Requisition and Receiving Course
Requisition and Receiving Course
Procurement
Revised February 2016
Welcome
•
Overview
•
Housekeeping
•
Introduction of
speakers
Page 1
Today’s Agenda
• Chart of Accounts/Cross
Walk
•
Creating a Special Request
for a Project
• Creating Requisitions
•
Creating a Special Request
using Multiple Distributions
•
Creating a Dell Punchout
•
Lunch Break
•
Creating a Change Order
•
Managing Requisitions
•
Purchase Orders
•
Receiving
• Creating a Special Request
• Item Descriptions
• Categories
• Creating a Special Request
for Amount Only
• Creating a Special Request
for an Asset
Page 2
NEW ORG CODE - CHART OF ACCOUNTS - CHARTFIELDS - FOR PEOPLESOFT
Business Unit
XXXXX
Account
XXXXX
Operating Unit
XXXXX
Fund
XXXXX
Department
XXXXXX
Class
XXX
Product
XXXX
New Field:
Currently Known As:
Currently Known As:
Currently Known As:
Currently Known As:
Currently Known As:
New Field:
USC Legal Netity
Object Codes
Fund
Department
Program + SubProgram
Reflects Terms
WHICH
WHAT
Campus +
Responsibility
WHO
WHERE
WHO
HOW
WHEN
Res pons i bl e
entity?
a re we doi ng wi th our
dol l a rs ?
i s s pendi ng the funds ?
i s the Fundi ng?
i s s pendi ng the funds ?
a re we s pendi ng the funds ?
i s the rel a ted term?
• Assets
•Expenses
•Revenues
Examples:
10205, 54580, 40151
Same as current with
cleanup
• Finance
• Law School
• Aiken
Examples:
CL010, CL043, AK000
same as current respon
codes adding campuses
Required on all
transactions
Required on all
transactions
• USC01
Required on all
transactions
Add these 3
fields for Grant
funded
purchases
• State
• Endowment
• Grants
Examples:
A0001, VP580, F1000
Same as current with
some enhancements
Required on all
transactions
• Chemistry
• MDG OB/GYN
• Art
Examples:
130200, 161100, 125100
similar to current for some
departments, different
range for others
Required on all
transactions
REQUIRED for Sponsored, Construction & Internal Projects
PC Business Unit
XXXXX
Project ID
XXXXXXXX
Activity ID
XXXXXXXXX
WHY
WHY
WHY
a re we s pendi ng the
funds ?
a re we s pendi ng the
funds ?
a re we s pendi ng the funds ?
• Sponsored Programs
• Construction Projects
• Internal Projects
Examples:
USCSP, USCCP, USCIP
• Grants
• Capital Projects
• Internal Projects
Examples:
INCENTIV, ASPIRE,
10000054, STARTUP
Required only for
Required only for
Capital Projects,
Capital Projects,
Sponsored Programs & Sponsored Programs
Cost Share, Internal
& Cost Share, Internal
• Default
• Type
• USC ID
Examples:
1, ELC, U15678113
Required only for Capital
Projects, Sponsored
Programs & Cost Share,
Internal Projects
• Instruction
• Scholarships
• Research
Examples:
101, 901, 202
currently "behind the
scenes for dept/fund now a separate field
Required on all
transactions
• SUMMER 1
• FALL
• SPRING
Examples:
SUM1, FALL, SPRG Provides
an additional level to show
funds without separate
revenue codes or dept/funds
Used on term specific
Transations ( from Banner)
OPTIONAL
Cost Share
XXXXXXXX
i s the tra ns a ction cos t s ha re?
• Grants
• Tag the transaction with the
respective grant project ID
Examples:
20034005
Optional to code transactions
related to cost share of
Sponsored Projects
Page 3
Using the Cross Walk
Use this Cross Walk page to enter old accounting
information such as Department and Fund to identify your
new Chartfield equivalents.
http://webapps.uts.sc.edu/PS/eprocurement/eprorequisitioner/data/toc.html
Navigation Path: Main Menu→USC Conversion→USC Chartfield
Mapping→USC Department/Fund Inquiry
Page 4
Creating Requisitions
• Most of your requests for purchase will start with a requisition.
