Create a PeopleSoft Requisition

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Create a PeopleSoft Requisition
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We will cover ...

• The Procurement Process
• Nomenclature
• How to log in to PeopleSoft Finance
• How to create a requisition
• How to approve a requisition
• Where to get help

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• PeopleSoft Nomenclature

• Account description of the item
• Department cost center (funding source)
• Fund type of funds, State, student fees,
  auxiliary
• Program intended use of funds
• Project sponsored program or grant

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Procurement Process
P-Card or Requisition
If under 5,000 and not restricted, place order
with P-Card
Requirement

If over 5,000 or restricted create PeopleSoft
Requisition
To Procurement for Processing
Amount Approval by Department
Budget Check
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The Procurement Process

• The process starts when you have a requirement
  for goods or services.
• Use your purchasing card for non-restricted items
  under 5,000
• See http//www.ubalt.edu/template.cfm?page850.for
  a list of restricted items.
• If the item is restricted or over 5,000, create
  a PeopleSoft Requisition.
• The Requisition must be approved by the
  requesting unit.
• The Requisition must be approved and successfully
  budget checked before Procurement can work on the
  Requisition.

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Procurement

Select Appropriate Procurement Process RFQ,
RFP, Sole Source State Use etc...

• Review Req.
• Approvals
• Who, what,
• where, when,
• why, how

Issue Solicitation
Tabulate Responses
Review Result with Department
Award and Issue Purchase Order
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• First Procurement will review the Requisition for
  approvals, and details about the transaction.
• See www.ubalt.edu/template.cfm?page851. for a
  listing of transactions that require approval.
• When entering the description on the Requisition,
  answer the questions who, what, where, when, how
  and why.
• Procurement will issue a solicitation (Request
  for Proposals or Request For Quotations) to
  multiple vendors.
• Procurement will collect and tabulate the
  responses from vendors, and review the results
  with the Requestor.
• Procurement will award a purchase order and/or
  contract to the successful vendor.

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Procurement to Payment

Requisition
Solicitation RFQ, RFP, IFB etc...
Purchase Order or Contract
Pre-Encumbrance
Encumbrance
Vendor Ships, Sends Invoice
Receiving
Voucher from A/P to Annapolis
Expense
Payment from Annapolis to Vendor
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• In summary
• The Requestor creates the PeopleSoft Requisition,
  and gets it approved and budget checked. The
  Requisition creates a preencumbrance in the
  financial system.
• Procurement reviews the Requisition and issues a
  solicitation to vendors.
• Procurement issues a purchase order to the
  vendor. The PO creates an encumbrance in the
  system.
• The vendor send the item or performs the service,
  then sends the University an Invoice.
• The person that receives the item or service
  creates the PeopleSoft Receiver to acknowledge
  that the item was received or the service was
  performed, and it is OK to pay the invoice.
• Accounts Payable matches the PO, Receiver and
  Invoice, and issues a payment Voucher, which
  creates an expense in the system.
• The check for payment is issued to the vendor by
  the State out of Annapolis.

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• How to Create a PeopleSoft Requisition.

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• A requisition (and the purchase order) is divided
  into three primary components The requisition
  form the schedule and the accounting
  distribution or distribution.

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• The Schedule tab is where the accounting
  Distribution is found.
• The Chartfield Distribution is the Account,
  Department, Fund and Program numbers.

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• The requisition form includes a header (with
  details like vendor information, description of
  the item, quantity, etc). The form also includes
  a field to designate a buyer, and can include
  comments.

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• Navigation
• Purchasing ? Requisitions ? Maintain Requisitions
• Click Add to start a new Requisition.

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• You should see a Panel that displays the blank
  and default fields for a requisition.
• Click the Link Header Defaults.

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• Click the magnifying glass icon to the right of
  the field labeled Vendor.
• Note Do NOT click the hyperlink Vendor Lookup.

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• Select a vendor. You may narrow the search by
  typing part of the name in the field labeled
  Short Vendor name Click the button labeled,
  Look Up Select the vendor by clicking on the
  name.

