Post on 19-May-2018
1 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
CUNYfirst
Requisition
& Receipt
Creation
Guide
Purchasing
and Accounts Payable
Office
2 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Procurement Overview provided by Hostos Community College
3 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Requisition: A requisition is simply an authorized request for the purchase of goods and/or services. The
request is submitted to Purchasing for processing and conversion into a purchase order and then sent to
the selected vendor.
Create requisitions:
This process involves: defining the goods and/or services required, adding these items into the
requisition, verifying the category information and reviewing and submitting the requisition for
approval. Please attach any supporting documentation/quotes for faster processing.
Requisition Routing and Approval:
Requisitions are automatically routed for approval to the designated departmental approver. The
approver can view the requisition history, amend or reject the requisition, attach supporting
documentation, return the requisition to the Requestor, or approve and release the requisition.
Also, if applicable, technology, hazmat and furniture purchases require an additional approval.
Budget Check:
Budget check runs automatically on an hourly basis. Budget will be valid or not valid. If valid, the
purchase order will be generated after Purchasing converts, reviews, processes and approves the
requisition. Once Purchasing approves and converts the requisition into a purchase order then it is
sent to the vendor.
Receive Goods:
The receiving function provides verification of receipt of goods/services. The Requestor creates a
receipt which then provides Accounts Payable the authorization to process payment so long as the
invoice has been received.
Requisition Overview provided by Hostos Community College
Create
Define
Requisition
Add
Items/Services
Review and
Submit
Approve
Budget Check
Receive
Supervisor Level 1 & 2 Approvals
Category Approval
Validates Budget
Creates Pre- Encumbrance
Enter Receipt
Goods Inspection
Return to Vendor
4 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
CUNYfirst
Requisition Creation
Enter username and password to enter system
Click “eProcurement” to access the
online requisitioning module
Click “Financial Supply Chain”
5 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Enter Requisition Name for easier reference
Click Continue to enter requisition information
Click on “Create Requisition” to
access online requisitioning
module
6 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Click “Special Item” or Special Request and then Special Item
You will need to complete Item Description, Price, Quantity, Unit of Measure, Category
and Vendor ID
7 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Description, price and quantity completed.
Click magnifying glass to select Unit of Measure
8 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Change drop down field to Contains and enter Unit of Measure click Look Up
9 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Unit of Measure results appear. Click on Unit of Measure
Unit of Measure is populated
10 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Click magnifying glass to select Category
Change Category to DESCRIPTION and the enter description of goods/service click FIND
11 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
The data description with “Catering” appear. Click on “Category Number” to populate
description on requisition.
Category field will be populated
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Click magnifying glass in Vendor field to select vendor
Enter Vendor name in Short Vendor Name field (you only need to enter the first few letters
of a vendor name. The full name is not necessary and may not be in the system with the
same spelling as you may expect)
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To look up a vendor such as Restaurant Associates you can type Restau and then click
“FIND”
Select Vendor by clicking on Vendor ID Number of correct vendor
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Vendor field is populated
Click “Add Item” to add this request to requisition.
15 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
You can now add additional items if desired follow steps above for multiple items
Click “Review and Submit” when you have completed all requests for this requisition.
Requisition Summary appears on left side of screen
16 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
To add an attachment or comment to your requisition
Click on Bubble to add comments or and attachments.
If you have an Attachment such as a quote click here. Add Comments in this field.
17 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Sample comment
When adding an attachment this option will appear so you can select a file to upload from your
computer or scan folder. Click Browse to access folder where file is located.
18 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Select file from the computer folder where file is saved
and click open to attach, then click Upload.
Selected file will be attached and appear as indicated. If you have additional attachments follow
the same procedure again. Once you have attached all documentation click OK.
19 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Bubble will now have dotted lines to indicate there is an attachment or comments.
Review line details, click triangle next to line
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Verify Chartfield information by clicking on Tabs
Chartfield1 info has delivery location, quantity and account that can be changed
Percent relates to percentage of expense for requisition and for each line of req.
