Creating Early Entry Requisitions Job Aid

State of Wisconsin Department of Administration Creating Early Entry Requisitions Job Aid Version 1.0 Version History Version Date Editor Description 1.0 5/5/16 Will Kammerait Initial Release 2.0 5/11/16 Matthew Poupitch Review Complete

TABLE OF CONTENTS TABLE OF CONTENTS... 2 PURPOSE AND DESCRIPTION... 2 Purpose... Error! Bookmark not defined. Description... 3 TOPIC 1: CREATING A SPECIAL REQUEST REQUISITION... 4 Process Flow... 4 Creating a Special Request Requisition... 5 TOPIC 2: ORDERING GOODS FROM WISBUY ON A REQUISITION... 14 Process Flow... 14 Ordering Goods from WISBuy on a Requisition Procedure Steps... 15 TOPIC 3: CREATING A REQUISITION FROM AN ITEM CATALOG... 24 Process Flow... 24 Create a Requisition from an Item Catalog Procedure Steps... 25 TOPIC 4: UPDATING THE PO AS THE AGENCY BUYER... 32 Update the PO as Agency Buyer Procedure Steps... 32 TOPIC 5: REMOVE HOLD FROM PURCHASE ORDER... 32 Remove PO from Hold From Further Processing Procedure Steps... 32 PURPOSE AND DESCRIPTION Purpose This document explains the key topics involved in early entry requisition for the next fiscal year. It provides an overview of the sub-processes involved, as well as step-by-step procedural guidance to perform the activities. There are 3 fields that need to be adjusted for an early entry requisition compared to a regular requisition: 1. Budget Reference: Define Budget Reference as FY2017 2. Budget Date: Define Budget Date as 07/01/2016 so that the budget period used for budget checking is FY2017. 3. Approval Justification: In the approval justification, provide a comment to notify the approver that this requisition is for FY2017. Early entry for requisitions begins May 16, 2016 (or later if determined by your agency), contingent upon an agency loading the operating budget and the accounting date being open. Do not create early entry requisitions 2

prior to May 16, 2016 because they may be sourced to PO s automatically through our nightly Batch jobs. As a result, the PO will reference the incorrect fiscal year. Starting May 16, 2016 through July 1, 2016, no requisitions will be sourced to PO s automatically through our nightly Batch jobs. All requisitions during this time period will need to be manually expedited to a PO by the Buyer. On July 1, 2016, early entry requisitions will be sourced to PO s automatically through our nightly Batch jobs. It is very important that FY2017 requisitions are sourced to PO s on July 1, 2016. If a FY2017 requisition is sourced to a PO prior to July 1, 2016 (intentionally or not), then the PO will need to be corrected. Follow Topic 4 below to make necessary corrections to the PO. Description The key topics involved in the eprocurement processes are: Topic 1: Creating a Special Request Requisition Topic 2: Ordering Goods from WISBuy on a Requisition Topic 3: Creating a Requisition from an Item Catalog Topic 4: Updating the PO as the Buyer Topic 5: Remove Hold From PO 3

TOPIC 1: CREATING A SPECIAL REQUEST REQUISITION Process Flow Given below is the process flow that identifies how to enter a special request. This process flow will help you understand the system-generated actions as well as the tasks that are performed manually to create requisitions for special request items. 4

Creating a Special Request Requisition Scenario: You need to purchase a good/service that is not listed in the Item Master Catalog or on WISBuy. First you must identify the special request, then pull the items into a requisition in PeopleSoft. Follow the steps explained below. Step Action 1. Navigate to: Main Menu > eprocurement > Requisition On the Requisition Settings page, Business Unit and Requester default. Enter any other applicable information. Use the Default Options group box to determine how the user s entries in the Line Defaults group box should be applied to this requisition. There are two options: Default: the values that the user enters are applied only if there are no default values from the item default hierarchy. When no default hierarchy values exist, the data that the user enters in this section replaces blank fields as defaults. Override: the values that the user enters are applied to the requisition and will override any values from the item default hierarchy. Note: If you select the Override option, then define a Budget Reference of FY2017 2. When all information has been verified, click OK. 5

