Requisitions. Author. Robert Cruickshank. This book was published using: oracletutor. Student Guide. PUR Edition 1.1 December 2001

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1 International Institute of Tropical Agriculture (Ibadan) International Institute of Tropical Agriculture (Ibadan) This documentation contains proprietary information of Oracle Corporation. It is provided under a license agreement containing restrictions on use and disclosure and is also protected by copyright law. This material or any portion of it may not be copied in any form or by any means without the express prior written permission of the MIS unit of IITA. Any other copying is a violation of copyright law and may result in civil and/or criminal penalties. The information in this document is subject to change without notice. If you find any problems in the documentation, please report them in writing to MIS unit, IITA, Ibadan. Rcruickshank@CGIAR.ORG. Oracle and all references to Oracle Products are trademarks or registered trademarks of Oracle Corporation. All other products or company names are used for identification purposes only, and may be trademarks of their respective owners. Author Robert Cruickshank Requisitions Student Guide This book was published using: oracletutor PUR Edition 1.1 December 2001

2 International Institute of Tropical Agriculture (Ibadan) Table of Contents Code : PUR_ Agenda On-line Requesting Where Requisitions Fit Overview of Requisition Approval Oracle Requisitions Requisition Elements Structure of a Simple Requisition Internal Requisitions Process Guided Practice Overview Searching for Inventory Items Viewing the Search Results Internal Requisitions (Header and Lines) Internal Requisitions (Distributions) Internal Requisitions (Submit for Approval) View Requisition Information Requisition Statuses Guided Practice Finding Requisitions Check the progress of your Requisition Cancelling a Requisition Practice tifications Summary Using the tifications Summary Summary Multi Organization Quantity Report Requisition Information Reports Purchase Requsitions (RFP) Code : PUR_ Agenda Purchase Requisitions Purchase Requisitions Process Guided Practice Overview Request for an Inventory Item Request for a n-inventory Item Request for an External Service Account Distributions Splitting Costs Tax Code = Uplift Factor Correcting the Tax Code (Uplift) Checking the progress of your purchase Using PO Tracker Supplier Item Catalog Demonstration Summary Requesting for a New Item to be Stocked The Item Creation Request Form IITA TAs and Cash Advances Reference for TA and Cash Advances Requisitions - Field Descriptions for MRI and RFP MRI Required Fields RFP Required Fields Requisitions Table of Contents Copyright Oracle Corporation, All rights reserved. i

3 International Institute of Tropical Agriculture (Ibadan) International Institute of Tropical Agriculture (Ibadan) Typographic Conventions in Navigation Paths This course uses simplified navigation paths, such as the following example, to direct you through Oracle Applications. (N) Invoice > Entry > Invoice Batches Summary (M) Query > Find (B) Approve This simplified path translates to the following: 1. (N) From the Navigator window, select Invoice then Entry then Invoice Batches Summary. 2. (M) From the menu, select Query then Find. 3. (B) Click the Approve button. tations : (N) = Navigator (I) = Icon (M) = Menu (H) = Hyperlink (T) = Tab (B) = Button Typographical Conventions in Help System Paths This course uses a navigation path convention to represent actions you perform to find pertinent information in the Oracle Applications Help System. The following help navigation path, for example (Help) General Ledger > Journals > Enter Journals represents the following sequence of actions: 1. In the navigation frame of the help system window, expand the General Ledger entry. 2. Under the General Ledger entry, expand Journals. 3. Under Journals, select Enter Journals. 4. Review the Enter Journals topic that appears in the document frame of the help system window. Copyright Oracle Corporation, All rights reserved. Copyright Oracle Corporation, All rights reserved. Requisitions Table of Contents iii Requisitions Table of Contents iv

4 Code : PUR_01 Code : PUR_01 Requisitions from IITA Stores (MRI) Chapter 1 Chapter 1 - Page 1 Chapter 1 - Page 2

5 Agenda On-line Requesting Agenda On-line Requesting Understand the impact of Oracle in terms of purchasing from IITA stores Existing IITA forms which are replaced are : Requisitions from IITA stores (MRI) Returning Material to IITA stores (MRR) Searching for inventory items on-line Completing an MRI on-line Oracle combines the MRI and RFP documents into one form called Requisitions. Requisitions for materials and services, in general, are created in : Oracle Purchasing This course is concerned only with the function of requesting items from IITA stores. How to complete Requests for Purchase (RFP) from external suppliers in Oracle Purchasing is covered in PUR_02 :. Chapter 1 - Page 3 Chapter 1 - Page 4

6 Where Requisitions Fit Overview of Requisition Approval Where Requisitions Fit Overview of Requisition Approval Inventory Travel Authority Import/reschedule requisitions MM&L picks items from stores CC is charged Online approval and security options enforce approval hierarchy. Control requisition route according to management structure < $500 < $2,500 < $500 Manually create Requisition Approval MM&L generates PO Supplier is sent PO $0 $0 Purchase and Internal Requisition This describes the two main types of requisition in Oracle Purchasing. In both cases the user creates the requisition online, after electronic approval, it is picked up by the relevant store in the case of internal requisitions or by Materials Management & Logistics who will create the Purchase Order. Other requisitions that can come in are : Automatic re-ordering of stock by Oracle Inventory. A purchase requisition will be generated by the system for items in the stores that fall below their minimum limit. Conversion of Travel Authorization data into an actual requisition for charging purposes. Travel Cash Advance Requests IITA Purchasing Approval Hierarchies If you, the requestor, have sufficient approval authority, you will be able to self-approve the requisition. If you do not have approval authority then you will need to select the appropriate approval group, such as MIS_MANAGER in the case of the MIS department. Before the go-live date you will be informed of the appropriate approval hierarchies you should use. In general, most budget officers will have a purchasing limit of $2,500, and unit managers will have a limit of $500. te that individual cases may differ, depending on the requirements of your unit. Staff that have a limit of $0 are able to create requisitions in the system but cannot approve (sign) for them. te that this amount reflects the maximum purchase that can be made on any single purchase, not a cumulative amount. Therefore I could order 5 items each worth $2000 each in the same day, providing I completed 5 separate purchase requisitions. If you exceed your limit on a purchase, the approval will be routed automatically to your approver. For example, if you wish to spend over $2,500 then it will be routed to your Divisional Director for approval. Chapter 1 - Page 5 Chapter 1 - Page 6

7 Oracle Requisitions Requisition Elements Oracle Requisitions Requisition Elements Create, edit, cancel and review requisitions online. Review status and action history of your requisitions. Search for specific items in IITA stores. Check on-hand balances, lot information etc Distribute expenses across multiple cost centers. Route requisitions according to your approval structure. Header contains detail relating to the overall requisition. Only one header per requisition. Requisition line contains details about the goods or services you want to order. There must be at least one line per requisition. Distribution contains the internal accounting distributions. Requisition HEADER LINE DISTRIBUTION Previously you were accustomed to simply entering the Cost Centre to charge for the purchase on your MRI form.with Oracle it WILL BE YOUR RESPONSIBILITY to select the correct accounting code and cost centre. IITA Accounts in Oracle are for example : Each period (.) represents a separate segment of the account. Company (e.g. 01) This will always be 01 representing IITA. Account (e.g. 6784) This defines the account to be charged, in the case of the example 6784 is Other Supplies. The appropriate accounts to be used will be published in the near future. Cost Centre (e.g. 1124) You should be familiar with the code, although be aware that some of the cost centre codes will change. The example indicates the Ibadan Dormitory cost centre, therefore the line item would be charged to the account line Other Supplies-Ibadan Dormitory Cost Centre. Reserved This is reserved for Personal Accounts and Asset Tag numbers. In this case you would select 0000 for the cost centre. Donors This is used for reporting to Donors in a more efficient way. When the entry is it means there is no donor information associated with the purchase. This field will be left as for all requisitions. Chapter 1 - Page 7 Chapter 1 - Page 8

