Setting Default Values for Requisitions

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1 Setting Default Values for Requisitions PURPOSE Use this procedure to set default values that will be in effect until you exit MAP. T RIGGER Perform this procedure when you will be creating numerous requisitions with similar values in one MAP session, or when you are creating a multi-line requisition with similar values. ASSISTANCE If you need assistance, please report your issue to the Self Service Help Desk: -desk/selfservice PROCEDURE From the Main Menu 1. Click on the WVU Requestor folder to see more options. 2. Click on the Requisitions folder. 3. Click on Requisitions. The Requisitions screen will open in a new window. If you receive a message that states The application s digital signature cannot be verified, click Run. 1

2 Requisitions Trainer, Jodie T 4. To set preferences that will apply to all lines entered during this login session, select Tools Preferences from the menu bar. Requisition Preferences 2

3 5. Select default values for any of the fields shown. Field Name Need-By Date GL Date Charge Account Justification Note to Receiver Requester Organization Location Source Buyer Note to Buyer RFQ Required Supplier Site Contact Description The date by which you would like to receive the items being requested for purchase. If you have a deadline, you should let your buyer know, but be aware that entering a Need-By Date will not guarantee delivery by that date. Example: 15-SEP-2014 The date on which the funds will be removed from the purchasing accounts. Example: 20-SEP-2014 The accounting string that you would normally enter on the S. screen of the requisition. When you click on the Distributions button and click the LOV in the Charge Account field, the values will populate. Example: This field is where you can describe the reason you wish to select a particular vendor; where you would enter your justification for Sole Source Procurement. Example: The items in this purchase must interface with existing equipment. Any information that should be viewed by the person who will receive the items in MAP when the shipment is delivered. Example: Please check parcels for damage. The person at WVU who is requesting this purchase. It may be the requisition Preparer, but it could be someone is knowledgeable about the items, such as a research PI. Example: Trainer, Charles N The purchasing entity for this requisition. Always Morgantown Procurement. Example: Morgantown Procurement The destination (delivery) location for the items in this requisition. Example: MN WatrfrtPlc 4106 The type of entity to purchase from. Example: Supplier The Procurement Agent who assists your department or EBO area with purchasing. Example: Trainer, Susan P Any information that should be forwarded to your Buyer about this purchase. Example: I m sending the Independent Contractor Agreement forms on 15-AUG Indicates whether the purchase exceeds a value that will require PCPS to issue a Request for Quotations from. Typically $25,000 for state-funded purchases or $50,000 for Research Corp funded purchases. If you have a preferred supplier that can provide all items on this requisition, you can select the supplier from the List of Values. This field is optional, however. Example: KERRS MUSIC WORLD INC The system s identifying number for a specific location of this supplier s business. For suppliers registered with the state s wvoasis system, the wvoasis number will display. A MAP Supplier number is generated for WVU RC suppliers. If there is a sales person who has assisted you with information about this purchase, you may enter a name here. If they have worked with WVU before, you may select a name from the LOV. Example: KERR, GEORGE 3

Phone ----MAP: Setting Default Values for Requisitions---- The phone number of the contact person listed above. You may also enter any contact details in the Note to Buyer field.

To set a default POETA account, click the Project Information tab. Switch between the Main accounting and Project Information tabs to enter both GL and POETA accounts. Requisition Preferences 6.

4 Phone ----MAP: Setting Default Values for Requisitions---- The phone number of the contact person listed above. You may also enter any contact details in the Note to Buyer field. To set a default Supplier, you must first select Supplier in the Source field. Then you will be able to set a default vendor in the Supplier field. To set a default POETA account, click the Project Information tab. Switch between the Main accounting and Project Information tabs to enter both GL and POETA accounts. Requisition Preferences 6. Complete any additional fields that will apply to all lines on the requisition. Click in each field to enter information or use the List Of Values (LOV) button ( ). 7. Click Apply to make the entered fields effective for all requisition lines entered during this MAP session. Trainer, Susan P 8. The system displays the message, New preferences now in effect. 4

9. Click the X in the upper right corner to exit the Preferences screen to return to the Requisition. 10. Proceed with filling out the Header and Lines parts of the requisition.

5 9. Click the X in the upper right corner to exit the Preferences screen to return to the Requisition. 10. Proceed with filling out the Header and Lines parts of the requisition. The default values will not appear until you complete the header portion of the requisition (the Description field and Descriptive Flexfield). 11. The default Destination information appears when you click in (or Tab to) the Lines portion of the Requisitions form. Requisitions 12. Complete the required fields for the purchasing information on the first line. 5

13. After you have completed the required fields for Line 1, click Distributions. 14. Tab to the Charge Account field; the account number you entered in the Preferences field will populate.

6 13. After you have completed the required fields for Line 1, click Distributions. 14. Tab to the Charge Account field; the account number you entered in the Preferences field will populate. Distributions You may change any of the default values by clicking on the List of Values and bringing up the Charge Accounts screen. 15. Click the X in the upper right corner to exit the Distributions screen and return to the main Requisitions screen. 6

7 16. Click in the second requisition line. The defaults populate, but you may change any, as necessary. 17. Follow steps 12 through 15 for all subsequent lines on the requisition. Approve the requisition as you normally would. 18. You have completed this task. 7

Visual Streamline. Menu Changes. Purchase Order Request for Quotation. Purchase Order Request For Quotation.

Visual Streamline. Menu Changes. Purchase Order Request for Quotation. Purchase Order Request For Quotation. Purchase Order Request For Quotation. Menu Changes Purchase Order Processing Request for Quotes RFQ Maintenance Requires new Right Right To Request For Quotes Page 1 of 9 Created Document Name Last Updated