Creating Purchase Order Requisitions Example: Creating a PO Requisition for Fisher Scientific Manually

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1 These instructions will assist you in adding items from Fisher Scientific to a Purchase Order Requisition manually. UAB FN Document Entry/Approval Purchasing: Requisitions Requisitions UAB Requisition Input Requisitions Requisitions 1. Log into the Oracle HR & Finance system and follow one of the paths listed above to open the Purchase Order Requisition form. 2. Click in the small square with brackets that is located under the TOTAL field. 3. The REQUISITIONS HEADERS form will appear as shown. Enter the following information: a. ORDER METHOD: Enter Fax here. b. DELIVER TO: Enter the order recipient s name here. c. BUILDING ROOM: Enter the building and room number of the order recipient. Do not enter street addresses. Only enter the UAB building code and room number here. (Ex: BEC 123) For a listing of all of the UAB building codes, click here. d. REQUESTER S PHONE #: Enter the order recipient s entire phone number string (Ex: ) e. REQUESTER S Enter the order recipient s address.

2 f. DEPARTMENT NAME: Enter the name of the order recipient s department. g. EXPIRATION DATE: Leave this field blank. h. DO SCANNED DOCUMENTS EXIST?: This field defaults to N (No). Do not change N to Y (Yes) here unless there is a quote that needs to be faxed to the imaging system for this requisition. 4. Click on the OK button. 5. Enter the following information on the LINES tab, which is shown below: a. CATEGORY: Enter an item category for the item that you wish to order. Tip! A typical category that is used to order items from Fisher Scientific is Scientific.Supplies. To access a printable listing of the item categories acceptable by the Oracle Administrative System, click here. b. DESCRIPTION: Enter the item number first and then enter a brief description of the item. c. UOM (Unit of Measure): Enter a unit of measure for the item that you wish to order. Tip! To access a list of the acceptable units of measure, click on the LIST OF VALUES (LOV) button in the UOM field. d. QUANTITY: Enter the amount of this item that you would like to order. e. PRICE: Enter the unit item price here. Administrative Systems Instruction & Development 2

3 6. Go to the bottom of the form and enter the following information in the fields: a. ORGANIZATION: Click in the field and then click on the LIST OF VALUES (LOV) button to populate the field with UAB Operating Unit. b. LOCATION: Enter Deliver to Dept c. SUPPLIER: Click on the LIST OF VALUES (LOV) button and search for the supplier. Enter Fisher Scientific% in the FIND field and then click on the FIND button. Double-click on the Fisher Scientific listing with supplier number 3440 as shown. d. SITE: Click in the field and then click on the LIST OF VALUES (LOV) button to populate the field. e. CONTACT: Leave this blank. f. PHONE: Leave this blank. 7. Save the requisition by clicking on the gold diskette icon that is located at the top of the screen. If you receive an error, click on the OK button. Administrative Systems Instruction & Development 3

4 8. Your requisition should look similar to the one shown below. Click on the DISTRIBUTIONS button to enter your account information. 9. The DISTRIBUTIONS form will appear. Enter your account information a. If you are using a General Ledger (GL) account: i. Click in the CHARGE ACCOUNT field. (Click on the OK button if you see error pop ups on the screen.) ii. Click on the LIST OF VALUES (LOV) button in the CHARGE ACCOUNT field. iii. When the ALIAS form appears, enter the first and second segments of your General Ledger (GL) account string. iv. Click on the OK button. v. Enter your object code in the OBJECT field. Tip! A typical object code that is used to order items from Fisher Scientific is , which is the object code for general lab supplies. If this object code is not a good fit for the type of item you wish to purchase, you can access a list of object codes by clicking on the LOV button. To view the official object code listing online, click here. vi. After entering an appropriate object code, click on the OK button. Administrative Systems Instruction & Development 4

5 vii. Save the information and then close the DISTRIBUTIONS form by clicking on the x in the top right hand corner of the form. b. If you are using a Grant (GA) account: i. Click on the PROJECT tab. ii. Enter the project number in the PROJECT field. iii. Enter the task number in the TASK field. iv. Enter the award number in the AWARD field. v. Enter your object code in the EXPENDITURE TYPE field. Tip! A typical object code that is used to order items from Fisher Scientific is , which is the object code for general lab supplies. If this object code is not a good fit for the type of item you wish to purchase, you can access a list of object codes by clicking on the LOV button. To view the official object code listing online, click here. vi. Enter the organization number in the ORG field. vii. Enter today s date in the DATE field. Tip! To allow the system to populate this field, click on the LOV button to access the calendar feature and then click on the OK button. Administrative Systems Instruction & Development 5

6 viii. Save the information and then close the DISTRIBUTIONS form by clicking on the x in the top right hand corner of the form. 10. If you need to add more items to your requisition, click on the next item line on the LINES tab and repeat steps 5-9. If you do not need to add any more items, go to the next step. 11. To approve the requisition, click on the APPROVE button that is located at the bottom of the form. 12. The APPROVE DOCUMENT form will appear. Click on the OK button. Congratulations! You have just completed a Purchase Order Requisition for Fisher Scientific! After the Purchase Order Requisition has been approved, you should receive an approval notification by . DO NOT call Fisher Scientific to place your order, as Fisher receives all UAB orders electronically. After Fisher Scientific has received your order request, expect to receive your order within two business days. Administrative Systems Instruction & Development 6