GL Unit is constant for the Graduate Center which is GRD01
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Chartfield2 has expense information. All fields are automatically populated based on
system setup information. The only change may be in the “Dept” if you have rights to
create a requisition for more than one department.
Chartfield3 does not require any changes by requestor.
22 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Details is also an informational tab not requiring changes
When the requisition is completed
click “Save & Submit
To review a requisition first click
“Save & Preview Approvals”
You must click “Save & Submit” before the requisition can be processed for approval
23 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
CUNYfirst
Requisition Approval
Enter username and password to enter system
Click “Financial Supply Chain”
Click “eProcurement” to access
the online requisitioning module
24 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Click magnifying glass to select “Business Unit”
Click “Requisition Approval” to access
the online requisitioning module
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Business Unit will appear and click
Business unit will populate field.
Click “Search for requisitions awaiting approval
GRDPR
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Requisition data will be displayed click “Select All” or in box on line to review information
Click on Requisition number for
approval. If you click on
requisition the data will appear
for review prior to approval or
rejection of request
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Click “View Line Details” to view requisition information
Requisition information is displayed, Click red X to close information
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System reverts back to Requisition Review
Click in triangle next to “Review/Edit Approvers”
Approver information is displayed, Approval is completed by authorized Departmental
approver by clicking on Pending box.
Pending Approval is Blue
Approved requisitions are Green
Rejected requisitions are Red
29 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Category Codes
OTPS Category Codes & Accounts
Category Code
Description Account Description Account
8411000000 Accounting & auditing 52801 Services-Accounting/Auditing 52801
3120000000 Adhesives & sealants 51006 Maint and Cleaning Supplies 51006
8210000000 Advertising 52752 Services - Advertising Pub Rel 52752
4511000000 Audio visual equip 53903 Office Equipment < $5K 53903
8412000000 Banking & investment 52816 Services-Other 52816
2611000000 Batteries & generators 53151 Auto-Supplies 53151
3117000000 Bearings, bushings, gears, etc 51006 Maint and Cleaning Supplies 51006
7210000000 Bldg maintenance & repair svcs 55002 Building Improvements=>$25K 55002
7210150000 Building Maintenance 53104 Maintenance-General 53104
8016000000 Office Services 52819 Services-Office 52819
7611150100 Cleaning Services 52807 Services-Cleaning 52807
7611000000 Cleaning & Janitorial svcs 52807 Services-Cleaning 52807
4910000000 Awards 53805 Trophies 53805
5611000000 Office furniture <5K 53902 Office Furniture < $5K 53902
8510000000 Comprehensive health svcs 52816 Services-Other 52816
4321160000 Computer Accessories 51003 IT Supplies 51003
4321000000 Computer Equipment <1K 53905 Computer Hardware < $1K 53905
8111000000 Computer Services 52812 Services-Info Technology 52812
3011000000 Concrete & cement & plaster 51006 Maint and Cleaning Supplies 51006
2411000000 Containers & storage 51006 Maint and Cleaning Supplies 51006
3017000000 Doors & windows & glass 51006 Maint and Cleaning Supplies 51006
8115000000 Earth science svcs 52803 Services-Architect Engineer 52803
8612000000 Training for Educational institutions
52703 Training programs 52703
3912000000 Electrical equip & parts 51006 Maint and Cleaning Supplies 51006