8 Structure of a Simple Requisition Structure of a Simple Requisition Internal Requisitions Process Internal Requisitions Process HEADER LINE 1 LINE 2 DISTRIBUTION DISTRIBUTION The flowchart shown indicates the main steps required to complete this process. This flowchart is excerpted from the IITA specific help available from the Oracle MIS Intranet. Chapter 1 - Page 9 Chapter 1 - Page 10

9 Guided Practice Overview Searching for Inventory Items Guided Practice Overview Searching for Inventory Items In this guided practice you will use Oracle Purchasing to: Search for Inventory Items (N) Purchasing Requestor > Item Search Create an internal requisition This replaces the manual Material Requisition/Issue (MRI) process. (N) Purchasing Requestor > Requisitions By Item Number or Description This guided practice is using the TEST instance of the Oracle database, this contains IITA data to help you gain familiarity with the system. Although the data that you will use is not the final production version, the majority of the functions and data are the same as what you will employ when using the completed IITA system. 1. Access and Login to Oracle Applications with : Username : IITA_REQUESTOR Password : WELCOME 2. Select the Purchasing Requestor responsibility. Instructions 1. Before taking the time to complete our requisition, let s locate the item we wish to request and ensure it is stock. 2. (N) Purchasing Requestor > Item Search > Find Items 3. If prompted by the system, select the organization for which you wish to request from (e.g. WII Warehouses in Ibadan). Otherwise use the LOV to change to the correct organization. 4. Enter search criteria in either the Item Mask field OR the Description field to find the item for which you want to view the quantities on-hand from the stores 5. For example, enter the IITA stores description of the item, this is particularly useful when using wildcards (%), such as %screw% to search for all types of screw in the system. - The description is not case sensitive. 6. Check the "Show Quantity" checkbox to see on-hand and available quantities. 7. Click on Find button. To perform a new search, close the window and click the Clear button. Chapter 1 - Page 11 Chapter 1 - Page 12

10 Viewing the Search Results Internal Requisitions (Header and Lines) Viewing the Search Results Internal Requisitions (Header and Lines) (N) Purchasing Requestor > Requisitions Instructions 1. The results of the search are then displayed. I can see that the search I typed in for a screw as brought up 3 different items, one being a screw driver and the other two are screws. 2. The item number we require is the , keep a note of this number. 3. Once you located all the items you wish to purchase you will navigate to the requisitions form. 4. (N) Purchasing Requestor > Requisitions Further Information about Items You can look at further information by using the Tools menu. 1. (M) > Tools > On-Hand Inquiry allows you to view detailed location information, such as which store, shelf location and lot information (expiry dates). Instructions Complete the Header information for the internal requisition. 1. Number action, the requisition number will be automatically generated by Oracle. 2. Type - Select "Internal Requisition" from the list of values. 3. Description - Enter a description of the requisition such as Screws required to attach shelf to wall. In this practice so we can identify each users request easily enter <Your Name> as the description, this will not be necessary in the live system. 4. Status, Preparer, and Total are system-generated fields. The Preparer will be REQUESTOR, Mr. IITA since this is the employee associated with the IITA_REQUESTOR username you logged in with. Complete a Line for each item you wish to order Items Region 1. Type (Line Type) Required Field. Choose "Goods" from the list of values. 2. Item - Choose the stores item number from the list of values. To view the entire list, type "%" in the long-list field and click on OK. You may also type the item number in since we know it as Chapter 1 - Page 13 Chapter 1 - Page 14

11 A modal window may popup with the message Destination Location requires customer association, click on OK for now. 3. Category - Defaults based upon your item number selection, will always be STOCK. 4. Description - Defaults based upon your item number selection. 5. Unit of Measure - Defaults based upon your item number selection. 6. Quantity - Enter quantity to purchase. 7. Price - This will default after you populate the Organization field (under Source field on the right side of the form.) 8. Need-By Date - Enter the date by which you need the item. 9. Tax Code Do not change, this is only used for uplift on purchase requisitions. 10. Destination Type - Select "Expense" from the list of values. (Must be "Expense" for all internal requisitions.) 11. Requestor Select an employee name from the list of values if you are preparing the requisition on behalf of someone else, such as your supervisor. 12. Organization Choose IITA. A window with the message Destination location requires customer association will appear, click OK. 13. Location Choose IITA. 14. Source - Choose "Inventory" from the list of values. (Must be "Inventory" for all internal requisitions.) 15. Organization - Choose "WAREHOUSES IN IBADAN" if you are ordering from any Warehouse in Ibadan. You will be able to select the other station warehouses once they are on-line. The price field will now be populated. 16. Subinventory Do not select a subinventory. 17. If you wished to request for more than one item you would repeat steps 1-16 above with a different line in the requisition Items region. Internal Requisitions (Distributions) Internal Requisitions (Distributions) Instructions As has been mentioned previously, YOU WILL BE RESPONSIBLE for selecting the correct accounting code and cost centre in Oracle. 1. Click on the Distributions button. 2. Click on the Charge Account field and it will automatically be populated with an account. 3. Charge Account Use the list of values to select the appropriate account. For the training we will all use the cost centre 1124 (Ibadan Dormitory) and you should choose the Account as : 6784 Other Supplies. The complete account therefore should be If you have more than one line item then you would repeat the account distribution for each item. Remember that it is possible to charge different accounts for each line item on a requisition. 4. Save your requisition 5. Close the Distributions form. 6. te the requisition number! Chapter 1 - Page 15 Chapter 1 - Page 16

12 Check Fund availability (M) > Tools > Check Funds When you submit your requisition for approval it will automatically be checked to ensure you have sufficient funds to make the purchase(s). You can also check whether you have sufficient funds before submitting for approval as follows. 1. To check the entire requisition, position the cursor in the header area of the requisition, then select (M) > Tools > Check Funds, the system will check that you have sufficient funds for the entire requisition, in other words for all lines of the requisition. If all lines pass the funds check you will receive the message Your transaction(s) passed funds check. If any of the lines fail the funds check you will receive the message Your transactions partially passed funds check. If all lines fail the funds check you will receive the message APP-SQLGL-08204: Your transaction(s) failed funds check. 2. To check whether you have suitable funds for a specific line item, click in the line item first and then (M) > Tools > Check Funds. The messages described above have the same meaning at the line level. This will not reserve the funds, funds reservation takes place when the requisition is forwarded for approval. Internal Requisitions (Submit for Approval) Internal Requisitions (Submit for Approval) Instructions 1. Click on the Approve button. 2. Select the Reserve checkbox. You must select this to reserve the funds for the purchase, this is known as encumbrance. 3. Select the Submit for Approval checkbox. 4. Select the Forward check box. If you have sufficient approval authority you would not need to select the Forward box, since you can self-approve. We are assuming in the example that you have no approval authority as would be the case if you are not a budget officer. 5. Approval Path - Choose the correct Approval Path hierarchy for the requisition. Choose IITA_APPROVAL_HIERARCHY. You will be informed of the appropriate approval hierarchies that you will use when the IITA system is completed. 6. Enter an explanation in the te field, if necessary. 7. Click OK to submit for approval. It will be submitted to APPROVER, Doctor IITA for approval. Chapter 1 - Page 17 Chapter 1 - Page 18

