Manage Requisitions Training Guide - UTA · 2020-06-03 · The Manage Requisitions component in eProcurement provides you with the ability to track changes, review, edit, approve,

Business Affairs Training & Development

Requisitions and Purchase Orders Manage Requisitions

Training Guide Manage Requisitions

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Table of Contents Requisitions and Purchase Orders .............................................................................................. 1

Manage Requisitions ............................................................................................................................... 1

Manage Requisition Life Cycle Overview ............................................................................................................ 1

View the Life Cycle of an Existing Requisition .................................................................................................... 6

Copy a Requisition .............................................................................................................................................. 14

Edit a Requisition ................................................................................................................................................ 16

Cancel a Requisition ........................................................................................................................................... 21

Re-Open a Requisition ........................................................................................................................................ 24

View a Printable Version of Requisition ............................................................................................................. 26

Receive Order (Items) ......................................................................................................................................... 28


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Requisitions and Purchase Orders The Procure-to-Pay process begins when a Requester creates a requisition. Requisitions are the records of requests for items. When the Requisition has been approved and successfully budget checked, the requisition is sourced, a purchase order is generated and then it is dispatched to the vendor. After the merchandise/service has been received and inspected, the vendor's invoice can be vouchered and paid. The Procurement module provides a complete and robust mechanism for managing the entire procurement process.

Manage Requisitions The Manage Requisitions component in eProcurement provides you with the ability to track changes, review, edit, approve, or cancel requisitions. Requisitions can be modified until they are sourced into a purchase order. After the requisition is sourced, a purchase order (PO) is generated and then dispatched to the vendor. Once the PO is dispatched, if a correction is required, the requester must contact Procurement Services.

Manage Requisition Life Cycle Overview The Requisition Life Cycle is a convenient tool that allows users to view each step in the procurement process. The life cycle section displays the business process flow for a requisition with links to various documents. The lifecycle section includes links for requisition creation, requisition approval, sourcing to a purchase order, change requests, receiving, returns, invoices, and payment. Stages in the requisition cycle that are complete or in progress are highlighted with active links.

Procedure

In this topic, your goal is to get familiar with the Manage Requisitions page. You will search for an existing requisition and view the life span of the requisition.


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Step Action

1. Begin by navigating to the Manage Requisitions page. From the Navigator, click Financials eProcurement menu.

2. Click the Manage Requisitions option. Alternatively, select the Procurement Operations homepage and click on the Manage Requisitions tile.

Step Action

3. The Manage Requisitions page is displayed. This page is used to search for an existing requisition or purchase order.

Step Action

4. To find an existing requisition, you will need to enter one or more search keys in the Search Requisitions grid. You can perform a search by: requisition ID, specific dates, requester, entered by, state or purchase order ID number.

5. In this example, you will search for requisitions in a date range and with a specific request State.

6. Click in the Date From field.

7. Enter the desired information into the Date From field.


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Step Action

8. Click in the Date To field.

9. Enter the desired information into the Date To field. 10. Click the Request State list.

11. Select the appropriate state from the list. 12. Click the Search button.

Step Action 13. Notice, based on your search criteria, the search engine found more than one requisition.


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Step Action 14. To view more information, click the Expand icon to the left of the Requisition ID.

Step Action 15. The Requisition Life Span is now displayed. Stages in the requisition that are complete

or in progress are highlighted with active links. Only requisition lines that have been budget-checked to "Valid" status, approved, and have a vendor assigned to them, will continue on through the purchasing process.

16. The Requisition icon indicates that a requisition has been processed. When you click this link, you can view information such as, line item details, vendor information, and accounting details.

17. When the Approvals icon is active, this section will display approval information. 18. The Inventory section is not used by UT Arlington. This icon will always appear

inactive. 19. After the requisition has been approved and sourced, the Purchase Orders (PO) link will

become active. The requester can select this link to view PO details (i.e. PO number and requisition information).

20. If changes were made to the Purchase Order, the Change Request icon will be active. You can click the icon to view specific details.


