Transcript eProcurement - Procurement Services

eProcurement Job Aid
Requisitions & Receipts
Table of Contents
•
Creating a Requisition . . . . . . . . . . . . . . .
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Define Requisition . . . . . . . . . . . . . . . . . . . . . . . .
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• Vendor Lookup/Selection . . . . . . . . . . . . . .
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• Shipping Information. . . . . . . . . . . . . . . . . .
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• Due Date . . . . . . . . . . . . . . . . . . . . . . . . . .
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• Category . . . . . . . . . . . . . . . . . . . . . . . . . .
8
• Cost Distribution . . . . . . . . . . . . . . . . . . . .
9
• Account Code . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Goods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
• Entering Data for Requisition. . . . . . . . . . . . . . . . .12
• Suggest Vendor . . . . . . . . . . . . . . . . . . . . . . . . . . .13
• FSU Delivery Location . . . . . . . . . . . . . . . . . . . . . 19
• Requisition Number Assigned . . . . . . . . .
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Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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• Define Requisition . . . . . . . . . . . . . . . . . . .
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• Types of Service . . . . . . . . . . . . . . . . . . .
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• Requisition Number Assigned . . . . . . . . . .
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Blanket . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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• Define Requisition . . . . . . . . . . . . . . . . . . .
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Receiving Reports . . . . . . . . . . . . . . . . . .
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Receiving Items . . . . . . . . . . . . . . . . . . . . . .
• Selecting Items . . . . . . . . . . . . . . . . . .
• Save Receipt . . . . . . . . . . . . . . . . . . . .
• Receipt Number Assigned . . . . . . . . . .
Rejecting Shipment . . . . . . . . . . . . . . . . . . .
• Receipt Number Assigned . . . . . . . . .
Receipts for Blanket Orders.. . . . . . . . . . . . . . . . . . . . . .
OMNI Information and Help. . . . . . . . . . .
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Creating a Requisition for Goods
•
Navigate to
eProcurement home
page
•
Click on Create
Requisition on either
home page or menu
•
Click on Line Defaults
drop-down arrow
3
•
Vendor name
must be entered
here. Select
“Suggest” if
suggesting a
new vendor.
•
Click on the
magnifying
glass to search
for a vendor.
4
Click on the blue
Vendor ID link to the left
of your vendor name to
select.
If you do not find your
vendor, check your
spelling
If still not found, type in
“SUGGEST”.
When you select a
vendor, you will go back
to the Define
Requisition page.
5
Select the Ship To
address by clicking the
magnifying glass to
the right of the field.
To select a Ship To
address, click on the
description to select.
To the right of
Description type in at
least the first three
letters of your
department name.
Click Look up.
When the department
name(s) come up,
select the appropriate
code by clicking on the
department name.
You will go back to the
Define Requisition
page.
6
Select a Due Date.
Either enter the
date by typing it or
click the calendar
icon and selecting a
date.
When you click on
the date in the
calendar, you will
return to Define
Requisition.
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To select a
Category, click on
the magnifying
glass to the right of
the Category field.
On the Description
line, click the arrow
and select contains.
Then enter at least
three letters of the
item name in the
field and click Look
up.
To select a category
code, click on the
description. You will
go back to the
Define Requisition
page.
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Unit of Measure can
be selected in
Define Requisition
or each line item.
*NOTE: ONLY USE
DOL (DOLLAR)
FOR BLANKET
ORDERS!
Enter your Dept ID,
Fund, & Project (if
applicable).
*NOTE: IF USING
A PROJECT,
FIRST ENTER PC
BUS UNIT AS
FSU01.
***For all Projects,
enter Activity ID
as 1.
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***Do not type Buyer
or Account into
Define Requisition.
Requisitions with
Account codes
entered into the
Define Requisition will
be cancelled and
requesters must
re-enter a new
requisition.
• Once all defaults are
selected, click
Continue to save
defaults.
• You will then be
taken to the Add
Items and Services
screen.
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1. Click the
Special
Request Tab.
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2
2. Then select
the Special
Item link.
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•
Fill in the Item
Description,
Quantity, Price,
and Comments as
required.
•
If not already
selected on Define
Requisition, select
Category by
clicking on the
magnifying glass
and selecting the
appropriate code.
