galaxy on-line requisitioning - mt. san … online...sjc – enter mvc, tvc, or bbo (beaumont) as...

Galaxy On-Line Requisitioning How To.doc of 33

GALAXY

ON-LINE REQUISITIONING


TABLE OF CONTENTS

Page No.

Instructions for Requisitioners . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Logging On . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Preparing an On-Line Requisition for a Regular (One-Time) Purchase Order . . . 6

Preparing an On-Line Requisition for an Open Purchase Order . . . . . . . . . . . . . 11

Preparing an On-Line Requisition for a Contract . . . . . . . . . . . . . . . . . . . . . . . . 17

Preparing an On-Line Requisition for an Encumbrance Change . . . . . . . . . . . . ... 22

Budget Account Code Favorites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Instructions for Approvers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Flow Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33


INSTRUCTIONS FOR

R E Q U I S I T I O N E R S


R E Q U I S I T I O N E R S

Logging on to Galaxy

Double click on the Galaxy

icon on your desktop

Click the Menu button to

log on to Galaxy

Enter employee number (User ID)

then tab and enter password

Click OK

Check availability of funds using Galaxy, with the following menu choices:

Click Find after

entering your search

criteria


After verifying availability of funds, determine if requisition is for 1Regular (one-time) Purchase Order,

2Open

Purchase Order, 3Contract or

4Encumbrance Change.

See attached instructions for:

1. Preparing an On-line Requisition for a Regular (one-time) Purchase Order

Used for a purchase or expenditure that is specific in nature.

Examples: Purchase of a desk; payment for conference fee.

2. Preparing an On-line Requisition for an Open Purchase Order

Used for entire fiscal year to purchase / pay for similar items or services.

Examples:

- Office Supplies

- Lab Supplies

- Repairs

- Monthly Services

- Routine Services

3. Preparing an On-line Requisition for a Contract

Used for purchase or payment for services accompanied by a contract that specifies the terms of the

agreement. Contracts are approved by the Vice President, Dean of Business Services, and submitted

separately to the Board of Trustees for approval.

OR

4. Preparing an On-line Requisition for an Encumbrance Change

To add funds or additional budget code to an existing regular purchase order, an open purchase order or

a contract.

In Galaxy,

Go to Purchasing System

Purchase Requisition Management


1PREPARING AN ON-LINE REQUISITION FOR

A REGULAR (ONE TIME) PURCHASE ORDER


1 Preparing an On-line Requisition for a Regular (One-Time) Purchase Order

Used for a purchase or expenditure that is specific in nature.

Examples: Purchase of a desk; payment for a conference fee.

Select Modify Purchase Requisition menu option

Computer will assign a

Purchase Requisition Number

Leave Purchase Requisition

Prefix as R

ADD (or copy from previous

requisition and ADD)

Note: At any time prior to the requisition being turned into a purchase order, the requisition can be retrieved

and modified. Modification of the vendor, dollar amount, or budget code will require that the requisition go

through the approval process again. Only the originator can change the PR.

Category field –

Must enter a Category

from drop down menu

Enter Name, Campus, Dept

of person requesting the order

(Contact person for questions

regarding the order) (End User)

Approval List field -

Leave blank

Contact Phone Number –

Enter extension of person

requesting the order (End-User)


Date Due defaults to 10 days from

the date requisition is entered

Enter Vendor (required) (Search for vendor name using View Vendor

(under View Purchasing) – If new vendor

use *temporary* (see FAQ))

Bill To Location – Defaults to

SBU - Do Not Change

Ship To Location – Defaults to

WHS - Change to MVC as needed

Worksite Location – Defaults to

SJC – Enter MVC, TVC, or BBO

(Beaumont) as needed

Board Rpt Description – Select SAVE

Leave Blank

Department -Enter Department

Order Type – Leave Blank

Click OK to confirm your changes

The system will change to the Items Tab and

will prompt you to enter a Line Item

Click OK

ITEMS Tab

Click on the Acct Dist button -

If only one budget code will be used

for all items on the requisition.

If more than one budget code is

required, please see additional

instructions


Note: If you do not enter the budget code under Account Distribution, you will need to enter a budget code

after entering each line item.

Click ADD to enter budget code(s).