• There are several types of requisitions that will be
demonstrated.
• If a blanket PO is needed, this will also be entered as a
requisition with comments.
• In instances where documentation is needed along with a
requisition, you now have the ability to add this documentation
directly to the requisition as an attachment.
Page 5
How to Create a Special Request
for Quantity
Most of your requests for purchase will start with creating a
Special Request. Begin by using the Requisition Settings page to
enter information that applies to the entire requisition.
Scenarios for when to use Quantity:
 Goods Example: Amounts Greater than “1”
 Direct Pay (Old DEV Types) Examples: One Lot, and Quantity of “1”
Navigation Path: Main Menu→eProcurement→Requisition
1. Click in the Requisition field and type a name for the requisition. This name
can help you identify this requisition as it flows through the system.
Page 6
How to Create a Special Request
for Quantity
2. The Default option is always selected. Keep this option if you would
like to keep the information already populated on the Requisition
Settings page, or if you need to populate the fields.
 If you want to change a field or fields that are already populated for you, click
the Override option. ( Note: Not all requesters have predefined values for
these fields.)
Page 7
How to Create a Special Request
for Quantity
3. Add the Accounting information in the Accounting Defaults section,
if the fields are empty. You can use the Crosswalk page to enter old
accounting information such as Department and Fund to
identify your new Chartfield equivalents.
 Required fields are: GL Unit, Operating Unit, Department, Fund, Account,
and Class.
4. Click the OK button.
Page 8
How to Create a Special Request
for Quantity
Use the Create Requisition page to create a Special Request for
goods or services needed.
5. Click the Special Request link.
Page 9
How to Create a Special Request
for Quantity
Use the Item Description field to identify your requisition when it is
submitted / approved.

Item Descriptions should include a detailed description of what you are buying from
the supplier. These specific details should come from the quote you received from
the Supplier.

An example of a line description:
Incomplete description: 2-Ply Jumbo Rolls
Complete description: Toilet Paper, 2 Ply, Jumbo Roll, white, 1000 per roll,
Roll width 3.50”, roll diameter 8.8 core, 3.3” diameter
•
For the following requests add the bolded information in the Item Description field:
o Blanket Purchase: BPO
o Change Order: CO to PO2-xxxxx(last 5 digits of the PO)
o Old DEV Types: Direct Pay
o Bid: Bid Waste Contr, Bid HVAC Repl, or CS Bid (Construction)
Page 10
How to Create a Special Request
for Quantity
6. Click in the Item Description field and add a detailed description of
the item you are requesting.
7. Click in the Price field and enter the price of the item.
8. Click in the Quantity field and enter how many of that item you need.
9. Click the Category Lookup button to find an appropriate category
Page 11
How to Create a Special Request
for Quantity
Use the Category Lookup button to search for a description of the
item you are purchasing.
 Selecting the correct Category for your requisition is important.
 The Category defaults the Account Number into the Requisition. If you
select the wrong category, other processes will also be incorrect, for
example Workflow.
 Categories 9990, 9991, 9992 & 9993 should never be used; they are
reserved for SAM office use.
 Most Category Codes are numeric (i.e. 207, 425, 578) and are used for
purchasing expenses.
 Categories that start with alpha characters (i.e. COMPUTERS,
FURNITURE, TECHEQUIP) are to ONLY be used when purchasing a
Capital Asset. A Capital Asset is an item that is individually greater than
$5,000, and expected to be depreciated for more than 2 years. These items
are recorded to 562xx account numbers.
Page 12
How to Create a Special Request
for Quantity
10. Click the Find button to retrieve a list of all categories
available.
11. Scroll through the Categories to find the appropriate option. Click
the Category link.
Page 13
How to Create a Special Request
for Quantity
12. Click the Choose a Date icon to select a date.
13. Click the Day you would like to receive the item.
Note: You can use the dropdown arrows to
select a different month and year.
