Transcript CUNYfirst Training Aid- Requisitions and Receipts

A Step-by-Step Guide to
Creating Tax Levy
Requisitions & Receipts
For training-related questions, please contact:
Requisitions & Purchase Orders:
John Jay College Purchasing Department
Daniel Dolan
Phone: (212) 237-8900
Facsimile: 212-237-8922
Email: [email protected]
Receiving, Travel, Employee Reimbursements & Non-PO Vouchers:
John Jay College Accounts Payable Department
Cadelie Neat
Phone: 212-237-8505
Facsimile 212-237-8922
Email: [email protected]
Revised
10.17.13
Create Requisitions
Table of Contents

Helpful Tips/Icons for Navigating in CUNYfirst
Page 2

CUNYfirst Overview
Page 3

Pages 3-33
Create Requisitions
1. Define Requisition
Pages 7-17
2. Add Items and Services
Pages 18-24
3. Review and Submit
Pages 25-33

Manage & Approve Requisitions
Pages 34-35

Budget Check: How It Works, Action Plan, Manage Requisitions & Checking Balances
Pages 36-44
Receiving: Policies, Entering Receipts & Cancelling Receipts
Pages 45-60


1
Create Requisitions
Helpful Tips/Icons Navigating in CUNYfirst 1)
•
•
•
•
Disable ALL Pop-up Blockers
Do not use the browser’s back button when attempting to get to the previous screen.
Always look for the blue underlined link instructing you to return to the previous
screen
The system “times out” any users who have been idle for 20 minutes or longer
Never select the DUMMY vendor option when selecting a Vendor
2
Create Requisitions
CUNYfirst Procurement Overview
Effective July 1, 2013, all Tax-Levy purchases, with the exception of those purchases related
to Employee Travel and Employee Reimbursements will require a Purchase Requisition
created in CUNYfirst.
All Employee Travel (Travel Vouchers) and Employee Reimbursements (use Blue
Requisitions) must be sent directly to the Accounts Payable Department (A/P). Do NOT
create a requisition in CUNYfirst for these payments. The A/P Dept. will process the payment
without a PO.
When creating requisitions keep in mind the following:
1. Quantity-Based Requisitions – These are requests for a specific quantity of goods or
services that need to be ordered. Requester enters a quantity of goods/services of 1 or
greater on the line of the requisition.
2. Amount Only / Requirement (Blanket) Requisitions – These are requests for goods or
services to be ordered throughout the year and the exact amount of items to be ordered is not
known (i.e. supplies form Grainger, MSC, Fischer Scientific,etc...). Requesters enter a dollar
amount (typically for the year) for the Price and always a quantity of 1 on the line of the
requisition. Then you put the dollar amount of the invoice (if it is correct) for those items you
received.
3
Create Requisitions
Go to CUNYfirst by clicking the link below in your internet browser & type in your Username & Password: BE AWARE!! Under the LOG IN
button you will be able to click on hyper links for FORGOT YOUR PASSWORD…..CHANGE PASSWORD and FIRST TIME USERS
https://home.cunyfirst.cuny.edu
4
Create Requisitions
ENTERPRISE MENU
John Jay College Announcements
ALL JOHN JAY COLLEGE STUDENTS
Click on
“Financials
Supply Chain”
5
Create Requisitions
Click on
“eProcurement”
Click on
“Create
Requisition”
6
1. Define Requisition
JJCPR
John Jay College - CUNY
John Doe
Dell Laptop for D. Dolan
(IF the above screen does not appear, but a screen asking to Specify Business Unit,
then click on magnifying glass and choose JJCPR and then click OK to continue)
1. Enter Requisition Name– Enter a name for your requisition (not to exceed 30
characters). You can name your requisition so that it is easy to identify in a requisition
listing otherwise the requisition number will be the name.
2. Priority -. Do not change this from Medium, if you need to expedite the requisition
contact Hazel Stewart or Wendy Fan in the Purchasing Dept.
3. Line Defaults - Click on the small triangle in front of ‘Line Defaults’ to expand your
view. THE SMALL TRIANGLES ARE VERY IMPORTANT! Never click “CONTINUE”
7
1. Define Requisition (cont)
JJC01
JJCPR01
Click on the magnifying glass next to Vendor to begin the search for the
vendor number and vendor location.