2612000000 Electrical wire & cable 51006 Maint and Cleaning Supplies 51006
7210150600 Elevator Maintenance 53101 Maintenance-Elevator/Escalator 53101
3015000000 Exterior finishing mtrls 51006 Maint and Cleaning Supplies 51006
7210210300 Exterminating 53102 Maintenance-Extermination 53102
7210290000 Facilities Maintenance/Repair 53104 Maintenance-General 53104
4016000000 Filtering & purification 51006 Maint and Cleaning Supplies 51006
4619000000 Fire protection 53906 Security Equipment < $5K 53906
4619000080 Fire protection - Haz 53906 Security Equipment < $5K 53906
7210150900 Fire Alarm Protection Maintenance 53103 Maintenance-Fire Alarm 53103
4920000000 Fitness equip 53904 Athletic Equipment < $5K 53904
5210000000 Floor coverings 51006 Maint and Cleaning Supplies 51006
3118000000 Gaskets & seals 51006 Maint and Cleaning Supplies 51006
7213000000 General Building construction 55001 Construction Expense= >$25K 55001
8214000000 Graphic design 51203 Printing & Publishing Services 51203
2711000000 Hand tools 51006 Maint and Cleaning Supplies 51006
3116000000 Hardware 51006 Maint and Cleaning Supplies 51006
30 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
0000003000 Honoraria 52701 Honorariums & Lecture Fees 52701
9011000000 Hotels & lodging 52253 Out of Town-Non PSC Lodging 52253
8011000000 Human resources svcs 52810 Services-Other Consulting 52810
4010000000 HVAC equip 54006 Air Mgmt Sys <$25K 54006
4010000090 HVAC equip - Grn 54006 Air Mgmt Sys <$25K 54006
7210151100 HVAC Maintenance 53105 Maintenance-HVAC 53105
4810000000 Institutional food svcs equip 53911 Other equipment < $5K 53911
5612000000 Instructional furnishing 53902 Office Furniture < $5K 53902
5612000090 Instructional furnishing - Grn 53902 Office Furniture < $5K 53902
8413000000 Insurance & retirement svcs 52609 Insurance-Other 52609
3016000000 Interior finishing matrials 51006 Maint and Cleaning Supplies 51006
4712000000 Janitorial equipment 51006 Maint and Cleaning Supplies 51006
4713000000 Janitorial supplies 51006 Maint and Cleaning Supplies 51006
4713000090 Janitorial supplies - Grn 51006 Maint and Cleaning Supplies 51006
4713000080 Janitorial supplies - Haz 51006 Maint and Cleaning Supplies 51006
4110000000 Laboratory & scientific equip 53911 Other equipment < $5K 53911
4112000000 Laboratory supplies & fixtures 51101 Laboratory Supplies 51101
3910000080 Lamps, bulbs & parts - Haz 51006 Maint and Cleaning Supplies 51006
8012000000 Legal svcs 52651 Services - Legal fees 52651
3911000000 Light Fixtures & parts 51006 Maint and Cleaning Supplies 51006
3911000080 Light Fixtures & parts - Haz 51006 Maint and Cleaning Supplies 51006
1512000000 Lubricants, oil, grease 51006 Maint and Cleaning Supplies 51006
1512000090 Lubricants, oil, grease - Grn 51006 Maint and Cleaning Supplies 51006
7810000000 Mail & cargo transport 51305 Shipping 51305
8014000000 Marketing & distribution 52752 Services - Advertising Pub Rel 52752
4230000000 Med training supplies 51101 Laboratory Supplies 51101
5121000000 Miscellaneous drug 51004 Other Supplies 51004
2510000000 Motor vehicles 55011 Motor Vehicles= > $5K 55011
6013000000 Musical Instruments & parts 53911 Other equipment < $5K 53911
4322000000 Network Communication accssrs 53909 Telecom Equip < $5k 53909
4411000000 Office & desk accssrs 51001 Office Supplies 51001
7215406600 Office Equipment Maintenance 54001 Maintenance-Office Equipment 54001
4410000000 Office machines 53903 Office Equipment < $5K 53903
4412000000 Office supplies 51001 Office Supplies 51001
4412000090 Office supplies - Grn 51001 Office Supplies 51001
2414000000 Packing supplies 51004 Other Supplies 51004
3121000000 Paint, primer, finishes 51006 Maint and Cleaning Supplies 51006
1410000000 Paper mtrls 51002 Paper Supplies 51002
1410000090 Paper mtrls - Grn 51002 Paper Supplies 51002
1411000000 Paper products 51002 Paper Supplies 51002
