Transcript OMB A-133 - University of Baltimore

Create a PeopleSoft® Requisition
We will cover ...
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The Procurement Process
Nomenclature
How to log in to PeopleSoft Finance
How to create a requisition
How to approve a requisition
Where to get help
• PeopleSoft Nomenclature
• Account: description of the item
• Department: cost center (funding
source)
• Fund: type of funds, State, student
fees, auxiliary
• Program: intended use of funds
• Project: sponsored program or grant
Procurement Process
Requirement
P-Card or
Requisition
If under $5,000
and not restricted,
place order with
P-Card
If over $5,000 or
restricted create
PeopleSoft Requisition
Amount Approval
by Department
Budget Check
To Procurement
for Processing
The Procurement Process
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The process starts when you have a requirement for goods or
services.
Use your purchasing card for non-restricted items under
$5,000
– See http://www.ubalt.edu/template.cfm?page=850.for a list of restricted
items.
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If the item is restricted or over $5,000, create a PeopleSoft
Requisition.
The Requisition must be approved by the requesting unit.
The Requisition must be approved and successfully budget
checked before Procurement can work on the Requisition.
Procurement
Review Req.
•Approvals
•Who, what,
•where, when,
•why, how
Issue
Solicitation
Select Appropriate
Procurement Process
RFQ, RFP, Sole Source
State Use
etc...
Tabulate
Responses
Award and Issue
Purchase Order
Review Result
with Department
• First Procurement will review the Requisition for
approvals, and details about the transaction.
• See www.ubalt.edu/template.cfm?page=851. for a
listing of transactions that require approval.
• When entering the description on the Requisition,
answer the questions who, what, where, when, how
and why.
• Procurement will issue a solicitation (Request for
Proposals or Request For Quotations) to multiple
vendors.
• Procurement will collect and tabulate the responses
from vendors, and review the results with the
Requestor.
• Procurement will award a purchase order and/or
contract to the successful vendor.
Procurement to Payment
Solicitation
Requisition
RFQ, RFP, IFB
etc...
Purchase Order
or Contract
Pre-Encumbrance
Vendor Ships,
Sends Invoice
Encumbrance
Receiving
Payment from
Annapolis to
Vendor
Voucher from
A/P to Annapolis
Expense
• In summary:
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The Requestor creates the PeopleSoft Requisition, and gets it
approved and budget checked. The Requisition creates a
preencumbrance in the financial system.
Procurement reviews the Requisition and issues a
solicitation to vendors.
Procurement issues a purchase order to the vendor. The PO
creates an encumbrance in the system.
The vendor send the item or performs the service, then sends
the University an Invoice.
The person that receives the item or service creates the
PeopleSoft “Receiver” to acknowledge that the item was
received or the service was performed, and it is OK to pay the
invoice.
Accounts Payable matches the PO, Receiver and Invoice, and
issues a payment Voucher, which creates an expense in the
system.
The check for payment is issued to the vendor by the State
out of Annapolis.
• How to Create a PeopleSoft
Requisition.
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A requisition (and the purchase order) is divided into three
primary components: The requisition “form” the “schedule”
and the “accounting distribution” or “distribution”.
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The Schedule tab is where the accounting Distribution is
found.
The Chartfield Distribution is the Account, Department,
Fund and Program numbers.
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The requisition form includes a header (with details like
vendor information, description of the item, quantity, etc).
The form also includes a field to designate a buyer, and can
include comments.
• Navigation
• Purchasing  Requisitions  Maintain Requisitions
• Click “Add” to start a new Requisition.
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You should see a Panel that displays the blank and default
fields for a requisition.
Click the Link “Header Defaults”.
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Click the magnifying glass icon to the right of the field
labeled “Vendor:”.
Note: Do NOT click the hyperlink “Vendor Lookup”.
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Select a vendor. You may narrow the search by typing part
of the name in the field labeled “Short Vendor name” Click
the button labeled, “Look Up” Select the vendor by clicking
on the name.
