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Oracle ERP - GTIIT Purchase Requisition

User Guide

V1.2_20190917

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Content

1. Update requisition preferences (First time login SCM) ................................................... 2

2. Enter Requisition Line ................................................................................................................. 4

3. Create and Submit Purchasing Requisition ......................................................................... 8

4. Browse Requisitions .................................................................................................................. 12

5. Withdraw and Edit Requisitions ............................................................................................ 13

6. Cancel or Delete Requisitions ................................................................................................ 14

7. Other actions in Manage Requisitions interface.............................................................. 15

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1. Update requisition preferences (First time login SCM)

*Note: All the purchase requisition (PR) should be created and get approval in the

system.

1. Update requisition preferences

Step 1: Enter the SCM module

Navigate to Procurement (under Navigator) > Purchase Requisitions

Step 2: Update requisition preferences

*Note: If this is your first time using the SCM module, you need to update the

requisition preference, it’s a one-time action.

Click on the 'Update Requisition Preference' in the dropdown list of 'More

Task' from the right side.

Change the destination type to “Inventory”, and then save and close.

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2. Enter Requisition Line

Step 1: Input basic information of the requisition

Click on the "Enter Requisition Line "hyperlink under “More Tasks” which will

take you to a new window.

Search the item and select the item required. Other field such as description,

category, UOM(Unit of measurement) etc will get defaulted based on the item

selected. No need to modify them.

Enter the quantity required and enter the estimated price.

The report marked in blue is used to display the inventory on-hand quantity of the

selected item. Before the item is selected, or if the selected item on-hand quantity is

zero, it will display as below.

Click the magnifying glass icon to search the item

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As the default search rule is “Start with”, we can click the “Advanced” button to

choose other search rule, such as “Contains”.

*Note: If you are looking for a new item that is not exists in the system and

you cannot find it, please send an email to Purchasing department Yan

(emily.yan@gtiit.edu.cn) and CC to Ronghao (wang.ronghao@gtiit.edu.cn).

They will create the new item and notify you as soon as possible.

*Note: ‘%’ can be a wildcard character in searching page, but it cannot be used

at the beginning.

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Step 2: Fill in the Distribution Flexfields (for budget) and attach information

The person who is logged in and creating the requisition will be defaulted in

Requester field.

Select Distribution Flexfields - Project, Task, Purpose

Project and Task are related to budget. Please fill the correct project and task. Any

question about them should be asked Financial Department or your supervisor.

Purpose is what this requisition line is used for. There are 4 kinds of Purposes

including Administrator, Rear-Service, Research and Teaching.

If there are any more detailed requirements for the selected item, you can input in

the ‘Note to Buyer’ field or upload attachments.

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Step 3: Add the requisition line to cart

After the above steps, click ‘Add to Cart’ button to finish the requisition line

You can add multiple lines based on the above steps.

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3. Create and Submit Purchasing Requisition

Step 1: Enter purchasing requisition interface

Click the ‘Review’ button under the shopping cart icon to enter the purchasing

requisition interface to submit the PR.

Step 2: Fill in the header of the purchasing requisition

Input the description (title) of the requisition. This Description is used to

describe or explain the whole PR

Input the justification if your PR is rejected and you want to explain

Choose the fund source to decide the approval workflow of this requisition.

There are 4 kinds of fund source including Central Research Lab, Teaching

Lab, Startup Fund and Others.

Select the “Will you self purchase?”. No matter yes or not, I will not affect the

workflow. But the business flow will be different. If yes, after PR approved,

buyers will close this PR, then you can purchase off line. After self-purchase,

you should raise a reimbursement in Expense Module to claim this PR.

You can add more requisition lines (items) by clicking the ‘Add More’ button based

on process 2

Step 3: Verify requisition information by lines

Other field such as Requester, Project, Task, Purpose will get defaulted data based

on the requisition line.

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Step 4: Check funds

Click the “Check Funds” button to check your funds status

If you are authorized to use the fund that you choose, and it is enough to pay the

total requisition amount, it will pass the fund check process. You can click the “View

Funds Check Results” to browse the results.

Step 5: Save or submit the Purchasing Requisition

Click the “Submit” button to submit the PR directly.

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If you want to submit later, click on the 'Save and Close' in the dropdown list

of 'Save' from the right side.

When you want to submit the PR, click the PR number on the requisitions

home page to the requisition interface.

Click on the “Edit” in the dropdown list of “Action” from the right side.

Then click the “Submit” button to submit the PR.

Options: Before you submit the PR, you can click the “Manage Approvals” to verify

the approval workflow of your PR, or click the “View PDF” button to review, save or

print your PR.

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4. Browse Requisitions

Click the “Manage Requisitions” or “View More” to view all your requisitions

on Requisitions home page

You can select more columns regarding to you requisitions

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5. Withdraw and Edit Requisitions

In the browsing interface, choose an approving requisition and click on the

“Withdraw and Edit” in the dropdown list of “Action”, which will take you to

the purchasing requisition interface. Any change or modifications of PR, please take

reference from process 3.

If the requisition that you want to edit is an incomplete one, click on the

“Edit” in the dropdown list of “Action”.

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6. Cancel or Delete Requisitions

If it is an approved requisition, it can only be canceled. And the requisition

record will not disappear.

If it is an incomplete requisition, it can be deleted directly. And the

requisition record will not longer exist in your search results.

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7. Other actions in Manage Requisitions interface

Duplicate: You can make a duplicate requisition if there is a similar one need

to be created.

Reassign: You can transfer your requisition to another user.

Click on the “Reassign” in the dropdown list of “Action”

Click the magnifying glass icon to search the user

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As the default search rule is “Start with”, we can click the “Advanced” button

to choose other search rule, such as “Contains”.

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