Creating Requisitions
Chapter 7
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Department Purchaser R12
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Creating Requisitions
Chapter 7 - Page 1
Creating Requisitions: Overview
Section Objectives
At the end of this chapter, you should be able to:

Create purchase requisitions online

Perform inquiries on purchase requisitions
Copyright University of Pittsburgh. All rights reserved.
Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 2
Creating Requisitions: Overview
Online Requisitions
Once you have access to PRISM, you should submit electronic instead of paper
requisitions for all allowable transactions

Process is quicker/more efficient

You can track the progress of the requisition through the system
Paper requisitions are still required for the following transactions (Refer to the Purchasing
website, Frequently Asked Questions for instructions on ordering the following)

Alcohol

Animals

Controlled Substance (Schedule III-V <$5,000 can be ordered from Butler Schein via
a PRISM PO)

Radioactive Materials (can be ordered in PantherBuy)

Leases for Equipment

Services Provided by University Departments
When to Use Requisitions

The price of goods is over the competitive bid limit of $5,000

The vendor is unknown

The requester needs help in selecting the proper item, supplier, etc.

You are purchasing software from a supplier other than the University’s Computing
Services department, regardless of the price
Copyright University of Pittsburgh. All rights reserved.
Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 3
Requisition Components
REQUISITION COMPONENTS
Req
Document
Number
Document
Details
(Header)
Preparer
$
$5,100
Item Number/
Description
Price
Quantity
Currency
SALE
SALE
Request
Details
(Lines)
SALE
Internal
Deliver-To
Location
Source: Supplier
Nov
21
Need-By
Date
Suggested
Buyer
Distributions
Distributions
Accounting
Distributions
Accounting
Distributions
Requestors
Supplier
Item
Number
Copyright University of Pittsburgh. All rights reserved.
Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 4
Requisition Components
Components of a Requisition
Document Details

Header

Line

Requester and Location (Ship-To)

Supplier (optional)

Distributions
Requisition Workflow

After the requisition is approved in the department it automatically forwards to the
purchasing department, and will be assigned to a particular buyer depending on
commodity group and category of the item(s).

The PRISM requester will receive an email when the requisition is received by
purchasing services and assigned to a buyer.

The buyer in Purchasing Services, after getting competive bids, if necessary, will
convert the requisition into a Purchase Order.

The PRISM requester will receive a second email when the requisition is converted to
a PO.

The buyer in Purchasing Services appproves the PO, and faxes it to the vendor.
Sending Backup Documentation to Purchasing Services

Prior to submitting an electronic requisition to Purchasing Services, all supporting
documentation must be attached (see Chapter 7, pg. 21 for instructions).

Supporting documentation includes such things as quotes, brochures, pictures, and
the Directed or Sole Source Justification form.

Record the requisition number on all supporting documentation.
 Save supporting documentation as a .pdf file before attaching to a requisition.
 Note: Supporting documentation may also be attached to departmental Purchase Orders,
however, attached documents are for the department’s internal records only (To Payables,
To Buyer, To Approver). The PRISM system does not send any file attachments to the
supplier during the standard email or faxing process.
Copyright University of Pittsburgh. All rights reserved.
Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 5
Requisitions: Entering Information
Create a Purchase Requisition to request four Sony Digital Cameras. Leave the
supplier selection up to the Purchasing Services buyer.
1.
Navigate to the Requisitions window
Oracle Purchasing
N  Requisitions  Requisitions
Requisitions
2.
Tab to the Description field
 Type field defaults to Purchase Requisition
 Preparer field defaults to the name of the person entering the information
3.
Enter Description
 Sony Digital Camera / Dr Connor
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Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 6
Requisitions: Entering Information
4.
Tab to the Items region
5.
Click in the Category field to open the flexfield and enter the following information:
 Commodity Group
Photographic
 Category
Equipment
6.
Click on OK
7.
Enter the remaining information in the Items region, using the LOV where available
 Description
#MVC-FD95 Sony Digital Camera
 UOM
Each
 Quantity
4
 Price
1299.95
 Need-By
One month from today
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10/1/2014
Creating Requisitions
Chapter 7 - Page 7
Requisitions: Entering Information
8.
Notice the following information
 Requester name defaults to person entering the Requisition
 Organization defaults to Univ of Pittsburgh
 Location defaults to Requester’s location – this becomes the Ship-To field in the
Purchase Order
9.
Click on the Distributions button
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10/1/2014
Creating Requisitions
Chapter 7 - Page 8
Requisitions: Entering Information
10. Notice that the Quantity value defaults from Items region
11. Enter Charge Account
 02.49202.6020.00000.000000.00000.00000
12. Save your work
 Requisition must be saved before you can proceed to the Approve Document window
13. Close the Distributions window
14. Click on the Approve button
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10/1/2014
Creating Requisitions
Chapter 7 - Page 9
Requisitions: Entering Information
15. Notice that the Submit for Approval box is checked
16. Click on OK
17. Acknowledge any message you get
Requisition status changes to:

Approved if the $ Amount is within your limit

In Process if the $ Amount exceeds your limit
Once the requisition status is Approved:

The system automatically forwards the requisition to a requisition pool

From the requisition pool, it is assigned to a specific Buyer in Purchasing Services
Copyright University of Pittsburgh. All rights reserved.
Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 10
Requisition Inquiries
Finding Requisition Information
Use the Find window to:

Find and access the Requisition Headers Summary window.

