MyDU ONLINE REQUISITION TRAINING

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1 MyDU Requisition Training pg. 1 MyDU ONLINE REQUISITION TRAINING Director: Ann Kirklin, MBA x4170 Reqs & PO s: Leonora Byrd x4384 May 2013

2 Log on to the internet, DU homepage. Go to a click on mydu. MyDU Requisition Training pg. 2

3 MyDU Requisition Training pg. 3 Enter you ID number, which is your employee ID number. If you ve already established a password, enter it. If you haven t, the universal password is

4 MyDU Requisition Training pg. 4 If you entered the universal password, click on personal info, and then click on the password tab. This is where you will go to change your password. Enter the old password, a new password, then the new password again to confirm it. Click save, and you may start using your new password. There is even a spot for a password hint to help you out in case you may forget you new password.

5 MyDU Requisition Training pg. 5 Under password hint, you can type in a hint question related to your password and the answer and save it. If you forget you password, you will get an to supply your answer and you will be able to get a new password and change it to what you want.

6 Click on the Finances tab. MyDU Requisition Training pg. 6

7 The Requisition and Purchasing, under the PO Portlets will automatically populate. MyDU Requisition Training pg. 7

8 MyDU Requisition Training pg. 8 Before you go into requisition processing, you will click on the GL Portlets and go over GL Accounting information. This way you can make sure you have the funds available to make your purchase. Click on the GL Portlets tab.

9 MyDU Requisition Training pg. 9 From this screen, you are able to lookup your GL Account information. Under the drop-down arrow, you may check your account for the Full Annual which is the full year, Period Range you will need to enter a beginning and ending period. Do not use the title No Budget Information.

10 MyDU Requisition Training pg. 10 In most cases, you will choose Full Annual. Click on the Partial Acct. # tab. Enter your Cost Center. If you know your full account number, you may click on the Full Acct. # tab. Also, if you know the Object code of the item you are ordering, you may enter it here. Click on Select a Year arrow and choose the most current year. Since we are on a fiscal year period, your beginning period will be July Period 01 and your End Period will be June Period 12. Notice, when you go to this screen, the periods will default for Begin and End period of July Period 1.

11 MyDU Requisition Training pg. 11 This is your budget page. Everything is in real time. The first column is all the account numbers associated with the cost center you entered, the second column is a description of the object codes, which are the last four numbers of your account number. Then you have your Unposted Balance, your Posted Balance, Encumbrances, Total amount charged Against your Budget, the Total Annual Budget and whether your are Over or Under Budget.

12 MyDU Requisition Training pg. 12 Highlighted, is the line we will work from. Click on the amount $ , which is the amount against the budget, it will open and show the details of the invoices paid against this line item.

13 This is a detailed list of all the invoices that s been paid on this account, totaling $ MyDU Requisition Training pg. 13

14 MyDU Requisition Training pg. 14 This screen shows all encumbrance and unencumbrances for this account. Notice, there is a negative total for this Encumbrance area. You will find this to happen if a purchase order is issued and paid in separate fiscal years.

15 MyDU Requisition Training pg. 15 The total against the budget is the total amount paid against the budget line. It is the Posted Balance minus the Encumbrances.

16 Total Annual Budget is the amount that was budgeted for each line. MyDU Requisition Training pg. 16

17 MyDU Requisition Training pg. 17 The last column is to let you know whether or not you are Over/Under Budget. As you see, we are under budget on this line.

18 MyDU Requisition Training pg. 18 Now, under the column that says Total Annual Budget, if it is zero, you cannot enter your requisition using that budget line. You will then notify the Budget Director to decide where you can transfer money from a line that has funds available to the line pertaining to the purchase you would like to make.

19 MyDU Requisition Training pg. 19 At the very bottom of the page, you get the Complete Totals. This is the complete budget totals.

