Create Contract Requisition

Transcription

1 This job aid describes the steps to submit a requisition for new City Attorney contract requests. 1. Type Create Requisition in the Workday Search field (partial words will work). 2. Select Create Requisition Task 4. Select. 5. Select Request Non-Catalog Items in the Select an Option section. 3. Populate the following fields. (Fields with red stars ( ) are required.) a. Company This field will populate with City and County of Denver and should not be modified. b. Requestor This field will populate with the requestor s name and should not be modified. c. Currency This field will populate with USD and should not be modified. d. Requisition Type Enter and select the Requisition Type. Note: There are several Requisition Types. For assistance selecting the correct Requisition Type, refer to the Requisition Type Job Aid. Note: There are several options available, each with different functions. Refer to the Requisition Type Job aid for assistance. 6. Enter the Request Non-Catalog Items information in the following fields. (Fields with red stars ( ) are required.) a. Requisition Currency This field will populate with USD and should not be modified. b. Non-Catalog Request Type Select Request Goods or Request Service (For contracts, Request Service will be the most common selection.) 4/16/2018 1

2 c. Description (Required) Enter a description of the services requested. d. Spend category (Required) Enter and select the Spend Category. e. Supplier Enter and select the Supplier Name. If you are unable to locate the Supplier Name, refer to the Find Supplier and Create Supplier Request Job Aid. f. Supplier Contract This is a dropdown field that contains the supplier contracts. Leave this field blank if you are requesting a new expenditure contract. g. Start Date Enter the start date of the requested service. h. End Date Enter the end date of the requested service. i. Extended Amount (Required) This is the commitment amount that will be held from your budget for this request. Note: Goods lines can only be setup, received, and invoiced by Quantity at a fixed price. Service lines are setup, received, and invoiced against by an Amount. k. Select. You will receive a message stating the Item has been added to cart. j. Memo This field is optional and can be used to enter information related to the request. 4/16/2018 2

3 l. Select. The View Cart icon on the top right-hand of the Workday page, will reflect that an item is in your cart. 7. Select the View Cart icon. Note: Select the Continue Shopping icon to add more goods and/or services to your Cart, and then complete Steps 1 through 2. When you are ready to submit the requisition, complete the Checkout steps. a. Verify the items in your cart were accurately entered. b. Select. c. Review the Shipping Address information below: i. Default Ship-To Address populate the correct Ship-To Address for your agency or department ii. To Apply the Default Ship-To Address to all lines select the corresponding checkbox. iii. To Use Alternate Address select the corresponding checkbox and add an alternate address. d. Select. e. Review the Information fields below: i. Sourcing Buyer If applicable, enter and select the Sourcing Buyer name. ii. High Priority If the request is a high-priority select this check box. iii. Memo to Suppliers Leave this field blank for contract requests. iv. Internal Memo Enter additional information. This is only visible to other employees. 4/16/2018 3

4 f. Select. g. Add Attachments. i. Select Attachments. ii. Choose Select Files and locate the file(s) that you want to attach. Attach scope of work or other supporting documentation per department or agency guidelines. ii. The Spend Category, Supplier, and Extended Amount will automatically populate based on the Service Request Details previously entered. The Start Date, End Date, Ship-To Address, Ship-To Contact, and Deliver-To will automatically populate based on the information entered in the Line Defaults and Shipping Address Information step above. h. Select. i. Populate the Requested Delivery Date field in the Line Defaults section. j. Select. Note: The Requested Delivery Date must be greater than or equal to the Request Date for a Service Requisition Line. Leave the Request Date as the current date. k. Under Review and Submit, populate the following fields: i. Description A description of the requested services. This field will contain the previously entered description. iii. Cost Center Enter or select Agency Cost Center. iv. Fund Enter or select the department of agency Fund. v. Program If this line is related to a Program choose the appropriate Program ID by typing in a partial or full name or ID #. If not, leave this field blank. vi. Project If this line is related to a Project choose the appropriate Project ID by typing in a partial or full name or ID #. If not, leave this field blank. 4/16/2018 4

5 vii. Grant If this line is related to a Grant choose the appropriate Grant ID by typing in a partial or full name or ID #. If not, leave this field blank. viii. Capital Program If this line is related to a Capital Program choose the appropriate Capital Program by typing in a partial or full name. If not, leave this field blank. ix. Additional Worktags Enter and select additional worktags as required by your agency or department. x. Splits To split the line by different Cost Centers, Funds, and Additional Worktags. This is optional, you can always split lines by adding another line. l. Select. The requisition will now be routed for budget check and to the required Cost Center Approver(s). The Alfresco Workflow will be initiated once the requisition is fully approved. 4/16/2018 5