• Click the magnifying glass icon next to the
field labeled “Buyer” to select the Buyer.
• If you do not know which Buyer to select,
leave the field blank.
• Click the calendar icon to the right of the field
labeled “Due Date”, and select the date you want
to receive the item or service (start date).
• Use that field to tell Procurement when you
need the goods or services.
• Click the yellow button labeled “OK” to
return to the “Form” panel and
continue processing.
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If the vendor you need is not on the list it may not be in the
vendor database.
If the vendor you need is not on the list, Click the button in
the lower left labeled “OK”. Then click the hyper text link
“Header Comments”. Click in the box labeled “Comments”
and type in the vendor’s name, address, contact person
name, phone number, and Federal Employer ID Number
(FEIN, sometimes called Tax Identification Number, or TIN)
• Enter the Description, quantity, unit of
measure (UOM), Category, and unit
Price.
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Enter a complete description of the item that answers the questions,
who, what, when, where and why. Add your name, or the
appropriate person’s name in the following phrase, “Department
contact person: Jane Doe, 410-837-1234”
Click the text box icon to get a small box in which to type. Note that
the Description field only holds about 250 characters.
You may add additional description in the Line Comments field.
• Enter the quantity. Note that you may
use decimal fractions
• Enter the abbreviation of a valid Unit of Measure in
the field labeled “UOM”.
• The most common UOM is EA – each (works 95% of
the time).
• You may look-up other abbreviations by clicking the
magnifying glass icon to the right of the UOM field.
• Look-up the appropriate Category Code.
• The “Category” is a description of the item or service
being requisitioned. Examples of categories are travel,
supplies, computer, professional service.
• Click the magnifying glass icon to the right of the field
labeled “Category”.
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Enter one word in the filed labeled “Description” to try to find
the item. For example, enter, “computer” and click the
yellow button labeled “Look Up”.
Click on the appropriate item in the list to select the category
code, or change the word in the field labeled “Description” to
try again.
Note: Do not use the field labeled Category, unless you know
the PeopleSoft category number.
• Enter the unit price of the item. Note that the price
may be entered to four decimal places. If the price is
even dollars ($500.) you do not need to enter the “.00”
• Note that PeopleSoft will automatically multiply
quantity times price to get the total “amount” for the
line, and for all lines of the requisition.
• Click the yellow button labeled “Save”.
• Note that before you click “Save” the
Req. ID = NEXT. After you click Save
you should get a Requisition number.
• To add additional comments or
description, click the hyper-link “Line
Comments”
• You may add additional description or
comments in the Comments field.
• Note that you can copy and paste text from
other applications (like a web page) into
Comments. The Comments field will hold
several pages of text.
• Now that the Requisition has been completed,
it must be approved and budget checked.
• The approval is done by the Requesting Unit
Department Head or designee. You must tell
the approver that the Requisition needs to be
approved (there is no automatic notification).
• The navigation is Purchasing > Requisitions >
Approve Amounts
• Enter the Requisition number in the field
labeled “Requisition ID” and click the yellow
button labeled “Search”.
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Note that the Approval Status is Initial or Pending
Click the “Save” button.
Note that the Approval Status changed to Pending or
Complete (complete means approved).
If the Status is Pending, an individual with approval
authority for the Department on the requisition must
approve the requisition.
All requisitions over $100,000 must be approved by the VP
for Administration and Finance.
• The next step is to run the Budget Check process.
• Note that the approval status must be Approved.
• To run the Budget Check, simply click the Budget
Check icon.
• The Budget Status should now be “Valid”. If the
status is “Error” you must contact the Budget Office
and ask them to transfer your units funds from
another Account or Department.
• When the status is “Approved” and “Valid”
Procurement may begin work to convert your
Requisition to a Purchase Order.
Where to Find
Purchasing Information
Procurement & Materials Management
Home Page
• Listed under “Administrative Offices”
• http://www.ubalt.edu/template.cfm?
page=412
Questions
• Blair Blankinship,
• Director of Procurement and Material
Management
• [email protected]
410-837-5714