Enter budget code

Click SAVE

to confirm changes

Add freight here – if applicable

Freight should only be added

after all lines have been entered

Select Add Line


Enter Item Number / Product number

(If there is no item number, use a one word

description or N/A)

Enter Full Description – name and complete

description of item

Quantity, Unit Price, Unit Measure (U/M)

Check discount if appropriate

Deselect Freight if appropriate (Freight must be entered only after entering all lines in order

to distribute across all lines)

Deselect Taxable, if appropriate Click Save

Delivery Instructions – Leave Blank – Use Internal Notes for delivery information

Asset Location Code - Leave Blank

Add Acct. (budget code) (only if Acct Dist was not used or if

budget code needs to be changed)

Add as many lines and

accounts as needed

Enter an amount for each

budget line or a percent

(not both) (1.000 = 100%) (.5000 = 50%)

Go to NOTES tab

Internal Notes – Enter delivery

info here (Name, Campus, Dept,

Room Number). Enter Quote

Number and Attachment Info.

Indicate if a budget transfer is

being sent to Business Services.

External Notes – Do Not Use –

For Purchasing Use Only

Click Save


Purchasing maintains a list of standard notes that can be accessed by selecting ATTACH (If you have a comment that you would like

added, email [email protected] with your request)

SAVE to confirm changes – Note that the computer has assigned a number to the requisition.

Select Yes to send the requisition

through the approval process.

Confirm

After requisition has been

saved and submitted

for approval, the

APPROVAL tab will

list who needs to approve

It is very important to

note the requisition number

assigned to each PR

.

PRINT requisition

Click Details Tab

Select Print


2PREPARING AN ON-LINE REQUISITION FOR AN

OPEN PURCHASE ORDER


2 Preparing an On-line Requisition for an Open Purchase Order

An Open Purchase Order is used for an entire fiscal year to purchase / pay for similar items or services.

Examples: Office or Lab Supplies for the fiscal year; Repairs, Monthly or Routine Services during

the fiscal year.

Select Modify Open Purchase Requisition menu option

Computer will assign an Open


Leave Open Purchase Requisition

Prefix as R



Note: At any time prior to the requisition being turned into an open purchase order, the requisition can be

retrieved and modified. Modification of the vendor, dollar amount, or budget code will require that the

requisition go through the approval process again. Only the originator can change the PR.

Enter PR dollar amount

Select PR Description from

drop-down menu – Original (for new)

Increase (for add-on) or

Decrease (to disencumber)

Original, Leave Blank

Increase or Decrease – MUST

enter PO Number here

Category –

Must enter a Category

from drop down menu

Enter Name, Campus, Dept

of person requesting the order (Contact person for questions regarding

the order) (End User)

Approval List – Leave Blank Contact Phone Nbr – Enter extension of person requesting the order


Date defaults to end of FY (Change to May 31 of current fiscal

year for all deliverables)

Enter Vendor name (required) (Search for new vendor using View Vendor

(under View Purchasing) – If new vendor,

use *temporary* (See FAQ))


SBU, Do Not Change


SJC - Change to MVC as needed


SJC - Enter MVC, TVC or BBO

(Beaumont) as needed

Board Rpt Description – Leave Blank

Department – Enter Department

Order Type – Leave Blank

Click SAVE

The system will prompt you to enter

a Line Account. Click OK

ACCOUNT DISTRIBUTION

Tab

Select Add Acct button

and enter budget code.

Enter as many lines as needed.



(not both) (1.000 = 100%) (.5000 = 50%)


Go to NOTES Tab

Internal Notes – Enter Order info

(Open PO for…). For ROS orders

include delivery info (Name,

Campus, Dept, Room Number).

Indicate if a budget transfer is being

sent to Business Services.

External Notes – Do Not Use -




AUTHORIZED PURCHASER

Tab

List name(s) of all staff approved to

make purchases under this PO –

Please assign at least two authorized

user names on each open order (Select “Add” button to add each name)

Click Save and send for approval.

Select OK to confirm

Once the requisition has been saved, a requisition number is assigned and the APPROVAL tab will list who

approves. It is very important to note the requisition number assigned to each PR.

In order to PRINT the requisition, go to the Details Tab and select Print.

After selecting PRINT from Details screen, select the print icon on tool bar for item to print.


3 Preparing an On-line Requisition for a Contract


3 Preparing an On-line Requisition for a Contract

If you typically have a contract or agreement for goods or services that specifies the terms of the agreement, a

contract purchase order is assigned for tracking purposes. Contracts are approved by the Vice President of

Business Services, and submitted separately to the Board of Trustees for approval. This purchase requisition

will not take the place of the Contract Request Form. This PR must be in place first to encumber the funds.

Print a finished copy of the PR and attach to the Contract Request Form before sending to the Business Office.

Select Modify Purchase Requisition menu option

Computer will assign a


Change Purchase Requisition

Prefix to A (User Define Requisition)



Note: At any time prior to the requisition being turned into a contract purchase order, the requisition can be

retrieved and modified. Modification of the vendor, dollar amount, or budget code will require that the

requisition go through the approval process again. Only the originator can change the PR.