On the Create Requisition page, click Special Requests. 3. Use the Special Requests page to create a non-catalog request for goods and/or services. 4. Enter the Item Description and Price of the item. Then specify the Quantity of the items being purchased, and include the Unit of Measure. Enter the Due Date for when the items should be received. Under Category, define the NIGP code. 5. You can manually enter the appropriate 5-digit NIGP code or search for the appropriate value by clicking on the magnifying glass to the right of Category. 6. Select a supplier in Supplier ID or Name. 6

If the supplier is unknown, it may be left blank for Central Purchasing or CAPS to populate prior to sourcing the requisition into a purchase order. You can search for the appropriate supplier by clicking on the magnifying glass icon to the right of Supplier ID or Supplier Name. Click Find to populate search results and click the appropriate Supplier ID to populate the value in Supplier ID. Under the Additional Information section, enter comments regarding the line item purchase. The comments will be viewable from the Comments and Attachments page on the Review and Submit page. 7. There are three checkboxes under the Additional Information section: Check the Send to Supplier checkbox to send the additional information comment that you have entered to the supplier. Check the Show at Receipt checkbox to display the additional information comment that you have entered on the receipt that is created after the purchase order items have been received. Check the Show at Voucher checkbox to display the additional information comment that you have entered on the voucher. 8. After specifying the items to be added, you need to add them to the requisition. Click Add to Cart. The number of items added to the cart appears beside the cart icon on the Create Requisition page. 7

9. When all items have been added to the cart, click Checkout at the top of the Create Requisition page. On the Checkout Review and Submit page, review the Requisition Summary. 10. Click the grey arrow to display all information about the requisition line(s). Update Ship To and Attention To, if applicable. If the goods should be shipped to an address that is not associated with an existing Location code in the system, select the Add One Time Address to manually enter the address where the supplier should deliver the goods. 8

Standard comments are frequently used comments that have been defined in the system using the standard comments and standard comment type components. To apply a standard comment to the requisition, click Use Standard Comments and complete the following: a. Enter the desired information into Comment Type. b. Enter the desired information into Comment ID. Click Search. 13. 14. c. Select the checkbox next to the Standard Comment textbox to be added, and define if the comment should Append to or Override an existing comment. d. Click OK. e. Click OK again to return to the Checkout Review and Submit page. At the top of the requisition line information, click the Line Details icon to open the Line Details window. Review the Contract ID, Supplier ID, and WISBuy supplier Item ID that is copied into the requisition. 10

On the Line Details window, use the Line Details section to add/modify additional details on the line. 15. Check the Amount Only checkbox if the requisition line is for a blanket dollar amount. The system will change the quantity to 1 and the Total will equal the price. Check the Inspection Required checkbox if the item requires a separate inspection after is has been received. This will automatically be selected for those NIGP codes that have been preconfigured to require inspection. Under the Contract Information section, enter the Contract ID if the purchase being made is against an awarded contract. Search for the Contract Line if the purchase being made is against a specific line defined on the contract. 16. The Use Contract if Available checkbox defaults as checked. Keep it checked if you are supplying contract information. 11

There are instances where a contract is awarded to a manufacturer who assigns a network of dealers (i.e., resellers) to assist with ordering, delivery and installation. In this instance, the enterprise-wide contract will reference the manufacturer as the supplier, however, the purchase order will be created to order from an authorized reseller. For example, a contract User Guide might state the following: Ordering Authorized Users shall place orders directly with the Contractor s authorized dealers except where the Contractor acts as their own dealer. As a result, when creating a requisition to order from the authorized dealer, users will not be able to find the Manufacturer s enterprise Contract ID in the Contract ID field on the Requisition Line Details page to reference because the suppliers are different. 17. Hence, Agency Requisition Processors will need to reference the Manufacturer s Contract ID in the Approval Justification comments section on the Edit Requisition - Review & Submit page with a comment stating, This purchase is being made against DOA Enterprise Contract ID 505ENT Approvers should review the comments on the Approval Justification section to identify that the purchase is being made against the Manufacturer s contract. The following screenshot provides an example of how/where this should be noted on the requisition: An example where such a scenario would be true would be in ordering furniture. The following is an excerpt from a contract: This contract is awarded to 58 manufacturers (SEE CONTRACTED MANUFACTURERS AND CATEGORIES document). Each manufacturer has assigned a network of dealers to assist with ordering, delivery and installation. (SEE AUTHORIZED DEALERS document). Pricing/Discount information can be found on the 12

