Contents (Click topic question to link to information)

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1 Contents (Click topic question to link to information) Purchasing Requisition/PO What fields are required for Requisition entry? Can I provide the requisition number to the vendor? Can I approve a requisition I created? What do I enter as Item Type on a Service Requisition? Do I have to use the drop down menu for account numbers in Requisition Center? Can I use the same requisition for a vendor providing product and installation? What do I enter in Requested Delivery Date in Requisition Center? When can I use the Quick Ship program for Dell Computers? What happens when the Requisition Approver selects Approve, Reject or Unrelease options during review of the requisition? Why was my requisition cancelled? How can a supplier see their PO on the Supplier Portal? What needs to be completed for year-end purchasing closure?

2 Purchasing Requisition/PO What fields are required for Requisition entry? All Lawson fields that require data entry and must be populated with valid values will be displayed with a red asterisk next to the field. Can I provide the requisition number to the vendor? Do not use a REQUISITION # to place an order with ANY vendor as it causes a duplicate shipment which your school / department will be responsible for financially and will cause issues as it relates to processing payments. The Strategic Sourcing buyer will process the order directly to the vendor. Can I approve a requisition I created? No, one individual cannot have both requisition and approval roles. This process allows us to automate the approval process, thereby reducing the risk of error or fraud. Additionally, automation of the approval process creates efficiencies by eliminating manual processes and paper approvals. What do I enter as Item Type on a Service Requisition? All Service requisitions should be entered with an Item Type of Amount Service in Lawson Requisition Center. This will allow end users to approve invoices against the Ordered Amount of the Purchase Order.

3 Do I have to use the drop down menu for account numbers in Requisition Center? When entering an account number in Requisition Center, it is not required that an account is selected from the drop-down menu. If the account number is known, it can be entered directly. Can I use the same requisition for a vendor providing product and installation? An order with the same vendor for both, product and installation and/or setup fees, may be completed on the same requisition, but on separate lines. You are not required to create separate requisitions when there is an installation fee tied to the goods ordered. Keep in mind that the expense for installation is different for this service versus the expense for the product ordered. Therefore, please be careful to enter the different account numbers appropriate to each line on the order. When entering the distribution account for installation cost or fees, the account portion of the account structure should be coded to account Enter the line items for the goods first and enter the line for installation last. Both lines will be entered as an Item Type of "Special." The installation line must also be received in Lawson Receiving Self-Service. If the goods ordered are monitored or fixed assets, they should be sent to the warehouse to be asset tagged. Warehouse personnel will complete the receiving on the goods, but the requisition requestor will need to complete the receiving on the installation in Receiving Self Service once installation is completed.

4 What do I enter in Requested Delivery Date in Requisition Center? When shopping in the Requisition Center in Lawson, it is critical that you do not enter a date in the Requested Delivery Date and the field remains blank in the Special/Service screen. Entering a date in the field may prevent the requisition from converting to a Purchase Order and result in additional delays in processing. Leave Blank If a critical delivery date needs to be communicated to the buyer, please enter the exact date of required delivery in the box under the Comments tab as noted in the example below.

5 When can I use the Quick Ship program for Dell Computers? We have identified a limited number of Dell products that are eligible for quick ship. This means once ordered they will ship from Dell within 5-7 business days (as compared to the normal 3-4 week lead-time with other Dell products). THINGS TO KNOW - Quick Ship items cannot be customized. All Dell Quick Ship Items must be on their own requisition and cannot be combined with anything else. Quick Ship items do not require an e-quote but must be selected from the Catalog in requisition center. o Please note these are the only Dell products that do not require an e-quote. All other Dell orders should follow the normal e-quote process. For all other Dell related orders, go to the below link for ordering guidelines: Quick Ship items must be sent to the DPS warehouse, like all other Dell orders. Dell has the ability to cancel orders (without notice) as a result of parts no longer being available. If you have not received your Quick Ship Item within 2 weeks, please contact Strategic Sourcing. A Quick Reference Guide (QRG) is available on the Infor Lawson Collaboration Space which provides further details on how to enter a Quick Ship Requisition for Dell computer items. What happens when the Requisition Approver selects Approve, Reject or Unrelease options during review of the requisition? When the Approver selects the Approve option, the requisition is converted to an unreleased Purchase Order and moved on in the process flow to the Buyer, who will complete further review and submit the order to the Vendor. When the Approver determines that a requisition should not proceed forward, the option selected would be Reject. This stops any further movement through the process flow and essentially kills the requisition. A requisition in Rejected status cannot be changed or modified. A new requisition would need to be entered. When the Approver determines that a requisition should be modified before it is approved, the option selected would be Unrelease. This prevents the requisition from moving on to the Buyer and Vendor, however, it is returned to the Requestor who can then modify it and resubmit for approval.

6 Why was my requisition cancelled? A requisition is subject to cancellation if it has not been approved within 31 days. Any requisition that has been created in error and sent to Strategic Sourcing will also be cancelled. The requestor will receive an notification from the buyer along with the reason for the cancellation. Examples of some errors: 1. Service purchase orders created using a Special Item Type when they should have been entered using Amount Service Item Type. Impact: For the ones we have changed (to correct), the approval process breaks down and the approver never receives notification to approve the invoice. This has resulted in past due payments to vendors. 2. Requisitions created as one line item and referencing a quote number instead of being broken out into line item detail (including multiple lines). Impact: At the point Strategic Sourcing modifies the PO (to break out the quote into the correct line items), the requisition and purchase order become disconnected in the system and we lose complete visibility to the requisition (i.e. owner, location, special comments etc.). 3. Drawdown PO s are being set up incorrectly. Impact: If this set-up is not followed, your purchase order will automatically close after the first invoice is paid. Please follow correct set-up procedures for drawdown orders on Goods and Services as follows: Drawdown PO s for Goods- Item Type: Special Quantity Field: Total Dollar Amount for PO Cost Field: $1.00 Drawdown PO s for Services- Item Type: Amount Service Quantity Field: 1 Cost Field: Total Dollar Amount for PO

7 How can a supplier see their PO on the Supplier Portal? Four conditions must be met to be able to see a PO on the Supplier Portal. 1. The purchase order must be Released and Issued. 2. The PO must have an open (billable) balance (and not closed) 3. The vendor number in the Suppliers Portal account must be the same that s on the PO. 4. There were no invoices processed from sources other than from the portal. (Once an invoice is processed in Lawson S3 from a non-portal source against a particular PO, the system assumes you no longer wish to process online invoices against that PO. It then removes that PO from the Portal. Therefore, a PO could exist initially in the portal, but get removed once a non-portal invoice is processed through Lawson S3.) What needs to be completed for year-end purchasing closure? Verify that all open requisitions have either been approved or cancelled if appropriate. Complete receiving on all delivered goods. Complete review of all service invoices routed for approval to the Lawson In-basket If no one will be at your location after June 1st, an must be sent to Payment Services with the name and phone number of a person that can be contacted who will provide assistance with any issue regarding payments.