1411000090 Paper products - Grn 51002 Paper Supplies 51002
7811000000 Passenger transport 52002 Local Travel-PSC Grnd Trans 52002
0000002000 Payments to Students(stipends) 54151 Stipends 54151
9999000600 P-CARD Books 51401 Books 51401
9999000400 P-CARD Classroom Supplies 51105 Other Classroom Supplies 51105
9999000500 P-CARD Conference Registration 52352 Conference Conv Seminar 52352
31 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
9999000300 P-CARD Memberships 52551 Dues and Memberships 52551
9999001000 P-CARD Office Supplies 51001 Office Supplies 51001
9999000700 P-CARD Phone & Data Charges 53203 Telephone - Cellular 53203
9999000200 P-CARD Subscriptions 51402 Periodicals/Subscriptions 51402
9999000100 P-CARD Supplies B&G 51004 Other Supplies 51004
9999000800 P-CARD Technology/Electronics 51003 IT Supplies 51003
9999000900 P-CARD Vehicle Expenses 53154 Auto-Maint Repair -NonCity Emp
53154
3022000000 Permanent structures 55001 Construction Expense= >$25K 55001
9110000000 Personal appearance 52816 Services-Other 52816
4618000000 Personal protection 53906 Security Equipment < $5K 53906
4512000000 Photo, film, video equip 53903 Office Equipment < $5K 53903
4514000000 Photo, filmmaking supplies 51004 Other Supplies 51004
4513000000 Photographic & recording media 51004 Other Supplies 51004
8213000000 Photographic svcs 51203 Printing & Publishing Services 51203
3018000000 Plumbing fixtures 51006 Maint and Cleaning Supplies 51006
3023000000 Portable Structures 55001 Construction Expense= >$25K 55001
4412151300 Postage 51301 Postage 51301
5510000000 Printed media 51401 Books 51401
4510000000 Printing equip 53903 Office Equipment < $5K 53903
7315000000 Printing svcs 51203 Printing & Publishing Services 51203
7315000090 Printing svcs - Grn 51203 Printing & Publishing Services 51203
8110000000 Professional engineering svcs 52808 Services-Construction Consult 52808
4616000000 Public safety & ctrl 53906 Security Equipment < $5K 53906
4015000000 Pumps & compressors 51006 Maint and Cleaning Supplies 51006
8212000000 Reprodn svcs 51203 Printing & Publishing Services 51203
4227000000 Respiratory products 51101 Laboratory Supplies 51101
9010000000 Restaurants & catering 52805 Services-Catering 52805
1114000000 Scrap & waste mtrls 51004 Other Supplies 51004
9212000000 Security & personal safety 52804 Services-Armored Car 52804
4617000000 Security equip 53906 Security Equipment < $5K 53906
9212150400 Security Guard Services 52814 Services-Security Guard/Svcs 52814
5512000000 Signage & accssrs 51004 Other Supplies 51004
4323000000 Software 53910 Software < $5K 53910
8111180500 Software License & Support 55007 Comp Software => $5K 55007
7813000000 Storage - records retention 54004 Maintenance-Record Storage 54004
3013000000 Structural bldg products 51006 Maint and Cleaning Supplies 51006
5510151900 Subscriptions 51402 Periodicals/Subscriptions 51402
8516000000 Surgical equip Repair svcs 55013 Medical Lab Equip= > $5K 55013
4229000000 Surgical products 51101 Laboratory Supplies 51101
7210330200 Telecom Maintenance 53204 Telephone Maintenance 53204
8311000000 Telecommunications media svcs 53202 Telephone - Long Distance 53202
4320000000 Telecommunications parts 51003 IT Supplies 51003
4320000090 Telecommunications parts - Grn 51003 IT Supplies 51003
4319000000 Telephone & Communications Devices
53909 Telecom Equip < $5k 53909
8011160100 Temp Clerical/ Admin Services 52819 Services-Office 52819
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5510150900 Text Books 51401 Books 51401
7613000080 Toxic waste cleanup - Haz 53112 Waste Removal-Hazardous 53112
8888000800 TRAVEL CARD Airfare non PSC 52251 Out of Town-NonPSC Airfare 52251
8888000900 TRAVEL CARD Auto Rep non PSC 52252 Out of Town-NonPSC Auto Rent 52252
8888000500 TRAVEL CARD Conference Registr 52352 Conference Conv Seminar 52352
