epro/po Enter a Requisition 2. Add Items and Services SPECIAL REQUEST(Description)

Transcription

1 Business Process 1. Enter requisition lines by description using Special Item. 2. Enter requisition lines by description using Fixed Cost Service. 3. Enter requisition lines by description using Variable Cost Service. 4. Enter requisition lines by description using Time and Materials. Navigation 1. Main Menu > eprocurement > Create Requisition 2. Main Menu > eprocurement > Create Requisition 3. Main Menu > eprocurement > Create Requisition 4. Main Menu > eprocurement > Create Requisition Use the SPECIAL REQUEST tab as follows: Use this tab for all services and for items that are not found in the CATALOG or TEMPLATES area. For items you may also use the FORMS tab. SPECIAL ITEM This could be any item or computer not in the TEMPLATES area (if ordering a computer also go to the CATALOG tab to choose MS Office software, make sure you order APPLE or DELL properly matched to the proper models). FIXED COST SERVICE This would be used for most services where you would put the cost in as the total cost of the service being performed. Attach a W-9 and appropriate contract(see Purchasing website at purchasing.spps.org) NOTE: You must receive this for the dollar amount of each service performed (ie. If a vendor has an invoice for $1000 against a $20,000 Purchase order you must receive $1000 so the invoice will be paid. See Quick s epro/po Enter a Receipt (Ship-To) or Enter a Receipt (Any Ship-To). VARIABLE COST SERVICE Generally do not use this choice, use Fixed Cost Service. It would only be for services that are paid hourly or daily where you are absolutely certain that the cost would not have a variable such as part of a day or hour that is invoiced. Attach a W-9 and appropriate contract (see Purchasing website at purchasing.spps.org) TIME AND MATERIALS - Generally do not use this choice, use Fixed Cost Service. It would only be for services that are paid hourly or daily where you are absolutely certain that the cost would not have a variable such as part of a day or hour that is invoiced. This combines Variable Cost Service with Special Item. In most cases, do two separate requisitions one for the service under Fixed Cost Service and one for Special Item. Process 1: Enter requisitions lines by description using Special Item Use the following navigation to create a requisition. 1. From the Main Menu page, select eprocurement > Create Requisition 2. Enter the requisition header information. Details for creating a requisition header are in a separate training quick reference guide titled Enter a Requisition 1.Define a Requisition. 3/31/2014 SPPS PeopleSoft 9.1 Training Page 1

2 3. Select the Special Request tab on the 2. Add Items and Services page. 4. Select the Special Item link. 5. Enter a complete description of the good you want to order in the Item Description field. The description should include any applicable model numbers, measurements, sizes or colors (ie, File Cabinet, 4 drawer lateral file model # ABCDE and color #123). The ISBN number must be included for books. 6. Enter the Price of the good. (Make sure to verify with the vendor that you have the correct price) 7. Enter the Quantity you want to order. 8. Enter the Unit of Measure or select the magnifying glass to search for a value. 3/31/2014 SPPS PeopleSoft 9.1 Training Page 2

3 9. Select a Category for the good. Categories for goods begin with 0-8 and services begin with a 9. You can enter the value or select the magnifying glass to search for a value. The Look Up Category page will display when you search for a Category. You can search one of two ways: a. Select Description from the Search By dropdown list and enter a partial description(the description is very generic so do not put in chair put in furniture instead) of the item. Click the Find button to get a list of Categories that match the description. Select the link for the correct requisition line Category. NOTES: b. Select the Expand Section icon in the Browse Category Tree menu bar to display the Catalog. Click the File Folder icon to display Categories in the tree. Select the link for the correct requisition line Category. SINGLE ITEMS OVER $5000.(item categories will start with 0-8) Items that require you to inventory them are generally over $5,000. You can see below, you have two separate categories for Audio Visual one that has <5K(for a single item less than $5,000) and one >5K(for a single item more than $5,000), choose the appropriate category for each item. When receiving the item (see Quick epro/po Enter a Receipt (Any Ship-To), you can enter inventory tag information for the item. CONSULTANT SERVICES. Consultant services(service categories start with a 9) also has two choices for each category either (Company) or (Individual). If you are contracting with a person and their W-9 has their Social Security number choose (Individual). If you are hiring someone who works for a company choose (Company). 3/31/2014 SPPS PeopleSoft 9.1 Training Page 3

4 10. Enter a Vendor Name or Vendor ID. When searching the Look Up Vendor page displays. You can search by Vendor ID or Short Vendor Name. Enter a partial name and click the Look Up button to find the vendor. Click the Short Vendor Name link to select the vendor. If you can not find the vendor it is not in the system and you need to fill out a Vendor Request Form in PeopleSoft. The vendor location will automatically default into the requisition and you can not change it. If you have a different vendor address than what defaults, put this in a note in the requisition(see Quick epro/po Add Requisition Comments & Attachments) 11. The MFG ID is not required but you can add a pre-defined Manufacturer by selecting the magnifying glass to search for a value. 12. Click Add Item to add the item to the Requisition Summary and to create the requisition line. 13. Repeat steps 5 12 to add additional items. 14. After you have added all your items click the 3. Review and Submit link to review and update the requisition line(s), schedule(s) and distribution(s). Details for reviewing schedules and distributions are in a separate training quick reference guide titled Enter a Requisition 3. Review and Submit. 3/31/2014 SPPS PeopleSoft 9.1 Training Page 4