Entering the Vendor, Vendor Location, Category and Unit of Measure field under Line
Defaults will populate on all lines on the requisition. Each field can be changed once you get to
“Add Items & Services”.
Ship To Location: NB-L2.65 is the central receiving dock location for the entire campus. Do
NOT change.
GL Unit: should always reflect JJC01. Do NOT change.
Location Code: Internal location for the Requester for delivery i.e., office number, lab name.
Do Not complete “DUE DATE” or “ATTENTION:”
8
1. Define Requisition
Dell
One Vendor per
Requisition is
REQUIRED.
Type the Name of the Vendor by entering only a partial spelling of the Vendor’s legal
name to view a full list of options in the Short Vendor Name field. Always type in the
Short Vendor Name field. It is always better to start your search using less of the
name than more. When searching for the vendor “Citi-PCard Citibank NA” start
search using “Citi”.
Then click on the ‘Find’ button.
9
1. Define Requisition
Choose the CUNYfirst Vendor ID (underlined) which corresponds to the
remittance/payment address for the Vendor.
If you cannot locate the vendor or aren’t sure of the vendor contact
Hazel Stewart or Wendy Fan in the Purchasing Department.
10
1. Define Requisition
JJC01
53905
Once selected the Vendor number and Vendor Location will be
displayed.
Then select a Category by clicking on the magnifying glass to
search for the category.
11
1. Define Requisition
Go to the drop down menu
& select “Description” to
search for the category
name of your purchase.
Type in your Category
description (ex. Computer).
Then click on the “Find”
button.
12
1. Define Requisition
Click on the Description
that best describes your
purchase.
You should then be
taken back to the
‘Define Requisition’
page with the indicated
category code number
pre-populated in the
category field.
13
1. Define Requisition
JJC01
After clicking on description Category code (number)
is now displayed.
14
1. Define Requisition
JJC01
53905
Now you must select a Unit of Measure by clicking on the magnifying
glass to search for the description.
15
1. Define Requisition
Scroll down on the descriptions until you get
to the Unit Of Measure (UOM) that you
want then Click on it.
“EACH” is recommended for quantity-based lines on requisitions.
“BATCH LOT” or “YEARS” is recommended for amount only lines on
requisitions.
16
1. Define Requisition
JJCPR
John Jay College - CUNY
John Doe
The Unit of Measure EA (Each) is now displayed.
Now you have the Vendor, Vendor Location, Category, and
Unit of Measure displayed. You have Defined the Requisition.
17
2. Add Items and Services
JJCPR
John Jay College - CUNY
John Doe
You have completed step 1: Define the Requisition.
We will now go to Step 2: Click on ‘Add Items and
Services”.
Page 18
18
2. Add Items and Services
•
•
The Add Item and Services screen should default
to the Special Request tab displaying all the
Request Types. If it does not default to that tab,
click on ‘Special Request’ tab.
Then click on ‘Special Item’
19
2. Add Items and Services
Add additional information such as
Quote Number, Sales Person’s fax
number, email address.
Click in the box Send to Vendor, Show
at Receipt & Show at Voucher boxes if
you want your comments to be viewed
by Purchasing and Accounts Payable.
Enter Item Description, Price and Quantity. All asterisks fields must
be completed.
20
2. Add Items and Services
After completing all of the required fields, click on ‘Add Item’. You
have completed the first line of the requisition and a blank ’Add Item’
screen will appear for you to enter more lines if you need to.
21
2. Add Items and Services
It is recommended that you add
no more than 5 line items per
requisition.
Each time you click “Add Item”, your
screen will come back blank so you
can add more lines if you need to.
A Requisition Summary screen will
appear on the left hand side of the
screen detailing the line item(s) that
you have added
22
2. Add Items and Services
