How to Build a Purchase Requisition

Creating a Two-Paneled Purchase Requisition in PeopleSoft

Procedure for Creating a Purchase Requisition

1) Log into Windows Active Directory. Log into PeopleSoft.

    a. Operator ID - In all CAPS.

    b. Password - Not case sensitive.

• Note: You can change your PeopleSoft password by selecting the "Set Password" option on the login panel. Password must be in ALL CAPS and contain at least one number.

2) From the menu select: Use > Requisitions > Requisition Form > Add (or Update/Display to locate a previously created requisition).

3) Window pops up: "CLKSN", "Next". You click "OK".

4) You are on the CU PCARD Policy reminding you to use the PCARD if the purchase meets the criteria. If you have any questions please contact Cindy Boyce at x7724.

5) Click on the Requisition Form tab. Check the following:

    a. Deliver to - this should default to you. If you wish to change this, use the down arrow and select the appropriate person.

    b. At - defaults to the physical mailbox location of the person in the Deliver to field.

    c. Origin - this should default to an origin code associated with you. Use the down arrow to change this information. (The origin code routes the requisition. You are given an origin code by default; however, if you are using a fund 375, 378, 393, 394, 395, you must make sure you use the appropriate origin to ensure that the requisition gets routed to the Division of Research. Call the HelpDesk if you are unsure of which origin code you should use.)

    d. Note that the Status is "Open".

6) Choose a vendor.

    a. Click the flashlight icon. Search for your vendor by typing in the first few letters of the vendor's name in all CAPS. To expand your search, change the Max Rows value from 10 to 100.

    b. Click on "Sparky". If your vendor is not on the list, you must fill out a NEW VENDOR FORM and fax it to the Vendor Control Group.

    c. Click the magnifying glass icon in the detail column to check the vendor's address.

    d. The "Search" button sends you back to the search window.

    e. The "Origin" button sends you back to the Requisition Form panel.

    f. When you have located your correct vendor, click on the Select checkmark icon. Your vendor and address will automatically populate the screen.

7) You must answer the following questions.

    a. Vendor on Campus? Yes or No.

    b. If you answer "Yes", you will be asked if the vendor has an insurance form on file with Clarkson University.

    c. Special substance? Answer by using the down arrow. If you select Unsure a panel will instruct you to contact Risk and Property Office. Click on X to resume requisition.

8) The Standard Comments feature states that this is not a purchase order. It includes sole source and equipment screening information. Add standard comments by clicking on the Standard icon and clicking OK.

• Note: If you wish to add additional comments to the Purchasing Dept, use the F7 key, or the  insert row icon. If you wish to add additional comments to the vendor, use the F7, or insert row icon, and check the Send to Vendor check box. Be sure you are in the comments field when you add rows here. To delete rows, use F8, or the delete row icon.

9) Move to the Requisition Schedule panel by clicking on that tab. The accounting date defaults to today's date (to encumber on the next fiscal year, please see documentation entitled "Encumbering on the Next Fiscal Year"). Work through the Line Items, tabbing out of these windows as you go. Note the 1 to the left of Item ID.

    a. Enter Category as ALL or SUPP by typing or using the down arrow. Tab.

    b. Type in long description. Magnifying glass adds more space. Tab until curser is in Requisition Quantity.

    c. Type in quantity. Tab.

    d. Use the down arrow to enter unit of measure (UOM) or type in EA (each). Tab.

    e. Type in price per unit. The program will do the math. Tab.

    f. Due date - If your due date is too near to today's date, you will be asked about extra shipping costs brought on by rush orders. Choose this date wisely. Tab.

If you have multiple items to order, proceed to #10 of this cheat sheet then return to #9 before adding next item. This will cause the information in #10 to be inserted into the Schedule of each additional Line Item in your order. If you only have this one item to order proceed to item #10.  Note: If you have more than 25 items to purchase, create another requisition.

10) Drop down to Schedule (Note the 1 on the left. You can have multiple lines, but cannot have multiple schedules.): Click on the Distribution icon next to the 0.00 dollar amount.

    a. Enter the 4-digit account number (previously called the object code).

    b. Enter the 3-digit fund number.

    c. Enter the 5-digit DeptId or Proj/Grant number (If fund 100 is used, then fill in the DeptId field, if any other funds are used, fill in the Proj/Grant field. Use left-right scroll bar to get to the Proj/Grant field as you will not be able to see it otherwise.)

• Note: The F7 key works here for adding rows if items are to be divided for billing or delivering.  These rows are numbered as well. Use F8 to delete rows. For information on how to distribute funds among several accounts, see documentation entitled "How to Distribute Funds in a Purchase Requisition."

    d. Click OK.

• Note: There are two scroll bars on the right. The inner one works the Schedule Items while the outer works the Line Items. If you have other items to order, before you F7 and repeat #9 above, place your curser on the outer scroll or place it up in the Item ID window and click. This insures that you are back in the Line Items portion and no longer in the Schedule Items portion.

    e. Return to #9 to add items, or go on to #11.

11) Go back to the Requisition Form tab (you can use F2).

    a. Click on the diskette (save) icon. Make note of requisition ID number.

    b. Click on the Process edits checkmark icon. Click OK on pop-up box. Pause.

    c. Click on Sparky. Wait.

    d. Click on the small magnifying glass Budget check icon (click only once). Answer "Yes".

• Note: To make changes to your purchase requisition, please see documentation entitled "How to Change a Purchase Requisition." If you experience budget-checking or chart field errors contact the HelpDesk at xHELP and ask for Janet. You can put your requisition on hold by checking the box Requisition Form panel.

    e. Change Status from "Open" to "Pending Approval".

    f. Click on the diskette (save) icon again.

    g. The requisition has now been entered into Workflow and should be available in your supervisor's work list.

12) For tracking, see documentation entitled "How to Track the Status of Your Purchase Requisition."