13 8. Your available funds will be checked to ensure you can purchase these items on the account and cost center you selected. 9. If you do not have sufficient funds the message Your transaction failed funds reservation will appear. The lines on the requisition that failed funds check will be shown on the Approval Errors window. You would then need to modify the accounts as necessary or delete the line from your requisition or adjust the quantities requested. 10. If funds are available you will receive the message Your transaction passed funds reservation. Click OK. 11. The message Action completed successfully. Click OK. 12. You will need to wait for a number of seconds before the message Document has been submitted for Approval appears. Click OK. View Requisition Information View Requisition Information Use the Requisition Summary window to do inquiries at the header, line or distribution levels. Use search criteria to retrieve requisition information Drill down for more detail Enter a new requisition View action history of requisition (N) Purchasing Requestor > Requisition Summary (Help) Oracle Purchasing > Requisitions > Finding Requisitions All requisitions you have saved whether you have submitted them for approval or not can be viewed in the Requisitions Summary window. Chapter 1 - Page 19 Chapter 1 - Page 20

14 Requisition Statuses Guided Practice Requisition Statuses Guided Practice Submit for Approval Return Reject In Process Approve? Pre-Approved Cancelled In Oracle Purchasing we will look at how to: View requisition information using the Requisition Summary window. Check progress of requisition using Action History from the Tools menu Cancel a Requisition Approve? Sign Pick List in Store Approved Requisition Pool Purchase Order Incomplete : Before you submit your requisition for approval. In Process : has been submitted for approval. Pre-approve : Funds have been reserved for the document, if you see a status of Pre-Approved, that means that although you had authority to approve the document, you still elected to forward it to someone else (probably for information). Approved : You have reserved funds for the entire document and the document has completed the approval cycle. Returned : Any encumbrances have been reversed that are associated with the document; no funds are reserved. This is only relevant when completing Purchase Requisitions which is covered later. It occurs when a buyer rejected the requisition. Materials Management & Logistics returns to the preparer all requisition lines within the same requisition that are not on a purchase order requisitions could be returned in the case where the uplift tax code selected by the requestor does not correspond with the preferred shipping method for an overseas requisition. Further explanation will be given in the PUR_02 :. Rejected : The approver rejected the requisition. funds are reserved for the document and no approval is given. Chapter 1 - Page 21 Chapter 1 - Page 22

15 Finding Requisitions Check the progress of your Requisition Finding Requisitions Check the progress of your Requisition (N) Purchasing Requestor > Requisition Summary (N) Purchasing Requestor > Requisition Summary > (M) Tools > View Action History Instructions 1. Use this screen to enter search criteria to limit the list of requisitions you wish to view. te that if you enter no criteria all requisitions will be retrieved from the system. The example screen shows the search for all Internal Requisitions created by the REQUESTOR, Mr. IITA preparer, since we are looking for are own requisitions only. In the final system, your view will be restricted by your position in the approval hierarchy. 2. Click the Find button to start the search. 3. A list of all requisitions meeting your search criteria will be displayed. 4. Locate the requisition you have just created, the description should contain your name as specified earlier. At this point you can check the Approval Status column to see the status as described previously. The requisition should have an Approval Status of In Process as we are awaiting for it to be approved. Instructions 1. Select your requisition and the click on (M) Tools > View Action History as shown in the screenshot above. The first line in the Action History window will contain details as to the name of the current document holder and the Action taken. The Action field will initially be blank and the Performed By field should contain the name of the person the document was forwarded to, in this case APPROVER, Doctor IITA. This confirms that your requisition has been correctly forwarded and is waiting approval from the budget officer/supervisor. If your own name is displayed here it means that there was some problem with the requisition forwarding. This is normally when you have selected an approval hierarchy that you are not a member of, or you have chosen an account to charge that your selected approval hierarchy does not have authority on. You would then need to check the tifications Summary to confirm the reason. You cannot view the action history of Incomplete requisitions, they must be submitted for approval before any action history is created. 2. Close the Action History window. Chapter 1 - Page 23 Chapter 1 - Page 24

16 Cancelling a Requisition Cancelling a Requisition 7. The message Your transaction(s) passed funds adjustment means that the funds previously reserved for the requisition have been released/reversed. Click on the OK button. 8. Finally the message Control Action is completed successfully. Please requery to see the changes, Click on the OK button and requery if you want to see the change to the requisition. To Requery : - (M) > View > Query By Example > Run - OR press [Ctrl]+[F11] (N) Purchasing Requestor > Requisition Summary > (M) Tools > Control Instructions There are occasions when it maybe necessary for you to cancel a requisition after it has been submitted for approval. This section explains how to perform this function. 1. Select the requisition you want to cancel by clicking on the requisition number field to the right of the blue box. You can cancel individual lines of a requisition by viewing the line in the Requisition Summary window and then following the steps below. 2. From the menu bar, select Tools, and choose Control. (M) > Tools > Control 3. Select Cancel Requisition. 4. Enter reason for cancelling it if you require. 5. Click on the OK button to cancel. 6. The message Once the document is Cancelled, it cannot be undone. Do you want to proceed? Click on the OK button. Chapter 1 - Page 25 Chapter 1 - Page 26

17 Practice tifications Summary Practice tifications Summary In Oracle Purchasing, you will Create a Internal Requisition (N) Oracle Purchasing > Requisitions > Requisitions Submit it for Approval Use Requisitions Summary to check it status and action history Equivalent of Oracle internal Requestors are informed when their requisitions are approved, returned or rejected Budget Officers (Approvers) will be notified of documents that require their budgetary approval (N) Purchasing Requestor > tifications Summary OR Oracle Personal Homepage > (T) My Home > Worklist 1. Navigate to Item Search to locate the item(s) you wish to purchase from the stores. te down the number of the items. (N) Purchasing Requestor > Item Search 2. Create an internal requisition and create a line item for each item you wish to order. (N) Purchasing Requestor > Requisitions 3. Assign Account Distributions to each line on the internal requisition. (B) > Distributions 4. Save your requisition and note the requisition number. 5. Submit it for approval to the IITA_APPROVAL_HIERARCHY. (B) > Approve Confirm that your requisition is complete and has been sent to the approver. Locate the requisition using Requisition Summary (N) Purchasing Requestor > Requisition Summary Use Action History from the Tools menu to confirm it was sent. (M) Tools > View Action History As well as checking for the overall status of your requisition in the Requisitions Summary and Action History windows, the tifications Summary window is the where you will receive notifications on the progress of your requisitions. As stated above, you will be informed by notification when your requisition has been approved, when it is rejected and when it is available for collection from the relevant store. Chapter 1 - Page 27 Chapter 1 - Page 28

18 Demonstration Using the tifications Summary Demonstration Using the tifications Summary In Oracle Purchasing we will demonstrate how to: Approve internal requisitions using the tifications Summary function. 1. Review the notifications listed in the Worklist and click on the requisition you wish to review. 2. You may review the requisition in detail if you require. Scroll down the tification Details screen to review. Select Open button to review the entire requisition in Oracle Applications. 3. After reviewing you should choose the appropriate action. Approval Actions including the following: Approve (approves the requisition and can then be processed by stores or purchasing) Approve and Forward (approves the requisition and forwards to another individual for review) Forward (without approval, forwards the requisition to another individual for review) Reject (rejects the requisition and sends back to the originator) The notification will be returned to you with the message the requisition was sent to an invalid forward-to person if you do select a person when forwarding. 4. Select Submit button to complete the action. You will be able to check here on the status of your requisitions. In our training class you can now open your tifications Summary to see the approved (or rejected) requisitions from the Approver as demonstrated. Organising your tifications Once you have read a notification you can choose to Close it, in the same way you might move an message from your inbox into a folder. The default notification list, lists only the open notifications. Close a tification 1. Click on the Select checkmark box for each notification you wish to close. 2. Click on the Close Button. Finding tifications If you need to locate closed notifications you can use the Find feature, indicated by the Torch icon. The Find tifications window lets you enter search criteria to locate specific notifications. Status - choose a notification status of Canceled, Closed, Invalid Reply, or Open. Choose All to display notifications of any status. Chapter 1 - Page 29 Chapter 1 - Page 30

