Description: This manual describes the process for a TCAT user to submit a requisition through Jaggaer for approval.

Transcription

1 SUBMIT REQUISITION - TCAT Description: This manual describes the process for a TCAT user to submit a requisition through Jaggaer for approval. A Shopper is a person who requires the requisition for a purchase. A Requestor is the person who submits the requisition for approval in Jaggaer. An Organizational Approver is an individual who reviews the requisition for accuracy and approval. The Executive Approver is the individual designated as the required final sign off for approving purchases at the institution. Dependent on your TCAT, one individual may fulfill multiple roles. Table of Contents Step 1. TCAT Shopper Creates a Shopping Cart... 2 A. Identify type of supplier... 2 B. Invite new vendor... 3 C. Create a shopping cart using a hosted catalog vendor... 3 D. Create a shopping cart using a punchout catalog vendor... 4 E. Create a shopping cart using a non-catalog vendor... 5 F. Add attachments for non-catalog items... 7 Step 2. TCAT Shopper Assigns Cart to Requestor... 8 A. Open the cart... 8 B. Assign the cart to a requestor Step 3. TCAT Requestor Reviews and Submits Requisition for Approval A. Receive notification of new cart assigned B. Open the cart that has just been assigned C. Review the requisition D. Fill in accounting codes E. Submit requisition Step 4. TCAT Organizational Approver Reviews and Approves Requisition A. Receive notification of approval needed B. Go to the list of requisitions to approve C. Open the requisition to approve D. Review the requisition E. Approve, forward, or return the requisition Step 5. Executive Approver Reviews and Approves Requisition A. Receive notification of approval needed B. Go to the list of requisitions to approve C. Open the requisition to approve D. Review the requisition E. Approve, forward, or return the requisition Service Center Training Submit Requisition TCAT Process Manual Page 1 of 20

2 Step 1. TCAT Shopper Creates a Shopping Cart The TCAT shopper creates a shopping cart for the item(s) needed through a hosted, punchout, or non-catalog vendor A. Identify type of supplier The first step in submitting a requisition is understanding where to find the vendors and what to do if the vendor you need is not in the system. 1. Go to Jaggaer TBR eshop website 2. Enter your User Name and Password 3. From the Jaggaer Home page, review the catalog options: Hosted Catalog, Punchout Catalog, or Non-Catalog Item to see if your desired vendor is on the TBR Total Management Supplier system 4. Determine which catalog option is appropriate for your requisition request. a. A Hosted catalog is an online version of a supplier s printed catalog. Hosted catalogs contain product data and details, along with pricing information for each item. However, since this is an online version of a printed catalog, information is not updated in real time. Content and pricing are static between supplier-provided updates. i. Proceed to Step 1C to select a vendor from a Hosted Catalog a Service Center Training Submit Requisition TCAT Process Manual Page 2 of 20

3 b. Punch-out catalogs are integrated external links to a supplier s web-based catalog. The user exits the Jaggaer site to search and select products from a supplier s web site, then returns the items to the Jaggaer shopping cart. The selected items are then submitted through the standard requisition/order process. Content and pricing are updated in real time with Punchout catalogs i. Proceed to Step 1D to select a vendor from a Punch-out Catalog b c. Non-Catalog Vendors are vendors that are not available through a hosted catalog or punchout catalog. You can access the non-catalog vendor screen by clicking non-catalog item under the Shop search bar i. Proceed to Step 1D to select a Non-Catalog Vendor B. Invite new vendor 1. If the vendor you need to do business with does not appear as a Hosted Catalog Supplier, a Punchout Catalog Supplier, or a Non-Catalog Supplier, then you have a new vendor that needs to be invited to the TBR Total Management Supplier system. 2. Refer to the TBR Institution Guide to Inviting New Vendors for instructions on how to invite new vendors to register C. Create a shopping cart using a hosted catalog vendor Hosted catalog vendors are available from the Jaggaer Homepage/Showcase. c 1. From the Jaggaer Home page, click on any of the vendor icons shown under the Hosted Catalogs section to select a hosted catalog vendor 1 Note: When you select a hosted catalog vendor, a search box will appear. Service Center Training Submit Requisition TCAT Process Manual Page 3 of 20

4 2. Enter a brief description, part number or model number and click Search to search for the item you are shopping. Note: If you do not have any information about the item you are looking for, click Search using blank criteria and all items on the hosted catalog for that vendor will appear Locate the item(s) you want to purchase 4. Select the Quantity 5. Click Add to Cart 4 5 Note: A cart has been created when you add an item to the cart. D. Create a shopping cart using a punchout catalog vendor Punchout catalog vendors direct the Jaggaer shopper award from the Jaggaer eprocurement system and to the vendor's website. 1. From the Jaggaer Home page, click on any of the vendor icons shown under the Punchout Catalogs section to select a punchout catalog vendor 1 Service Center Training Submit Requisition TCAT Process Manual Page 4 of 20