5 Process 2: Enter requisitions lines by description using Fixed Cost Service SERVICES: Attach a W-9 and appropriate contract(see purchasing website at purchasing.spps.org). To add attachments see Quick epro/po Requisition Comments and Attachments. Use the following navigation to create a requisition. 1. From the Main Menu page, select eprocurement > Create Requisition 2. Enter the requisition header information. Details for creating a requisition header are in a separate training quick reference guide titled Enter a Requisition 1.Define a Requisition. 3. Select the Special Request tab on the 2. Add Items and Services page. 4. Select the Fixed Cost Service link. 5. Enter a complete description of the service in the Service Description field describing the service, who will perform the service and when the service will take place. 3/31/2014 SPPS PeopleSoft 9.1 Training Page 5

6 6. Enter the price of the service in the Value of Service field.(total Cost of the Contract) 7. Select a Category that begins with a 9. Categories for goods begin with 0-8 and services begin with a 9. You can enter the value or select the Category. magnifying glass to search for a value. The Look Up Category page will display when you search for a NOTE: CONSULTANT SERVICES. Consultant services(service categories start with a 9) also has two choices for each category either (Company) or (Individual). If you contracting with a person and their W-9 has their Social Security number choose (Individual). If you are hiring someone who works for a company choose (Company).(See page 3 of this QRG got information on how to look up a Category. 8. Enter a Vendor Name or Vendor ID. When searching the Look Up Vendor page displays. You can search by Vendor ID or Short Vendor Name. Enter a partial name and click the Look Up button to find the vendor. Click the Short Vendor Name link to select the vendor. If you can not find the vendor it is not in the system and you need to fill out a Vendor Request Form in PeopleSoft. The vendor location will automatically default into the requisition and you can not change it. If you have a different vendor address then what defaults, put this in a note in the requisition (See Quick epro/po Add Requisition Comments & Attachments). 9. Enter the date range of the service in the Start Date and End Date fields. 10. If you have a quote, enter the Quote Number and Quote Date. 11. You must attach a copy of the Contract and a W-9 form for each contract for complete directions on what and how to do a contract visit the Purchasing website at purchasing.spps.org. Details for adding attachments are in a separate training quick reference guide titled epro/po Add Requisition Comments and Attachments. 12. Click Add Service to add the service to the Requisition Summary and to create the requisition line. 13. Repeat steps 5 12 to add additional items. 14. After you have added all your items click the 3. Review and Submit link to review and update the requisition line(s), schedule(s) and distribution(s). Details for reviewing schedules and distributions are in a separate training quick reference guide titled Enter a Requisition 3. Review and Submit. 3/31/2014 SPPS PeopleSoft 9.1 Training Page 6

7 Process 3: Enter requisitions lines by description using Variable Cost Service GENERALLY THIS CHOICE IS NOT USED Use the following navigation to create a requisition. 1. From the Main Menu page, select eprocurement > Create Requisition 2. Enter the requisition header information. Details for creating a requisition header are in a separate training quick reference guide titled Enter a Requisition 1.Define a Requisition. 3. Select the Special Request tab on the 2. Add Items and Services page. 4. Select the Variable Cost Service link. 5. Enter a complete description of the service in the Service Description field describing the service, who will perform the service and when the service will take place. 6. Enter the quantity in the # of Units of Work field.(ie. hourly, daily) 3/31/2014 SPPS PeopleSoft 9.1 Training Page 7

8 7. Enter the unit of measure in the Unit of Work field. 8. Enter the unit price in the Rate field.(ie. price per hour or day) 9. Select a Category that begins with a 9. Categories for goods begin with 0-8 and services begin with a 9. You can enter the value or select the Category. magnifying glass to search for a value. The Look Up Category page will display when you search for a NOTE: CONSULTANT SERVICES. Consultant services(service categories start with a 9) also has two choices for each category either (Company) or (Individual). If you contracting with a person and their W-9 has their Social Security number choose (Individual). If you are hiring someone who works for a company choose (Company).(See page 3 of this QRG got information on how to look up a Category. 10. Enter a Vendor Name or Vendor ID. When searching the Look Up Vendor page displays. You can search by Vendor ID or Short Vendor Name. Enter a partial name and click the Look Up button to find the vendor. Click the Short Vendor Name link to select the vendor. If you can not find the vendor it is not in the system and you need to fill out a Vendor Request Form in PeopleSoft. The vendor location will automatically default into the requisition and you can not change it. If you have a different vendor address then what defaults, put this in a note in the requisition (See Quick epro/po Add Requisition Comments & Attachments). 11. If you have a quote, enter the Quote Number and Quote Date. 12. Enter the date range of the service in the Beginning Date and Date of Completion fields. 13. You must attach a copy of the Contract and a W-9 form for each contract for complete directions on what and how to do a contract visit the Purchasing website at purchasing.spps.org. Details for adding attachments are in a separate training quick reference guide titled Add Requisition Comments and Attachments. 14. Click Add Service to add the service to the Requisition Summary and to create the requisition line. 15. Repeat steps 5 14 to add additional items. 16. After you have added all your items click the 3. Review and Submit link to review and update the requisition line(s), schedule(s) and distribution(s). Details for reviewing schedules and distributions are in a separate training quick reference guide titled Enter a Requisition 3. Review and Submit. 3/31/2014 SPPS PeopleSoft 9.1 Training Page 8