Page 14
How to Create a Special Request
for Quantity
Use the Supplier Lookup button to search for the supplier you are
purchasing the item/items from.
● Prior to submitting a requisition the Supplier should be in the PeopleSoft database.
Use the following navigation to see of a supplier is already in the
PeopleSoft database:
Main Menu → Suppliers → Supplier Information →Add/Update → Supplier
1. Click in the Supplier Name field and enter the name of the supplier.
2. Click the Search button.
Page 15
How to Create a Special Request
for Quantity
3. Click the Link for the Supplier you want to view information for.
 Use the Summary page to view Supplier information. If a supplier status is
approved, then it is available to use on a requisition.
Page 16
How to Create a Special Request
for Quantity
 Submit W-9’s to Purchasing
o Savannah Hulon
hulon@mailbox.sc.edu
803-777-4117
o Anita Thatch
Thatcha@mailbox.sc.edu
803-777-2026
 W-9’s and Supplier Packets are located at:
http://purchasing.sc.edu/forms.shtml
 Once the supplier has been added and approved then you can complete your
requisition.
Page 17
How to Create a Special Request
for Quantity
14. Click the Supplier Lookup button to select a supplier.
15. Click in the Name field and enter any number of letters relating to
the suppliers full name.
16. Click the Find button.
Page 18
How to Create a Special Request
for Quantity
17. Click the Supplier ID link to select a supplier.
 As you can see, clicking the Supplier ID link populated the Supplier ID and
Supplier Name fields.
Page 19
How to Create a Special Request
for Quantity
18. Click the Add to Cart button.
 When you click the Add to Cart button, the item is placed in the Shopping
cart and all of the fields are cleared. You can add another item to the request
by completing steps 6 thru 18 again. Each additional item will add a new line
to the request, creating a Multi-Line Requisition.
19. Click the Checkout button.
Page 20
How to Create a Special Request
for Quantity
Use the Checkout – Review and Submit page to save the
requisition and submit it for approval immediately or save for
later.
 Add more items to the request
 Edit the quantity
 Add comments and attachments
 Change accounting line information
 You can also enter justification for requiring approval for the
requisition
Page 21
How to Create a Special Request
for Quantity
 You can upload Attachments and add comments to your line item. This
allows your approvers to see the attachments as well as the buyers in
Purchasing.
 Note: This is probably the most common problem in delaying a purchase
order to be approved and dispatched.
20. Click the Add Comments and Attachments link.
Page 22
How to Create a Special Request
for Quantity
21. Click in the Use Standard Comments field and enter a comment
you would like supplier, approver, and buyer to see.
22. If you want the supplier to see the comment, click in the Send to
Supplier box to select it.
23. Click the Add Attachments button.
Page 23
How to Create a Special Request
for Quantity
24. Click in the Browse button.
25. Click the file you want to attach to the request.
26. Click the Open button.
Page 24
How to Create a Special Request
for Quantity
 The squiggle lines inside the bubble indicate there is a comment.
 The paperclip indicates there is an attachment.
27. Click the Check Budget button.
28. Click the Save and Submit button.
Page 25
How to Create a Special Request
for Quantity
A requisition ID has been created and the approval process has started.
•
Page 26
Creating a Special Request for Quantity/
Adding Comments and Attachments Exercise
Page 27
How to Create a Special Request
for Amount Only
Creating a Special Request for Amount Only.
 Scenarios for when to use Amount Only:
o Services such as All Construction Services, Account Code of 52070, Category
Code 936, and Consulting Services
o All Blanket Purchase Orders
o Sam Office
o Utilities
o Direct Pay (Old DEV Types)
Example: One Lot
 To create a special request for Amount only follow Special Request steps 1
thru 7
 For Step 8, click in the Quantity field and enter a quantity of “1”.
Page 28
How to Create a Special Request
for Amount Only
 Continue with Special Request steps 9 thru 19.
 An Amount Only Request requires additional steps on the Checkout –
Review and Submit page.