DISCOUNT INFORMATION document. Review the supplier information under the Supplier Information section of the window. 18. If a different supplier needs to be added to the requisition, make the appropriate changes. Under the Sourcing Controls section, the Inventory Source Flag is selected signifying that the requisition line is to be sourced from inventory versus to a purchase order to be fulfilled by a supplier. 19. Note: For inventory agencies that need to order the respective items from the supplier to replenish their inventory, the Inventory Source Flag should be deselected so that the order can be sourced to a purchase order. 20. When all information on the Line Details window has been review, click OK to return to the Checkout Review and Submit page. Approval Justification Comments need to be included for Early Entry requisitions to notify the approver that the requisition is for the next fiscal year. 21. 22. When all requisition information is reviewed and complete, click Save and Submit. The requisition is routed for approval. If the Requisition needs to be sourced to a PO prior to July 1 so the supplier can have a PO in hand, then reference Topic 1 in the Sourcing Requisitions to Purchase Orders Job Aid below: 23. PRO305_Sourcing Requisitions to Purc Also, you may run query: WI_PO_REQ_EARLY_ENTRY_RPT to help you identify early entry requisitions that need to be expedited. 24. Once requisition is sourced to a PO, follow topic 4 to correct fields incorrectly defined by the expedite process. 13

TOPIC 2: ORDERING GOODS FROM WISBUY ON A REQUISITION Process Flow Given below is the process flow that identifies how to create requisition for items on WISBuy. This process flow will help you understand the system-generated actions as well as the tasks that are performed manually to create requisitions for items on the WISBuy catalog. 14

Ordering Goods from WISBuy on a Requisition Procedure Steps Scenario: You want to purchase items from WISBuy. First you must punch out to the WISBuy webpage, then pull the items into a requisition in PeopleSoft. Follow the steps explained below. Step Action 1. Navigate to the WISBuy webpage: Main Menu > eprocurement > Requisition On the Requisition Settings page, Business Unit and Requester default. Enter any other applicable information. Use the Default Options group box to determine how the user s entries in the Line Defaults group box should be applied to this requisition. There are two options: Default: the values that the user enters are applied only if there are no default values from the item default hierarchy. When no default hierarchy values exist, the data that the user enters in this section replaces blank fields as defaults. Override: the values that the user enters are applied to the requisition and will override any values from the item default hierarchy. Note: If you select the Override option, then define a Budget Reference of FY2017 2. When all information has been verified, click OK. 15

On the Create Requisition page, click WISBuy under the Web section. 3. If this is the first time the user is accessing WISBuy, review the profile information, like Name, Phone Number and Email. 4. Click Save to open the WISBuy home page. 16

On the WISBuy homepage, review the three types of catalogs: Hosted, Punchout, and State Hosted. 5. Select a supplier from one of the catalogs. 6. When the supplier name is selected, the user can either enter an item description in the search field if the item is known, or leave the search field blank and to display all items for the supplier. After the search results populate, select an item and define the desired item quantity. 7. Click Add to Card next to the desired item to add the item to the user s cart. 17

8. Repeat steps 5 7 until all desired items are added to the user s cart. When all items are added to the cart, click the Shopping Cart at the top of the screen. 9. Then click Checkout. On the Draft Requisition Final Review page, review the items in the cart. Click Return to PeopleSoft to copy the order into the PeopleSoft Requisition. 10. On the Checkout Review and Submit page, review the Requisition Summary. 11. Click the grey arrow to display all information about the requisition line(s). Update Ship To and Attention To, if applicable. 18