For Quantity-based requisitions, you MUST add an ‘Amount Only’ line for Shipping IF the Vendor is charging
freight. If they are, confirm with the Vendor the amount of the freight charge upfront & request that it is added to
your formal quote. Add a little more than they indicate to be on the safe side. The money will revert back to your
balance if you do not need all of it. Proceed with completing all fields marked with an asterisk. For
freight charges, the category code is 4321000000 and the quantity will be one. See below for how
freight charges should be displayed as a line item.
Click “Add Item”
23
2. Add Items and Services
Again, a Requisition Summary
(your shopping cart) will now
appear on the left hand side of
the screen. Once you have
added all items, ensure that the
Total Amount (USD) matches
the total amount of your quote.
If you have finished adding all of
your line items, click ‘Review and
Submit’.
24
3. Review and Submit
JJCPR
John Jay College - CUNY
John Doe
For repetitive
purchases, you
may Add to your
Favorites or
Templates.
Click on the circular cloud to ADD Comments & ATTACH your quotation or
additional documentation.
All attachments must be added to Line 1 of each requisition.
25
3. Review and Submit (Attachments)
How to Add an Attachment to a Requisition:
1. Click ‘Add Attachment.’
2. Click ‘Browse’, search for your saved document in .PDF format and click ‘Upload’.
3. Click ‘OK’.
26
3. Review and Submit
JJCPR
John Jay College - CUNY
John Doe
Click line details
to ADD an “Amount Only” line.
Remember, the “Amount Only” means that you will need to verify the
price of the line and not the quantity of the items received when creating
a Receipt in CUNYfirst.
27
3. Review and Submit
CUNYFirst ID
Click the checkbox ‘Amount Only’ to define the requisition as Amount only. The quantity
will be set to 1.
ONLY quantity-based requisitions will be accepted for items which
require IT, Hazmat or Facilities inspection.
28
3. Review and Submit
Click on the triangles to expand this section & view/modify your chartfields. Refer to
your CUNYfirst Departmental Crosswalk & Chartfields.
JJCPR
John Jay College - CUNY
John Doe
Click on the “Chartfields2” tab to display chartfields & verify that your
chartfields are correct.
JJC01
JJCPR01
29
3. Review and Submit
Verify that the Operating Unit, Fund, Department, Program, Major Purpose (MP) &
Special Init codes are correct. If incorrect, you must edit each field under “Chartfields2”.
Click on the Chartfields2 tab. Is the Oper Unit, Fund, Dept,
Program, MP and SP Init codes reflecting correctly?
John Doe
Click on each magnifying glass to select the correct Chartfields for your department.
30
3. Review and Submit
Is the Total Amount of your Requisition correct? Does it match your quote?
Did you attach your quote(s) to line 1 and upload all supporting
documents?
Have you verified that your Chartfields are correct? (See Chartfields2)
John Jay
JJC01
John Doe
JJC01
Enter any “Justification/Comments” that you feel the Approvers will need to see
before they will approve your requisition. If everything is correct click “Save &
Preview Approvals”
31
3. Review and Submit
Click ‘Save & Preview’ to view the approval flow of your requisition.
The requisition will always go to your Supervisor for approval first
before it can go to Approver 1. Click on the blue underlined areas
titled ‘Multiple Approvers’ to show who the multiple approvers are.
John Jay
JJCPR
John Jay
[email protected]
Test Mail
[email protected]
Test Mail2
[email protected]
32
3. Review and Submit
At this point the Requisition has not been
submitted ( Not Routed) for approval. Click
the “Submit” button.
A “Saved” notice will appear in the upper right corner and
the Supervisor approver status will be “Pending” approval.
John Jay
John Jay
JJCPR
JJCPR
Saved
Once submitted,
the ‘Submit’ button
at the bottom will
be greyed out.
Record the
requisition ID for
your records.
33
Manage Requisitions

