Online Requisitions and Approvals How Do I?

Transcription

1 Online Requisitions and Approvals How Do I? Requisition Questions: 1. How do I see all the requisitions I have entered online? 2. How do I enter Shipping Costs on the SSB Requisition form? 3. How do I specify to whom and where the commodity is to be delivered? 4. How do I delete or cancel a requisition when we have decided not to move it forward to purchasing? 5. How do I print a requisition? 6. How do I enter an online requisition where my office is paying a portion of the cost; and another office is paying the other portion of the cost? 7. How do I know what the U/M (Unit of Measure) code should be? Image Now Questions: 8. How do I request to have ImageNow for PM Procurement installed on my desktop? 9. How do I use my all in one printer/scanner to enter a document related to a requisition? 10. How do I fix it when Self Service Banner and ImageNow are not working together? 11. How do I delete a document from Image Now? 12. How do I find and view a Purchase Order in ImageNow? Approval Questions: 13. How do I know where my requisition is in the Approval process? 14. How do I know if my requisition was disapproved? 15. How do I add or remove people from the Approval queues for online requisitions? 16. How do I see all the requisitions approved on a specified date by a specific person? Procurement Questions: 17. How do I get a Purchase Order number ASAP? 18. How do I submit something using Direct Pay now that we have Online Requisitions and Approvals? 19. How do I change a Purchase Order using Online Requisitions and Approvals? 11/12/14 Office of Management and Budget Page 1

2 Requisition Questions: 1. How do I see all the requisitions I have entered online? In SSB, go to View Document, click on the Document button and it returns a search criteria screen prefilled with your Banner user ID, shown at the right. Leave the Document Number field blank; optionally enter a time period, and click Execute Query. The results display showing a list of requisitions you have entered in a specified time period. 2. How do I enter Shipping Costs on the SSB Requisition form? When entering a requisition using SSB, enter the Shipping Cost (if known) in the Additional Amount field on the commodity line item, shown at right in the circle. 3. How do I specify to whom and where the commodity is to be delivered? The Shipping Code uses the standard Facility Building Codes; therefore, you are to specify the delivery information in the Attention To field: Name, Location, Bldg., and Room Number. See rectangle on the screen above. 4. How do I delete or cancel a requisition when we have decided not to move it forward to purchasing? Send a request to Procurement using the procure@montgomerycollege.edu address. Put Requisition Delete Request in the subject line and include the Requisition Number and reason for the request in the body of the message. 11/12/14 Office of Management and Budget Page 2

3 5. How do I print a requisition? In SSB, use the View Document screen to retrieve the requisition you wish to print. On the Requisition display, press Right Click and select Print. 6. How do I enter an online requisition where my office is paying a portion of the cost; and another office is paying the other portion of the cost? Each office will enter an online requisition for their office s portion of the purchase. Enter the following statement in the Document Text field: This requisition is for a portion of the purchase. <XXX> office will submit a related requisition for the balance of the purchase cost. Note: If possible include the Requisition Number of the related requisition. Although the associated Requisitions Number is not required, it is helpful to Procurement. 7. How do know what the U/M (Unit of Measure) code should be? The Unit of Measure code list is in Appendix A of this document. If you are entering a requisition for over 5 items, you may enter the Unit of Measure of LOT, enter a general description for the commodity (such as see attached list of lab materials ), then import and link the list to the requisition using ImageNow. Image Now Questions: 8. How do I request to have ImageNow for PM Procurement installed on my desktop? Do either option one or two below. Be sure to include the specific wording in bold, italics in your IT service desk work request. (1) If you do not have ImageNow on your desktop, send an work request to the IT Service Desk. Include the following statement and additional information in your message: Please install the Production - PM Requestor version of ImageNow on my desktop. Also include your Name, Location, MC# of your desktop, and Computer Name Note: to find the Computer Name, click the Start button at the bottom left corner of your computer screen. Then, right click on the word Computer and select Properties. On the displayed screen, locate the Computer Name. This is the number assigned to your desktop by OIT Asset Management group. (2) If you have ImageNow on your desktop but no access to the Procurement Application Plans, send an work request to the IT Service Desk request. Include the following statement and the additional information in your message: I currently have < XXXX> version of ImageNow on my desktop. Please add access to the Production - PM Requestor version. 11/12/14 Office of Management and Budget Page 3