Standard comments are frequently used comments that have been defined in the system using the standard comments and standard comment type components. To apply a standard comment to the requisition, click Use Standard Comments and complete the following: a. Enter the desired information into Comment Type. b. Enter the desired information into Comment ID. Click Search. 14. 15. c. Select the checkbox next to the Standard Comment to be added and define if the comment should Append to or Override an existing comment. d. Click OK. e. Click OK again to return to the Checkout Review and Submit page. Next to the Requisition Line, click the Line Details icon to open the Line Details window. Review the Contract ID, Supplier ID, and WISBuy supplier Item ID that is copied into the requisition. 20

Use the Line Details section to add/modify additional details on the line. 16. Check the Amount Only checkbox if the requisition line is for a blanket dollar amount. The system will change the quantity to 1 and the Total will equal the price. Check the Inspection Required checkbox if the item requires a separate inspection after is has been received. This will automatically be selected for those NIGP codes that have been preconfigured to require inspection. Under the Contract Information section, enter the Contract ID if the purchase being made is against an awarded contract. Search for the Contract Line if the purchase being made is against a specific line defined on the contract. 17. The Use Contract if Available checkbox is defaulted as checked. Keep it checked if you are supplying contract information. 21

There are instances where a contract is awarded to a manufacturer who assigns a network of dealers (i.e., resellers) to assist with ordering, delivery and installation. In this instance, the enterprise-wide contract will reference the manufacturer as the supplier, however, the purchase order will be created to order from an authorized reseller. For example, a contract User Guide might state the following: Ordering Authorized Users shall place orders directly with the Contractor s authorized dealers except where the Contractor acts as their own dealer. As a result, when creating a requisition to order from the authorized dealer, users will not be able to find the Manufacturer s enterprise Contract ID in the Contract ID field on the Requisition Line Details page to reference because the suppliers are different. 18. Hence, Agency Requisition Processors will need to reference the Manufacturer s Contract ID in the Approval Justification comments section on the Edit Requisition - Review & Submit page with a comment stating, This purchase is being made against DOA Enterprise Contract ID 505ENT Approvers should review the comments on the Approval Justification section to identify that the purchase is being made against the Manufacturer s contract. The following screenshot provides an example of how/where this should be noted on the requisition: An example where such a scenario would be true would be in ordering furniture. The following is an excerpt from a contract: This contract is awarded to 58 manufacturers (SEE CONTRACTED MANUFACTURERS AND CATEGORIES document). Each manufacturer has assigned a network of dealers to assist with ordering, delivery and installation. (SEE AUTHORIZED DEALERS document). Pricing/Discount information can be found on the 22

DISCOUNT INFORMATION document. Review the supplier information under the Supplier Information section of the page. 19.. If a different supplier needs to be added to the requisition, make the appropriate changes. Under the Sourcing Controls section, the Inventory Source Flag is selected signifying that the requisition line is to be sourced from inventory versus to a purchase order to be fulfilled by a supplier. 20. Note: For inventory agencies that need to order the respective items from the supplier to replenish their inventory, the Inventory Source Flag should be deselected so that the order can be sourced to a purchase order. 21. 22. When all information on the Line Details window has been review, click OK to return to the Checkout Review and Submit page. Approval Justification Comments need to be included for Early Entry requisitions to notify the approver that the requisition is for the next fiscal year. 23. When all requisition information is reviewed and complete, click Save and Submit. The requisition is routed for approval. Once approved, it will be budget checked and sourced to a purchase order. When the purchase order is created, it will again be budget checked and then dispatched to SciQuest (WISBuy Third Party Provider), who will send the purchase order to the supplier(s) for the WISBuy item(s) purchased. If the Requisition needs to be sourced to a PO prior to July 1 so the supplier can have a PO in hand, then reference Topic 1 in the Sourcing Requisitions to Purchase Orders Job Aid below: 24. PRO305_Sourcing Requisitions to Purc Also, you may run query: WI_PO_REQ_EARLY_ENTRY_RPT to help you identify early entry requisitions that need to be expedited. 25. Once requisition is sourced to a PO, follow topic 4 to correct fields incorrectly defined by the expedite process. 23

TOPIC 3: CREATING A REQUISITION FROM AN ITEM CATALOG Process Flow Given below is the business process flow for creating a requisition from an item catalog. This process flow will help you understand the system-generated actions as well as the tasks that are performed manually to create an item in the Item Master. 24

