SUBJECT: Requisition Workflow Page 1 of 29

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1 SUBJECT: Requisition Workflow Page 1 of 29 You will be completing your Requisition Workflow training in the FSTST environment. To access FSTST, click the FSTST Training Logon hyperlink located at the top of the Training page: The sign on page for FSTST will be displayed. Enter the User ID and Password IN ALL CAPITALS that you were given to complete your training. Click. The UHS Portal page is displayed. Now proceed with your training.

2 SUBJECT: Requisition Workflow Page 2 of 29 A purchase requisition is a request sent to the purchasing department to procure goods or services. It is originated and approved by the department requiring the goods or services. Typically, it contains a description and quantity of the goods or services to be purchased. In this exercise, we will create a requisition to purchase two items. We will pay for them with one cost center (distribution). Then we will add a second distribution to line 2. NAVIGATION: Purchasing Requisitions Add/Update Requisitions Step 1: To create a Requisition, click on the Add a New Value tab. Step 2: The Requisition Form page is displayed. Click the information that will apply to the entire Requisition. link to enter the

3 SUBJECT: Requisition Workflow Page 3 of 29 Step 3: The Requisition Defaults page is displayed. Enter CUMPIAN, JEANNE K. for the Buyer. For our example, enter CUMPIAN AND CLICK THE LOOKUP BUTTON AND SELECT CUMPIAN,JEANNE K. Step 4: Click the link to search for the Vendor Number or enter the Vendor Number and Vendor Location if you know it. The Vendor Search page is displayed. Enter the Vendor Name in the Name field and click. For our example, enter SAGE WEST.

4 SUBJECT: Requisition Workflow Page 4 of 29 The search results are displayed. We are looking for the order address. To see which address is the order address, select an address line by checking the Sel box and then click the link. Most of the time, the correct address will have an address preceded by an O (order address). Sometimes however, there is not an order address listed. In those cases, choose the address that matches the quote, the address that matches an address that was on a previous requisition, or call Purchasing for help at extension The Vendor Detail page is displayed. Check to see if the address is the Order Address. Also, check that the vendor is Open for Ordering which means the vendor is in good standing with the state and we can purchase from them. The flag must be Y or a Requisition cannot be processed using this vendor. Click to return to the Vendor Lookup page. Click again if the Vendor that was selected was the Vendor with the Order Address. If it was not, select the next address in the list and repeat the process until the Vendor with the Order Address (or address that matches the quote, etc.) is found. For our example, select the third address line Location 005. Notice the address is preceded with O.

5 SUBJECT: Requisition Workflow Page 5 of 29 Step 5: Once the order address has been selected for the vendor, the Requisition Defaults page is displayed again, with the Vendor Location (Location Code) populated for the address that was chosen. Step 6: The Ship To address defaults in based on your security setup. If you are an employee working at the Pearland Campus, your Ship To address will default to PEARLAND. If you are an employee working at the UHCL Campus, your Ship To address will default to CB0402A. If you are an employee at the UHCL Campus and are creating this requisition for items to be delivered to the Pearland Campus, change the Ship To address to Pearland. For this example, leave the Ship To address as the defaulted value of CB0402A.

6 SUBJECT: Requisition Workflow Page 6 of 29 Step 7: Enter the Due Date. The Due Date is always the date you are creating the Requisition. For our example, enter Today s Date. Later, the Purchasing Department will change this date to the actual one on the purchase order. Step 8: Enter the distribution information (Cost Center and Account). The information listed here will apply to all Lines on the Requisition. Do not change Distribute by. Enter the Speed Chart (this is the Speed Type) and tab out of the field. The cost center will populate automatically. For our example, enter for Speed Type. Enter the Account. For our example, enter for Account. Click to return to the Forms page. Note: Do not add second distribution on defaults. See Step 18 for entering additional distribution lines. Step 9: Enter the Description of the first item to be purchased. NOTE: The Description field is only 254 characters long. For longer items with longer descriptions, enter a short description here and the rest of the description on the Line Comments page. For our example, enter: PEN

7 SUBJECT: Requisition Workflow Page 7 of 29 If needed, enter a longer complete Description in the Line Comments field for the line selected. To access the Line Comments page, click the on the Line. The Line Comments page is displayed. Enter a complete long description for Item 1. Click the Send to Vendor box so the comments will print on the Requisition. IF THIS BOX IS NOT CHECKED, THE COMMENTS WILL NOT PRINT ON THE REQUISITION. Click to return to the Form page. For our example, enter any description you would like.

