Transcript Purchase Requisitions B U S

Binghamton
University
Business
System
Purchase Requisitions
University Center for Training and Development
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Signing into the SUNY Procurement System
Creating a Requisition
History Panel
Approvers: Requisition Approval
Creating a Receipt
Searching, Viewing or Printing
• Searching
• Printing
• Viewing Work Item Details
• Work Item Details
• Altering or Canceling a Requisition
• Altering an Account Number
• Altering a Dollar Amount
• Cancelling a Requisition
• Requisitions $2500 or Greater
University Center for Training &
Development
Overview
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• To log into the System, go to www.binghamton.edu/businessoffice
• Scroll down the page to the Requisitions, PO’s & Accounts
Payable module.
• Click System Sign-on.
7/1/2016
Signing into the System
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• This will bring you to the SUNY Employee Services Secure Sign
On.
• Click Sign On.
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• Select Binghamton Campus.
• Click Login.
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7/1/2016
• Input your PODS User ID and PODS Password.
• Click Log In.
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• This will bring you to the Employee Services Portal page.
• Click on Finance & Management System.
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• From the main screen, click on the Finance pull-down menu.
• Under Procurement, click on Item Requisition.
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On the Header tab, under Header Information do the following:
• Requisition Only: leave blank
• Number: leave blank as this will automatically populate
• Date: choose a date (i.e. today’s date)
• Requestor: type your name
• Comments: type in what you are buying; be descriptive
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Under Delivery Information:
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Name: enter your Department name
Building: enter the building name
Room Number: enter your room number
Attention of: person receiving item
Direct Questions to: person receiving item (if different than Attention
of)
• Expected Delivery Date: leave as is
• Click Save
Note: Once you click Save, you have created a requisition
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• On the Items/Funding tab, under UNSPSC Search:
• A UNSPSC code identifying each item must be assigned to the requisition.
• If you know the UNSPSC code for the item you are purchasing, you can directly input the number
into the UNSPSC Code or UNSPSC Description field and click on Search.
• If you do not know what UNSPSC code to use, type in what it is you are purchasing in the UNSPSC
Code or UNSPSC Description field, and then click Search.
• Scroll down the page to UNSPSC Search Results to view your results.
Note: A UNSPSC & Sub Object Code sheet is included with your manual, as a
guideline, to assist you with selecting a code.
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• Search for the item closest to what you are purchasing.
• When you find the item, click the radio button of the
UNSPSC title that most closely matches what you are
trying to purchase.
Note: You may have to click through several pages to find what you are
looking for.
• Click Select.
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Note: to go from field
to field, press tab on
your keyboard or click
in the field.
• Under Item Information, in the Item Description field, delete the words already
input and type in a very detailed description of the item you are ordering. Be very
descriptive as Purchasing creates the purchase order from this field. If the items
you are purchasing are under contract, be sure to include the Contract Number
here.
• Enter the Quantity, or the number of items you are purchasing.
• Leave the Units and Conversion Factor field blank.
• Enter Price and press tab or click outside the field. The system will update the
Amount and Net Amount.
• If there are discounts, type in the percentage or dollar amount of the discount.
• Receiving Comment field is optional.
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• Click on Add Funding.
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• A new window will appear. Enter the Account Number you wish
to use. The account number will populate as you type. Choose
the account number you want.
• If the Sub Object Code is incorrect, click the pull-down and
change it. If you do not know the Sub Object Code, do nothing –
the system will automatically populate this field.
• Click either:
• Save/Add Next Account: saves and allows you to add another funding
account. Use this to split the dollar amount into more than one
account.
• Ex: total amount = $50 – split $30 from one account and $20 from another. Make
sure the dollar amounts equal the total amount.
• Save and Return: saves and returns to the previous screen.
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• Under Requisition Funding Lines, review the information to
ensure accuracy.
• If you wish to add another item, click on Add Item.
• Once you are finished with your items and funding, click Save to
move onto the next screen.
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• This will bring you to the Summary screen.
• You will now have to enter vendor information. To do so, click on
the Vendor tab at the top of the page.
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• Under Vendor Search, enter the Vendor Name in the corresponding field. The
vendor name must be an exact match so it is suggested that you try entering
partials (for example the first few letters) of the vendor name. You can also
enter the vendor’s ZIP Code or SFS ID to narrow your search.
• If you cannot find the vendor name, go to the Business Office Portal under
Requisitions, PO’s & Accounts Payable and click on Vendor Listing to see if the vendor
is listed under a different name.
• Click on Search.
Note: If you cannot find the vendor, they may need to be added to the system. To add a
vendor to the system, submit a completed W-9 Form to either Purchasing or Accounts
Payable. The form can be found on the Business Office Portal under Requisitions, PO’s &
Accounts Payable, then click on Add a Vendor. A minimum of five (5) business days is
required to add a vendor.