5 Note: This will lead the Jaggaer shopper to the vendor s website. Each vendor website is a little different, however, they will all have a search capability and the ability to add selected items to a cart From the vendor s website, the shopper can shop by category, products, featured products, or even create a shopping list 2. Locate the item(s) you want to purchase 3. Add the Quantities to purchase 4. Check the Select Item box 5. Click Add to Cart Click Review Cart to open your cart 7. Click Review and Checkout and the Jaggaer Shopper and shopping cart will be returned to the Jaggaer eprocurement system. The cart will be identical to the cart created on the vendor site 6 7 E. Create a shopping cart using a non-catalog vendor 1. From the Jaggaer home page, click Non-Catalog Item, located under the Shop search bar Note: Non-Catalog Item screen will appear 1 Service Center Training Submit Requisition TCAT Process Manual Page 5 of 20

6 2. Enter the name of the vendor/supplier in the box to the right of Enter Supplier a. If uncertain of the exact vendor name, 3 letters can be entered in the Enter Supplier box and Jaggaer will search for all vendors with that 3-letter string 2 3. Double-click on the name of the selected non-catalog vendor and a box will appear that shows the vendor name, address, and Banner ID # 4. Click on the x in the top right corner of the box to close and go back to the Non-Catalog Item box 4 Service Center Training Submit Requisition TCAT Process Manual Page 6 of 20

7 5. In the non-catalog box type a brief description of the product or service being purchased in the Product Description field 6. Enter 1 in the Catalog No. box 7. Enter 1 in the Quantity box 8. Enter the total price in the Price Estimate box 9. Keep the packaging set to EA Each If the commodity code is known, enter it into the Commodity Code box in the middle of the screen. 11. If the commodity code is unknown, left click on the magnifying glass, to the right of the Commodity Code box, to search through all commodity codes and click on the Select button to the right of the commodity code appropriate for this transaction Click Save and Close at the bottom of the screen 12 Note: You have created a shopping cart for that non-catalog vendor F. Add attachments for non-catalog items If the non-catalog item is for goods and/or services that have already been done, the shopper should attach an invoice for the goods and/or services as an Internal Attachment to the shopping cart 1. Click Proceed to Checkout 2. Click the Summary tab 3. Scroll down to Internal Notes and Attachments 4. Click Add Attachments 4 Service Center Training Submit Requisition TCAT Process Manual Page 7 of 20

8 5. Click on Select Files 5 a. Search for the file and double click on the correct file to add as an attachment 6. Click Save Changes 6 Step 2. TCAT Shopper Assigns Cart to Requestor A. Open the cart 1. From the Jaggaer home page, open the cart just created for the hosted catalog vendor, punchout catalog vendor, or non-catalog vendor in one of two ways: a. Option 1: i. Open the cart from My Cart in Jaggaer, pictured as a shopping cart icon at the top right of the home page, then click View My Cart a Service Center Training Submit Requisition TCAT Process Manual Page 8 of 20

9 b. Option 2: i. Open the cart by clicking on the Shop icon in Jaggaer, pictured as a shopping cart icon towards the top-left side of the home page ii. Select My Carts and Orders iii. Select View Carts bi bii 2. Select the cart to open, by checking the box to the right of the cart Service Center Training Submit Requisition TCAT Process Manual Page 9 of 20

10 B. Assign the cart to a requestor With the newly created cart open, the next step is to assign the cart to a Requestor: 1. At the top right of the screen, click Assign Cart TBR Service Center 1 2. In the Assign Cart box that will pop up, select either Select from Profile Values or Search for an Assignee 2 3. If you Select from Profile Values, you will get a pull-down menu that will show the possible assignees a. If only one assignee is available, you will select Assign b. If multiple assignees are available, click Select to pick a Requestor, then click Assign to assign your cart to that Requestor Service Center Training Submit Requisition TCAT Process Manual Page 10 of 20

11 4. If you select Search for an Assignee then a new box will pop up which allows you to select an assignee, based on assignees last name, first name, user name, , or department Note: An assignee will pop up, based on your input criteria 5. Click Select to assign your cart Step 3. TCAT Requestor Reviews and Submits Requisition for Approval The TCAT Requestor reviews the requisition, adds accounting codes, and submits for TCAT Organizational Approver review. A. Receive notification of new cart assigned 1. The requestor will receive an from Jaggaer notifying the requestor that they have been assigned a cart Service Center Training Submit Requisition TCAT Process Manual Page 11 of 20

