Creating Pcard Requisitions

Transcription

1 Creating Pcard Requisitions A P-Card can be added to requisition as the payment method. If a requester is a P-Card holder or a proxy for a P-Card, the Card Number dropdown will appear displaying all of the P- Cards associated with the requester. A P-Card can be picked from the Card Number dropdown. When a P-Card is selected, the card's expiration date appears in the Card Expiration field on the requisition and the Use Procurement Card checkbox is selected. The P-Card selection can be reviewed on the Checkout - Review and Submit page. Procedure After completing this topic, you will be able to create a requisition using a P-Card. Navigation: Core-CT Financials > eprocurement > Requisition 1. The Define Requisition page is displayed and defaults the requesters purchasing business unit and the requester id for the requisition. The page also provides fields to enter default line, shipping, and distribution information for the requisition.

2 2. Enter a name for the requisition. If a name is not entered then the system generated Requisition ID is defaulted. Enter Band-aids for the 8th floor in the Requisition Name field.

3 3. If the Requester is a P-Card holder or a proxy to another P-Card, then the Card Number dropdown, Expiration Date field, and Use Procurement Card checkbox are displayed. If not the fields are not displayed.

4 4. Use Card Number dropdown to select a P-Card to add to the requisition. Click the Card Number dropdown list.

5 5. Click the ************1525 (MC) P-Card.

6 6. When a P-Card is selected, the Use Procurement Card checkbox is checked. 7. Enter in the Supplier field. 8. Click on the Supplier Lookup icon

7 9. The Supplier Search Results will display. Suppliers will be set up with up to 3 additional locations, all of which will accept P-Cards: 1) PCARDPOS (PO Dispatch = Print) Swipe purchases that need to be reconciled. A requisition will be created for something already purchased. The PO will not get dispatched to the Supplier. It is for reconciliation purposes. 2) PCARDOPTIN (PO dispatch will match MAIN) A requisition will be created with this location if it is being paid for with a P-CARD. 3) PUNCHOUT (PO dispatch = EDX) This location will be defaulted for Punch-Out requisitions that are being paid for with a P-Card. The MAIN and MAIN-ACH locations will not accept P-Cards

8 10. When using a P-Card, the Supplier Location should be updated to either PCARDOPIN or PCARDPOS. Enter PCARDPOS in the Supplier field.

9 11. Enter a Buyer for the requisition. This is a required field. Enter SinkfieldN in the Buyer field. 12. Use the Vertical Scrollbar to view the bottom of the page if needed. Click the Vertical Scrollbar.

10 13. The Accounting Defaults section is used to enter the chartfield accounting information, Inventory BU or Asset Information. 14. Enter in the Fund field. 15. Enter in the SID field. 16. Enter in the Program field 17. Enter in the Account field. 18. Use the Horizontal Scrollbar to view additional fields. Click the Horizontal Scrollbar. 19. Enter DPH_NONPROJECT in the Project field. 20. Once all fields have been populated. Click the OK button.

11 21. You will be returned to the Create Requisition page to continue with adding items or services to the requisition.

12 22. The Create Requisition page provides six ways to add items to a requisition: - Catalog - Special Requests - epro Services - WEB (Punch-out) - Favorites - Templates For this scenario items will be added through the catalog. 23. Click the Catalog link.

13 24. The Advanced Search page displays. Use the Advanced Item Search to search for items that need to be added to the requisition from the State Catalog. Enter "First Aid" in the Description field.

14 25. Click the Search button. 26. Locate the item (s) you wish to purchase. Enter how many of each item that needs to be added to the Shopping Cart in the Quantity field. Enter 2 in the Quantity field. 27. The Add button is used to add items to the Shopping Cart. Click the Add button.

15 28. The Shopping cart will display on the top right side of the screen once you click the Add button.

16 29. Use the Checkout Item to review and checkout. Click the Checkout button. 30. The selected P-Card with its corresponding Expiration date appears on the Checkout - Review and Submit page.

17 31. Use the arrow to view the Accounting and Ship to information. Click the Show Ship To and Accounting button. 32. Use the arrow to Expand the Accounting Lines if information needs to be changed or reviewed.

18 33. Enter comments to submit to the supplier in the Enter requisition comments box. Enter Items to be sent to the 8th floor in the Enter requisition comments field. 34. In order to send the comments to the supplier, the Send to Supplier checkbox must be selected. Click the Send to Supplier option.

19 35. Clicking the Save & submit button sends the requisition to workflow for approval. Click the Save & submit button A system generated message appears verifying that the correct Requisition Type has been selected. Review carefully before clicking the OK button. Click the OK button.

20 38. The Confirmation page displays basic information about the requisition and its status. The page also provides the unique Requisition ID that has been assigned to the requisition. At the bottom of the page, the approval workflow is displayed.

21 39. End of Procedure.

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