Create a Requisition from an Item Catalog Procedure Steps Scenario: You want to purchase items from the Item Master Catalog. You must go to the Catalog and search for those items. Follow the steps explained below. Step Action 1. Navigate to the Create Requisition page: Main Menu > eprocurement > Requisition On the Requisition Settings page, Business Unit and Requester default. Enter any other applicable information. Use the Default Options group box to determine how the user s entries in the Line Defaults group box should be applied to this requisition. There are two options: Default: the values that the user enters are applied only if there are no default values from the item default hierarchy. When no default hierarchy values exist, the data that the user enters in this section replaces blank fields as defaults. Override: the values that the user enters are applied to the requisition and will override any values from the item default hierarchy. Note: If you select the Override option, then define a Budget Reference of FY2017 2. When all information has been verified, click OK. 25

On the Create Requisition page, click Catalog to browse for items. 3. Use the Search box to search for items in the catalog. Click on the applicable catalog, and check the checkbox next to the items to include on the requisition. 4. 5. Enter the number of items necessary in Quantity. Click Add to add the item(s) to the Shopping Cart. Note: the number of different items attached to the requisition is provided next to the Shopping Cart. For example, if two items are selected for the requisition, the Shopping Cart says 2 Lines (see below). When all items have been added to the Shopping Cart, click Checkout. 6. 26

On the Checkout Review and Submit page, review the Requisition Summary. 7. Click the grey arrow to display all information about the requisition line(s). Update Ship To and Attention To, if applicable. If the goods should be shipped to an address that is not associated with an existing Location code in the system, select the Add One Time Address to manually enter the address where the supplier should deliver the goods. 27

Click the grey arrow next to Accounting Lines to expand the requisition distribution information. Update the ChartField values as appropriate (Specifically Budget Reference to FY2017 ) and change the Budget Date to 7/01/2016 on the Budget Information tab 8. 9. Next to each Requisition Line, click the Line Details icon to open the Line Details window. Review the Contract ID, Supplier ID, and WISBuy supplier Item ID that is copied into the requisition. Use the Line Details section to add/modify additional details on the line. 10. Check the Amount Only checkbox if the requisition line is for a blanket dollar amount. The system will change the quantity to 1 and the Total will equal the price. Check the Inspection Required checkbox if the item requires a separate inspection after is has been received. This will automatically be selected for those NIGP codes that have been preconfigured to require inspection. 11. Under the Contract Information section, enter the Contract ID if the purchase being made is against an awarded contract. Search for the Contract Line if the purchase being made is against a specific line defined on the contract. 28

The Use Contract if Available checkbox is defaulted as checked. Keep it checked you are supplying contract information. There are instances where a contract is awarded to a manufacturer who assigns a network of dealers (i.e., resellers) to assist with ordering, delivery and installation. In this instance, the enterprise-wide contract will reference the manufacturer as the supplier, however, the purchase order will be created to order from an authorized reseller. For example, a contract User Guide might state the following: Ordering Authorized Users shall place orders directly with the Contractor s authorized dealers except where the Contractor acts as their own dealer. As a result, when creating a requisition to order from the authorized dealer, users will not be able to find the Manufacturer s enterprise Contract ID in the Contract ID field on the Requisition Line Details page to reference because the suppliers are different. 12. Hence, Agency Requisition Processors will need to reference the Manufacturer s Contract ID in the Approval Justification comments section on the Edit Requisition - Review & Submit page with a comment stating, This purchase is being made against DOA Enterprise Contract ID 505ENT Approvers should review the comments on the Approval Justification section to identify that the purchase is being made against the Manufacturer s contract. The following screenshot provides an example of how/where this should be noted on the requisition: 29