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• Under Vendor Search Results, click on the arrow in the Detail
field.
• Under Vendor Name, click on the name/address of the vendor
you wish to use.
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• Under Suggested Vendor, click Add Suggested Vendor. If you
do not click Add Suggested Vendor, the vendor will not be
added.
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• Under Current Suggested Vendors, verify selected Vendor is
listed.
• Click Save.
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 This will bring you to the Summary screen. You can click
Print if you want to print the requisition .
Your purchase requisition is not complete until you approve it.
 At the top left of the page, click Workflow to approve your
requisition.
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• Click the box next to the requisition you want to approve.
• Click on Approve.
Note: The requisition will automatically be sent to your
approver. However, you must let your approver know the
requisition is ready for approval.
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• The History Panel is a summary
of your Requisition Information
and Workflow Information. The
Requisition Information shows
the requisition number, the date
the requisition was created, who
last modified the requisition, the
document status, and the
encumbered amount.
7/1/2016
History Panel
• The Workflow Information
shows the current reviewer, the
requisition number and the
status of the requisition (i.e.:
Ready or Approved).
 To collapse the History Panel, click the arrow on the top left, next to the
words History Panel.
 To open the History Panel, click the .
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Approvers: Requisition Approval
As an approver, you will review Requisitions that have been sent to
you for approval and then either approve or reject the Requisition
based on your review. (The Requisitioner will let you know when a
requisition is ready for your approval). An approved Requisition
will automatically be sent to Purchasing for Purchase Order
creation. A rejected Requisition will be sent back to the
Requisitioner so that it can be modified and then resubmitted for
your approval.
Note: Once a requisition is approved by you, it cannot be altered
or cancelled. You will have to contact Purchasing to make any
changes or cancel the requisition.
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• Sign into the System (see Signing into the System)
• The system may bring you to the SUNY Financials page.
• If so, click on Open Tasks or Workflow.
• If not, see next screen.
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• The system brought you directly to the Workflow page, which is where you want
to be.
• On the Workflow page, select the requisition you are going to approve.
• Under Case pages, click Work On to review the requisition.
• Please review the requisition before approving. Click on the Summary tab to view
the Header, Item/Funding and Vendor Information. This ensures accuracy of
account numbers, amounts and vendor information.
• When you are done reviewing the requisition, click on Workflow in the upper left
corner to return to the Workflow screen.
• Under Actions, select either:
• Approve to approve the requisition. This will send the requisition directly to Purchasing
for Purchase Order creation.
• Reject to send the requisition back to the Requisitioner. You can add notes in the Notes
field to let the Requisitioner know why you are rejecting it.
• The requisition will disappear from your tasks list.
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Creating a Receipt
• When the item(s) have been received, you need
to Create a Receipt. This receipt serves as
notification to Accounts Payable to pay the
vendor.
• You will still need to send the packing slip with
the Purchase Order number written on the top
over to the Business Office.
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OR
• Sign into the System (see Signing into the System)
• Depending which screen the system brings you to, under
Receiving click on Receiving Process.
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• Under Receipt Type, click Short Form Receipt. **You always
want a Short Form Receipt.**
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• Under PO Search, type in the PO Number or Requisition
Number and click Search.
• Scroll down the page for your results.
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• Select the radio button in the Select column.
• Click Select .
• Scroll down the page to Receipt Header.
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Under Receipt Header:
• Delivery Information: enter employee name (who received the item)
• Carton Count: automatically populates with a 1
• Receipt Date: select the date you received the item
• Material Description: enter a brief description of what was received
• Special Review: leave blank
• Shipping Number & Invoice Number: leave blank
• Comment: enter OK to Pay
• Click Complete or Complete/Print
Note: If you click on Save, this only saves the screen but does not
complete the Receipt.
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Searching, Printing or Viewing a Requisition
• Click on the Finance pulldown menu and then click
Item Requisition.
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• On the right hand side of the screen, click on the SUNY
Financial Toolbox pull-down menu and select Req Search.
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• You can search for a requisition by using the Requisition
Number or typing the Requestor’s name.
• Click Search.
• Scroll down the page to Search Results.
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• On the Search Results screen, select the radio button under the
Select column of the requisition you would like to see.
• Click Select to open the requisition.
Printing
• Follow steps in Searching for a Requisition.
• Click Print Selected.
Viewing Work Item Details
• Follow steps in Searching for a Requisition.
• On the Search Results screen, under Workflow Details, click View.
• The Work Item Details for the requisition will open in a new
window.
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Work Item Details
The Work Item Details shows the workflow of your requisition.