19 Type - choose the item type of the notification(s). Choose All to display notifications of any item type. Subject - enter the subject of the notification you wish to search for. This field accepts case insensitive text strings and interprets the percent sign (%) as a wildcard. Sent - enter the date or range of dates from which the notification(s) were sent. Use the default date format of your database. Date format is DD-MON-YYYY, e.g. 10-OCT Due - enter the date or range of dates by which the notification(s) should be completed. Use the default date format of your database. Priority - choose High, rmal or Low as the priority of the notification(s) you wish to find or choose All to display notifications of any priority. tifications Delegated to - check this criteria to search for notifications that you have forwarded to a specified role but yet still own. Click on the adjacent field's up arrow icon to display a list of roles from which to choose. Summary Summary You should now be able to: Search and check on-hand quantities for items in IITA stores Create internal requisitions and allocate accounts Check the status of your requisition Cancel a requisition Use notifications summary to approve and review Chapter 1 - Page 31 Chapter 1 - Page 32

20 Multi Organization Quantity Report Requisition Information Reports Multi Organization Quantity Report Requisition Information Reports Requisition Activity Register Purchase Requisition Status Buyer s Requisition Action Required Printed Requisitions Requisition Distribution Detail Cancelled Requisition Requisitions on Canceled Sales Orders Backordered Internal Requisitions Internal Requisition Status Internal Requisitions/Deliveries Discrepancy (N) Purchasing Requestor > Multi Org Quantity Search The Item Search facility we have used so far allows us to search only one organization at a time for inventory items. In the IITA system, the different organizations defined are the warehouses in each of the stations such as those shown in the screenshot above. Use the Multiple Organization Inventory Report to show the inventory quantity on hand for items in more than one organization. The report has no limitations on the number of organizations you can enter. The report is sorted by inventory item for all of the organizations. You can run the report for all items, or you can specify a range of items. (Help) Oracle Purchasing > Requisitions > Reports and Processes Requisition Activity Register - The Requisition Activity Register allows you to report on all requisitions created by preparer, creation date etc. It will list all requisitions, their cost and summarize the cost on a daily basis. Purchase Requisition Status This can be used to review the approval status of the requisitions you create. By limiting the approval status to search for, you can use the report as a tool to plan and monitor the buyer workload. You can also use the report to monitor requisitions in the approval process or returned and requiring further attention. Buyer s Requisition Status (Purchasing) This identifies all or specific approved requisition lines that buyers have not placed on purchase orders. It consolidates the list of lines according to items. So if 3 purchase requisitions are received each requesting the same item they will be grouped in this report. Printed Requisitions Allows you to print a report of the requisitions which have the following status: Approved, Rejected, In Process, Pre Approved, and Returned. The report does not include requisitions with status Incomplete or cancelled. Requisitions Distribution Detail This lists requisitions, distributions, and charge account information. You can also use the report to review requisitions that failed funds reservation. Chapter 1 - Page 33 Chapter 1 - Page 34

21 Cancelled Requisition - Use the Cancelled Requisitions Report to review information on cancelled requisitions. Requisitions on Cancelled Sales Order (Storekeepers) This Report shows information on internally sourced requisition lines for which a sales order has been generated and subsequently cancelled. Backordered Internal Requisitions (Storekeepers) - This details information on your backordered internally sourced requisition lines. This means internal requisitions that have not been fulfilled, since item was not available at the time of the order. Internal Requisition Status - Use the Internal Requisition Status Report to print status information for internal requisitions. Internal Requisitions/Deliveries Discrepancy - The Internal Requisitions/Deliveries Discrepancy Report lists requisition documents with items whose source type is inventory. Use this report to identify goods that have been shipped and have a delivery discrepancy, I.e. a internal requisition requestor 10 reams of paper, but only 7 were available. Chapter 1 - Page 35 Chapter 1 - Page 36

22 Purchase Requsitions (RFP) Code : PUR_02 Purchase Requsitions (RFP) Code : PUR_02 Chapter 2 Chapter 2 - Page 1 Chapter 2 - Page 2

23 Agenda Purchase Requisitions Agenda Purchase Requisitions Understand the impact of Oracle in terms of purchasing from external suppliers Existing IITA forms which are replaced are : Request for Purchase (RFP) Purchase Order and Purchase Order Amendment Searching for Supplier information and Purchase History Completing a Purchase Requisition (RFP) on-line Tracking your purchase order status Be aware of special requisition uses travel authorizations and cash advances Majority of the processes for Purchase Requsitions are the same as for Internal Requisitions : Create, edit, cancel and review requisitions online. Review status and action history of your requisitions. Distribute expenses across multiple cost centers. Route requisitions according to your approval structure. Searching Supplier information and Purchase History for current prices (Supplier Item Catalog) You should be aware that there are relatively few changes in the process for purchase requisitions compared to the Internal Requisitions process. This course focuses on the main differences on what you must enter on the form, as well as the use of the supplier item catalog and how to track your purchase order etc. Chapter 2 - Page 3 Chapter 2 - Page 4

24 Purchase Requisitions Process Purchase Requisition Types Purchase Requisitions Process Purchases can be any currency, they will be converted automatically to USD Inventory Items External Services n-inventory Items Request to stock new item (ICRF) The flowchart shown indicates the main steps required to complete this process. This flowchart is excerpted from the IITA specific help available from the Oracle MIS Intranet. Chapter 2 - Page 5 Chapter 2 - Page 6

25 Guided Practice Overview Request for an Inventory Item Guided Practice Overview Request for an Inventory Item In this guided practice you will use Oracle Purchasing to: Create a Purchase requisition (N) Purchasing Requestor > Requisitions Request for Purchase of :- an inventory item a non-inventory item an external service in a foreign currency Use Account Distributions and split costs to centres by item quantity (N) Purchasing Requestor > Requisitions This guided practice is using the TEST instance of the Oracle database, this contains IITA data to help you gain familiarity with the system. Although the data that you will use is not the final production version, the majority of the functions and data are the same as what you will employ when using the completed IITA system. 1. Access and Login to Oracle Applications with : Username : IITA_REQUESTOR Password : WELCOME 2. Choose the Purchasing Requestor responsibility. Instructions Complete the Header information for the internal requisition. 1. Number action, the requisition number will be automatically generated by Oracle. 2. Type - Select Purchase Requisition" from the list of values. 3. Description - Enter a description of the requisition, for purchase requisitions this must include the requisition number at the beginning. You will need to leave this blank until you have saved the requisition. 4. Status, Preparer, and Total are system-generated fields. The Preparer will be REQUESTOR, Mr. IITA since this is the employee associated with the IITA_REQUESTOR username you logged in with. Requesting for Purchase of an inventory item Items Region 1. Type (Line Type) Required Field. Choose "Goods" from the list of values. 2. Item - Choose the stores item number from the list of values. Choose A for this practice. 3. Category - Defaults based upon your item number selection, will always be STOCK. Chapter 2 - Page 7 Chapter 2 - Page 8