8 SUBJECT: Requisition Workflow Page 8 of 29 Step 10: The Form page is displayed. Enter the Quantity you are ordering. For our example, enter 12. Step 11: Enter the UOM (Unit of Measure). Click on the magnifying glass For our example, enter EA. to see the valid values. Step 12: Enter the Category Code which is a numeric value for the type of item being ordered. The term Commodity Code is synonymous with Category Code. Click on the magnifying glass next to the field to see the valid values. This doesn t have to be exact but should be close. For our example, enter which is the Category Code for Pens (General Writing Types). Step 13: Enter the Price of the item. Once you tab out of the field, the Merchandise Amount will populate. For our example, enter.26.

9 SUBJECT: Requisition Workflow Page 9 of 29 Step 14: Click on the Ship To/Due Date tab and change the Ship To address to PEARLAND if you are creating this Requisition on behalf of Pearland and delivery will be to the Pearland Campus. For our example, leave the value that has defaulted in. Click to save the requisition. A Requisition ID is now assigned. Next we are going to add a second line item to our requisition and we are going to pay for it from the same cost center and account that we paid for the first line with. If you do not have another line item to order on your Requisition, you would skip to Step 16. Entering another item on the requisition and paying from the same cost center Step 15: Scroll to the right on Line 1 and click the to insert more lines. A prompt box is displayed prompting for the number of lines to be added: Click.

10 SUBJECT: Requisition Workflow Page 10 of 29 A second line is added to the Form page. Enter the following on Line 2: Description Pencil Sharpener Quantity 1 UOM EA Category Code Price 5.25 Click. Step 16: Click the hyperlink in the Header section of the Form tab to enter comments related to the entire Requisition. These comments will be printed on the Requisition Coversheet. The Header Comments page is displayed. Enter any comments intended for the Vendor or the Purchasing Department such as: requested by, quote given by, contact phone number, and contact fax number. Special Requirements for Fixed Asset Purchases If the purchase is for a fixed asset (any purchase made using accounts 54354, 54355, or 58XXX) enter the following information as well: the employee name the asset is going to the Asset Location (building and room number) the assigned department (name of the department and department code i.e. C0078) the contact phone number of the employee the asset is going to

11 SUBJECT: Requisition Workflow Page 11 of 29 Check the Send to Vendor box if these comments are to be printed on the requisition. IF THIS BOX IS NOT CHECKED, THE COMMENTS WILL NOT PRINT ON THE REQUISITION. For our example, enter: The order was placed by U. R. Fine for supplies required for a training class. Please contact John at if there are any questions. This quote was given by R. A. Way at Sage West. Click to return to the Form page. Click to save the requisition changes. If you have a second distribution (cost center) for this requisition, skip to Step 18. Step 17: Click the budget check button at the top of the Requisition on the Forms tab.

12 SUBJECT: Requisition Workflow Page 12 of 29 If the budget check is successful, the Budget Status will change to Valid : If you get a Budget Status of Error, contact your Business Coordinator for assistance. The Requisition cannot be submitted into workflow with a Budget Status of Error. Entering a second distribution to pay for a Line Item Now we are going to add a second distribution to Line 2 (Pencil Sharpener). Step 18: Click on the Schedule button on Line 2. The Schedule page is displayed. Step 19: Click on the Distribution button to access the Distribution Page.

13 SUBJECT: Requisition Workflow Page 13 of 29 The Distribution page is displayed. Step 20: Scroll to the right and click the to add another distribution line. A prompt box is displayed prompting for the number of lines to be added: Click. A second line is added to the Distribution page. Notice, the account and cost center information was copied from the first distribution line.

14 SUBJECT: Requisition Workflow Page 14 of 29 Step 21: Update the distribution information on both Distribution Lines. For our example, enter the following: Distribution Line 1: change the amount to 3.00 Distribution Line 2: Amount 2.25 Account leave as Cost Center change to 2064-C0073-F1054-NA Click.

15 SUBJECT: Requisition Workflow Page 15 of 29 Step 22: Click on the Schedule page. Step 23: Click the Form tab and re-budget check the requisition. The requisition now has a valid status.

16 SUBJECT: Requisition Workflow Page 16 of 29 FOR TRAINING PURPOSES, YOU WILL READ THIS NEXT SECTION ONLY BECAUSE THE UPLOAD PROCESS DOES NOT WORK IN THE TRAINING ENVIRONMENT. HOW TO UPLOAD SUPPORTING DOCUMENTATION (Document Imaging) READ ONLY: These instructions assume the supporting documentation has already been saved to your PC. NOTE: UCT recommends the scanned documentation be saved to your data directory and not the desktop. Documentation that is not oriented correctly, with the ability to read top down and left-to-right, is subject to denial of the requisition. Step 1: Click the button on the Documents tab. Step 2: Click the button on the Document Upload page.