Perform requisition inquiries at header, line, or distribution levels.
Use the Requisition Headers Summary window to:

View the purchase order number.

View requisition header information.

Access requisition line and distribution information.

Access the Requisitions window for entry of new document.

View any changes that the buyer may have made to the requisition.

View purchase order information, if the requisition has been placed on a purchase
order.

View the quantity that has been received.
Copyright University of Pittsburgh. All rights reserved.
Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 11
Requisition Inquiries
Use the View Action History window to:

See who has approved or rejected the requisition

See any corresponding notes the approver has provided
The View Action History window can be accessed from any of the following Requisition
windows:

Requisition Headers

Requisition Lines

Requisition Distributions

View Requisitions
Copyright University of Pittsburgh. All rights reserved.
Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 12
Find Requisitions
Perform an inquiry on the Sony Digital Camera Requisition that you created in this
chapter.
1.

You can enter as much criteria as desired to search for requisitions.

The more information you include the more restrictive is the search.
Navigate to the Find Requisitions window
Oracle Purchasing
N  Requisitions  Requisition Summary
Find Requisitions
2.
Enter the desired search criteria
 Requisition Number
Copyright University of Pittsburgh. All rights reserved.
Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 13
Find Requisitions
3.
Click on the Find button to initiate the search and open the Requisition Headers Summary
window
From this window you have the option to choose:

The Lines button to open the Requisition Lines Summary window

The New button to open the Requisitions window and create a new Requisition

The Open button to open the Requisitions window and view the requisition
If the Approval Status is Cancelled, Approved, In Process, or Pre-Approved, clicking on
the Open button will result in the following error message, and the requisition will not
open.
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Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 14
Find Requisitions
4.
Use the scroll bar to view the Header information
5.
Click on the Lines button
6.
Use the scroll bar to view the Line information
7.
Find the Order Number field
 This is where the Purchase Order # will appear once the Requisition is created into a
Purchase Order
8.
Click on the Distributions button
9.
Use the scroll bar to view the Distributions information
10. Return to the Navigator window
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Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 15
View Action History
View the action history of the Sony Digital Camera Requisition that you created in this
chapter.
1.
Navigate to the Find Requisitions window
Oracle Purchasing
N  Requisitions  Requisition Summary
Find Requisitions
2.
Enter the desired search criteria
 Requisition number
3.
Choose Tools from the menu bar
4.
Select View Action History
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Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 16
View Action History
View Action History window displays:

Sequence number of the approval action

Date of the approval action

Revision number if applicable

Action performed
 Approve
 Cancel
 Forward
 Reject
 Submit

User who performed the action

Notes
When the Action field is blank, the Performed By field displays the name of the user in
whose approval queue the document currently resides.
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Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 17
Lab 7: Create a Purchase Requisition
Create a Purchase Requisition for the purchase of six microscopes for the Orthodontics
Clinic Lab. Sole-Source it to B&B Microscopes.
NOTE: Sole-Sourcing will require a Directed or Sole Source Justification Form.

Header Description
Microscopes / Orthodontics Clinic

Commodity Group
Scientific

Category
Equipment

Description
#LMG-022481 Microscope

UOM
Each

Quantity
6

Price
$850

Need-By
One week from today

Supplier
B&B Microscopes

Site
Pittsburgh

Contact
Cust Svc, Fax

Charge Account
05.49202.6020.00000.002690
Include the following notes:
 Inform the buyer that you faxed the Single or Sole Source Justification Form to
Purchasing Services
 Inform your approver that these microscopes are for the student lab
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Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 18
Lab 7 Solutions: Create a Purchase Requisition
Completed Requisition
(Make sure you use the LOV to enter the Supplier Name. If you don’t, the
system will not find the Site or Contact info.)
Note to Buyer
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Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 19
Lab 7 Solutions: Create a Purchase Requisition
Distributions Region
Approve Document window
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Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 20
Attaching Files
Attach an electronic copy of the Sole Source Justification form to the B&B Microscope
requisition created in Lab 7.
1.
Navigate to the Requisition Summary to Requisitions window
Oracle Purchasing
N  Requisitions  Requisition Summary
Requisition Summary to Requisitions
2.
Keep the cursor in the Header region
3.
Select the Attachments icon
4.
Notice that the Attachments window is now open
from the toolbar
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Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 21
Attaching Files
5.
Tab to the Category field
6.
Select a Category
 To Buyer
7.
Enter a Description
 Provide a meaningful and unique name for this attachment
8.
Use the LOV to select a Data Type
 File
9.
Click on OK to open the File Upload Form
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Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 22
Attaching Files
10. Click on the Browse button to locate the desired file
11. Click on the
or
until you reach the directory where the file is located.
12. Select the desired file
13. Click on the Open button to return to the File Upload Form
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10/1/2014
Creating Requisitions
Chapter 7 - Page 23
Attaching Files
14. Notice that the file name is listed in the File field
15. Click on OK for the system to upload the file and return to the File Upload Form window
16. Close the File Upload Form window – notice that a Decision box is displayed
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Department Purchaser R12
10/1/2014
Creating Requisitions
Chapter 7 - Page 24
Attaching Files
17. Click on Yes to return to the Attachments window
18. Save the attachment
19. Close the Attachments window to return to the Requisition window
20. Take the appropriate Approval action
21. Return to the Navigator window
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10/1/2014
Creating Requisitions
Chapter 7 - Page 25