Once the Requisition is submitted, Requesters MUST go to main menu listing and then go to E-Procurement > Manage
Requisitions and perform a search to ensure that each submitted Requisition has a status of Approved and a Budget
check of Valid. Make sure to use correct date range. You may want too use July 1 as the beginning date. This
should be done on a daily basis.

Users are able to review, edit, view approval flow, cancel a requisition, copy a requisition. After a Purchase Order has
been created the requester cannot edit the requisition.

Only the person who created the requisition can see the requisition on this screen.
JJCPR
JJCPR-REQUESTI
JJCPR
JJCPR

Click the arrow to view the lifespan of your Requisition.
34
Approve Requisitions

Once the Requisition is submitted, the requestor’s Supervisor, Department Level 1 &
Level 2 Approvers must go to their Worklist to approve requisitions. Each approver
receives an email with a link to each requisition.

Approvers should click on the Requistion and ‘View Line Details’ to ensure that the
account code & Chartfields are entered correctly prior to approval.

Only a Level 2 Approver can Pushback to a Level 1
Approver with questions.
Worklist for JJCPR_SUPERVISOR: JJCPR SUPERVISOR
JJCPR
JJCPR
John Jay Requester
JJCPR
35
Budget Check – How It Works
Once the Requisition is approved by the Level 2 Approver, the Budget Check
feature in CUNYfirst runs on an automated hourly basis.
The Budget Check feature:
 seeks to establish if there are sufficient budget dollars for the
amount of the requested item(s). If there are sufficient budget
dollars, the system returns a status of Valid on the Requisition and
records a pre-encumbrance
 conversely, when a transaction exceeds the available budgeted
amount (at the Budget Account level), the system stops the
transaction and returns a status of Error on the Requisition
 Also returns a status of Error if there is an error in the string of
chartfields. The chartfields are the codes associated with a
Department: Dept. Code, Operating Unit, Fund, program, MP, SP
Init and Fund Source. If one of these codes is incorrect than it will
fail Budget Check.
36
Budget Check – Action Plan
As there is NO automated email that is sent to the Requester indicating that the budget check has an
Error, the following steps must be followed:
PRIOR TO APPROVING THE REQUISITION


All Approvers should verify that all chartfields and account codes are correct prior to
approving each requisition. If incorrect, the Supervisor and/or Level 1 Approver should
Deny the requisition & instruct the Requester to correct these fields prior to approval.
Level 2 Approvers have the ability to edit the Requisition prior to approval
Departmental Approvers should employ a practice of viewing departmental budget
balances by running the Budget query to check for sufficient balances prior to approving
requisitions
AFTER THE REQUISITON IS APPROVED

Requesters should check Manage Requisitions daily to ensure that the Budget Check
status is Valid for their requistions.

If the budget check returns an Error, the Requester must view the requisition details to
ensure that the chartfields are correct and verify that the Budget Account code selected
has sufficient budget balance.

If it is deemed that the chartfields or Budget account codes are incorrect, the Requester
must edit the requisition to reflect the correct fields under Edit Requisitions

If the requisition continues to show a status of Error, the departmental manager must then
coordinate with the Budget Office
37
Budget Check - Manage Requisitions
JJCPR
JJCPR_REQUESTI
JJCPR
JJCPR



Requeste MUST go to E-Procurement > Manage Requisitions
Enter the Requisition ID or Name and click Search
Requester is able to view, edit, view approvals, or cancel
requisitions. The Requester cannot Check Budget until after
approved by Level 2 Approver. Do not “Check Budget”