17 SUBJECT: Requisition Workflow Page 17 of 29 The "Choose File" dialogue box is displayed. Step 3: Navigate to where the supporting documentation is saved and select it. Click. The file name of the supporting documentation is placed in the Select an Image section of the Document Upload box. Step 5: Click and the supporting documentation will be attached to the Requisition. After the upload is complete, the Requisition page will be displayed.

18 SUBJECT: Requisition Workflow Page 18 of 29 NOTE: Always open the attachment to make sure it is viewable. This is the image the auditors will examine when they are performing an audit. The Requisition is now ready to be entered into workflow. NOTE: Uploaded documents cannot be deleted. They can only be made inactive. Limit the documents uploaded to what is required. Also, if any security sensitive information is uploaded to the Requisition, the Requisition will be denied so it can be deleted. Security sensitive information is information such as social security number, credit card number, and checking account number. A new Requisition will need to be created in its place. Good document types for uploading are.pdf,.xls,.doc,.rtf. Do not use document types.txt or.tif. The requisition will be denied if these document types are attached.

19 SUBJECT: Requisition Workflow Page 19 of 29 NEXT, WE WILL PREPARE TO ENTER THE REQUISITION INTO WORKFLOW. PLEASE CONTINUE READING ABOUT HOW THE REQUISITION WORKFLOW PROCESS WORKS AND THEN YOU WILL ENTER THE REQUISITION YOU CREATED INTO WORKFLOW. HOW REQUISITION WORKFLOW WORKS Requisition workflow is an electronic routing and approval process for requisitions. After a requisition is created, it is entered into workflow and moves to the next approval level electronically. Once the requisition reaches the final approval level which is Purchasing and is approved by them, the Purchasing Office is ready to turn the requisition into a Purchase Order. Once the Purchase Order has been created, the next step is to place the order. Key Elements of Requisition Workflow Once a requisition is placed in workflow, only the person who put the requisition into workflow can change it. Approvals by the: o requisition creator, college/division approver (Business Coordinator), o intermediate approver (OSP, UCT, and Provost) o final approvers (Purchasing) are electronically captured in the PeopleSoft Finance system. The approval history can be reviewed on the Approval page or the Requisition Coversheet. If additional approval is required, the requisition coversheet should be printed and signatures obtained. Then scan and upload the requisition coversheet to the requisition as supporting documentation. Requisition information, including approval history and backup documentation, can be obtained from the Documents page. Requisition Workflow Security Roles You will be assigned one of the following security roles: 1. Requisition Creator Create requisitions, select the appropriate route, and submit the requisition into workflow. The requisition will be sent to the College/Division approver worklist. 2. College/Division Approver (Business Coordinator) Approve requisitions. The College/Division approver can also create requisitions and place them into workflow. The requisitions will be sent to the Intermediate Approvers worklist or the Final Approvers worklist depending upon the Approval Route selected. 3. Intermediate Approver (OSP, UCT, or Provost Office) Approve requisitions as required by university policy. 4. Final Approver (Purchasing) Approve requisitions for processing into Purchase Orders.

20 SUBJECT: Requisition Workflow Page 20 of 29 Approval Routes (Paths) When a requisition is submitted into workflow, an appropriate approval route (path) must be chosen. The available routes (paths) are: 1. Dept/Coll/Div Purchasing this path is for Requisitions that do not involve contract and grant funds, Provost (C0061) funds, or computing items. 2. Dept/Coll/Div OCG Purchasing this path is for Requisitions ordered from contract and grant cost centers. 3. Dept/Coll/Div Provost Purchasing this path is for Requisitions ordered from Provost (C0061) cost centers. Change the Source to PRV, so the requisition will go to the Business Coordinator for the Provost and then on to the Intermediate Approver. 4. Dept/Coll/Div UCT Purchasing this path is for Requisitions where computing items are being ordered. NOTE: IF A COMPUTING ITEM IS BEING ORDERED FROM A GRANT OR PROVOST COST CENTER, PRINT THE COVERSHEET, OBTAIN THE UCT SIGNATURE APPROVAL MANUALLY, UPLOAD THE SIGNED COVERSHEET, AND CHOOSE THE OCG OR UCT PATH. Approval Actions Use the Requisition Approval page when a requisition is submitted into workflow or needs to be approved. There are three approval actions: 1. Approve select Approve to send the requisition to the next approvers worklist. 2. Deny select Deny to send the requisition back to the person who originally put it into workflow. 3. Recycle DO NOT USE. Requisition Worklist 1. WF_REQ_CREATOR this is the creator security role. This role is assigned to the person who normally initiates the Requisition into workflow. 2. WF_REQ_COLLDIV this is the college/division security role. This role is assigned to the person at the first level of approval (i.e. Business Coordinator). 3. WF_REQ_INTERMEDIATE this is the intermediate security role. This role is assigned to a secondary level of approval before the Requisition reaches Purchasing. Currently, this approval level is for the Provost Office, Research, and UCT.

