CUNYfirst Procurement Module Quick Guide-­‐Create a Requisition for requestors/creators who need to procure goods through S tate funds. 1. Login to CUNYfirst at https://home.cunyfirst.cuny.edu 2. Access the correct State Module-­‐Financials Supply Chain a. New window will pop-­‐up, be sure your browser allows pop-­‐ups from CUNYfirst site 3. Click eProcurement 4. Click Create Requisition 3
4 1. Define Requisition 5. Under the Define Requisition section, verify that the Business Unit is correct a. HTRPR for Hunter College State Requisitions b. HCSPR for Hunter College Campus Schools City Requisitions 6. Verify that the Requester information is correct and reflects the Requester for this requisition 7. Enter the Requisition Name (30 characters max) in the format of Department Name-­‐Commodity 8. Enter Vendor for the entire requisition by using the search function ( ) 9. Modify any other fields as needed. 10. When finished with header details, select Continue John Doe
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Page 1 of 6 CUNYfirst Procurement Module 2. Add Items and Services 11. Click Special Request tab 12. Click Special Item 11
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13. Enter Item Description a. Include commodity model number, dimensions, name, and any other pertinent commodity information that will help purchasing select the correct commodity. (254 character maximum) 14. Enter the Price as provided in the price quote. 15. Enter the Quantity of commodities needed a. For amount only orders, enter a quantity of 1. Continue to Step 16, and pay special attention to Steps 28-­‐30. 16. Enter the Category code that best reflects the commodity ordered. 17.
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a. Use the search feature ( ) to explore the complete list of Category codes. Enter Unit of Measure as detailed by your quote. Use Each (EA) if unsure. Enter Additional Information in the format of Department-­‐Requestors Name-­‐Requestors Phone # a. Enter any other pertinent information regarding the purchase of this commodity b. If no shipping costs are charged, enter those details here. Click the checkboxes for Send to Vendor, Show at Receipt, and Show at Voucher Click Add Item to Save– Note that all fields with * must contain data Repeat steps 13-­‐19 for each commodity needed Revised: 7/10/2013 4:44:41 PM Page 2 of 6 CUNYfirst Procurement Module 20
3. Review and Submit 22. Once all commodities are added, select 3. Review and Submit 23. Review all line items to ensure the proper information was entered a. Click on the expansion triangle to see Line details which include Shipping and Distribution details 24. Click Comment/Attachment icon per line to add attachments (price quotes and other related documents) 22
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24 Revised: 7/10/2013 4:44:41 PM Page 3 of 6 CUNYfirst Procurement Module 25. Click Add Attachment 26. Click Browse a. Locate the applicable file on your computer 27. Click Upload 28. Click OK 26
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Steps 28-­‐30 are for Amount Only Requisitions (Proceed to Step 31 if you are not entering an Amount Only request) 29. Click Line Details John Doe
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Revised: 7/10/2013 4:44:41 PM Page 4 of 6 CUNYfirst Procurement Module 30. Check the box Amount Only 31. Click OK 30 31 32. Click Save & preview approvals John Doe
32 Revised: 7/10/2013 4:44:41 PM Page 5 of 6 CUNYfirst Procurement Module 33. Verify that the requisition has the correct information, and take note of the upcoming approval path 34. Click Submit John Doe
Jane Bigshot
Bill Bigwig
34 Revised: 7/10/2013 4:44:41 PM Jim Jones
Terry Topdog
Jim Jones
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