26 4. Description - Defaults based upon your item number selection. 5. Unit of Measure - Defaults based upon your item number selection. 6. Quantity - Enter quantity to purchase. Enter 2 for the quantity. 7. Price - Enter the estimated price per unit of the item or service. Is this case it was already entered (5.5), change it to Need-By Date - Enter the date by which you need the item. It must be sufficiently in the future for the item to be purchased. 7 to 20 days for local purchases and 3 months+ for overseas purchases. 9. Tax Code Choose the uplift code for the item. Choose TBD (To be decided) for this practice. 10. Destination Type - Select "Expense" from the list of values. 11. Requestor Select an employee name from the list of values if you are preparing the requisition on behalf of someone else, such as your supervisor. 12. Organization Choose IITA. 13. Location Choose the location you wish the item to be delivered to, normally your own location. Choose CSD-1000 for Budget and Finance for the practice. 14. Source - Choose Supplier" from the list of values. 15. Supplier Choose a supplier from the list of values. If the supplier does not exist in the system then you should provide details in the te to Buyer field. Alternatively, if you have a lot of information to provide you can enter it as an attachment either within Oracle or sent to Materials Management & Logistics ensuring you write the purchase requisition number generated in oracle clearly on the documentation. Choose L.W. Lambourn & Co. Inventory items that you are requesting for purchase may automatically insert a supplier from previous purchase quotations 16. Site - Choose supplier site you wish to purchase from, if there is more than one. Such as Lagos, Kano or Abuja office. In this practice, it will default to LAMBOURN & CO when clicked on. 17. Contact - Choose contact in supplier site. A particular contact maybe more knowledgeable about the product you wish to purchase. Contact person of overseas supplier may be automatically entered by the system. In this practice, it will default to Lambourn, L. 18. Phone Choose phone number of contact if more than one. In this practice, leave this blank. 19. Click on Source Details region tab. Source Details Region 20. te to Buyer State the preferred shipping method for the purchase, such as by Sea, Air, Courier. This is to help the Buyer select the correct uplift code (for the tax code field). If you are recommending a new supplier not in the system you can also provide details here. Type Please use courier for this practice. 21. Buyer You must choose an IITA buyers name from list. Choose Cruickshank, Mr. Robert for this practice. 22. Supplier Item If you know the supplier item number you can enter it here. te that this is not the same as the manufacturer s item code which may be different to an individual suppliers coding for the item. 23. Click on the Details Region tab. Requisitions: Details 24. Urgent Do not use this as it will be ignored by the buyer. 25. Justification You may add further comment justifying why you require the item, or why you have recommended a particular supplier. 26. If you need to provide additional information you can use an attachment either within Oracle or sent to Materials Management & Logistics ensuring you write the purchase requisition number generated in oracle clearly on the documentation. 27. Transaction Nature Choose from : On Leave or Vacation Purchase Self-explanatory. Replacement Purchases to replace exisiting items in your unit. Replenish Inventory Used for storekeepers who are reordering stock. Travel Authorization Indicates that the requisition is a Travel Authorization, will be selected by Travel Services staff only. Choose Other for this practice. 28. Click on Distributions and use account number Save the requisition at this point to generate the requisition number. 29. Enter the description including the requisition number such as Oracle Training Classroom Setup requirements. 30. Continue with the next requisition line overleaf. Chapter 2 - Page 9 Chapter 2 - Page 10

27 Request for a n-inventory Item Request for a n-inventory Item (N) Purchasing Requestor > Requisitions Instructions Requesting for a n-inventory item Items Region 1. Click on the next line to start Line Num Type (Line Type) Required Field. Choose n-inventory" from the list of values. 3. Item Leave blank. 4. Category Choose the one that best describes your purchase. For items, you may choose the following : Capital Fixed Asset Capital purchase. Equipment For general equipment purchase. Misc For other non-equipment purchases. Choose Equipment for this practice. 5. Description Enter a brief description of the item. For this practice enter Canon LCD Projector- Model Number XJ Unit of Measure Choose the unit of measure you are purchasing the item in. For this practice, choose EACH. 7. Quantity - Enter 1 for the quantity. 8. Price -Enter Need-By Date - Enter the date by which you need the item. 10. Tax Code Choose Destination Type - Select "Expense. 12. Requestor Leave as it is. 13. Organization Choose IITA. 14. Location Choose CSD Source - Choose Supplier" from the list of values. 16. Supplier We will provide supplier details in an attachment for this practice. 17. Click on Source Details region tab. Source Details Region 18. te to Buyer Enter Please select quickest method, suggested supplier details in attachment. 19. Buyer Choose Cruickshank, Mr. Robert. 20. Supplier Item Enter XJ Click on the Details Region tab. Requisitions: Details 22. Justification Enter This supplier listed in the attachment has some of them in stock now! 23. Transaction Nature Choose Other. Adding an Attachment 24. Click on the Attachments icon on the Toolbar. You may receive the message Record must be committed before adding attachments. Do you want to commit?. If you made changes since the last save, you need to save them before adding an attachment, click. 25. Category - Choose To Buyer. 26. Description Enter Canon LCD Supplier information. 27. Data Type Choose Short Text. 28. Type the information about the supplier, such as name, address, contact details etc in the space provided. 29. Save the attachment, close the window to return to the requisition. 30. Click on Distributions and use account number Save the requisition. w lets move on to the next line item we wish to request. Chapter 2 - Page 11 Chapter 2 - Page 12

28 Request for an External Service Request for an External Service (N) Purchasing Requestor > Requisitions Instructions Requesting for a n-inventory item Items Region 1. Click on the next line to start Line Num Type (Line Type) Choose Service" from the list of values. 3. Item Leave blank. 4. Category Choose the one that best describes your service requirement such as : AGRIC-SERV Agricultural Services BUILDING Building Services CONSULTING For employing consultants. LABOR For requesting casual labour. MEDICAL Medical Services SCIENTIFIC Scientific services. TRANSPORT.- Transport services. Choose Labor for this practice. 5. Description Enter a brief description of the service. For this practice enter 2 casual labourers for 2 days. 6. Unit of Measure Choose Day. 7. Quantity - Enter 4 for the quantity. 8. Click on the Currency region tab. Foreign Currency Purchase Since the labourers will be paid in Naira we need to enter this in the system. 9. Currency - Choose NAI from the list of values. 10. Foreign Currency Price Scroll the table to find this field and enter 450 for 450 Naira. All the other fields are automatically calculated. The Naira total should be 1800 and the Dollar total Click on the Items Region tab. 12. Need-By Date - Enter the date by which you need the service. 13. Tax Code Choose 0%. 14. Destination Type - Select "Expense. 15. Requestor Leave as it is. 13. Organization Choose IITA. 14. Location Choose CSD Source - Choose Supplier" from the list of values. 16. Supplier Leave blank, personnel will source the labor. 17. Click on Source Details region tab. Source Details Region 18. Buyer Choose Cruickshank, Mr. Robert. 19. Click on the Details Region tab. Requisitions: Details 20. Justification Enter We need to move all our equipment across campus 21. Transaction Nature Choose Other. 22. Save the requisition. w lets go ahead and allocate the accounts for this line item, see next page. Chapter 2 - Page 13 Chapter 2 - Page 14

