University of Massachusetts Amherst * Boston * Dartmouth * Lowell * President s Office * Worcester

Transcription

1 Create a Requisition through the UMASS Marketplace This job aid provides the steps required for entering a basic eprocurement requisition using the UMass Marketplace. Step 1. Log into the Finance system with your Finance Username and Password. Navigate to the following path: The Create Requisition page opens. eprocurement Create Requisition Requisition Name Expand Line Defaults Step 2. Enter the Requisition Name. Note: The Requisition Name field is a searchable field. Use the Requisition Name field to identify the requisition in a memorable way. Step 3. Line Defaults Expand Section icon ( ). The Line Defaults section of the Create Requisition page expands. Ship To Location SpeedChart Key 1

2 Note: Do not populate the Vendor, Vendor Location, or Unit of Measure, as these fields will default based on items selected from the UMASS Marketplace. Do not populate the Category field at this time. The Operator field defaults based on your Requester ID. Step 4. Step 5. Step 6. Update the Ship To and Location fields, if necessary. Enter the SpeedChart in the SpeedChart Key field. TAB out of the SpeedChart Key field. Note: The budget fields will not update until the page is refreshed (for example, by collapsing & expanding the Line Defaults section). Step 7. Line Defaults Collapse Section icon ( ) to collapse the section. UMASS Req Info Line Defaults Collapse 2

3 Step 8. UMASS Req Info link. The UMASS Req Info page opens. Contact Name Contact Phone Department Step 9. Enter the Contact Name, Contact Phone, and Department. Note: Contact Name should be entered in the format lastname,firstname (no spaces). Contact Phone should include the Area Code, but should be entered with no formatting (spaces, dashes, etc.). Department may default based on User ID. Step 10. button at the bottom of the page. The Create Requisition page reappears. Add Items & Services 3

4 Step 11. Add Items and Services link. The Add Items and Services page appears. Web Tab Step 12. Select the Web tab, if it is not already selected. Dartmouth Marketplace Step 13. Dartmouth Marketplace link. Note: A warning message appears. You cannot save at this point, but you will not lose the data you have already entered. Cancel 4

5 Step 14. button to continue. The UMASS Marketplace Quick Search page appears. Quick Search Step 15. Select the Quick Search tab, if it is not already selected. Enter the Search Text Search Step 16. Enter search criteria in the Enter the search text box. Step 17. button. Note: If a security alert appears, click Yes to accept the images of catalog items being returned from your search. 5

6 The Search Result tab appears. Search Result Image Step 18. small image for the item you wish to view. The Search Results are grayed out (unavailable), and a pop-up window appears. Close Small Image Pop-up window 6

7 Step 19. Close Window button ( ) to close the preview window. Step 20. Click in the Quantity field for the product you want to order. Add Product Quantity Step 21. Step 22. Delete the defaulted Quantity (if necessary) and enter the new Quantity. Add Product to Cart icon ( ). The quantity requested has been added to the Cart. Cart Tab 10 Items in Cart Step 23. Step 24. Step 25. Select the Cart tab to review the items in the Cart. Select the Search Result tab. Repeat Steps to add additional items to your cart. 7

8 Step 26. Select the Cart tab. The Cart tab appears. Cart Delete Step 27. Delete Product from Cart ( ) icon to delete an item (if necessary). The Cart tab is grayed out and a Warning dialog box appears. Step 28. button to confirm that you really do want to remove the product. 8

9 Step 29. button to send items to the requisition. The Create Requisition page, Add Items and Services tab reappears. Review and Submit Requisition Summary Note: If a Trusted Site warning appears, click Yes to proceed to the requisition. Note: The Requisition Summary has been updated. Step 30. Review and Submit link. The Review and Submit tab appears. Select All/Deselect All Modify Line/Shipping/ Accounting 9

10 Caution: Items selected from the UMASS Marketplace are given an invalid Category and Account. You must change both the Category and the Account before the requisition is saved, or you will receive an error message. Step 31. Select All / Deselect All checkbox to select all lines. Step 32. button. The Modify Line / Shipping / Accounting page appears. Category Category Lookup Account Note: You must change both the Category and the Account. While Categories and Accounts are separate fields, they have a one-to-one relationship in the system. The Category value must equal the Account value for a line item. 10

11 Step 33. Look up Category icon ( ). The Look Up Category search page appears. Look Up Step 34. Enter the search criteria. 11

12 Step 35. button. The search results for the Look Up Category page are updated. Step 36. appropriate Category. The Modify Line / Shipping / Accounting page reappears. The Category ID number auto-populates the Category field. Category Apply Account Step 37. Step 38. Click in the Account field in the Accounting Information section of the page. Enter the Account (same value as the Category). 12

13 Step 39. button. The Review and Submit tab on the Create Requisition page reappears. Save & Submit Step 40. button to save the requisition and submit it to Workflow. Note: To save the requisition, but not submit the requisition to Workflow, click the button. Requisitions that are not submitted to Workflow will not be reviewed or approved, and they will not be sourced to Purchase Orders. 13

14 The Requisition Confirmation page opens. Requisition ID Expand/Collapse Triangle Check Budget Note: A Requisition ID is assigned at this time. Any Approvals that are required for the requisition are displayed. 14

15 Step 41. button. The system displays Processing Do not click any links or buttons while the system is processing. Note: If the Check Budget and Edit Requisition buttons are grayed out, expand or collapse any triangle icon to refresh the page. The Check Budget and Edit Requisition buttons will become available. When processing is finished, the Budget Status is updated. Budget Status Note: The Budget Status should = Valid. If the Budget Status = Error, click on the Error link to view the reason for the budget error. Requisitions in budget error can be approved, but they cannot be sourced to a purchase order until the budget error is corrected and the Budget Status on the requisition = Valid. 15