12 B. Open the cart that has just been assigned 1. Go to Jaggaer TBR eshop website 2. Enter your User Name and Password 3. From the Jaggaer home page, open the in one of two ways: a. Option 1: i. Open the cart from My Cart in Jaggaer, pictured as a shopping cart icon at the top right of the home page, then click View My Cart a b. Option 2: i. Open the cart by clicking on the Shop icon in Jaggaer, pictured as a shopping cart icon towards the top-left side of the home page ii. Select My Carts and Orders iii. Select View Carts bi bii. Service Center Training Submit Requisition TCAT Process Manual Page 12 of 20

13 4. Select the cart to open, by checking the box to the right of the cart 5. Click Proceed to Checkout and a requisition will be created 5 C. Review the requisition The scope of the requestor's requisition review depends on whether the requisition is for a hosted catalog vendor, punchout catalog vendor or non-catalog vendor 1. For hosted catalog and punchout catalog requisitions: a. There are no attachments to review on hosted catalog transactions or punchout catalog transactions b. Both hosted catalog and punchout catalog transactions are for orders being placed, and the vendor will provide invoice and get paid after the goods and/or services have been received c. The order distribution for both hosted catalog and punchout catalog vendors is typically cxml electronic integration d. Items being purchased using a hosted catalog or punchout catalog are backed by a contract e. Both hosted catalog and punchout catalog transactions have very detailed information pertaining to the good and/or service being purchased, so, the review typically focuses on: i. The items being purchased to make sure they are part of what is covered in the agreements with the vendor ii. To make sure that the Invoice Already Exists box and the PCard Order box located in the General Information section of the requisition are not checked. If either box is checked, click on the edit box in the General Information section of the requisition and uncheck the box(s) 2. For non-catalog requisitions: a. Non-catalog requisitions will be one of two types: i. Invoice Already Exists transactions ii. Purchase Order transactions b. If the non-catalog transaction has a check in the Invoice Already Exists box, the good or service has already been provided and the transaction is requesting that payment be issued c. If the Invoice Already Exists box is checked, the requisition review will involve a review of the Internal Attachments to verify that an invoice for the good or service exists and that the total matches the requisition i. To review the Internal Attachments, the requestor will click on the attachment that have been attached to the requisition in the Internal Notes & Attachments section d. If the goods and/or services that have been completed are for goods and/or services under contract, then the requestor should list the contract number in the Internal Notes section e. If the goods and/or services are not for goods and/or services currently under contract, then the Requestor will need to review the dollar amount of the requisition in relation to General Bid Limits i. Small dollar purchases are less than $10, and are non-recurring in cumulative expense or revenue. Bids are not required Service Center Training Submit Requisition TCAT Process Manual Page 13 of 20

14 D. Fill in accounting codes TBR Service Center ii. Purchases between $10, and $49, are considered informal and require a minimum of 3 written or electronic bids; or a Request for Quotation (RFQ) may be issued. If the requisition amount is within this amount, the requestor must make sure that bids have been received for this transaction. The requisition cannot move forward if the price is between $10, and $49, and no bids have been received iii. Purchases over $50,000 are considered formal solicitations and require a Request for Quotation (RFQ) or Request for Proposal (RFP) be issued. Requisitions cannot be accepted for amounts over $50,000 unless a formal competitive procurement has taken place and a contract has been awarded to the successful bidder/proposer f. If the non-catalog item is something that can be purchased on-line within the guidelines of the TBR PCard Policy, then the item can be purchased using a PCard i. The requester should verify that the purchase does follow PCard Policy guidelines and that internal attachments exist with sufficient information to know the exact item to be purchased, the exact Web address of where to purchase the item and any special instructions such as user ID and password information if required ii. TBR PCard Policy: g. If the non-catalog requisition is for goods and/services yet to be completed, the requestor will verify that a quote from the vendor has been attached to the External Attachments and that the Quote is in compliance with TBR bid limits and that the neither the Invoice Already Exists or the PCard Order boxes are checked 1. Insert accounting codes by clicking on the Edit button to the far right of the Accounting Codes section of the requisition 2. Fill in the accounting codes a. For Fund Codes, click Select From Profile Values and then use the drop-down menu to select a fund 2a b. For Organization Codes, click Select From Profile Values and then either input the desired org code or click Search to search for the desired org code 2b Service Center Training Submit Requisition TCAT Process Manual Page 14 of 20