29 Account Distributions Splitting Costs Tax Code = Uplift Factor Account Distributions Splitting Costs Tax Code = Uplift Factor Tax Code field on the requisition line is used to indicate the uplift factor to charge for the purchase Valid uplift codes will be available in the intranet in the future Buyer may return requisition line for you to change if you select incorrect uplift code Instructions For purchase requisitions only you can split the costs for an item between different costs centres by quantity. 1. Click on line item 3 on the requisition, the Service line item you just created. Click on the Distributions button. 2. Click on the Charge Account field and enter the following account as usual : te that the quantity of the item is 4, lets distribute the cost of this item accounts to different accounts. Click on the New Record button in the Distributions window, a new distribution line will appear numbered On the new line Num 2 type the quantity as 2 and enter the account to charge as : You will also need to change the Quantity on the first line from 4 to 2, the quantities must add up to the actual quantity ordered. 6. Save the changes. 7. Click on the Approve button and then submit it for approval. Chapter 2 - Page 15 Chapter 2 - Page 16

30 Correcting the Tax Code (Uplift) Correcting the Tax Code (Uplift) Confirm the tax (uplift) code charges 1. Click on the line that you wish to view and then select (M) > Tools > Tax Details as shown in the screenshot above. 2. The Tax Details screen will show the amount of the purchase and the n-recoverable Tax is the amount that will be charged as shipping/uplift charges. 3. Submit for Approval as before. (M) Tools > Tax Details 1. Check your tifications Summary and you should see a notification from the Buyer indicating that you are required to alter the uplift code and re-submit the requisition. te that this is per line of your requisition, since the buyer works on the individual lines of the requisition when creating the purchase orders. (N) Purchasing Requestor > tifications Summary 2. Close the tifications Summary and locate your requisition from the Requisition Summary window. Your requisition should have an Approval Status of Returned. (N) Purchasing Requestor > Requisitions Summary 3. Open the requisition, choose line 1 (item A000004) and change the Tax Code to 321. You will receive a message informing you that you have to delete the existing distribution and re-allocate it to ensure the tax code will be updated. 4. Click on the Distributions button and then delete the existing distribution. 5. Save the changes. 6. Select the account again which should be Save the changes again. Chapter 2 - Page 17 Chapter 2 - Page 18

31 Checking the progress of your purchase Using PO Tracker Checking the progress of your purchase Using PO Tracker View Purchase Order Number Use PO Tracker (N) Purchasing Requestor > Requisition Lines Summary (M) > Tools > View Purchase Orders (Help) Oracle Purchasing > Requisitions > Finding Requisitions With Purchase Requisitions you can also check their order status. In addition, once your purchase order has been created and sent, its progress can be tracked in a form called PO Tracker. 1. Locate your purchase requisition from the Requisitions Summary screen. 2. Click on the Lines button to view individual lines. You can scroll along the line to the end to check the field Order Number, if a value is in this field in means your purchase order has been created. The 1 st line item for item number A has been ordered since it has a Order Number, you may click on View Purchase Orders from the Tools menu to see more detail. (M) Tools > View Purchase Orders If View Purchase Orders is grayed out in the Tools menu it means that the line has not had a PO created as yet. 3. If you are able to select it the Purchase Order Lines window will appear. 4. You will need to note down the Purchase Order number in order to track it s progress in PO Tracker. te down the Order Number for the A item. PO Tracker is not available in Oracle Applications since it is a facility to allow our overseas courier (L.W. Lambourn & Co.) to update the progress of purchases with overseas supplier. Data from the system will be automatically updated in PO Tracker every 6 hours. You will access PO Tracker from your Personal Home Page. 1. Locate the Personal Home Page on the Windows task bar and click on the My Home tab. 2. In the Favorites section you can click on the PO Tracking Application link. 3. A new window will appear prompting you to enter your PO number or click Click Here to see a list of all open Purchase Orders. Since our data will not have been updated yet in PO Tracker, you can click on the link to list all open purchase orders. 4. Close the window when you have finished. Chapter 2 - Page 19 Chapter 2 - Page 20

32 Supplier Item Catalog Demonstration Supplier Item Catalog Demonstration View the Supplier Item Catalog to: Add lines to an existing requisition Add items to a new requisition View purchase and price history You can view items and their sources by: Negotiated sources Prior purchases Sourcing rules Requisition templates Create requisitions (N) Oracle Purchasing > Requisitions > Requisitions (B) Catalog lines Searching the Supplier Item Catalog Viewing Prior Purchase History Using the Order Pad Negotiated Sources : Long term agreements with a supplier that support repetitive buys: Blanket purchase agreements, quotations, and planned purchase orders. Prior Purchases : Actual past buys: Standard purchase orders, scheduled releases, blanket releases. Sourcing rules : Materials Management & Logistics will set these rules, such as pricing available from suppliers such as discounts for bulk orders. Requisition Templates : Any specific templates setup by MM&L for particular suppliers. 1. Click on the requisition line and then click on the Catalog button. 2. The Search Supplier Item Catalog will be displayed. Some of the fields may already be filled depending on what was entered on the requisition line. 3. Click on Find button to start search. 4. Click on each of the 4 tabs to view different purchasing information. You may use Prior Purchase most often since it will give you an idea of the cost of the items when they were last purchased. 5. You can add items onto your requisition from prior purchases, select the item and then click on Add. 6. The item details will be displayed on the item pad below, complete the Deliver-To information as you would on the requisition. Need-By The date the item is required. Org The Organization, either IITA or Warehouses in Ibadan. Location Where the items should be delivered. Destination Type Expense or Inventory. 7. Click on Select to add the item(s) into your requisition. Chapter 2 - Page 21 Chapter 2 - Page 22

33 Summary Requesting for a New Item to be Stocked Summary Requesting for a New Item to be Stocked You should now be able to: Complete various types of Purchase Requisition (RFP) on-line Inventory Items, n-inventory Items, External Service Items and items for the inventory Searching for Supplier information and Purchase History Tracking your purchase order status Be able to use the information provided at the end of the document to complete Travel Cash Advances and Travel Authorizations using Oracle Requisitions If you plan to consume an item regularly for a period of 6 months minimum Request it to be stocked in IITA Stores Complete an Item Creation Request Form (ICRF) and submit to Materials Management & Logistics You will access the online from called Item Creation Request Form (ICRF) from your Personal Home Page. 1. Locate the Personal Home Page on the Windows task bar and click on the My Home tab. 2. In the Favorites section you can click on the Item Creation Request Form link to open it. (Continued on the next page) Chapter 2 - Page 23 Chapter 2 - Page 24

34 The Item Creation Request Form IITA TAs and Cash Advances The Item Creation Request Form IITA TAs and Cash Advances Requisitions will also be used for : Travel Cash Advances Travel Authorization Reference material is provided for the above as well as : Standard MRIs and RFPs Further online help can be found in the Oracle MIS Intranet site : (H) IITA Help for Oracle Complete the form with as much information as you can supply regarding the new item. Click on the Submit button at the bottom of the form to complete it and therefore send it for Materials Management & Logistics review. Chapter 2 - Page 25 Chapter 2 - Page 26

