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Purchase Requisition

Find "Purchase Requisition" from "FileMaker Server" in Sharing.0-1. Find the file

0-2. Enter password

0-3. Choose "Purchase Requisition"

0-­‐2-­‐1.    Enter  password

0-­‐2-­‐2.  "OK"

0-­‐3-­‐1.  Make  sure  it  is  YOU

0-­‐3-­‐2.  Choose  "Purchase  Requisiton"

0-­‐3-­‐3.  "OK"

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The example entry showshow to crate purchase requisition for this quotaion.

Buying toner for printers.

IniAal  Screen

Points  to  be  checked

Is  the  name  correct?

Is  this  exactly  what  you  are  planning  to  order?

Is  the  total  ammount  correct?

PAY  EXTRA  ATTENTION  TO  CONSUMPTION  TAX  Always  check  if  the  amout  includes  the  tax  or  not.  Receipts,  invoices  should  note  the  price  including  

tax,  however,  quotaions  might  not.    Be  sure  to  make  your  purchase  requisiAon  

inclusive  of  tax,  so  that  the  total  amount  is  the  actual  payable  amount.  

 

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Step 1. Choose category1-1. Choose "Master category"

1-2. Choose "Sub category"

1-­‐1-­‐1.  Click  the  empty  field  of  "Master  Category".  Pulldown  list  will  show  up.

1-­‐1-­‐2.  Find  the  appropreate  category.    AQer  choosing  the  category,  click  "Set"      to  select  your  desired  category.  

1-­‐2-­‐1.  Click  the  empty  field  of  "Sub  Category".  Pulldown  list  will  show  up.

1-­‐2-­‐2.  Find  the  appropreate  category.    AQer  choosing  the  category,  click  "Set"  to  select  your  desired  category  .  

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Step 2. Data entry2-1. Enter the required information

2-­‐1-­‐1.  Double  check  the  category.  

2-­‐1-­‐2.  Input  data  (at  least  supplier's  name  and  contact)    

2-­‐1-­‐3.  Give  detail  of  the  purchase  

2-­‐1-­‐6.  Pull  down  and  choose  currency  

2-­‐1-­‐4.  Choose  taxable  or  non-­‐taxable.  We  are  talking  about  Japanese  consumpAon  tax.    If  you  are  not  sure  whether  your  purchase  is  taxable  or  not,  leave  the  box  blank.  If  you  know  the  price  excluding  tax,    Ack  the  box.    

2-­‐1-­‐5.  Enter  quanAty.  Can't  be  leQ  blank.  At  least,  type  "1".  

2-­‐1-­‐7.  If  you  leQ  the  "taxable  box"  blank,  enter  the  price  including  consumpAon  tax.  If  you  Acked  the  "taxable  box",  enter  the  price  excluding  consumpAon  tax.      

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Step 3. Give information to budget holdersTo make decisions, budget holders need to have detailed information about your purchase.

3-1. Attach quotationPDF file can be attached. If you have quotation saved as PDF, just attach it.

3-­‐1-­‐1.  Press  "Quote"  

3-­‐1-­‐2.  Press  "Import  file"  

3-­‐1-­‐3.  Choose  the  data  

OR,  Second  opAon:  If  the  data  is  on  your  desktop,  simply  drag  it  into  this  empty  space.    

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3-2. Type the detail

If you do not have a written quotation, just type in the detail in this blank space.

3-­‐1-­‐4.  Press  "Back"  to  go  back  to  the  iniAal  page  

Data  will  be  imported.  

When  import  is  succesfuly  completed,  bu_on  color  changes  to  green.    

Before   AQer  

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Step 4. Check data before submitting

Ensure that your details are correct before submitting.

4-1. Check the dataIf your request exceed the remaining budget, you cannot submit. Check and see if it is OK.

The  whole  budget  of  this  sub  category  

Total  expenses  already  approved  

Remaining  budget  

Total  amount  of  this  request  

EsAmated  final  balance(*)  

4-­‐1-­‐1.  Be  sure  that  the  final  amount  matches  with  the  quotaAon.  

These  are  the  budget  holders  of  this  account.  Consult  with  them  when  you  are  in  trouble  (such  as  budget  overruns).　Always  go  to  the  main  holder  FIRST  before  going  to  2nd  or  3rd  signatories.  

4-­‐1-­‐2.  Check  that  you  are  not  exceeding  the  budget.  If  the  "EsAmated  final  balance  (*)  "  goes  negaAve,  you  are  overrunning.  Change  your  plan,  or  consult  with  the  budget  holder.  

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Step 5. Placing order

You are ready to submit your request.

What happens when you submit your request?

1) PDF data will be created on your desktop.

2) Notice mail will be sent to you and budget holder(s).

Please wait for approval from the budget holders

THIS IS NOT THE END OF THE WHOLE PROCEDURE. You still have something to do.

5-­‐1.  Press  "Place  order"  

5-­‐2.  Press  "ConAnue"  to  conAnue  the  process.  You  will  go  back  to  the  iniAal  screen.  

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Step 6. Check the status

6-1. Check the status of your requestDon't leave the data unchecked.

If your request is staying in this "In Process" status for some time, remind the budget holder to take action.

Step 7. Ordering

Two options:1) Order through business office2) Order by yourself (or through instructional offices)

Following items /services CANNOT be ordered through business officei) Items which requires special knowlegde to order ( such as tech/science lab materials)ii) Transportation & accomodation (except home leave)iii) Event related services / items (such as graduation, retreats)

"In  Process"  means  it  is  not  approved  yet.  

"Approved"  means  it  is    approved.  You  can  make  order  to  the  supplier.  

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Step 8. Ordering through business office

If you are ordering by yourself, skip to Step 9.

IF you do not have supporting documents to attach:

Unless you are noticing the business office that you are ordering by yourself,your order will be placed through business office (except items/services which listed on previous page).Discribe in detail of your order to prevent miss ordering.

< End of procedure >

IF you have supporting documents to attach:8-1. Print your approved purchase requisition

Click  the  cart  number  

Click  "Print"  

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8-2. Submit to business office

Bring this purchase requisition and quotatin (or any other supporting documents) to business office.If special payment term (down payment, advance payment etc) is required, do not fail to notice.

< End of procedure >

Click  "ConAnue"  

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Step 9. Ordering by yourself (or through instructional office)

If you are ordering through business office, go back to Step 8.

Send e-mail to business office or note in your purchase requisition that you are ordering by yourself.

9-1. Order

Place order to the suppliers.

When you are ordering the following materials / services, do not fail to notice business officeand/or reception.

i) Requires special payment term (down payment, advance payment, cash on deliverly etc) ii) Perishable / living materials

iii) Extreamly bulky / heavy materials (which need instruction where to place)

9-2. Check the delivered materials / provided services

Be sure that materials / services are properly delivered / provided.

DO NOT THROW AWAY THE PACKING SLIP

9-3. Collect invoice

If you are satisfied with the materials / services, obtain invoice.

9-4. Print your purchase requisition

Click  the  cart  number  

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Click  "Print"  

Click  "ConAnue"  

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9-5. Submit to business office

Submit the following documents to business office.

i) Purchase requisitionii) Quotation or any supporting documents (if available)iii) Packing slip (if available)iiii) Invoice

< End of procedure >