Category field – must select

from drop down menu

Enter Name, Campus, Dept of

person requesting the order (Contact person for questions regarding

the order) (End User)

Approval List – Leave Blank

Contact Phone Number –

Enter extension of person

Requesting the order (End User)


Date Due defaults to ten days from

the date requisition is entered-

Please enter last day of the contract

Enter Vendor (required) (Search for vendor name using View Vender

(under View Purchasing) – If new vendor, use

*temporary* (see FAQ)) .


SBU – Do Not Change


WHS - Change to MVC as needed


SJC – Change to MVC, TVC or

BBO (Beaumont) as needed

Board Rpt Description – Leave Blank Click SAVE

Department – Enter Department

Order Type – Enter “Contract”

Click OK to confirm your changes

The system prompts you to enter a Line Item

and changes the screen to the ITEMS Tab

Click OK

ITEMS Tab

Click on the Acct Dist button -

If only one budget code will be used

for all items on the requisition.

If more than one budget code is

Required, please skip to Add Line

section on next page


Select ADD budget code(s)

Enter budget code(s)

SAVE

Select Add line

Item Name -

Enter “Contract” and FY (Example - Contract 10/11)

Enter Full Description –

Name and complete description of item

Enter Quantity, Unit Price, Unit Measure (U/M)

Deselect Taxable

Delivery Instructions- Leave Blank

Asset Location Code – Leave blank

Click Save


Add Acct (budget code) (only if Acct Dist was not used or if

budget code needs to be changed)

Add as many lines and

accounts as needed



(not both)

Go to NOTES Tab

Internal Notes – Enter Contract

Range indicating dates of service

(Example - Contract range =

11/01/09 – 3/20/10).

Indicate if a budget transfer is

being sent to Business Services

External Notes – Do Not Use –




SAVE and confirm changes – Note that the computer has assigned a number to the requisition.

Click Yes to

send the requisition through the

approval process.

Confirm


After requisition has been

saved, and submitted

for approval,

APPROVAL tab will

list who approves

It is important to make a

note of the requisition number

assigned to each PR

To PRINT requisition

Go to Details tab

Select Print

Write the PR Number at the top of the Request for Contract. Send to Business Services. Do not send a copy of

the PR with the Request for Contract to Business Services.


4Preparing an On-line Requisition for Encumbrance

Changes


4Preparing an On-line Requisition for Encumbrance Changes

This special purchase requisition will take the place of the Encumbrance Change Form. Encumbrance Change

Forms will no longer be accepted by Business Services after January 31, 2009.

Encumbrance Changes to Regular PO or Contract Use Modify Purchase Requisition menu option

Follow steps for 1 – Preparing an On-line Requisition for a Regular Purchase Order or

3 – Preparing an On-line Requisition for a Contract….

Except Important!

Enter “Increase/Decrease PO#1234” (or C#1234) in Item Name field on ITEMS tab

Enter “Increase/Decrease– Date – PO#1234” (or C#1234) in INTERNAL NOTES – PLEASE

ENTER EXACT DIRECTIONS FOR CHANGE.

Follow remainder of steps for 1 – Regular PO or 3 – Contract - for remainder of information

Encumbrances Changes to Open PO

Use Modify Open Purchase Requisition menu option

Follow steps for 2 – Preparing an On-line Requisition for an Open Purchase Order

Except In PR description, use drop down menu and select Increase

Enter Open PO#

Enter internal or external notes as needed


Budget Account Code Favorites


User SACS Account Favorites

(Budget Account Codes)

If you use the same budget codes frequently, you can store them using the “Modify User SACS

Account Favorites” found in the “User Security and Approvals” menu.

Enter your employee number

Click on FIND

Enter as many budget codes

as you need

Click SAVE


INSTRUCTIONS FOR

A P P R O V E R S


A P P R O V E R S

Logging on to Galaxy

Double click on the Galaxy

icon on your desktop

Click the Menu button to

log on to Galaxy

Enter employee number (User ID)

and Password

Click OK

Note: If you do not know your User ID or Password, please contact Business Services. If you do not

remember your password, please contact the RCOE Helpdesk at 951-826-6800 or [email protected]

In Galaxy,

Go to Purchasing System

Purchase Requisition Management

mailto:[email protected]


Select Approve Purchase Requisitions menu option

Select Purchase Requisition

Prefix –

R – Purchase Requisition or

A - Contract

Click on FIND

Enter Y to Approve

Enter comment if needed

Click on individual tabs for

additional information

Click SAVE

Click on OK to confirm

If there are insufficient funds, you will

get a warning message. Select No

and the requisition will be forwarded to

the next approver. Only Business Services

has override capability.


