Purchase Order A binding agreement between the University and
the supplier. Delegated authority by the President to the
Procurement Specialist only.
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Planning
Plan with Procure to Pay Team – single point of contact
Early Procurement Plan (EPP) Quarterly Meetings with Procure to Pay
Team
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Requisition to Check Process Requestor enters requisition into PeopleSoft
Financials Approving official reviews and budget checks
requisition Procurement reviews requisition and assigns to
a Procurement Specialist, creates a purchase order number.
Procurement Specialist begins the review/approval process
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Requisition to Check Process Procurement Specialist issues purchase order
to supplier Requestor receives email notification of
purchase order from PeopleSoft Financials Supplier ships the goods/provides services Requestor receives invoices, reviews invoice for
accuracy, approves invoices, sends to Payment Services.
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Req Tip-Tricks
Use Saved Search – ability to identify approved, open, closed requisitions
Requisition Status – open and approved Requestor Name – assists approving
officials Add New Value – Copy from function
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Req Tips-Tricks Homepage
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Req Tips-Tricks
6 Steps to Create a Requisition -Navigation - Main menu, purchasing, requisitions, add new value, default requisitions hyperlink (note first time users personalize page)
Enter supplier (when to use No Vendor) Enter Procurement Specialist per your Procure to Pay Team Category Unit of Measure Distribution – chart of accounts Click ok, mark all, ok Enter line details – minimum quantity and price Click Save – requisition is created number assigned
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Req Tips-Tricks
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Requisition Tips-Tricks
Personalization – hides and rearrange fields
Review Requisition Inquiry – identify PO# and Buyer
Purchase order Inquiry – Status of PO
Activity Summary – Amounts on each PO line, voucher review
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Thank you
We appreciate the opportunity to support your operations and to help advance our greater institutional goals
GO MUSTANGS!
Suzanne [email protected]
6-5190afd.calpoly.edu/cprm/procurement