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•
Note: If you are
suggesting a
vendor, select
“Suggest” on the
Define Requisition
page for the
vendor name.
Then do the
following.
•
If you are
suggesting a
vendor, you need
to click on
Suggest New
Vendor link, then
go to the
Suggest Vendor
link.
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•
Enter the
information for the
suggested vendor
•
Enter the Fax #, TIN
# (FEID) and MBE
Code (Minority
Business Enterprise)
in the large box at
the bottom of the
page.
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•
NOTE: Requisitions not
containing all required
info will be returned!
•
If you need guidance on
MBE codes, first contact
the Vendor and ask if
they are a Florida
certified minority
business. Then Click
FSU Guidelines for
MBE Codes to
determine the correct
code.
•
Once all info is entered,
click the Suggest
Vendor button to return
to Special Request
page
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Once all item
information has
been entered,
click Add Item
button.
Note: This page
will re-display
blank to allow
more items to be
added. Once all
items have been
added, click the 3.
Review and
Submit Tab to
review the
requisition.
Note: Do not try to input items that have no charge on
a separate line. You can either add this information to
an existing line or type into the Comments Box.
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Editing Item
Information
To review the
existing information
before submitting
the requisition, click
the drop-drop arrow
to the left of the line.
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Editing Item
Information
*This is only required
when one line
item has different
info than what is
set in the
defaults.
Enter the appropriate
Ship To Location
(click on the
magnifying glass to
look up)
Enter Due Date (type in
or click calendar
and select date)
Click on the Modify
Line/ Shipping /
Accounting button
to edit Distribution
info
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*This is only required
when one line item
has different info
than what is set in
the defaults.
Click on Location Code
magnifying glass to
look up internal FSU
delivery codes.
Enter Dept ID, Fund, &
Project (if
applicable). Click on
your department in
list to select.
When all info is updated,
click Apply.
***DO NOT USE
MORE THAN ONE
DEPT ID, FUND, OR
PROJECT ON ANY
ONE LINE***
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•
On Review and
Submit page, click
Save & Preview
Approvals to hold
requisition at your
level for changes or
to add more items.
•
If more items are to
be added to this
requisition, click on
Find more items
link and follow steps
for adding another
line before saving.
OR
•
Save and Submit to
send requisition to
the Approver.
•
When you save the
requisition, a
Requisition number
is assigned.
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Once you Save &
Submit your
requisition this
confirmation screen
appears with your
Requisition ID and
Approval Routing.
To make additional
changes to your
requisition, click Edit
Requisition.
To Budget Check
your requisition,
click Check Budget
button.
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Creating a Requisition for a Service
•
Navigate to
eProcurement home
page
•
Click on Create
Requisition on either
home page or menu
•
Click on Line Defaults
drop-down arrow and go
through the same
process as shown for a
commodity requisition.
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When all defaults
have been set,
click Continue
Then select the
Special Request
Tab
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•
Select one of the
following options
from this page by
clicking on the
appropriate link:
•
Fixed Cost
Service: if the
entire job has one
price and is allinclusive
•
Variable Cost
Service: if there is
a fee schedule or
different pricing for
different aspects of
the job
•
Time and
Materials: for
construction
projects
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Enter Description,
Contract, Manager
Name, & Phone
Number in Service
Description textbox.
Enter Dates of service
in the item
description.
Additional scope of
work or information
can be input into
Additional
Information box.
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Once all
information has
been entered, click
Add Service.
*This page will redisplay blank to
allow additional
services to be
added.
Once all services
have been added,
select the Review
and Submit Tab.
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Click Save &
Preview
Approvals
OR
Save &
Submit
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*Note: Your
Requisition
has now been
assigned a
number.
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Creating a Requisition for a Blanket Order
•
Navigate to eProcurement
home page
•
Click on Create
Requisition on either
home page or menu
•
Click on Line Defaults
drop-down arrow and go
through the same process
as shown for the other
requisition.
•
Once all defaults are set,
click Continue.
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Select Special Request
Tab and Special Item link.
Fill in the Item Description
with the following:
Blanket purchase order
for (office supplies).
Inclusive Dates: (07/01/05
– 06/09/06). Authorized
Signatures: (Names of
whose can using this
order).
Fill in the Quantity
(amount of dollars) and
Price is always 1.