21 SUBJECT: Requisition Workflow Page 21 of 29 Source 4. WF_REQ_FINAL this is the final security role. This role is assigned to the individuals who have final approval authority for the Requisition within Purchasing. Source is a three character value assigned to a Department ID. The source defaults in when a requisition is created based upon the Department ID on the Job Record of the employee that is creating the requisition. The Source determines which College/Division Approver s worklist the requisition is sent to. If the requisition is to be redirected to another College/Division approver, it is done by changing the Source on the requisition. THIS IS THE END OF THE READ ONLY SECTION. WE ARE NOW READY TO ENTER THE REQUISITION INTO WORKFLOW. ENTERING THE REQUISITION INTO WORKFLOW Step 1: Click on the Approval tab. Step 2: Choose a "Route To" Approval Path. The descriptions of the paths are as follows: DEPT/COLL/DIV Purchasing Office Choose this path if the Requisition is to go straight to Purchasing. DEPT/COLL/DIV OCG Purchasing Office Choose this path if the Requisition involves contract and grant funds. DEPT/COLL/DIV Provost Purchasing Choose this path if the Requisition involves Provost funds (C0061). DEPT/COLL/DIV UCT Purchasing Choose this path if the Requisition involves Computing items.

22 SUBJECT: Requisition Workflow Page 22 of 29 For training purposes, click the first path. Step 3: Change the Source that has defaulted only if the Requisition is to be redirected to another area for approval. If the Requisition is not being redirected, allow the Source to default in. One example of when the Source will be changed will be if Provost funds (C0061) are being spent. In that situation, change the Source to PRV so the Requisition is redirected to the Coll/Div approver for the Provost Office. For training purposes, let the Source default in. Do not change it. Step 5: Choose "Approve" for the Approval Action from the drop down box and click to process the workflow action.

23 SUBJECT: Requisition Workflow Page 23 of 29 A message will be displayed next. The message displayed will be based on which security level is approving the Requisition. This is the message the Department Creator will receive no matter which path is chosen: This is the message the COLL/DIV (Business Coordinator) will receive if an Intermediate path was chosen: This is the message the COLL/DIV (Business Coordinator) will receive if the Purchasing path (the first path) was chosen; this is the message the Intermediate Approver (OCG, Provost, or UCT) will receive if an Intermediate path was chosen:

24 SUBJECT: Requisition Workflow Page 24 of 29 Step 6: Click and the Requisition will be entered into workflow or will move to the next person along the workflow path.

25 SUBJECT: Requisition Workflow Page 25 of 29 The requisition has been sent in workflow to the next level (COLL/DIV approver): YOUR REQUISITION HAS NOW BEEN ENTERED INTO WORKFLOW. YOU WILL NEED TO SET UP YOUR WORKLIST IN ORDER TO MONITOR ANY REQUISITIONS THAT MAY BE RETURNED (DENIED) TO YOU. PLEASE CONTINUE BY SETTING UP YOUR WORKLIST ON THE HOME PAGE.

26 SUBJECT: Requisition Workflow Page 26 of 29 HOW TO PLACE THE WORKLIST ON THE HOME PAGE Step 1: Click on the hyperlink on the Home Page. The Personalize Content page is displayed. Step 2: Click the Requisition Worklist checkbox and.

27 SUBJECT: Requisition Workflow Page 27 of 29 The Requisition Worklist is displayed on the Home Page: NOW YOU ARE GOING TO FIND THE REQUISITION YOU JUST ENTERED INTO WORKFLOW AND PRINT IT OUT. HOW TO FIND AND PRINT THE PURCHASE REQUISITION Navigate as follows: PURCHASING REQUISITIONS MAINTAIN REQUISITIONS Step 1: Enter your Training ID you were assigned in the Requestor field and click. Choose the first Requisition ID listed because the new one created is listed first. When you are looking up a requisition you have done in production, you will enter your Empl ID in this field.

28 SUBJECT: Requisition Workflow Page 28 of 29 Step 2: Select the Documents tab. Click the link.

29 SUBJECT: Requisition Workflow Page 29 of 29 Step 3: The requisition comes up in its own window. Click the print button Explorer toolbar to print the requisition. on the Internet