Page 29
How to Create a Special Request
for Amount Only
 These additional steps are:
o Click the Details icon.
o Click the Amount Only box to select it.
Page 30
How to Create a Special Request
for Amount Only
o Click the OK button.
o Click the Yes button to accept that the quantity will be set to a quantity of 1 for an
amount only line.
 To complete the request, continue with Special Request steps 20 thru 28.
Page 31
How to Create a Special Request
for an Asset
Creating a Special Request for an Asset.
 It is important to remember that a Capital Asset is an item that is
individually greater than $5,000, and expected to be depreciated for
more than 2 years. These items are recorded to 562xx account
numbers.
 To create a special request for an Asset follow Special Request steps
1 thru 10.
 For Step 11, select a Category that starts with alpha characters (i.e.
COMPUTERS, FURNITURE, TECHEQUIP). These categories are to
ONLY be used when purchasing a Capital Asset.
 Continue with Special Request steps 12 thru 26.
Page 32
How to Create a Special Request
for an Asset
 A Special Request for an Asset requires additional steps on the Checkout –
Review and Submit page.
 These additional steps are:
o Click the Show Ship To and Accounting expand button.
o Click the Expand section Accounting Lines button.
Page 33
How to Create a Special Request
for an Asset
o Click the Asset Information 2 tab.
o Click the Capitalize box to select it.
 To complete the request, continue with Special Request steps 27 thru 28.
Page 34
Creating a Special Request for an Asset
Exercise
Page 35
How to Create a Special Request
for a Project
Creating a Special Request for a Project.
 To create a special request for a Project follow Special Request steps
1 thru 2.
 For Step 3, enter three additional Chartfields for projects. These are
PC Business Unit, Project and Activity.
 To complete the request, continue with Special Request steps 4 thru 28.
Page 36
How to Create a Special Request
using Multiple Distributions
Creating a Special Request using Multiple Distributions.
 To create a special request using Multiple Distributions only follow
Special Request steps 1 thru 26.
 A Special Request for an Asset requires additional steps on the
Checkout – Review and Submit page.
Page 37
How to Create a Special Request
using Multiple Distributions
 These additional steps are:
o Click the Show Ship To and Accounting Lines expand button.
o Click the Expand Section Accounting Lines button.
o Click the Dropdown arrow and select Amt. This will allow you to split the
percentage/amount of the request between more than one account.
Page 38
How to Create a Special Request
using Multiple Distributions
o Click the Add a New Row at Row 1 button.
o Click in the Percent field for Line 1 and change it to 50.0000.
o Click in the Percent field for Line 2 and enter 50.0000.
Page 39
How to Create a Special Request
using Multiple Distributions
o Click the Chartsfield2 tab.
o To charge a different account for Line 2, click in the Account field and change
the account to 52070.
 To complete the request, continue with Special Request steps 27 thru 28.
Page 40
How to Create a Dell Punchout
As the requisitioner, you can shop on the Dell website using the Dell
Punchout link in PeopleSoft.
Navigation Path: Main Menu→eProcurement→Requisition
 Begin by using the Requisition Settings page to enter information that
apply to the entire requisition. Be sure to add your accounting information at
the bottom of the page.
1. Click the OK button.
Page 41
How to Create a Dell Punchout
Now let’s punchout to Dell’s Premier website:
2. On the Create Requisition page, click the Dell Punchout link
in the Web section of the page.
Page 42
How to Create a Dell Punchout
As you can see, the link brought you directly to USC’s Dell Premier
website.

When punching out, a second window will open and this message appears. It is
important to keep this window open to ensure that you are brought back into
PeopleSoft when you click the Submit a Requisition button in the Dell website.

If a sign-in page appears, you will have to update your web browser. Doing this will
take you directly into USC’s Dell Premier page where a sign-in will not be required.
(Steps for updating your web browser can be found on the Resource page of the
PeopleSoft website in the eProcurement section.)