4 Specify if you use the current version ImageNow for view only or for adding documents into ImageNow. Also include your Name, Location, MC# of your desktop, and Computer Name Note: to find the Computer Name, click the Start button at the bottom left corner of your computer screen. Then, right click on the word Computer and select Properties. On the displayed screen, locate the Computer Name. Computer Name is the number assigned to your desktop by OIT Asset Management. 9. How do I use my all in one printer/scanner to enter a document related to a requisition? You must have ImageNow installed on your desktop in order to enter and link supporting documentation to a requisition in Banner. With ImageNow on your desktop, you can use any device to scan a document into an electronic format and then use ImageNow to capture the electronic document using either File Import or File Print. Refer to the ImageNow Attachments for Online Requisitions User Guide, Chapter 2-sections How to Use File Import and How to Use ImageNow Print. 10. How do I fix it when Self Service Banner and ImageNow are not working together? I am getting weird error messages when I try to import and link documents to a requisition. Make sure that you are using Internet Explorer 8 or 9 and Java 6 version 39. Currently, Banner and ImageNow do not work with other browsers or newer versions of Java. If you are not using the correct versions, contact the IT Service Desk. If you are using the correct browser and version, make sure you are on the View Document screen in SSB and using the correct Capture profile for SSB. If you are using the correct versions and the correct capture profile, and you are still experiencing the problems, submit an IT Service Desk work request for technical assistance. 11. How do I delete a document from Image Now? Send a request to Procurement using the procure@montgomerycollege.edu address. Put Document Deletion Request in the subject line and include the Requisition Number, identifying information for the document, and reason for the request in the body of the message. 11/12/14 Office of Management and Budget Page 4

5 12. How do I find and view a Purchase Order in ImageNow? 12.a If you know the Purchase Order Number, login to ImageNow and click on the dropdown arrow by Documents. Select PM Purchase Order, and the Quick Search screen, shown below, displays. On the Quick Search screen, enter the Purchase Order Number and click Go. ImageNow will bring back the search results. Double click on the document to open it. The purchase order will be displayed. 11/12/14 Office of Management and Budget Page 5

6 12.b If you do not know the Purchase Order number, you can look it up using Self Service Banner and View Document. On the View Document screen, click on the Document Number button. A search criteria screen prefilled with your Banner user ID will display. Example is shown below. Leave the Document Number field blank. Optionally enter a time period, and click Execute Query. The results display showing a list of requisitions you have entered in a specified time period. See example below. Locate the Requisition related to the Purchase Order you want to view. Then click on the Document Number (aka Requistion Number). The screen shown at the left will display the requisition. At the bottom of the screen you will see Banner Related Documents. If a Purchase Order exists in Banner for this requisition, Banner displays the Purchase Order Document Code (aka the PO Number). Click on the Document Code to view the Purchase Order data in Banner. Or, use the Purchase Order Number to view the document in ImageNow by following instructions in item 12.a. 11/12/14 Office of Management and Budget Page 6

7 Approval Questions: 13. How do I know where my requisition is in the approvals process? In SSB Banner: Follow the instructions in the Banner Online Requisitions and Approvals User Guide to log into SSB Banner. Select the View Document option on the Finance menu. On this screen ensure that the Chose Type = Requisition and enter the requisition number in the Document Number field. Click the Approval History button. The system will display a screen (like the one shown on the left) that lists the pending and completed approvals. In this example, all approvals have been completed. 14. How do I know if my requisition was disapproved? Refer to the instructions in Item 13, above, to query the Banner system. In the returned display, the word DENY is displayed if the requisition was disapproved. 11/12/14 Office of Management and Budget Page 7

8 15. How do I add or remove people from the Approval queues for online requisitions? The Financial Manager can send an to ABPM@montgomerycollege.edu, and include the following information: Person s Name Organization Code Designate whether the person is to be added, deleted or modified: Add to approvals table for this Org, OR Delete from the approvals table for this Organization The Office of Management and Budget will update the Banner Approval tables and confirm completion in a reply How do I see all the requisitions approved on a specified date by a specific person? Using Desktop Banner (aka, INB Banner) you can use the FOIAPHT form to query approvals by date and/or by person. See example results displayed below. Procurement Questions: 17. How do I get a Purchase Order number ASAP? Example of when this might occur: I need to pick up a part from a local supplier to meet a facilities emergency. Enter the requisition online as normal, contact procurement to notify of emergency purchase and ask them to expedite this purchase. 18. How do I submit something using Direct Pay now that we have Online Requisitions and Approvals? There is no change to the Direct Pay process. As you have in the past, complete and submit the Request for Direct Payment form for eligible transactions. 19. How do I change a Purchase Order using Online Requisitions and Approvals? There is no change to the current change order process. Refer to the Procurement web page for the 11/12/14 Office of Management and Budget Page 8

9 Change Order Request form, follow the same process as before, and submit it to the Office of Procurement. Appendix A Online Requisitions Units of Measure Codes and Definitions Unit Description Unit Description BAG BAG M THOUSAND BFT BOARD FEET MO MONTH BK BOOK OZ OUNCE BOX BOX PD PAD C HUNDRED PK PACK CAN CAN PKG PACKAGE CS CASE PR PAIR CTN CARTON PT PINT CY CUBIC YARD QT QUART DAY DAY QTR QUARTER DRM DRUM RL REEL DZ DOZEN RM REAM E EACH ROL ROLL FT FOOT SET SET GAL GALLON SHT SHEET HR HOUR SPL SPOOL IN INCH SY Square Yard JAR JAR TB TUBE KIT KIT TON TON KW KILOWATT WK WEEK LB POUND YD YARD LF Linear Foot YR YEAR LOT LOT 11/12/14 Office of Management and Budget Page 9