20 MyDU Requisition Training pg. 20 Once you are satisfied that you have funds available to make your purchase, it is now time to enter your requisition. Click on PO Portlets on the far left side of the page.

21 MyDU Requisition Training pg. 21 Click on Requisition Entry. This is where you will begin entering your requisition. Notice, the Entered Date defaults to the current date. The Need by Date defaults to 30 days in the future. There is never a need to change the date you enter your requisition. You may change the date needed. Purchasing requires at least 3-5 days from the date of the last approver to convert the requisition to a Purchase Order.

22 MyDU Requisition Training pg. 22 Enter a Description. This is a brief description of your total order; i.e. office supplies; computer equipment; membership dues, etc. This space only holds 40 characters, but it is what your Approver will see initially when they go to their screen to approve your requisitions.

23 MyDU Requisition Training pg. 23 Click on Get Vendors and the little screen will come up asking you to Enter all or part of the vendor name, then click the Search button.

24 MyDU Requisition Training pg. 24 After entering part of a vendor s name, all vendors with that information in their name will populate. Be careful and select the correct vendor. I was looking for Louisiana Office Products.

25 MyDU Requisition Training pg. 25 Next, under Deliver To, click the drop down arrow and select the area you want your product delivered to.

26 MyDU Requisition Training pg. 26 I chose Business and Finance Office, and according to this the product will be delivered to B&F office Room 106. I am in room 101G. Notice the tab that says Shipping Instructions that is where you can enter more instruction. This is where I will enter Purchasing 101G.

27 MyDU Requisition Training pg. 27 Everyone is assigned to an approval track. The approval track will default to which accounts you have access to within your area.

28 MyDU Requisition Training pg. 28 Continue filling in the information for the item you are requesting to purchase. Quantity=how many, Item Requested=a complete description of the item being purchased; Unit=unit of measure, how the item is packaged; the Unit price=the purchase price for one of the single or packaged item and the catalog #=it will state in the catalog/online, catalog #, item #, etc., that is the number you are to use. Please remember, everything you enter on your requisition will be converted over to the purchase order and the purchase order will be sent to your vendor. So please be as accurate as possible with all of your information.

29 MyDU Requisition Training pg. 29 Under Charge to Account you can either type in the account number you want to charge or you can click on Select. Clicking on Select the GL Account Selection screen will pop up. From this screen, you can search by account number, account description, or account number component. Let s start with the Account Component.

30 MyDU Requisition Training pg. 30 Click on Search by Account Component, enter your Cost Center number, and click Search. The account numbers with that cost center you entered will populate. Choose the account number you need to use for the line item you entered, and then click Select Account. Notice, I highlighted the account number with the object code ending in -8102, because I am ordering office supplies. The object code determines which account number you are to use. Also, notice, under my cost center, there are 73 accounts associated with it. This screen only displays the first 40 account numbers. In that case, if the account number we want does not display, we will need to take it a step further.

31 MyDU Requisition Training pg. 31 Now, here I entered cost center 200 and just the beginning number from the object code I am looking for. Sometimes, you may know the object code you need to choose begings with an 8 or maybe a 9, but you are not sure exactly what the complete object code number is, so enter a portion of it and the screen will populate with those account numbers. Once you read the descriptions, it can help you decide which account number you need to choose.

32 MyDU Requisition Training pg. 32 Once you decide on the account number you want to use, highlight it and click on Select Account.

33 MyDU Requisition Training pg. 33 The account number populates. Under Description, you may enter more description of your item here. This box also only accepts 40 characters, but it is there if you need more space for your item description. At this point, you can choose to Add Another Item, Delete Selected, Submit Requisition or Cancel you requisition.

34 MyDU Requisition Training pg. 34 To add another line, click on Add Another Item. You are able to add as many items as you would like. Also, if you find that maybe you don t need that new line you created, simply click the little box next to QTY, then click on Delete Selected and the line will be deleted. Once the line is deleted, it cannot be recovered, you will have to Add Another Item and reenter the information.

