Purchase Requisition

Transcription

1 Purchase Requisition Contents Purchase Requisition... 1 Using the Purchase Requisition program... 2 Access levels... 2 Manage the program... 2 Create a new Purchase Requisition (PR)... 2 Tool Tips... 3 Create the units to be purchased... 4 Cancel the Request... 6 Get approval for the Purchase order request... 6 Approval process... 6 More about the PR status... 8 Page 1 of 8

2 Using the Purchase Requisition program Access levels 1. Access levels consists of readers and authors a. Readers will not be able to see the total cost columns b. Readers do not have access to this Help / About PR document c. All Administrative Assistants (AA) should have author access d. A selected few (StaffAdmin role) may create Purchase Requisitions for any of the locations. If someone other than the AA creates the request, the person who created (author) the request will be notified, not the AA. Manage the program 1. Each location has the departments listed and who the program supervisor is for the department. 2. Each location has an AA. The AA is the contact person and will be in charge of creating the purchase requisition records per location. Create a new Purchase Requisition (PR) 1. From the Purchase Requisitions by location screen, click the New Order button 2. Complete all information except for the Fiscal Use Only section 3. The Department select list is pre-defined by location. When the department is selected, the Program Supervisor field will automatically be inserted into the program supervisor field. If these values are incorrect, please contact the Fiscal department. Page 2 of 8

3 Tool Tips Hover your mouse over the field, and in most cases, a tool tip will display with help information for that field. 4. Click the continue button after all fields have been completed. The following screen will display. Page 3 of 8

4 Create the units to be purchased 5. Click the New button to create the units to be purchased. 6. Enter the quantity, unit, unit price, who is requesting this order and the description then click the Add Purchase button. Create as many units to be purchased records as needed. Click the Other button to add Shipping & Handling charges and Tax. Page 4 of 8

5 Only one Shipping & Handling record can be created and only one Tax record. After these records are created, the other button will be disabled. Page 5 of 8

6 Cancel the Request 1. To cancel the request, change the status of the PR to Cancel. The following will happen: a. A message will display: The Cancel status will delete this purchase requisition record. b. A Delete button will display. To continue with the cancel, click the Delete button. c. To not delete, click the Cancel button Cancel will be available until the PR has been Submited. Get approval for the Purchase order request After creating all of the purchase units and applying Other charges, edit the purchase requisition request record, ensure all information is correct, change the status to submit then click the Save button. Once the record is submitted, no other status options will be available until the request is approved (please see page 8 for more details). Approval process The First approver is the selected department Program Supervisor. If the total cost of the units to be purchased is greater than or equal to $ , then the CEO will be alerted. The Chief Financial Officer is the last and final approver. The Chief Financial Officer may make changes at any time to the PR regardless of the status. To see who is approving the request, click the Show Approvers button. Click the Hide Approvers button to close the view. The approvers have the option to Question, Approve or Reject the PR. Question the PR status changes to Draft and the AA (or author) is alerted. - The AA (or author) can then make the necessary changes and when complete, change the status to submit, starting the approval process again. Approved The audit record is approved and the next approver will be notified. The Chief Financial Officer (CFO) is the final approver. Page 6 of 8

7 When the PR is approved, the status will be changed to Approved and the AA (or author) will be alerted on the CSOnet Welcome page. The PO # will be populated (the PO Number begins with the last digit of the fiscal year + increments of 1. Example for FY2009: 901). Denied When a request is denied, the previous approvers and the AA (or author) will be notified. The PR status changes to denied and the record is considered closed. The approvers, the AA (or author) and when applied, the CSO Property Officer, will get alerts on the CSOnet welcome page for purchase requests to be approved or acknowledged. Keep in mind, to review purchase requests at any time, click the Purchase Requisition menu option in the left column of the welcome page. The Chief Financial Officer (CFO) will determine if the CSO Property Officer needs to be aware of this purchase. If yes, the CFO will check the box copy to CSO Property Officer. After the AA places the order, the AA needs to edit the PR and change the status to ordered. When the order is received, the AA needs to edit the PR and change the status to Received. Page 7 of 8

8 More about the PR status The PR has the following statuses: Draft, Submit, Cancel, Approved, Denied, Ordered, Received and Void. The status values available are in relationship to where the PR record is in the workflow. For a new record and before a purchase unit record is created, the status options are Draft and Cancel. If Cancel is selected, the record will be deleted. For a new record and at least one purchase unit record is created, the status options are Draft, Submit and Cancel. When the record status is submit, no other status options are available. If there is an error with the site or the department, an approver will need to reject the request and a new request will need to be created. When the record is approved, the status options are Approved, Ordered, Draft and Void. Select Draft if changes need to be made to the approved request o Enter the reason for changing the status click Continue o Edit the record. When ready, change the status to Submit o An audit log record will be created with the following information: Who made the change, the date the change was made and why the change was made. o Change the status to Submit - the major approver records will be created and the request will go through the approval process again. Select Void if this request is no longer needed o Enter the reason for changing the status click Save o An audit log record will be created with the following information: Who made the change, the date the change was made and why the change was made. If the record status is rejected, the record is considered complete. The AA will receive an alert message to acknowledge. When the record status is ordered, the status options are Ordered and Received. When the record status is received, the record is considered complete. Page 8 of 8