Page 43
How to Create a Dell Punchout
3. Select the items you would like to purchase.
4. Click the Add Selection To Cart button.
Page 44
How to Create a Dell Punchout
5. Review/edit the order, then click the Create Order Requisition
button.
Page 45
How to Create a Dell Punchout
6. Select the No charge delivery option.
7. Select the No, I will not be exporting option. If you do not select an
option here, a popup window will prompt you to do so.
8. Click the Continue button.
Page 46
How to Create a Dell Punchout in
PeopleSoft
9. Then click the Submit Order Requisition button in the Order
Summary box.
Page 47
How to Create a Dell Punchout
Now you are back in PeopleSoft.
 Use the Checkout – Review and Submit page to complete your
purchase.
•
Page 48
How to Create a Dell Punchout in
PeopleSoft
 The Globe icon indicates the line was brought in from the Dell Premier
website.
10. Click the Check Budget link.
11. Click the Save & Submit button, to create a Requisition ID.
Page 49
Lunch
Page 50
How to Create a Change Order
After submitting a requisition circumstances can change. You
may need to change the original requisition, such as changing
the quantity ordered or the dollar amount for a service needs to
be adjusted.
The current process for making a Change Order is as follows:
1. Create a new requisition for the adjusted quantity or amount
 Note: If there is a threshold of $10,000, contact the Buyer on the
original Purchase Order. It is considered good practice to notify the
Buyer for all other change orders as well.
Page 51
How to Create a Change Order
2. Be sure to type CO to PO# 2-xxxxx in the Item Description
field on the new requisition.
o xxxxx = the last five digits of the PO#
•
Page 52
How to Create a Change Order
3. Once the new Requisition has been budget checked and
approved, inform the Buyer on the original Purchase
Order. This will prompt them to look for the new
requisition with the additional quantities or amounts.
Page 53
How to Manage Requisitions
Use the Manage Requisitions page to:
 Edit prior to approval
 Copy a requisition
 Cancel a requisition before the PO has been dispatched
Navigation: Main Menu → eProcurement → Manage Requisition
 This is one of our favorite locations to see what is happening to an order.
Page 54
How to Manage Requisitions
 Below is an example of a Requisition Lifespan.
 The Requisition Lifespan section displays the business process
flow for requisition with links to various documents. Stages in the
requisition lifespan that are complete or in progress are highlighted
with active links. Click on an icon to open up detailed pages; for
example, when the Purchase Orders icon is enabled, click it to
access the Purchase Order Information.
Page 55
How to Manage Requisitions
 Click on the Purchase Order icon to see line one of the requisition.
 On this page you can see the Requisition #, Purchase Order #, and the
buyer.
 You can click on all of the active icons to see additional information.
Page 56
How to Manage Requisitions
 Use the navigation arrows to cycle through each line individually or click the
View All link to see the PO information associated with each requisition
line.
Page 57
How to Manage Requisitions
If you need to cancel a line, you can do that on the Manage Requisition page. To
cancel a line on a requisition:
1. Enter your Requisition ID in the Search Criteria section of the page. To
cancel a requisition it should have a status of Open or Pending.
2. Click the Search button.
3. Click the Expand button to open the lifespan for the requisition.
4. Click the
for the line you would like to cancel.
 When you cancel a line, you always need to budget check. You can do this by using
the Go dropdown arrow, and select Check Budget from the options.
Page 58
How to Manage Requisitions
To Cancel a Requisition on the Manage Requisition page:
1. Enter the Requestor or Requisition ID in the Search Criteria.
2. Click the Search button.
3. Click Cancel in the Select Action dropdown list.
4. Click the Go button to open the Requisition Details page.
5. On the Requisition Details page, click the Cancel Requisition button.
Page 59
How to Manage Requisitions
 Your requisition has been updated and on the Lifespan under Request
State it says “Canceled”.
 Notice the budget is at $0.