Click the small triangle next to Req # to view lifespan of the
requisition. Click on highlighted pictures for more info.
38
Checking Budget Balances – Query Viewer
To view the available budget balance for each account code for your
department, you must take the following steps:
1. Click on ‘Reporting Tools’
2. Click on ‘Query’
3. Click on ‘Query Viewer’
39
Checking Budget Balances – Query Viewer
4. Type in the Query Name below:
CU_BUDGET_OVR_EXP_DEPT_SR
5. Click ‘Search’
6. Click on the blue underlined HTML link or export the file into
EXCEL for filtering.
40
Checking Budget Balances – Query Viewer
7. For Budget Period, type in the four-digit fiscal year
8. For Unit, Type in JJC01
9. For Dept, type in your 5-digit CUNYfirst Department Code
10. Click View Results
JJC01
41
Checking Budget Balances – Query Viewer
Refer to the Budget column to assess how much has been budgeted to each account code and refer
to the Available Budget column to review your available budget balance in each account code.
CUNYfirst requires all OTPS transactions to be budgeted in one of 5 corresponding categories
The Budget Account codes are as follows:
1) 80120 Supplies & Materials
2) 80121 Travel
3) 80122 Contractual Services
4) 80123 Equipment Acquisition
5) 80124 Fringe Benefits (i.e. Honorarium, Merit Award)
6)
JJC01
JJC01
JJC01
JJC01
42
STEPS TO COMPLETE BEFORE PURCHASE
Before you begin to create your requisition, please follow the steps
provided below:
• Know your CUNYfirst Department number.
• Verify your balance by Checking Budget balances through the CUNfirst
Budget Query ( CU_BUDGET_OVR_EXP_DEPT_SR )
• If you need to move budgets between the OTPS Budget Accounts within your
department you will need to complete the form on the next page and send to
the John Jay College Budget Office.
43
44
Receiving

In CUNYfirst you must create a Receipt for a PO in order have it paid. The term Receipt in CUNYfirst should be
thought of as approving the invoice/statement for payment. Your Receipt will be assigned a Receipt number.

Receipts are required to be created in CUNYfirst to pay invoices in CUNYfirst for all vouchers associated with a
Purchase Order. The Requester must also continue to send the Receiving Report and all back-up documentation to
A/P so that they may process the payment.

The Requester should create a Receipt in CUNYfirst immediately upon receipt of Goods or Services. Receipts can
only be attached to a Purchase Order. You cannot attach a Receipt to a Requisition. You must know the Purchase
Order number that was created for the Requisition you submitted.

Each Receipt will automatically be assigned a Receipt ID # when created. You should first create the Receipt in
CUNYfirst, indicate PO# in Receipt comment field, print the Receipt that indicates the Receipt ID # and PO#, sign it,
attach it to the original receiving documentation and send that documentation to the A/P Department. If the Receipt
requires a Category Approver, you must contact that Approver and indicate the Receipt #. The Category Approver
should inspect the items and approve your Receipt.

Make sure all the paperwork has the correct PO # written on it. The A/P Department uses that information to create
the voucher that will be processed to pay the invoice.
45
Receiving
The entry of system-generated Receipts will differ based on whether the PO
was created for a quantity of goods/services or if it is a Blanket/Amount only
PO as described above:
1.Quantity-Based Receipts: Requesters/Receivers will enter a quantity of
goods/services received (i.e. 5 laptops)
2.Amount Only (Blanket) Receipt: Requesters/Receivers will enter a dollar
amount only (i.e. $100.00 for 1 YR of annual software subscriptions)









46
Remember:
CUNYfirst generated Receipts are required for all goods and services
Submit promptly to ensure CUNY meets payment terms on invoices
Sign packing slip, receipt or invoice
Print receipt, sign it and submit all original paperwork to the Accounts Payable Department
Make sure all paperwork has a PO number written on it.
Amount only receiving requires the Receiver to enter the dollar amount on the invoice.
Quantity based receiving requires the Receiver to enter the quantity of products received by line item
If Receipt also needs Category Approver, contact the appropriate Category Approver and indicate Receipt # so
that they can look it up and approve upon inspection.
Receiving Policies
 The three Category/Inspector Approvers are:
•
Technology Purchases > Joseph Laub - DoIT
• [email protected]
•
Furniture Purchases > Sara Cuya - Office of Space
Planning
• [email protected]
•
Hazardous Materials > Lindsey Kayman - Public
Safety
[email protected]
47
Enter Receipt – Amount Only
Go to main menu listing and click on Purchasing, than Receipts, than
Add/Update Receipt.
You will see this screen.
Click on magnifying glass and select JJCPR
Then click on ADD button. The screen directly below appears.
JJCPR