Click on OK to confirm update

Note: At any time prior to the requisition being turned into a purchase order, the requisition can be retrieved

and modified. Modification of the vendor, dollar amount, or budget code will require that the requisition go

through the approval process again. Only the originator can change the PR.

To see who approves,

click on Approvals Tab

To PRINT requisition

Click Details Tab

Select PRINT


F A Q

FREQUENTLY ASKED QUESTIONS

ABOUT ON-LINE REQUISITIONING


MSJC DISTRICT

GALAXY On-Line Requisitioning

F A Q

(Frequently Asked Questions)

1. What if I need to use a vendor that is not in the system?

Before deciding that a vendor is a new vendor, please go to View Purchasing, click on View Vendor and

use the wildcard search to look up the vendor in a variety of ways (Example:*Reliable* or *Office* for

Reliable Office Supply). Only use the vendor number assigned to *temporary* vendor (7410) if you are

certain that your vendor has not already been entered in the Galaxy system. If the vendor is in fact new,

please be sure to include complete vendor information in the Internal Notes. Complete vendor

information includes vendor name, address, phone number, fax number, and a contact name.

2. What if I get the message “Insufficient Funds, Do you want to override? Yes or No?”

Only staff in Business Services can approve a budget override. Answer No (if you are an approver) or

OK (if you are a requisitioner) to the prompt and the requisition will still be sent to Business Services

where they will check availability of funds by major object code.

If you know that you do not have enough funds, you must submit a budget transfer before the requisition

can be approved. It is helpful if you enter an internal comment if you require special handling.

3. What if I have an emergency and need a purchase order and/or check immediately?

RUSH ORDER: Enter the on-line requisition, make a note of the requisition number assigned by the

computer, and e-mail Business Services to ask that the requisition be approved as soon as possible.

Every effort will be made to help you meet your deadline.

EMERGENCY ORDER: An order for a true emergency – Call the Purchasing Office for an Emergency

PO number. Please have the following information available: Vendor name, approximate or not to

exceed price, name of authorizing administrator, what the emergency purchase / service is for.

4. What if I don’t have access to Galaxy or I don’t have the menus that I need?

Contact Business Services.

5. What if I need help when entering a requisition on-line?

Contact staff in Purchasing or Business Services. (See names at end of document)

6. How do I track my requisition to see where it is in the approval process?

With the View Purchase Requisition menu option - Retrieve the requisition and click on the approvals

tab. There you can see who needs to approve the requisition. If it has been approved, the date and time

will be listed. Also, when the purchase order is created, you can go to the View Purchase Orders menu

option and enter the requisition number to find out the purchase order number.

Another method to track your requisition is the View Detail Account menu option. At the first

approval, the requisition will be encumbered and the encumbrance will be shown in the detail. When

the requisition is turned into a purchase order, the purchase order will replace the requisition in the

detail.


7. What if I try to log on to Galaxy and forget my password or use an incorrect password?

Galaxy gives you three chances to log on. If you try three times and fail, then you will not be able to log

on until you call the Riverside County help desk to have your password reset. The RCC Business Office

does not have your password information. RCOE Password Reactivation: 951-826-6800

To avoid this situation, close out of Galaxy after your second failed attempt and then restart the Galaxy

program. The most common cause for a failed log on attempt is having the CAPS lock on when entering

your password or failing to remember your User ID or password.

8. What if my manager is gone and I need a requisition approved before he/she returns?

Since every department has its own unique requirements, each department will need to work out its own

way of handling such situations. Business Services can provide suggestions if needed.

9. What if I have a requisition number and I want to know what the purchase order number is?

Using the View Purchase Order screen (or View Contract), enter the requisition number and select

FIND.

Business Services:

Beth Gomez ([email protected])

Gail Jensen ([email protected])

Karen Owen ([email protected])

Lili Crandell ([email protected])

Purchasing Office:

Teri Sisco ([email protected])

Bruce Brady ([email protected]

Cheryl Ciarlo ([email protected])

mailto:[email protected]


F L O W C H A R T

On-line requisition entered by department

into Galaxy purchasing system

Sent electronically to approver

and requisition is approved on-line.

Budget is encumbered at this point!

Sent electronically to Business Services,

requisitions are processed on-line

Sent electronically to Purchasing

and purchase order number is

assigned.

Purchase order is confirmed

with vendor. P.O. is processed

On-lineRequisition

Approver

BusinessServices

approvedPurchase

Req

Order Processed

Funds

yes

no

Dept.notified

Coding

yes

no

Changes made

galaxy on-line requisitioning - mt. san … online...sjc – enter mvc, tvc, or bbo (beaumont) as...

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