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Step Action 21. When the Receiving icon is active. This indicates that some or all of the line items have

been received. You can click the icon to view the receiving information. 22. When the Return icon is active, this indicates that some or all of the items have been

returned. Click the icon to view specific details. 23. An active Invoice icon indicates that a voucher is being processed. Information regarding

the voucher can be found by clicking the icon (i.e. invoice date, invoice number, voucher number and vendor information).

24. An active Payment icon indicates a payment was made. The check number (Payment Reference ID), check date and other payment information can be found.

25. CONGRATULATIONS! You have successfully completed this topic. End of Procedure.


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View the Life Cycle of an Existing Requisition The View an Existing Requisition business process provides you with an overview of the Manage Requisition page. The steps in this procedure will demonstrate how to view and interact with a requisition through its respective lifecycle. This involves viewing a requisition and the details of related transactions (Change Request, Purchase Order, Invoice, Payments etc.).

Procedure In this topic, you have created a requisition to purchase office furniture. Your goal is to view the details of the requisition using the Manage Requisitions component.

Step Action

1. Begin by navigating to the Manage Requisitions page. From the Navigator, click FinancialseProcurement menu.

2. Click the Manage Requisitions option. Alternatively, select the Procurement Operations homepage and click the Manage Requisitions tile.

3. From the Manage Requisitions page, it may be necessary for you to enter one or more search keys to locate the requisition that you want to view.

4. Click the Expand Section button.


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Step Action

5. This section displays the life cycle of a requisition. Stages in the requisition that are complete or in progress are highlighted with active links.

6. To view the details of the requisition click the Requisition link.

7. The Requisition Details page is used to view details about a specific requisition.

Step Action

8. The Requisition Lines section displays line item information and comments for a specific requisition line.

9. Click the Expand Section button.

10. This section will display information regarding the Requisition Line, to include Accounting Information.


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Step Action 11. Note, the PO Information link will only be available when a PO has been created for the

requisition.

12. To view the PO Information, click the link.

Step Action 13. The PO Information section displays the purchase order number, status and receiving

information. 14. Click the Return button.

15. Click the Return to Manage Requisitions link.


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Step Action

16. To view approval information, click the Approvals link.

17. This will display the Approval Status page.

Step Action 18. The Line Information expansion section displays the items requested on the PO.

19. Click the Requester Name link to view general information about the requester.


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Step Action 20. The Requester Information window displays the requester's name and contact

information. 21 Click the Close button.

22. Click the Return to Manage Requisitions link.

23. To view information about the Purchase Order, click the Purchase Orders link.

Step Action 24. The Purchase Order Inquiry page provides the PO Number, the PO Status and the

items on the PO. 25. Click the Return to Manage Requisitions link. 26. To view receiving information, click the Receiving link.


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Step Action 27. The Manage Receipts page displays the Receipt information for the PO such as the

receipt ID, the date the items where received, the number of items received and the status.

28. Click the Return to Manage Requisitions link. 29. To view invoice information, click the Invoice link.

Step Action 30. The Invoice Information page displays Voucher information for vouchers that have

been matched to the requisition’s purchase order. 31. Click the Return to Manage Requisitions link.


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Step Action 32. To view payment information, click the Payments link.

33. The Payment Information page displays payment information for vouchers that have

been matched to the requisition’s purchase order. 34. Click the Return to Manage Requisitions link.

35. Click the Select Action drop-down menu.


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Step Action 36. The Select Action drop-down menu displays the available actions for this requisition. If

necessary, you can create a new requisition by copying a previous one, edit the requisition, receive items, view approvals, or view a printable version of the requisition by selecting the appropriate option from the list and clicking the Go button.

Note: Depending on the State of the requisition, the options in the drop-down menu may differ.



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Copy a Requisition Copying an existing requisition eliminates redundant data entry by using an existing requisition as a template. Any requisition can be copied, regardless of its State. If necessary, you can override any values that were copied over with the requisition.

Procedure

In this topic, your supervisor has asked you to create a requisition. You have ordered this specific item before, so you create a new requisition by copying the previous one.

