HOW TO ENTER A REQUISITION Login to PeopleSoft Financials using Clarkson AD username and password Making a new requisition: On the PeopleSoft main screen, there are drop down menus underneath the Clarkson logo. Click on the Main Menu >Purchasing > Requisitions > Add/Update Requisitions. 1 New Requisitions: The default tab, “Add a New Value” will populate. Ensure this tab is selected (the other tab, “Find an Existing Value”, is used to look up an existing requisition already entered). The Business Unit and Requisition ID will remain the default of CLKSN and NEXT. Click the “Add” button to proceed. PCARD Warning: You will always receive the PCARD Warning below, telling that a vendor may be eligible for procurement through the University PCARD if requisitions to the vendor totals under $1,500. Press OK to acknowledge the warning and continue. 2 If you have previously entered a requisition, you will see the screen below. This page lists the last vendor you used to create a requisition. If the new requisition is not for that previous vendor, click No. If the requisition is for the last Vendor then you can click the Yes button. Requisition Form: Creating a new Requisition Type the Requisition Name in the text box. In this example we will use the requisition name: ILL Replacement Costs. You can name the requisition anything you would like. This is an internally searchable field you can use in the future. 3 Now click “Requisitions Defaults”. Requisition Defaults: Ensure that “Override” is selected in the Default Options section. Next, click on the magnifying glass to the right of the text box for Vendor ID to bring up a look up screen. 4 Looking up the Vendor ID: Type the Vendor name in the text field called Short Vendor Name, which is the second textbox. In this example the Vendor name is NEW PALTZ To the left of the text box, click the drop down menu to change “begins with” to “contains”. Then search the Vendor name by clicking “LOOK UP”. Scroll through the list of Vendors in the list and click on the correct Vendor name. This will bring you back to the Requisition Defaults page, the one in the background. 5 The full Vendor name and address will appear in the space beside the Vendor ID and Vendor Loc. Check the address of the Vendor to make sure it is accurate. If the vendor name and address doesn’t appear, you will need to complete a new Vendor Information form, which is located on the purchasing website. Once the form has been completed you can email Accounts Payable (Elizabeth Corbine, [email protected]). Accounts Payable will notify you when the Vendor has been set up in the system. If vendor name is correct but address is not, click on Vendor Loc to see if there is more than one address for the Vendor. If Vendor address is not found, proceed as above and contact Accounts Payable. Entering SpeedChart: Enter your departmental or project/grant account number in the box. As you are typing in the account number, a drop down of accounts will appear. Once you see your account, click it with your mouse. Once the account number is in the box, press the Tab key on the keyboard. Once you press tab, it will populate all the necessary information regarding that account EXCEPT the account code. Finishing Requisition Defaults: Type the account number in the text box below Account. As you type, different accounts with their description will show up in a drop down menu. Select the correct account number and press the button OK at the bottom of the page. 6 Adding Comments: Click Add Comments directly below Requisition Defaults in the category of Header. Selecting Standard Comments: Click >Use Standard Comments. This will bring you to a new page called Standard Comments. We will be selecting the standard text for the requisitions. In the text box for Comment Type, type in STD (for standard comments) and select STD from the drop down menu that pops up as you type. Next, in the Comment ID box, type in REQ (for requisition). Select REQ from the drop down menu that pops up. Click the OK button at the bottom of the screen to go back to the comment page. 7 If you have any further comments to communicate to the Purchasing Department, Click on the plus sign (+) next to Inactivate to add new comments. If you want the information to go to the Vendor, click “Send to Vendor”. If you need to communicate information to Accounts Payable, click “Show at Voucher”. If you need to communicate information to the Receiving Department, click “Show at Receipt”. To see all comments, click View all. Click the OK button when all comments have been added. 8 Last Requisition Details: We will now fill in the bottom row of details on the main requisition page. Within the Line category and the Details tab, type in the Description of the requisition. In this example, the description is ILL Replacement costs. To the right of that, use the drop down menu under Restrictions and select the appropriate choice. If there are no restrictions, select NONE. Enter the Quantity, the UOM (Unit of Measure), and the Price per unit of measure. If there is more than one line to your requisition, you will select the plus mark (+) to the right of the original line and add as many lines as you need. The Merchandise Amount will automatically calculate upon clicking the Save button at the bottom. Next, in the top right hand corner you will click on the icon to the right of Budget Check. If there aren’t any errors you will receive a valid status. 9 If your budget is getting low in funds, you might receive the error message below. You can simply click OK and proceed. If you receive an ERROR you will need to contact the Finance Department. Next, click on the Checked green arrow box icon for submitting for approval. You will see a new page come up called Requisition Amount Approval. Make sure to Save the requisition by clicking the save button at the bottom of the screen to send into workflow. 10 Once you press save, you will receive a warning message explaining you need division head approval. Please ensure it is the correct person needing to approve your requisition! If it is correct, click OK. An email is automatically sent to the Division Head for approval. Your requisition is now complete and has been sent for approval. You can log out of PeopleSoft. 11