8888001100 TRAVEL CARD Ground tra non PSC 52254 Out of Town-Non PSC Grnd Trans
52254
8888001000 TRAVEL CARD Lodging non PSC 52253 Out of Town-Non PSC Lodging 52253
8888000400 TRAVEL CARD O of T Ground Tran 52204 Out of Town-PSC Grnd Trans 52204
8888000100 TRAVEL CARD Out of town Airfar 52201 Out of Town-PSC Airfare 52201
8888000200 TRAVEL CARD Out of town Auto R 52202 Out of Town-PSC Auto Rental 52202
8888000300 TRAVEL CARD Out of Town Lodgin 52203 Out of Town-PSC Lodging 52203
7612000000 Waste disposl & treatmnt 53113 Waste Removal 53113
7612000080 Waste disposl & treatmnt - Haz 53113 Waste Removal 53113
4710000000 Water treatment supply 51004 Other Supplies 51004
4710000080 Water treatment supply - Haz 51004 Other Supplies 51004
5213000000 Window treatments 53902 Office Furniture < $5K 53902
9410000000 Work related orgs 52551 Dues and Memberships 52551
4231000000 Wound care products 51101 Laboratory Supplies 51101
8211000000 Writing & translations 52816 Services-Other 52816
33 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Purchasing Contact information – Room 8105
Ronald Paynter – Director – Extension 7609, rpaynter@gc.cuny.edu
Deborah Molina – Extension 7621, dmolina@gc.cuny.edu
Maurice Wynter – Extension 7652, mwynter@gc.cuny.edu
Purchasing requisition section developed by Ronald Paynter, Director of Purchasing and
Contracts
34 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Accounts Payable
Vendors are entitled to receive payment within 30 days of receipt of goods/
services. Receivers are obligated to submit receiving reports promptly to
ensure the College meets payment terms on invoices. Failure to submit a
receiving report in a timely manner may result in interest charges being
incurred; interest charges are added automatically by the State.
All purchases for goods / services, regardless of the dollar amount require a
PO. Likewise, all PO’s require a system generated receipt to be entered into
CUNYfirst. There are no direct payments to vendors.
Upon receiving goods / services ordered, the Receiver should examine the
product to ensure all items have been received in good condition. Any
discrepancies with the order should be brought to the attention of the
Purchasing Department and/or vendor.
Once goods / services are deemed acceptable, the Receiver is required to
enter a system generated receipt in CUNYfirst. Attach signed and dated
packing slips or receiving report into the system. The dates recorded on the
packing slip and the date recorded in the system generated receipt in
CUNYfirst must match or it may cause payment to be delayed. Forward all
original supporting documentation to Accounts Payable. The State mandates
that Accounts Payable receive and retain all original documentation.
All receipt of goods / services shall be entered into CUNYfirst even if they are
partial shipments. The vendor will invoice partial deliveries and is entitled to
receive payment. The matching feature will not allow a payment to be made in
full if the invoice does not match the receipt.
If the product received requires inspection, the Receiver must contact the
Inspector with the CUNYfirst receipt ID number. After inspecting the product,
the Inspector will record the inspection in CUNYfirst.
35 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Items requiring inspection: Inspectors (Departments)
Technology Office of Information Technology
Jose Castaneda
Heydi Hernandez
Tawana Spellen
Davonne White
Danielle Williams
Facilities Furniture Facilities Service
Michael Byers
Charles Scott
Ray Ring
Hazardous Materials Securities & Public Safety
John Flaherty
36 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Payments will be processed when the PO, receipt, (and if necessary,
inspection) and invoice have all been entered into CUNYfirst and match. If any
of these are incorrect or have not been entered into CUNYfirst, payment will
not be processed.