Step Action

1. Begin by navigating to the Manage Requisitions page. From the Navigator, click FinancialseProcurement menu.


3. From the Manage Requisitions page, it may be necessary for you to enter one or more search keys to locate the requisition that you want to "Copy".

4. To copy a requisition, click the Select Action drop-down list for the requisition that you want to duplicate.

Step Action

5. Select Copy from the list.


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Step Action

6. Click the Go button.

Step Action

7. The Checkout - Review and Submit page is displayed with the information copied from the original requisition. At this point, you can: • Remove or add additional items • Modify the quantity and the price • Add accounting details • Save, budget check and then submit the new requisition for approval



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Edit a Requisition You may need to edit a requisition after creating it. Use the Edit Requisition link to perform activities such as adding comments, changing the quantity of items, and/or splitting expenses between chartfield values.

When is it possible to edit a requisition? If the state is:

• Open • Pending • Approved

When is it not possible to edit a requisition? If the state is one of the following, you will need to contact Procurement Services to make changes or corrections:

• PO(s) Created • PO(s) Dispatched • Received • Partially Received

Procedure

In this topic, you will return to an existing requisition that has not been approved to make a change to the requisition.

Step Action



3. From the Manage Requisitions page, it may be necessary for you to enter one or more search keys to locate the requisition that you want to "Edit".


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Step Action

4. Notice, the requisition State is "Open". This indicates the requisition has been created, but not yet approved.

Note: Requisitions can be modified until they are sourced into a Purchase Order (PO). Once a PO has been created, if corrections are required, the requester must contact Procurement Services.

5. To edit a requisition, click the Select Action drop-down list for the requisition that you want to edit.

Step Action

6. Select Edit from the list. 7. Click the Go button.


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Step Action

8. The Edit Requisition - Review and Submit page displays a summary of the line items already on the requisition.

9. To add another line to the requisition, use the Add More Items button to open a new Special Requests page.

10. To delete a line from the requisition, use the Delete icon, or, select the line(s) to be deleted using the selection box to the left of the line item number and use the Delete Selected link.

Step Action 11. To change accounting information, shipping information, or due date for one requisition

line, click the expansion arrow for the line to display the line information. Make the necessary changes.

Note: If a change to a requisition causes a funding change, either in amount or funding source, the budget check status will change to “Not Checked” and the budget check process must be run again.

12. To make a change to all lines on a requisition with one action, select the lines to be changed, then click the Mass Change link.


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Step Action 13. The information entered on the Mass Change screen will update to the selected line

items. Note: If a change to a requisition causes a funding change, either in amount or funding source, the budget check status will change to “Not Checked” and the budget check process must be run again.

14. To change the Shipping Information for all lines on the requisition, click the Edit for All Lines link under the Shipping Summary section.


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Step Action 15. This will display the Edit Shipping For All Lines page. Make the necessary changes

and click OK. 16. Once the requisition is updated and has a valid budget check, click Save & Submit to

submit the requisition for Workflow approvals.



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Cancel a Requisition The Cancel requisition business process is used to delete a requisition that is no longer needed. If a requisition has been sourced into a purchase order (PO), the requester will not be able to cancel the request.

When is it possible to cancel a requisition? If the state is:

• Open • Pending • Approved

When is it not possible to cancel a requisition? If the state is one of the following, you will need to contact Procurement Services to make changes or corrections:

• PO(s) Created • PO(s) Dispatched • Received • Partially Received

Procedure

In this topic, the items on this requisition are no longer needed. Your goal is to verify the state and cancel the requisition.

Step Action



3. From the Manage Requisitions page, it may be necessary for you to enter one or more search keys to locate the requisition that you want to "Cancel".

4. Verify the state of the requisition. A requisition must be in Open, Pending, or Approved state to cancel it.

5. To cancel a requisition, click the Select Action drop-down list for the requisition that you want to cancel.


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Step Action

6. Select Cancel from the list.


Step Action 7 Click the Cancel Requisition button.