15 c. For Account Codes, click Select From Profile Values and then either input the desired account code or click Search to search for the desired account code d. For Program Codes click Select From Profile Values and then use drop-down menu to select desired program code 3. Leave Activity and Location blank 2c 3 4. Click Save to finish with Accounting Codes 4 E. Submit requisition 1. Click Submit Requisition at the top right of the screen and the requisition has been submitted into the requisition approval workflow 1 Step 4. TCAT Organizational Approver Reviews and Approves Requisition The TCAT Organizational Approver accesses the requisition and either approves, forwards, or returns it after review. If approved, the Executive Approver will be notified for their review. A. Receive notification of approval needed 1. Receive an from Jaggaer notifying the approver that they have a requisition to review and approve Service Center Training Submit Requisition TCAT Process Manual Page 15 of 20

16 B. Go to the list of requisitions to approve 1. Go to Jaggaer TBR eshop website 2. Enter your User Name and Password 3. From the Jaggaer home page, click the Documents icon on the left side of the navigation screen 4. The Orders and Documents screen will appear, click Approvals, then My Approvals to go to a list of requisitions to approve 3 4 C. Open the requisition to approve 5. Click on the Requisition Number, from the list of requisitions the Organizational Approver needs to approve Note: The full requisition populates. Service Center Training Submit Requisition TCAT Process Manual Page 16 of 20

17 D. Review the requisition TBR Service Center 1. Review the following criteria based on the type of purchase in need of approval: a. Requisition Review i. With the full requisition up, the approver can review from the requisition general information, the shipping information, the billing information, the accounting codes, can click on any internal attachments or external attachments to the requisition b. Travel Claim Form Review i. Click on the TBR Travel Claim button at the bottom left of the full requisition screen to go to the Travel Claim Form ii. Review every entry in the Travel Claim Form, including: the Banner number of the traveler, the name of the traveler, the whether the traveler is the TCAT President or the TCAT Organizational Approver, the amount due the claimant, the first date of travel, the last date of travel, the reason for travel, the location of the travel and the name of a person to contact about the travel c. Attachments Review i. Click on the attachments to review the Travel Claim Worksheet, the Travel Authorization Worksheet, and copies of receipts Service Center Training Submit Requisition TCAT Process Manual Page 17 of 20

18 E. Approve, forward, or return the requisition TBR Service Center 1. After reviewing the requisition, click the Available Actions drop-down menu from the top right of the page and either Approve, Forward, or Return 1 Step 5. Executive Approver Reviews and Approves Requisition The TCAT Executive Approver accesses the requisition and either approves, forwards, or returns after review A. Receive notification of approval needed 1. Receive an from Jaggaer notifying the approver that they have a requisition to review and approve B. Go to the list of requisitions to approve 1. Go to Jaggaer TBR eshop website 2. Enter your User Name and Password Service Center Training Submit Requisition TCAT Process Manual Page 18 of 20

19 3. From the Jaggaer Home page, click the Documents icon on the left side of the navigation screen 4. The Orders and Documents screen will appear, click Approvals, then My Approvals to go to a list of requisitions to approve 3 4 Note: A full list of requisitions assigned to the Executive Approver will populate. C. Open the requisition to approve 1. Click on the Requisition Number, from the list of requisitions the Executive Approver needs to approve D. Review the requisition Note: The full requisition populates. 2. Review the following criteria based on the type of purchase in need of approval: a. Requisition Review i. With the full requisition up, the approver can review from the requisition general information, the shipping information, the billing information, the accounting codes, can click on any internal attachments or external attachments to the requisition b. Travel Claim Form Review i. Click on the TBR Travel Claim button at the bottom left of the full requisition screen to go to the Travel Claim Form. ii. Review every entry in the Travel Claim Form, including: the Banner number of the traveler, the name of the traveler, the whether the traveler is the TCAT President or the TCAT Organizational Approver, the amount due the claimant, the first date of travel, the last date of travel, the reason for travel, the location of the travel and the name of a person to contact about the travel c. Attachments Review i. Click on the attachments to review the Travel Claim Worksheet, the Travel Authorization Worksheet, and copies of receipts Service Center Training Submit Requisition TCAT Process Manual Page 19 of 20

20 E. Approve, forward, or return the requisition TBR Service Center 1. After reviewing the requisition, click the Available Actions drop-down menu from the top right of the page and either Approve, Forward, or Return 1 Note: Once the Executive Approver has approved the requisition, the approval workflow will send the information to the Service Center for final review and approval. The TCAT requestor will receive a Jaggaer notification when the requisition has been completed. Service Center Training Submit Requisition TCAT Process Manual Page 20 of 20