35 Reference Information for TA and Cash Advance information to Oracle Purchasing. After that they will open the requisition that has been created by concurrent process and send it for approval. Summary Description The following table is provided as additional clarification for the required fields and their content for Purchase Requisitions used for Travel Requests and Cash Advances in IITA. It complements information available in the following documents: Requisitions Creating [NAV4002Y] Special tes Cash Advance Instruction for Requestor Requestors will fill out their own Cash Advance form on-line while using Requisitions Form. It is crucial for defining Cash Advance budget account in the requisition distributions field. Instruction for Budget And Finance Before closing the cash advance, Budget and Finance should return the Requisition to the Requestor with a return note like `Your cash advance claim is being processed.`. Cash Advance request has been raised by requestor and budget has been committed so before expense claim process starting, B&F should release the funds from related budget. Please refer to the `Returning a Requisition to the Requestor` procedure in IITA Oracle Purchasing User Guide. Travel Request Instruction for Requestor TA Form will be available in your Personal Home Page. You will fill it out as a requestor; form looks similar to the traditional TA form. TA form will be on-line with some restrictions that you need to consider. For complex Travel Arrangements like the ones having more than one charge number should be separated. Each TA form will have only one Charge Code and only one Category. This means that if you want to create a travel Authorization form you need to create one for each that has different charge numbers. On-line TA form will be converted to requisitions in Oracle by Travel Office and will be sent for your approval. In the following table you will see field mappings between On-line TA form and Purchase Requisitions form. This mapping will help you on reviewing your TA in Oracle. Instruction for Travel Office Travel Office will process TA form as before and arrange the flight and price information. After completing data entry to the On-line TA form, Travel Office will run a process to convert all Chapter 2 - Page 27 Chapter 2 - Page 28

36 Requisitions Field Descriptions CASH ADVANCE TRAVEL AUTHORIZATION Header Region Number System generated. System generated. Type Choose Purchase Requisition Choose Purchase Requisition Description Enter CASH ADVANCE to the Requisition Field. Enter Information in this order, `TA for TA Form ID, and travellers name`. TA form ID will be assigned by TA html page. Preparer System generated, determined by your username. System generated, determined by your username. Status System generated. System generated. Total System generated, the total charges for System generated, the total charges for your requisition. your requisition. Items Region Num System generated. System generated. Type Choose Service as a line type. Choose Service as a line type. Item Leave this field blank. Leave this field blank. Rev NA NA Category Choose ADVANCE as a Category. Choose AIR_TICKET as Category. Description If you have more than one request you may define more than one line, enter detailed description for your request to each line. Enter Travel Type, Category, Type, Ticket Type, Carrier, Names to the item description field from TA form. UOM Enter EACH as a UOM code. Enter EACH as a UOM code. Quantity Enter 1 to the quantity field as you are asking for one Cash Advance. If you are asking for more than one then you need to create a new line with the quantity of 1. Enter the number of accounts that you are going to charge. This should be always 1. Price Enter the total of the Cash Advance. Enter total value of tickets. Need-By Enter the date you require. Enter a date 5 days before the planned departure date. Tax Code NA NA Charge Account Account to charge for purchase, cannot be selected here, choose from the Distributions button later. Account to charge for purchase, cannot be selected here, choose from the Distributions button later. Amount System generated after the quantity and price have been entered. Destination and Source Area (below Items Region) Destination Type Choose Expense. Choose Expense. Requestor Choose name if different from Preparer. If you are preparing a requisition on behalf of your supervisor you may select their name here. System generated after the quantity and price have been entered. Enter TA_USER as a requestor. Requestor name will be in main requisition description field. Organization Choose IITA. Choose IITA. Location Choose location you are ordering for, such as CSD-1000 for Budget and Finance. Choose TA_LOCATION as a Location. Subinventory NA NA Source Choose Supplier as a source. Choose Supplier as a source. Supplier NA NA Site NA NA Contact NA NA Phone NA NA Source Details Region te to Buyer Enter special requirements if applicable. Enter special arrangements. Buyer Choose the CASH_ADVANCE as the Buyer. RFQ Required NA NA Supplier Item NA NA Document Type NA NA Document NA NA Line Number NA NA Contract Num NA NA Rev NA NA Choose TRAVEL_OFFICE as a Buyer. Details Region Urgent NA will be ignored if selected. NA will be ignored if selected. Chapter 2 - Page 29 Chapter 2 - Page 30

37 Justification Provide justification for the advance if necessary. te to Receiver NA Enter your approval Hierarchy name as your Budget Officer's position Name. Transaction Nature NA Choose Travel Authorization as a Transaction Nature. Reference Number NA Enter TA Form ID from TA html page. UN Number NA NA Hazard NA NA Currency Region Currency If advance will be in currency other than Dollars (USD), select it here. for non-$ Advances. NA If purchase will be in currency other than Dollars (USD), select it here. for non-$ Tickets. Rate Type Choose Corporate. Choose Corporate. Rate Date Defaults to today s date. Defaults to today s date. Rate System generated, entered by Budget and Finance in system. System generated, entered by Budget and Finance in system. Base Currency Price Base Currency Line Total Foreign Currency Price Foreign Currency Line Total The actual price in US Dollars (USD). You MUST enter the price in the Foreign Currency Price field first. System generated after you have entered the Quantity in the Items Region. Enter the price per item in the selected currency, such as Naira (NAI) for local purchases. System generated after you have entered the Quantity in the Items Region. The actual price in US Dollars (USD). You MUST enter the price in the Foreign Currency Price field first. System generated after you have entered the Quantity in the Items Region. Enter the price per item in the selected currency, such as Naira (NAI) for local purchases. System generated after you have entered the Quantity in the Items Region. Charge Account Choose the correct Account and Cost Centre to charge for the purchase. This is your responsibility now, not Budget and Finance. Company : Should be 01, meaning IITA. Account : Should be a proper account that starts with 68XX. Cost Center : Should be your cost center that has been assigned to your approval hierarchy. Donor : Should be , meaning unidentified. Reserved : Should be your own Personal Account that starts with EXXXXX (e.g. if your account is 4567, select E04567). Recovery Rate NA NA GL Date System generated System generated. Budget Account System generated System generated. Accrual Account System generated System generated. Variance Account System generated System generated. Project Region NA NA Choose the correct Account and Cost Centre to charge for the purchase. This is your responsibility now, not Budget and Finance. Company : Should be 01, meaning IITA. Account : Should be a proper account that starts with 68XX. Cost Center : Should be your cost center that has been assigned to your approval hierarchy. Donor : Should be , meaning unidentified. Reserved : Should be your own Personal Account that starts with EXXXXX (e.g. if your account is 4567, select E04567). Distributions CASH ADVANCE TRAVEL AUTHORIZATION Num System generated You can add new line numbers when you wish to split the cost by quantity between different cost centers. Quantity Taken from the Quantity you entered in the Items region. You cannot share the cost by quantity for internal requisitions. Taken from the Quantity you entered in the Items region. You may share the cost by quantity of the purchase between different cost centers by adding new rows and editing the quanitities accordingly. Chapter 2 - Page 31 Chapter 2 - Page 32

38 Requisitions - Field Descriptions for MRI and RFP Summary Description The following table is provided as additional clarification for the required fields and their content for both Purchase (RFP) and Internal (MRI) requisitions. It complements information available in the following documents : Requisitions Creating Internal Requisitions (MRI) [NAV4000Y] Requisitions Creating [NAV4002Y] Requisitions Field Descriptions Requisitions Field Name Comments Required? MRI RFP MRI RFP Header Region Number System generated. System generated. Type Choose Internal Requisition Choose Purchase Requisition Description Enter whatever you like. Enter the Requisition number, generated after you save the requisition. Such as Replacement Computer Monitor Preparer System generated, determined by your username. System generated, determined by your username. Status System generated System generated Total System generated, the total charges for your requisition. System generated, the total charges for your requisition. Items Region Num System generated System generated Type Choose Goods. Choose Goods when you want to purchase an inventory item that is not currently in stock. Choose n-inventory when you want to purchase a noninventory item (e.g. a one off purchase). Choose Service when you want to purchase a service. Item Choose the item you wish to If you are requesting purchase request from stores. of a current inventory item, choose the item from the list of values. If you choose n-inventory or Service as the type leave this field blank. Rev NA NA Category Description UOM Quantity Automatically displayed when you choose an item, will always be Stock. Automatically displayed when you choose an item. Automatically displayed when you choose an item. Enter the quantity of the item you require. If it is an inventory item (Goods), it will default to STOCK. If it is a n-inventory or Service you are requesting, choose from ADVANCE, AGRIC-SERV, AIR_TICKET, BUILDING, CAPITAL, CONSULTING, EQUIPMENT, HOTEL, LABOR, MEDICAL, MISCELLANEOUS, SCIENTIFIC or TRANSPORT. Choose CAPITAL if it is a Fixed Asset Purchase. Choose ADVANCE for a Cash Advance request. If it is an inventory item (Goods) it will automatically be entered when you chose the item. If n-inventory or Service, enter a description of the item or service you wish to purchase. If it is an inventory item (Goods), this will default according to the item chosen. For n-inventory and Service, select the Unit of Measure the item you wish to purchase is in, such as Box, Carton, Can, Bag, Day etc. For Goods and n- Inventory, enter the quantity of the item you wish to purchase. For Service, leave as 1, except in cases where the service is for a fixed number of days. Chapter 2 - Page 33 Chapter 2 - Page 34