Page 60
How to Manage Requisitions
To see the Approval workflow for a requisition:
1. Click the Dropdown arrow.
2. Click Approval from the dropdown list.
3. Click the Go button to open the Approval Status page.
Page 61
How to Manage Requisitions
To Edit a requisition before it has been approved:
1. Click the Dropdown arrow.
2. Click Edit from the dropdown list.
3. Click the Go button to open the Edit Requisition-Review and
Submit page.
4. On the Edit Requisition – Review and Submit page you can
change the add more items, change the quantity, add comments and
attachments, and delete the line.
Page 62
How to Manage Requisitions
5. Click the Check Budget button.
6. Click the Save and Submit button.
Page 63
How to Manage Requisitions
To copy a requisition:
 Copying an existing requisition eliminates redundant data entry by using an
existing requisition as a template. You can select and copy any requisition,
regardless of its status (Denied, Canceled, Approved, etc.).
1. Click the Dropdown arrow.
2. Click Copy from the dropdown list.
3. Click the Go button.
Page 64
How to Manage Requisitions
4. On the Checkout – Review and Submit page make edits to the
requisition by adding additional items, changing the quantity, adding
comments and attachments, updating Accounting information.
5. Click the Check Budget link.
6. Click the Save and Submit button.
Page 65
How to Manage Requisitions
To view a printout of requisition information:
1. Click the Dropdown arrow.
2. Click View Print from the dropdown list.
3. Click the Go button.
Page 66
Managing Requisitions Exercise
Page 67
Purchase Orders
Although the Purchase Order link is active in the life span
illustration, please remember the following:
 The PO is not valid until the status is Dispatched.
o The PO number should not be communicated to anyone, especially
vendors prior to being in a Dispatched status.
o A procurement is considered unauthorized (illegal) if the status is
not Dispatched.
 The official PO is issued by the Purchasing department.
o Departments wishing to print a PO should use the Print Screen
functionality to do so.
Page 68
Why is it important to Receive in
PeopleSoft
● Receiving in PeopleSoft is an important part of the 3 Way Matching rule
within PeopleSoft. It compares vouchers with purchase orders and receiving
documents.
● 3 Way Matching is a control measure used to ensure that you pay for only
the goods and services that you order and receive.
● Receiving your requested goods and service is the trigger for Accounts
Payable to pay and how much to pay.
● If the lines on the Purchase Order, Receipt, and Voucher do not match,
payment will not be made.
● Receipting is required on all purchases, except for the following:
o Utilities (SCE&G, Verizon, AT&T, etc.) and SAM Office
o Direct Pay (Old DEV Types)
Page 69
How to Receive using the Add/Update
Receipts Page
If you are the Requisitioner or the individual who received the goods or
service, you can receive on the Add/Update Receipts page.
Navigation Path: Main Menu → Purchasing → Receipts →
Add/Update Receipts
Follow the steps below to receive on this page:
1. Click the Add a New Value tab and then click the Add button.
2. Click the Add button.
Page 70
How to Receive using the Add/Update
Receipts Page
3. Click in the PO ID field and type in a PO ID.
4. Click Search button.
Page 71
How to Receive using the Add/Update
Receipts Page
5. Select the lines you want to receive and click OK.
6a. In this example, identify the quantity received and click Save. ( Note: If you
received only 18 of the 20 items be sure to indicate this in the Receipt Qty field
before clicking the Save button.)
Page 72
How to Receive using the Add/Update
Receipts Page
6b. In this example, identify the amount received and click Save.
Page 73
How to Receive using the Add/Update
Receipts Page
7. Go to the Document Status page, to view the Receipt.
Navigation Path: Main Menu → Purchasing → Purchase Orders →
Review PO Information → Document Status
Page 74
Entering Receipts Exercise
Page 75
Next Steps
● Access the training UPKs on the PeopleSoft website for more
practice.
● Make sure your name is on the roster to get credit for attending
today’s session.
Page 76
Where to find Additional Resources
Page 77
Questions
● If you have any additional questions please email them to
PSTRAIN@mailbox.sc.edu.
● This presentation is also available to download on our PeopleSoft
Training website.
Page 78
Thank You!
Page 79