You can see who is currently viewing the requisition, if a
purchase order was created and if so, the purchase order
number.
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1. Name: Item Requisition number
2. Status:
• Incomplete: requisition is with you waiting for you to approve it
• Approved: you have approved the requisition
• Closed: purchase order has been created
3. Document Type: Requisition
4. Document Id: ID number of document
5. Date created: date requisition was created
6. Originator: person that created the requisition
7. Current Reviewer: person requisition is currently with (i.e. your name, your approver’s name)
8. Date last modified: date the last person modified the requisition
9. Last modified by: last person that modified the requisition
10. Child cases: PO number
11. Review Chain: this shows exactly where the requisition went: who approved it along the way, that it was forwarded to
purchasing and a PO was created (including the PO number) which then closed the requisition.
• When reviewing the chain, if you notice that it has predicting anywhere in the Status column, look above to see who is
the Current Reviewer. Chances are the Current Reviewer has not approved the requisition.
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Searching, Printing or Viewing a
Purchase Order
• To search for a purchase order, click the Finance pull-down
menu and then click Item Purchase Order.
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• On the right side of the screen, click on the SUNY Financial
Toolbox pull-down and select PO Search.
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7/1/2016
• You can search for your purchase order by entering the PO
Number, Requisition Number, Vendor Name or SFS Vendor
ID.
• Click Search.
• Scroll down the page to Search Results.
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• On the Search Results screen, select the radio button under the
Select column of the requisition you would like to see.
• Click Select to open the purchase order.
Printing
• Follow steps in Searching for a Purchase Order.
• Click Print Selected.
Viewing Work Item Details
• Follow steps in Searching for a Purchase Order.
• On the Search Results screen, under Workflow Details, click View.
• The Work Item Details for the requisition will open in a new
window.
• For an explanation of this window, see Work Item Details
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Altering an Account Number
• On the Workflow screen, select the requisition you want to
alter.
• Click Work On.
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• On the Summary tab, click on the Items/Funding Information
arrow.
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• Under Select, click the radio button on the line for the
item you wish to alter.
• Click Select.
• Scroll down the page to Requisition Funding Lines.
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Select the line you wish to change.
Click Update Funding.
In the Amount field, zero out the dollar amount ($0.00).
Click Save & Return.
This will bring you back to the Requisition Funding Lines.
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• The account number should have $0.00 in the Encumberance
column.
• Click on Add Funding to add a different account number.
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• Change the Account Number.
• Click Save & Return.
• This will bring you back to Requisition Funding Lines.
• There will be two lines under Account. One with a $0.00 amount
(the old account number) and the new one you just added with
the amount of the requisition.
• Click Save.
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Altering a Dollar Amount
• On the Workflow screen, select the requisition you want to alter.
• Click Work On.
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• On the Summary tab, click on the Items/Funding Information
arrow.
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• Under Select, click the radio button on the line for the item
you wish to alter.
• Click Select.
• Scroll down the page to Requisition Funding Lines.
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• Select the line you wish to change.
• Click Update Funding.
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• In the Amount field, type in the new dollar amount.
• Click Save & Return.
• This will bring you back to Requisition Funding Lines.
• The account Encumberance amount should be the new dollar
amount.
• Scroll up the page to Item Information.
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• In the Price field, type in the new dollar amount.
• Click Save.
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Cancelling a Requisition
You need to zero out all encumbered dollars before you can
cancel a requisition. Otherwise you will have encumbered
money that cannot be accessed.
• On the Workflow screen, select the requisition you want to
cancel.
• Click Work On.
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• On the Summary tab, click on the Items/Funding Information
arrow.
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• Under Select, click the radio button on the line for the
item you wish to cancel.
• Click Select.
• Scroll down the page to Requisition Funding Lines.
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• Select the account that has money encumbered.
Note: If there are multiple accounts used, you will need to select each
account separately.
• Click Update Funding.
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• In the Amount field, zero out the dollar amount ($0.00).
• Click Save & Return.
• This will bring you back to Requisition Funding Lines.
• Check to make sure the account Encumberance amount is zero
($0.00).
• Scroll up the page to Item Information
• In the Quantity field, zero out the quantity (0.00).
• In the Price field, zero out the price ($0.00).
• Click Save.
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• On the Summary page, under Header Information, the
Encumberance Total should be zero ($0.00). Also, on the
History Panel, the Encumbered Amount should be zero
($0.00).
• At the top left of the page, click on Workflow.
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• Click the box next to the requisition you want to cancel.
• Click on Cancel.
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For Requisitions $2500 or Greater
• Create a Requisition.
• Once it is approved by your approver, Print the
approved Requisition.
• Mail the Requisition to Purchasing with the
appropriate documentation.
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