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Once all
information has
been entered, click
Add Item.
*This page will redisplay blank to
allow additional
items to be added.
Once all items have
been added, select
the Review and
Submit Tab.
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Click Save &
Submit to send
forward for
approval.
*Note: Your
Requisition will
now be assigned a
number
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*Note: Your
Requisition will
now be assigned a
number
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IMPORTANT! IMPORTANT! IMPORTANT! IMPORTANT!
Once your department has physically received a shipment of goods
from a vendor or a vendor has performed a service, in order for
payment to be made to the vendor, the requester must process a
“Receipt” in OMNI.
If you fail to process a receipt in a timely manner and an invoice is
awaiting payment, you will receive a notice from Payables and
Disbursements requesting you process a receipt immediately.
DO NOT DISREGARD THIS NOTICE!
Normally, vendors do not send invoices unless they have shipped the
items/performed the service, so if you have not already received the
property, contact your vendor for more information.
IT IS VERY IMPORTANT THAT ALL REQUESTERS
PROCESS RECEIPTS FOR THEIR ITEMS TO FACILITATE
PAYMENT!
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Processing a Receipt in OMNI
• Navigate to
eProcurement
homepage
• Click on Manage
Requisitions
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• Enter your
name as
Requestor and
click Search.
• Date From
and Date To
may have to be
changed to view
old Requisitions.
*A list of all
Requisitions
entered by you
will appear.
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•
Choose
Receive
Order from
the Select
Action DropDown Menu
•
Click Go
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• Select
checkbox
• Click
Receive
Selected
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• When Receive page
appears, check quantity
and change if needed
• If no changes are
required and item has
arrived in good
Condition, click on Save
Receipt at bottom right.
*NOTE: Insure you are
using the correct
QUANTITY of items
received in this block.
DO NOT RECEIVE THE
DOLLAR AMOUNT
FOR LINE ITEM
ORDERS.
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•
A Receipt # will be
assigned to your
purchase order
•
Click on either
Return to Receiving
if you have more
items to receive or
navigate to another
page in
eProcurement
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•
If an item needs to
be rejected due to
duplicate or
damaged shipment,
first contact the
vendor and get a
Return Material
Authorization
•
Select the item(s) to
be received or
rejected
•
Click Receive
Selected
•
Click Reject
Shipment
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•
The Reject Shipment
page will appear
•
Enter the quantity you
want to reject as shown
and press the Tab key
for the remainder of the
boxes to appear.
•
Fill in the remainder of
the information
•
Click OK when all boxes
are completed
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•
Double check all
quantities to ensure you
are receiving the correct
quantity and rejecting
the correct quantity, click
on Save Receipt
•
NOTE: the quantities
received (3), accepted
(2) and rejected (1) are
reflected
•
Your receipt number
has been assigned
above the blue line
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Receiving Items on Blanket Orders
•
Select the
Requisition for
receipt by clicking
on the box at the
left
•
Click Receive
Selected above the
list
•
NOTE: The quantity
accepted to date
indicates you have
spent $0 of the
$100 encumbered
on this PO
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•
NOTE: The quantity
remaining to receive is
reflected in the box
(this is the amount of $
remaining in your
blanket PO)
•
Type the Amount of
Money reflected on the
receipt in the quantity
box (i.e. spent $25.36
on the receipt)
•
When the quantity is
correct, click on Save
Receipt
NOTE: Insure you are
using the dollar amount
reflected on the invoice as
the quantity received!
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•
NOTE: The Received
and Accepted
Quantities reflect the
amount you entered.
•
The receipt number is
assigned above the
blue line.
•
NOTE: The next time
you return to the
receiving page, the
quantity left to
receive has
decreased, the
quantity accepted to
date has increased by
the amount you just
received
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OMNI INFORMATION AND HELP
OMNI HELP DESK – 644-8502
VENDOR RELATIONS TEAM – (to add a vendor)
644-4790 (PH); 644-8921 (FAX)
[email protected]
(email)
LINK TO REGISTER FOR OMNI TRAINING
http://www.aim.fsu.edu/training.html
APPOINTMENTS FOR PURCHASING HELP LAB
(1 HOUR APPTS ONLY) – 644-6850
OMNI CROSSWALK LINKS:
http://www.aim.fsu.edu/training-crosswalk-flair.html
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