9 Process 4: Enter requisitions lines by description using Time and Materials GENERALLY THIS CHOICE IS NOT USED Use the following navigation to create a requisition. 1. From the Main Menu page, select eprocurement > Create Requisition 2. Enter the requisition header information. Details for creating a requisition header are in a separate training quick reference guide titled Enter a Requisition 1.Define a Requisition. 3. Select the Special Request tab on the 2. Add Items and Services page. 4. Select the Time and Materials link. 5. Enter a complete description of the service in the Service Description field describing the service, who will perform the service and when the service will take place. 3/31/2014 SPPS PeopleSoft 9.1 Training Page 9

10 6. Enter the quantity in the # of Units of Work field. 7. Enter the unit of measure in the Unit of Work field, you can search by clicking the magnifying glass. 8. Enter the unit price in the Rate field. 9. Select a Category that begins with a 9. Categories for goods begin with 0-8 and services begin with a 9. You can enter the value or select the Category magnifying glass to search for a value. The Look Up Category page will display when you search for a NOTE: CONSULTANT SERVICES. Consultant services(service categories start with a 9) also has two choices for each category either (Company) or (Individual). If you contracting with a person and their W-9 has their Social Security number choose (Individual). If you are hiring someone who works for a company choose (Company).(See page 3 of this QRG got information on how to look up a Category. 10. Enter a Vendor Name or Vendor ID. When searching the Look Up Vendor page displays. You can search by Vendor ID or Short Vendor Name. Enter a partial name and click the Look Up button to find the vendor. Click the Short Vendor Name link to select the vendor. If you can not find the vendor it is not in the system and you need to fill out a Vendor Request Form in PeopleSoft. The vendor location will automatically default into the requisition and you can not change it. If you have a different vendor address then what defaults, put this in a note in the requisition (See Quick epro/po Add Requisition Comments & Attachments). 11. If you have a quote, enter the Quote Number and Quote Date. 12. Enter the date range of the service in the Beginning Date and Date of Completion fields. 13. You must attach a copy of the Contract and a W-9 form for each contract for complete directions on what and how to do a contract visit the Purchasing website at purchasing.spps.org. Details for adding attachments are in a separate training quick reference guide titled Add Requisition Comments and Attachments. 14. Click Continue to add the service to the Requisition Summary, create the requisition line and access the Materials page of the Time and Materials requisition type. 3/31/2014 SPPS PeopleSoft 9.1 Training Page 10

11 15. Enter a complete description of the parts, materials or textbooks included with the service in the Item Description field. The description should include any applicable model numbers, measurements, sizes or colors. The ISBN number should be included for textbooks. 16. Enter the Price of the materials. 17. Enter the Quantity you want to order. 18. Enter the Unit of Measure or select the magnifying glass to search for a value. 19. Select a Category for the goods/materials. Categories for goods begin with 0-8 and services begin with a 9. You can enter the value or select the magnifying glass to search for a value. (See Page 3 of this QRG for information on how to look up a category) SINGLE ITEMS OVER $5000.(items categories will start with 0-8) Items that require you to inventory them are generally over $5,000. You can see below, you have two separate categories for Audio Visual one that has <5K(for a single item less than $5,000) and one >5K(for a single item more than $5,000), choose the appropriate category for each item. When receiving the item (see Quick s epro/po Enter a Receipt (Ship-To) or Enter a Receipt (Any Ship-To), you can enter inventory tag information for the item 20. Enter a Vendor Name or Vendor ID. When searching the Look Up Vendor page displays. You can search by Vendor ID or Short Vendor Name. Enter a partial name and click the Look Up button to find the vendor. Click the Short Vendor Name link to select the vendor. If you can not find the vendor it is not in the system and you need to fill out a Vendor Request Form in PeopleSoft. The vendor location will automatically default into the requisition and you can not change it. If you have a different vendor address than what defaults, put this in a note in the requisition(see Quick epro/po Add Requisition Comments & Attachments). 21. The MFG ID is not required but you can add a pre-defined Manufacturer by selecting the magnifying glass to search for a value. 22. You can enter the date range of the service in the Start Date and End Date fields. 23. Click Add Item to add the item to the Requisition Summary and to create the requisition line. 24. Repeat steps 5 23 to add additional items. 25. After you have added all your items click the 3. Review and Submit link to review and update the requisition line(s), schedule(s) and distribution(s). Details for reviewing schedules and distributions are in a separate training quick reference guide titled Enter a Requisition 3. Review and Submit. 3/31/2014 SPPS PeopleSoft 9.1 Training Page 11