35 MyDU Requisition Training pg. 35 Also, if you find that maybe you don t need that new line you created, simply click the little box next to QTY, and then click on Delete Selected. You will be asked if you are sure you want to delete the selected item, click OK and the line will be deleted. Once the line is deleted, it cannot be recovered; you will have to Add Another Item and reenter the information.

36 MyDU Requisition Training pg. 36 At this point, if you are finished entering your information, go to the top of your page and click on Print Friendly. Keep in mind, once you submit your requisition, you will not be able to print it.

37 MyDU Requisition Training pg. 37 This is your entire requisition. Click Send to Printer. Once you ve printed you requisition, click Exit Print Mode and Submit Requisition.

38 MyDU Requisition Training pg. 38 If everything was correct and the funds were available on the account line, you will receive this message, The submission was successful for Requisition Number: Write your requisition number on the requisition copy you printed and all of you backup documents. Forward your backup documents to your assigned Accountant and to Purchasing. Your backup documents consist of any paperwork with the product information. The information needed is the item description, price, vendor information, etc. You are now ready to enter a new requisition.

39 MyDU Requisition Training pg. 39 When you want to change screens, do not use any of the back arrows. Use the items on the left hand side of the screen or at the top of the page where it says You are here: Click on Requisition and Purchasing.

40 MyDU Requisition Training pg. 40 This will take you back to the Requisition Entry screen. Click on Check Requisition Status.

41 MyDU Requisition Training pg. 41 This is where you are able to check the status of any requisition you ve entered. Keep in mind, you can only check requisitions that were entered under your ID number. You may enter as little or as much search criteria as you need to get your requisition status.

42 MyDU Requisition Training pg. 42 If you remember the specific requisition number you are searching for you may enter it. If not, you can check the boxes below under Requisition Status Search Criteria and click Search.

43 MyDU Requisition Training pg. 43 I entered my requisition number in the search criteria and all I received information on is the one specific requisition I was searching for. It gives you the requisition number, date entered, need by date, status, by this requisition just being entered, it shows it still needs approval. Pending approver s name is the first person on the approval list. Kimberly Weston received an telling her that she has a requisition she needs to approve. Once Kim approves, the next approver for this account is Kim Ramsey. Kim Ramsey will receive an letting her know requisition 8374 is waiting her approval. Once the requisition has been approved by all; purchasing gets an event notification that a requisition has been approved and is waiting for a purchase order. You may go to this search screen as many times as you need. When the purchase order is created, it will appear in the last column.

44 MyDU Requisition Training pg. 44 Without entering the requisition number and having all the boxes checked, I am able to pull up all the requisition that I entered. This list is in alphabetical order according to status 4 th column. At this point, if I feel Ms. Weston is taking too long to approve my requisition, I am able to click on her name and send her an as a reminder that she has a requisition waiting.

45 MyDU Requisition Training pg. 45 As you can see, I ve also decided to scan and attach a copy of my backup document to the just in case she cannot find the original I sent with my backups. At this point, you have completed your requisition process and are ready to begin again.

46 MyDU Requisition Training pg. 46 REFERENCE INFORMATION SAMPLES OF UNITS OF MEASURE When creating a requisition, you must specify the desired Unit of Measure for your transaction. Here below is a sample list of most common units of measure. BD Bundle BU Bushel BX Box CA Case CF Cubic Feet CN Can DA Days DZ Dozen EA Each FT Foot GA Gallon HR Hours LB Pound LO Lot MO Months PC Piece PK Package PT Pint RL Roll RM Ream SF Square Foot UN Unit