Due to the system’s security and internal control measures, the Purchasing
and Accounts Payable personnel are unable to add requesting or receiving
information on behalf of the Departments.
Three-Way Four-Way
Receipt
Inspection
Receipt
Purchase
Order
Voucher
Purchase
Order
Voucher
Receipt
Mos
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IT, H
azar
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Mat
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What is Matching?
37 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Login to CUNYfirst: Select Financial Supply Chain
Select Purchasing
38 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Select Receipts
Select Add/Update Receipts
39 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
Click on the Look Up (magnifying glass)
Select Business Unit – GRDPR
Click ADD
1. Enter the Purchase Order Number
in the “ID” field
2. If you do not know the PO #, Leave
the ID field blank and select SEARCH.
40 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
2. Select the PO you are receiving by
clicking in box next to PO number
3. Once you select the PO
Click OK
1. All existing PO’s will populate in
Retrieved Rows
41 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
1. The Receiver records the
‘Quantity’ or ‘Amount’ for the
good/services received for each PO
line.
2. In the case of an Amount Only PO,
the Price field will be available.
After entering the quantity or dollar value received click SAVE
42 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
1. Click Attach and Upload documents
2. Add any relevant information in Comment field
ie. Related PO number
3. Click OK
Go to ‘Add Comments’ to attach a signed
receipt; Packing Slip, Bill of Lading,
Receiving Report or Invoice
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Modify the Receipt Date to the date you received the
goods/services (receipt date will default as current date).
Click OK
Click ‘Header Details’
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1. Note that Receipt ID has been
generated
2. Click on the ‘More Details” tab. If the box is
checked, then an inspection is needed
If an inspection is needed, notify the inspector to complete the receipt
3. Once the receipt is SAVED Document the Receipt ID. It is best practice to print
the Receipt ID page. The signed original documents along with a copy of the
Receipt page shall be forwarded to Accounts Payable for processing.
45 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
The Receiver can cancel the Receipt by clicking the
‘X’ at the header level or cancel a PO line at the
Receipt Line
(Cancelled transactions are irreversible)
1. Click Find an Existing Value
2. Select Business Unit
3. Select “contains”
4. Enter Receipt ID Number
5. Click Search
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Select Receipt Number
Click Document Status to View Related
Documents
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View Requisition and Purchase Order
relating to Receipt
48 Graduate Center CUNYfirst requisition creation step by step guide, version 9 October 8, 2013
1. Select Business Unit: GRDPR
2. Add a new receipt
3. Search for the PO by adding the PO number in the ID field and click Search
4. Select checkbox of PO
5. Click OK
6. Enter Price shown on invoice for Amount Only PO or enter Quantity received for Quantity PO.
Amount only PO’s will default to the original PO amount. This number must be changed to match the
invoice. Record the number of goods received per line in quantity PO’s. You will not see the amount
originally ordered
7. Click Save
If an inspection is required a box will pop up notifying the receiver that they must contact the
inspector with the Receipt ID number so they can complete an inspection receipt
8. Click on Add Comments and add any relevant documentation (signed and dated packing slips or
invoices)
Enter PO number in comments and other relevant information (recommended)
9. Click on Header Details to modify Receipt Date
10. Change receipt date to reflect the actual date of goods/services were received per packing slip,
invoice or date(s) of service.
Receipt date will default to current date, date is used to calculate interest charge by the State if
applicable.
11. Click on Document Status to review receipt and verify status (pending, approved, rejected).
12. Print a screen shot of the Document Status page, sign, date, and attach it with all original
documentation and forward it to Accounts Payable.
Accounts Payable Contact information – Room 8105
Angella Bowley – Director – Extension 7668, abowley@gc.cuny.edu
Carmen Ortiz – Extension 7665, cortiz@gc.cuny.edu
Cheryl Whyte-Weiss – Extension 7664, cwhyte-weiss@gc.cuny.edu
Accounts Payable receipt section developed by Angella Bowley – Accounts Payable
Director