Enter PO# in the ID field if you know it and SEARCH OR if you do not know
the PO # leave the ID field blank and select SEARCH to list all College
PO’s.
JJCPR
48
Enter Receipt – Amount Only
JJCPR
JJCPR
JJCPR
JJCPR
JJCPR
JJCPR
1. All existing PO’s will populate in
Retrieved Rows
2. Select the PO you are receiving by
clicking in the box next to PO
number.
3. Once you select the PO, click OK.
49
Enter Receipt – Amount Only
 Notice Receipt
Status indicates :
“Open”
 Notice Receipt ID
indicates: “Next”.
 Enter Price to be
paid in “Price”box.
 Click Save
JJCPR
JJCPR
 Now Notice:
 Receipt Status is
now “Received”
 Receipt ID has an
assigned number.

If Inspection is
required, write down
the Receipt ID # and
give to Inspector.
50
Enter Receipt – Quantity Based



JJCPR

Select Add for a new receipt
Enter PO# in ID field (if you know it) and SEARCH
OR
SEARCH for all PO that need Receipts
All existing PO’s will populate in Retrieved Rows.
Select checkbox of PO that needs Receipt
Click OK
JJCPR
JJCPR
JJCPR
51
Enter Receipt – Quantity Based

JJCPR






JJCPR


Notice Receipt Status
indicates: “Open”
Notice Receipt ID
indicates: “Next”
Enter Quantity
Received in “Receipt
Qty” box
Click Save
Now Notice:
“Receipt Status is now
“Received”
Receipt ID has an
assigned number.
If Inspection is required,
write down the Receipt
ID and contact Inspector.
Click on “Add
Comments” to attach
documents
52
Receipt – Packing Slip
JJCPR
From -> RCV JJCPR 0000000029

The Add Comments brings you to the Receipt Header Comments
screen where you can attach signed receipt, packing slip, Bill of
Lading, receiving report or invoice.

Attach the packing slip
53
Receipt – Packing Slip
JJCPR
From -> RCV JJCPR 0000000029

Enter the PO number in comments so you will know which PO the receipt is for.

Packing slip is attached

Click OK
54
Receipt – Modify Receipt Date
JJCPR
JJCPR
 Click Header Details hyperlink to bring
you to screen that enables you to indicate
the date goods and services were
received
55
Receipt – Modify Receipt Date
JJCPR

Receipt date will appear as current date, until it is changed

Receiving dates MUST reflect the dates goods and services are
received.

Update Receipt Date and click OK button at bottom of the page.
56
Receipt – Requester Information
JJCPR
JJCPR

Click on the “More Details” tab. If the Inspection box is checked,
then an inspection by one of the category approvers/inspectors is
needed. You will need to contact them and give them the Receipt
ID so that they can a approve the Receipt.

Select Document Status to view related documents
57
Receipt – Requester Information
JJCPR
JJCPR
JJCPR
JJCPR
 View related documents and their status
 Print this screen, sign and date it and submit all
backup documents to the Accounts Payable
office.
58
Cancel Receipt
JJCPR

To Cancel a Receipt, you must know the Receipt number. Go to main menu listing and click on Purchasing, than
Receipts, than Add/Update Receipt . Than click on the “Find An Existing Value” tab. Go to the second line that
indicates “Receipt Number:” Click on the small arrow next to “begins with” and a drop down menu will appear. Click on
“contains” and enter the receipt number in the box to the right and click the SEARCH button and the page should
display the receipt information at the bottom .

If the Receipt was for multiple items and you want to cancel the receipts for all of them you should click the X to right of
Receipt Status .

If the Receipt was for multiple items and you only want to cancel the receipt for certain lines you should click X at the line
level to cancel a line.

A message will appear “Canceling the transaction cannot be reversed . Do you wish to continue? “ Click yes.
59
Cancel Receipt
 Message appears asking you to confirm
cancel
 Click Yes
60