An example where such a scenario would be true would be in ordering furniture. The following is an excerpt from a contract: This contract is awarded to 58 manufacturers (SEE CONTRACTED MANUFACTURERS AND CATEGORIES document). Each manufacturer has assigned a network of dealers to assist with ordering, delivery and installation. (SEE AUTHORIZED DEALERS document). Pricing/Discount information can be found on the DISCOUNT INFORMATION document. Review the supplier information under the Supplier Information section of the page. 13. If a different supplier needs to be added to the requisition, make the appropriate changes. Under the Sourcing Controls section, the Inventory Source Flag is selected signifying that the requisition line is to be sourced from inventory versus to a purchase order to be fulfilled by a supplier. 14. Note: For inventory agencies that need to order the respective items from the supplier to replenish their inventory, the Inventory Source Flag should be deselected so that the order can be sourced to a purchase order. 15. 16. When all information on the Line Details window has been review, click OK to return to the Checkout Review and Submit page. Approval Justification Comments need to be included for Early Entry requisitions to notify the approver that the requisition is for the next fiscal year. 30

17. On the Checkout Review and Submit page, click Save and Submit. The requisition will route through the appropriate approvals and be budget checked. The requisition will then be sent to the Inventory Business Unit in the form of a Stock Request to be fulfilled. If the Requisition needs to be sourced to a PO prior to July 1 so the supplier can have a PO in hand, then reference Topic 1 in the Sourcing Requisitions to Purchase Orders Job Aid below: 18. PRO305_Sourcing Requisitions to Purc Also, you may run query: WI_PO_REQ_EARLY_ENTRY_RPT to help you identify early entry requisitions that need to be expedited. 19. Once requisition is sourced to a PO, follow topic 4 to correct fields incorrectly defined by the expedite process. 31

TOPIC 4: UPDATING THE PO AS THE AGENCY BUYER PO Update Procedure Steps Scenario: FY2017 requisition sourced to a PO prior to 7/1/2016. You need to change the PO date, Accounting date, and Budget date on a purchase order. You will also need select Hold from Further Processing option to prevent further actions from occurring to the PO. Follow the steps below. Note: You may run query: WI_PO_REQ_EARLY_ENTRY_RPT to help you identify early entry requisitions that have been sourced to PO s. Step Action 1. Navigate to the Add/Update PO page: Main Menu > Purchasing > Purchase Orders > Add/Update POs Choose Find an Existing Value, and enter Business Unit and the desired PO ID. The PO must have a Budget Status of Valid and a PO Status of Dispatched. 2. Click Search. *If you are not immediately directed to the PO, click on the PO ID from the list of available results. 32

On the Purchase Order page, click the Change Order icon. (This is only required if the PO has already been dispatched.) 20. After the Change Order is clicked, the PO Date field under Header will be available for editing. Change the date to 7/1/2016. 21. Click on the Header Details link under Header. 33

Change the Accounting Date under Process Control Option to 7/1/2016. 22. Click OK to return to the PO. 23. Click on the Schedule icon within the Details tab of the Lines section. 34

24. On the Schedules page, click the Distributions icon on the Details tab. Click the Budget Information tab. Change the Budget Date fields to 7/1/2016. 25. Click OK to return to the Schedules Page. Click the Return to Main Page link. 26. 36

27. Click Save at the bottom of the page. Budget Status should have changed to Not Chk d. The Reason Code Page will appear. Enter a Reason Code and a comment. Click OK. 28. 29. Click the Budget Check icon near the top right of the page. 37

The Reason Code Page will appear. Enter a Reason Code and a comment. Click OK. 30. Dispatch the PO by clicking the Dispatch button (This is only necessary if the PO is not already in a status of dispatched) 31. 38

Check the Hold from Further Processing box. 32. Click Save at the bottom of the page. 39

TOPIC 5: REMOVING HOLD FROM PURCHASE ORDER Remove Hold from PO Processing Steps Scenario: FY2017 requisition sourced to a PO prior to July 1 st. Agency Buyer set the PO to Hold from Further Processing to prevent further actions from occurring to the PO. Follow the steps below to release the PO from Hold on July 1 st so it can be processed further. Step Action Run Query WI_PO_ON_HOLD to identify PO s currently on Hold 1. Define Business Unit and click View Results 2. Navigate to the Add/Update PO page: Main Menu > Purchasing > Purchase Orders > Add/Update POs 2. Choose Find an Existing Value, and enter Business Unit and the desired PO ID. 40

Click Search. *If you are not immediately directed to the PO, click on the PO ID from the list of available results. Select the Hold From Further Processing Option 41

Save 42