39 Price Need-By Tax Code Charge Account Amount Price for one item, will automatically be inserted when you select the organization. The date you require the item(s), this will normally be next day for MRIs. Used for the Uplift charge for purchased items, not required for internal requisitions (MRIs). Account to charge for purchase, cannot be selected here, choose from the Distributions button. System generated after the quantity has been entered. For inventory items (Goods), the price should be inserted automatically with the related supplier information if any sourcing rule exists in the system otherwise you need to enter a price. For n-inventory, enter the estimated price per unit of the item that you wish to purchase from the supplier. For Service, enter the estimated cost of the service. If it is calculated by day you can enter the daily rate and use the quantity to calculate the total cost. Otherwise, enter the total cost of the service and leave the quantity as 1. The date you require the items or service, you must plan ahead for your purchases, such that Materials Management & Shipping is able to meet your requirements. Choose the desired shipping method, which will incur charges for the shipping location, known as uplift. If you do not know the shipping code you should select the TBD code. Refer to Purchase Requisitions Shipping Codes (uplift charge) [REF4002Y]. Account to charge for purchase, cannot be selected here, choose from the Distributions button. System generated after the quantity and price have been entered. Destination and Source Area (below Items Region) Destination Type Choose Expense. Choose Expense from the list of values if you are purchasing for your unit. Choose Inventory if you are Requestor Choose name if different from Preparer. If you are preparing a requisition on behalf of your supervisor you may select their name here. purchasing for IITA stores, applies to Storekeeper staff only. Choose name if different from Preparer. If you are preparing a requisition on behalf of your supervisor you may select their name here. Organization Choose IITA. Choose IITA for Expense destination type, all requisitions by units. Choose Warehouses in Ibadan for Inventory purchases, applies to Storekeeper staff only. Location Choose IITA. Choose location you are ordering for, such as CSD for Budget and Finance. Subinventory NA NA Source Choose Inventory. Choose Supplier. If the Source chosen is Inventory then these fields are displayed : Organization Choose the appropriate warehouse for your location, for Ibadan choose WAREHOUSES IN IBADAN. NA Subinventory NA NA If the Source chosen is Supplier then these fields are displayed : Supplier NA Choose supplier you are recommending to purchase from. Inventory items that you are requesting for purchase may automatically insert a supplier from previous purchase quotations. Site NA Choose supplier site you wish to purchase from, if there is more than one. Such as Lagos, Kano or Abuja office. Contact NA Choose contact in supplier site. A particular contact maybe more knowledgeable about the product you wish to purchase. Contact person of overseas supplier may be automatically entered by the system. Chapter 2 - Page 35 Chapter 2 - Page 36

40 Phone NA Choose phone number of contact if more than one. Source Details Region te to Buyer NA State the preferred shipping method for the purchase, such as by Sea, Air, Courier or Best Way. This is to help the Buyer confirm you selected the correct uplift/shipping charge. Buyer NA Choose a Buyer from list. RFQ Required NA Request for Quotation (RFQ). In general you will not normally request this. However, if in a special case you wished have quotations of potential suppliers, received by Materials Management & Logistics you would tick this box. Supplier Item NA For items that have previous purchase history, a supplier item code may be shown here. In addition, you can if required select the supplier item code from the list of values. Document Type NA If there is an existing purchase history, such as price quotations from a supplier associated with the item it will be shown here. Possible types are Quotation and Blanket purchase. Document NA The Quotation document reference number if one is available. Line Number NA The specific line number of the item in the supplier location. Contract Num NA NA Rev NA NA Details Region Urgent NA will be ignored if selected. NA will be ignored if selected. Justification Provide justification for the MRI if You may add further comment necessary. justifying why you require the item, or why you have recommended a particular supplier. te to Receiver NA Provide information to the receiver, such as Contact me for receiving inspection. Transaction Nature NA Indicate reason for purchase, choose from On Leave or Vacation Purchase, Personal, Replacement, Replenish Inventory, Travel Authorization. Reference Number NA You may enter your own reference number for searching purposes if you wish. UN Number NA NA Hazard NA NA Currency Region Currency NA If purchase will be in currency other than Dollars (USD), select it here. Rate Type NA Choose Corporate. Rate Date NA Defaults to today s date. Rate NA System generated, entered by Budget and Finance in system. Base Currency Price NA The actual price in US Dollars (USD). You MUST enter the price in the Foreign Currency Price field first. Base Currency Line Total NA System generated after you have entered the Quantity in the Items Region. Foreign Currency Price NA Enter the price per item in the selected currency, such as Naira (NAI) for local purchases. Foreign Currency Line Total NA System generated after you have entered the Quantity in the Items Region. for non- $ Chapter 2 - Page 37 Chapter 2 - Page 38

41 Requisitions Distributions Field Name Comments Required? MRI RFP MRI RFP Accounts Region Num System generated You can add new line numbers when you wish to split the cost by quantity between different cost centers. Quantity Charge Account Taken from the Quantity you entered in the Items region. You cannot share the cost by quantity for internal requisitions. Choose the correct Account and Cost Centre to charge for the purchase. This is your responsibility now, not Budget and Finance. Taken from the Quantity you entered in the Items region. You may share the cost by quantity of the purchase between different cost centers by adding new rows and editing the quanitities accordingly. Choose the correct Account and Cost Centre to charge for the purchase. This is your responsibility now, not Budget and Finance. Recovery Rate NA NA GL Date System generated System generated. Budget Account System generated System generated. Accrual Account System generated System generated. Variance Account System generated System generated. Project Region NA NA Chapter 2 - Page 39 Chapter 2 - Page 40

42 MRI Required Fields RFP Required Fields Choose Internal Requisition MRI Required Fields Include requisition Number RFP Required Fields Purchase Requisition Transaction Nature 5 3 Must be Goods Location of your Unit Must be Expense, IITA and IITA_Ibadan Inventory and Warehouses in Ibadan 1. Choose Goods for purchases for Inventory Items. Choose n-inventory for one-off purchases. Choose Service for a service request. 2. For n-inventory or Service requests. Choose appropriate Category. Enter Description of purchase requirement. Select appropriate Unit of Measure (UOM). 3. Currency If your purchase in not in dollars. 4. Unit Purchases : Destination type : Expense Organization : IITA Inventory Purchases : Inventory Organization : Warehouses in Ibadan 5. Source Details te to Buyer Describe shipping requirement Buyer - Choose IITA buyer Chapter 2 - Page 41 Chapter 2 - Page 42