Step Action 8. Notice, the State of the requisition is now "Canceled", the Total amount is $0.00 and the

Budget Status is “Not Chk’d”.

9. To release the pre-encumbrance held by the requisition, click the Select Action drop- down list and select Check Budget.


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Step Action


11. Notice the Budget Status is now “Valid”.



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Re-Open a Requisition The requisition Re-Open process allows you to reverse the State of a canceled requisition. The reasons for re-opening a requisition would be:

• If the requisition was canceled in error • Or, if the requisition should have been modified and resubmitted instead of canceled

Procedure

In this topic, the requisition was canceled by mistake. Your goal is to re-open the requisition for processing.

Step Action


2. Click the Manage Requisitions option. Alternatively select the Procurement Operations homepage and click the Manage Requisitions tile.

3. From the Manage Requisitions page, it may be necessary for you to enter one or more search keys to locate the requisition that you want to "Re-Open".

4. Notice, the State of the requisition is "Canceled". 5. To re-open a requisition, click the Select Action drop-down list for the requisition that

you want to re-open.

Step Action

6. Select Undo Cancel from the list.


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Step Action


Step Action

8. Click the Reopen Requisition button.

9. Notice, the State of the requisition is now "Open". 10. To return to the requisition to make changes, click the Select Action drop-down list.

11. Click the Edit list item. 12. Click the Go button. 13. The Edit Requisition - Review and Submit page is displayed. This page provides a

summary of the line items that were on the requisition that you re-opened. At this point, you can:

• Remove or add additional items • Modify the quantity and the price • Add accounting details • Save, budget check and then submit the requisition for approval



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View a Printable Version of Requisition The View a Printable Version of Requisition process enables you to print a copy of the requisition if necessary.

Procedure

In this topic, you will view a printable version of an existing requisition.

Step Action



3. From the Manage Requisitions page, it may be necessary for you to enter one or more search keys to locate the requisition that you want to "Print".

4. To View a Printable Version of a requisition, click the Select Action drop-down list for the requisition that you want to view.

Step Action 5. Select View Print from the list.



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Step Action

7. You can choose to display this report with or without the distribution details. The distribution details contain chartfield information.

Step Action

8. Depending on your browser, a new window or tab will open with the requisition displayed. To print the requisition, you can use the print option from the File menu, located in the menu bar.

Click the Close button to close the new window.



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Receive Order (Items) After a purchase order (PO) has been dispatched and the items delivered, the items must be received. The receiving process involves recording the items delivered and comparing the shipment to what was originally ordered through a purchase order. Departments can perform the desktop receiving process for items $5,000 or less.

Note: Desktop receiving can be accomplished by navigating to the Receive Items page or the Manage Requisition page.

Procedure

In this topic, you will record the receipt of six items from a vendor and create a receipt ID.

Step Action 1. Begin by navigating to the Manage Requisitions page. From the Navigator, click

Financials eProcurement menu. 2. Click the Manage Requisitions option. Alternatively, select the Procurement

Operations homepage and click the Manage Requisitions tile. 3. From the Manage Requisition page, it may be necessary for you to enter one or more

search keys to locate the requisition that you want to "Receive". 4. To receive an item, click the Select Action drop-down list for the requisition that

includes the items you want to receive.

Step Action 5. Select Receive from the list. 6. Click the Go button.


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Step Action 7. On the Add a New Value tab, click the Add button

Step Action

8. On the Select Purchase Order page, enter the PO ID number for the PO to be received.

9. Click the Search button to locate the receivable PO lines.


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Step Action

10. Select the PO line item to be received by checking the Selection Box.

11. Click OK.

Step Action 12. If necessary, update the Receipt Quantity to match what was physically received.

13. Click the Save button.


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Step Action 14. Notice, a Receipt ID number has been assigned and the Receipt Status has changed. A

Purchase Order might have multiple receipt IDs due to multiple shipments.


Documents

Manage Requisitions Training Guide - UTA · 2020-06-03 · The Manage Requisitions component in eProcurement provides you with the ability to track changes, review, edit, approve,