Purchasing
Goods and Services
Overview
In this session you will learn how to utilize the eProcurement Module
to create requisitions for purchasing goods and services.
The eProcurement topics covered in this session are:
• Creating a requisition
• Checking budget
• Printing requisitions for approval
Creating Requisitions
Before we get started with creating a requisition, we
need to find some information about our budget.
You’ll need to know the cost center (account
number) you want to use to make a purchase.
Lets find our budget
information by going to Main
Menu.
There are 3 categories in Budget Details we need to
fill-in. Business Unit, Ledger Group, and Cost Center.
1) Business Unit will always be UTPB1.
2) Ledger Group will always be OPE.
3) Now go ahead and enter your Cost Center.
You will notice the search results at the
bottom. Now lets identify the current Budget
Period which you can see highlighted.
There are 4 categories you will need to know to create a
requisition. Department, Fund Code, Function, and Cost Center.
Let’s go ahead and write down this information, in this case
PRSDNT, 3105, 700, and your cost center 31020000.
We are ready to create a requisition!
Business Unit will always be
UTPB1
Now we are at the opening screen.
Category 1, Define Requisition.
Requester will always be your name.
Click the magnify glass to find your
name if it does not show.
Requisition Name will be the name
you give this requisition so you can
easily identify it in case you need to
recall it at a later date.
Now lets click the triangle to the left
of Line Defaults.
You will notice an expanded list of
options after clicking the triangle. You will
always change default to override.
Now let’s find the vendor
which you can find
highlighted in the picture by
clicking the magnifying glass.
Put the Vendor’s name into the
Name category and click search.
You will always choose the
SHARED default location. Now
lets double click on the correct
Vendor ID.
If you are unsure of the Vendor search
results, always compare against the
“Vendor Cheat Sheet” that contains the
top 50 most used Vendors.
Now you are going to find your
buyer. This is the person who is
assigned to purchase for your
department. Click the magnifying
glass to the right of Buyer to find
your buyer. After you click on your
buyer’s name, you’ll see the section
populated with there number.
Lets take a look at the Category and Unit of
Measure which are highlighted in the picture.
These two categories will default all your items to
one category code or one unit of measurement.
For example, if all of the items you want to
order contain the item code 44120000 for
office supplies, you will want to enter
44120000 in this section so you don’t have
to manually enter 44120000 for each item
on the next screen, Add Items and Services.
On the other hand, if all the items you
want to order have different units of
measurements, you will want to leave that
section blank so you can enter it manually
for each item on the next screen.
Next, fill in the Due Date of when
you need your items to arrive.
Finally, you will put
your name and
your extension in
the space provided
for Attention.
Now lets fill in our budget information found
in Accounting Defaults. Location will be the
place you want your items delivered. This is
important for vendors who deliver directly to
your office or department.
With the information we received at the
beginning of this demonstration, lets fill in the
Fund, Dept, Cost Center, and
Function
Now we can click continue.
We are now finished with Category 1,
Define Requisitions.
This brings us to category 2,
Add Items and Services.
Lets click the Special
Request tab and click the
link Special Item.
Now we are ready to enter in the
items we want to purchase!
We will fill in the item description. You will
want to be as descript as possible so your buyer
and the vendor know exactly what item you
want.
We will also fill in the sections for Quantity,
Unit of Measure, Category (item code), and the
Vendor Item ID.
The Vendor Item ID will be the item number
that the vendor has assigned to the item you
want to purchase. Now that we have all the
categories that we need to fill in, we can press
the Add Item tab.
If you look in the top right hand
corner, you can see the item that
we just entered has been added to
PeopleSoft. As you enter each item,
PeopleSoft will keep a tally of all the
items you entered. Now that we
have all our items entered, we can
go to category 3, Review and
Submit. We’ll go there by clicking on
the Review and Submit link.
We are now finished with Category 2,
Add Items and Services.
Now we are at the final category, Review
and Submit. This is where you can review
the items you entered and make
corrections. For example, if you wanted to
enter a quantity of 2 for line item 1 instead
of 1, by clicking the link “FOAM CUPS, 8OZ”
will bring you back to the previous screen
with Add Items and Services to make
corrections.
Now that we’ve reviewed the items and
find everything correct, we’ll click the
bubble that is highlighted yellow so we can
upload our departmental approvals and
quotes, and fill in the comment sections.
The information you want to put in the
comments are any details that pertain to
your order. If available, this is where you
would put the quote number, our customer
ID number, UT Alliance number, vendor
email address, and their contact
information.
Next, you will always want to click Send to
Vendor and Show at Voucher.
Now that we have that information filled in,
we will click add attachments which is
highlighted in the picture so we can upload
our departmental approvals and quotes.
Clicking Add Attachments will
bring up this window. This is
where you’ll find the files that
contains your quote and
departmental requisition. Once
you find the file, double click it.
You can see PeopleSoft has
attached the quote. By clicking
attachments again, you can add
additional documents such as your
departmental approvals and any
other information that pertains to
the order you are creating. Now
that we have the comments filled in
and all our documents uploaded
and attached, we can click the OK
tab.
If you look at the bubble we just
clicked, you can see scribbly lines
indicating we have entered information
into this requisition.
Remember, all requisitions have
to contain an attachment of the
departmental approval and a
quote of the items in your order.
If you are missing either one of
these two items, your buyer will
not be able to process your
requisition until you provide this
information.
Now we are going to check our budget to
see if we have enough funds for this
requisition by pressing the Check Budget
tab that is highlighted in the bottom left
hand corner of the picture. If you have
enough funds in your account and all the
information you’ve entered is correct,
you’ll see the words Valid in green to the
right of Budget Check Status.
If you don’t have enough funds
or incorrect information, you’ll
see the words Error in red to the
right of Budget Check Status.
This could mean one of two
things which we will explain on
the next window.
If you receive a red colored Error after doing the budget check, it could mean one of two things. You don’t have
enough funds in your account or you have incorrect budget information. To recheck your budget information, click
on category 1, Define Requisition. This is the first screen you saw after you clicked Create Requisitions.
Scroll to the bottom to Accounting Defaults. Now check and make sure you have the correct Fund, Dept, Cost
Center, and Function. If you mistyped or forgot to enter in the information in any of these sections, your budget
check will fail. If you check your accounting defaults and everything is correct, and you still get a failed budget check,
contact the Budget Manager in Business Affairs.
The Last Step!
The last two tabs that you will use are Save & preview approvals and Save & submit. Save
& preview will save all your information, but will not submit it to your buyer. Using this option
will also allow you to save all your work and come back to it at a later time. Save & submit will
save all your information, lock it, and send it to your buyer. Once you use this option, you will no
longer be able to make any changes to the requisition. Always make sure you verify all your
information is correct and all your documents are uploaded before you press Save and submit.
Once you have clicked Save & submit, you will see a confirmation screen. By clicking the link View
printable version, we can print a copy of our requisition to have on file. Clicking Manage Requisitions will
allow you to check the status of your requisition which you can find more information on in the
presentation named Managing Your Requisition Guide. We are now done with creating our requisition
and this concludes the demonstration.