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• Click the magnifying glass icon next to the field
  labeled Buyer to select the Buyer.
• If you do not know which Buyer to select, leave
  the field blank.

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• Click the calendar icon to the right of the field
  labeled Due Date, and select the date you want
  to receive the item or service (start date).
• Use that field to tell Procurement when you need
  the goods or services.

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• Click the yellow button labeled OK to return to
  the Form panel and continue processing.

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• If the vendor you need is not on the list it may
  not be in the vendor database.
• If the vendor you need is not on the list, Click
  the button in the lower left labeled OK. Then
  click the hyper text link Header Comments.
  Click in the box labeled Comments and type in
  the vendors name, address, contact person name,
  phone number, and Federal Employer ID Number
  (FEIN, sometimes called Tax Identification
  Number, or TIN)

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• Enter the Description, quantity, unit of measure
  (UOM), Category, and unit Price.

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• Enter a complete description of the item that
  answers the questions, who, what, when, where and
  why. Add your name, or the appropriate persons
  name in the following phrase, Department contact
  person Jane Doe, 410-837-1234
• Click the text box icon to get a small box in
  which to type. Note that the Description field
  only holds about 250 characters.
• You may add additional description in the Line
  Comments field.

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• Enter the quantity. Note that you may use
  decimal fractions

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• Enter the abbreviation of a valid Unit of Measure
  in the field labeled UOM.
• The most common UOM is EA each (works 95 of
  the time).
• You may look-up other abbreviations by clicking
  the magnifying glass icon to the right of the UOM
  field.

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• Look-up the appropriate Category Code.
• The Category is a description of the item or
  service being requisitioned. Examples of
  categories are travel, supplies, computer,
  professional service.
• Click the magnifying glass icon to the right of
  the field labeled Category.

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• Enter one word in the filed labeled Description
  to try to find the item. For example, enter,
  computer and click the yellow button labeled
  Look Up.
• Click on the appropriate item in the list to
  select the category code, or change the word in
  the field labeled Description to try again.
• Note Do not use the field labeled Category,
  unless you know the PeopleSoft category number.

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• Enter the unit price of the item. Note that the
  price may be entered to four decimal places. If
  the price is even dollars (500.) you do not need
  to enter the .00
• Note that PeopleSoft will automatically multiply
  quantity times price to get the total amount
  for the line, and for all lines of the
  requisition.

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• Click the yellow button labeled Save.
• Note that before you click Save the Req. ID
  NEXT. After you click Save you should get a
  Requisition number.

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• To add additional comments or description, click
  the hyper-link Line Comments

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• You may add additional description or comments in
  the Comments field.
• Note that you can copy and paste text from other
  applications (like a web page) into Comments.
  The Comments field will hold several pages of
  text.

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• Now that the Requisition has been completed, it
  must be approved and budget checked.
• The approval is done by the Requesting Unit
  Department Head or designee. You must tell the
  approver that the Requisition needs to be
  approved (there is no automatic notification).

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• The navigation is Purchasing gt Requisitions gt
  Approve Amounts
• Enter the Requisition number in the field labeled
  Requisition ID and click the yellow button
  labeled Search.

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• Note that the Approval Status is Initial or
  Pending
• Click the Save button.
• Note that the Approval Status changed to Pending
  or Complete (complete means approved).
• If the Status is Pending, an individual with
  approval authority for the Department on the
  requisition must approve the requisition.
• All requisitions over 100,000 must be approved
  by the VP for Administration and Finance.

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• The next step is to run the Budget Check process.
• Note that the approval status must be Approved.
• To run the Budget Check, simply click the Budget
  Check icon.

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• The Budget Status should now be Valid. If the
  status is Error you must contact the Budget
  Office and ask them to transfer your units funds
  from another Account or Department.
• When the status is Approved and Valid
  Procurement may begin work to convert your
  Requisition to a Purchase Order.

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Where to Find Purchasing Information

• Procurement Materials Management Home Page
• Listed under Administrative Offices
• http//www.ubalt.edu/template.cfm?page412

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Questions

• Blair Blankinship,
• Director of Procurement and Material Management
• bblankinship_at_ubalt.edu
• 410-837-5714