Create a PeopleSoftCreate a PeopleSoft®® Requisition Requisition

We will cover ...We will cover ...

• 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 ProcessProcurement Process

RequirementP-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 CheckTo Procurementfor Processing

The Procurement ProcessThe Procurement Process• 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.

• 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.

ProcurementProcurement

Review Req.•Approvals

•Who, what, •where, when,

•why, how

Select Appropriate Procurement Process

RFQ, RFP, Sole SourceState Use

etc...

Issue Solicitation

TabulateResponses

Review Result with Department

Award and Issue Purchase Order

• 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 Procurement to PaymentPayment

RequisitionSolicitationRFQ, RFP, IFB

etc...

Purchase Orderor Contract

Vendor Ships,Sends Invoice

ReceivingVoucher from

A/P to Annapolis

Payment fromAnnapolis to

Vendor

Pre-Encumbrance Encumbrance

Expense

• In summary:• 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.

• A requisition (and the purchase order) is divided into three primary components: The requisition “form” the “schedule” and the “accounting distribution” or “distribution”.

• The Schedule tab is where the accounting Distribution is found.

• The Chartfield Distribution is the Account, Department,

Fund and Program numbers.

• 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.

• You should see a Panel that displays the blank and default fields for a requisition.

• Click the Link “Header Defaults”.

• Click the magnifying glass icon to the right of the field labeled “Vendor:”.

• Note: Do NOT click the hyperlink “Vendor Lookup”.

• 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.

• 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.

• 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”.

• 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”.

• 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 Where to Find Purchasing Purchasing InformationInformation

Procurement & Materials Management Home Page

• Listed under “Administrative Offices”

• http://www.ubalt.edu/template.cfm?page=412

QuestionsQuestions• Blair Blankinship, • Director of Procurement and Material

Management • bblankinship@ubalt.edu

410-837-5714