47 MyDU Requisition Training pg. 47 -Quotes are needed to obtain purchase orders Quotes -Quotes should be dated and include date/s of service -Quotes should include expiration date. Ask vendor to include. If no expiration date is noted on quote, vendor is to be made aware the listed cost is to honored until bill is paid -Expiration date should extend long enough for Purchasing to process purchase order and place the order -Quotes should include the 5% local tax. When calling vendor for a quote please alert vendor about tax Requisitions -Requisitions should be entered into online system far enough in advance to allow for approvals and processing before the start of services or delivery of goods deadline. -DO NOT write check request, PO needed, Rush order, check for L Byrd in the description /item requested field. This is not a description -Enter a description of what you are actually purchasing -Under item requested/description enter your description, quote number, invoice number -Make sure to enter your UOM (Unit of Measure) pg 46, item/catalog number or SKU under item number -For memberships, include person s name. i.e. vendor: NACUBO; description would be: membership for Leonora Byrd -vendor: Audubon Zoo, description: field trip for senior class -vendor: Sodexo, description: catering for senior class order #1060, second description line: Monday May 18, 2013 When submitting your support documentation please include the vendor address so that Purchasing may submit your po for processing.

48 MyDU Requisition Training pg. 48 Blanket Purchase Order 1. Requisition can be itemized by line per month and/or service 2. Requisition can be a one line item referencing multiple quantities 3. Requisition can be multiple quantities and multiple items by department Submitting signed PO for payment 1. Requestor and/or supervisor should sign the purchase order indicating that the items/services have been received and its okay to make payment. If you HAVE NOT received the items/services DO NOT signed and forward the po for payment; When submitting po for payment, attach invoice to po and sign it then forward to the purchasing group. 2. For partial payments, you should indicate what is being received i.e. line number, quantity, and dollar amount; -Indicate partial payment or final payment on purchase order; 3. Itemize lines by month Note: A signature ONLY on a purchase order indicates to Purchasing that you intend to pay the full amount of purchase order; and that you ve received all items listed on purchase order. Contracts -Once contract is approved, use contract to enter requisition as support documentation; -Once purchase order is approved, vendor can pay against purchase order. Requestor does not have to enter a requisition every time an invoice needs payment; -Contracts must go through the routing process and obtain two signatures, CFO and President. (Make sure there are two lines for these signatures);

49 MyDU Requisition Training pg. 49 Support Documentation allowed for Requisitions: Quotations should include the following: Company Name, address, phone number and address Date quote is generated If for service related procurement, date of service is required and description of service provided For item/material related procurement, quantity, description, unit of measure, cost, and extended cost required Expiration date of how long vendor will guarantee cost (keep in mind that the approval track can sometimes be lengthy so try to obtain at least a 60 day expiration from the date generated) Tax Dillard University pays only the 5% local tax (ask vendor to include the 5% tax on all quotes/invoices) Include shipping/freight charges, if applicable Invoice indicates that services have already occurred. If a vendor wants payment up front before services are rendered, an invoice is appropriate. However, invoice must state this information/date of service or ask for a proforma invoice. For normal everyday procurement, Invoices should include the purchase order number. Contract/agreements should be signed by all parties. Approved contracts should be entered into the online system as support documentation. Please note that a contract doesn t authorize payment unless it is a down payment prior to services being rendered. Down payments/partial payments must be identified within the term of the contract and approved. Only an invoice can be used for payments and must indicate purchase order number. Student Stipends: requires grant award page or letter indicating award of student/s, payment amount, and date of service. Must be signed by requestor and department head. Purchase requisitions for which there is not adequate funding in Department Budget will not be processed and therefore, not approved or denied Please note: For all vendors providing a service on Dillard University campus must have an executed contract and provide liability insurance with coverage no less than one (1) million dollars per occurrence i.e. Construction, Bands, and Entertainment. In some cases, a waiver of equipment is necessary. Please see Risk Management for insurance related services and Legal for contract related services.

50 MyDU Requisition Training pg. 50 Change Orders Change orders are required to add a line to an already existing po, change a line, or change account number. You must have an approved po indicating the changes PRIOR to adding any additional items and/or services. You do not need a change order to add tax.