Purchase Requisitions and Receiving

Non Vendor Catalog

Revised 12/06/2016

Ground Rules

• Please put cell phones on vibrate, don’t answer in class. If urgent, please step outside the classroom.

• Please do not perform work including email while the class is in session.

• Feel free to ask questions at any time. Questions may be answered immediately, tabled to be addressed later in class or placed in “Parking Lot” to be researched and answered at a later time.

• Schedule/Breaks:– One morning and one afternoon break.– Anticipated timing of lunch is 12:00.– Expectation of when class will finish for the day is 4:30.

• Bathroom location.• Food, beverage rules or access.

Safety

• Emergency– Location of exits.– Evacuation procedure for location.

Agenda

Introduction / Overview

Introduction/Overview

Creating a New Purchase Requisition

Managing a Purchase Requisition

Creating a Receipt

Summary/Review

If the purchase will be >$5,000:Contact the appropriate purchasing agent during the planning process

Create a requisition and submit it for approval

Departmental Requester Approvers

The system distributes the requisition via workflow for review, and approval or rejection

Review the requisition and take appropriate action• Create a purchase order

(PO) with reference to state/UTC contract

• Create a PO with reference to the requisition

• Create a bid document and work with the department to evaluate the responses and pick the vendor

• Send a noncompetitive bid to a vendor, enter the response and send PO to that vendor

Approve any PO greater than $50,000

Creates a receipt • If the vendor

ships the goods to the warehouse, Central Receiving creates the receipt

• Otherwise, the department creates the receipt

Purchasing AgentPurchasing

Director

Departmental Requester or

Central Receiving Inspector

If the goods require inspection, perform the inspection and record the results

High Level Process

Training Materials

• Student Guide• Instructor PowerPoint• Exercise Guide• Instructor Notes• Quick Reference Card

Agenda

Creating a New Purchase Requisition

Introduction/Overview

Creating a New Purchase Requisition

Managing a Purchase Requisition

Creating a Receipt

Summary/Review

Creating a Requisition—Key Details

• Create a non vendor catalog requisition in either of these situations:– The total amount of goods or services purchased > $,5000– The total amount of goods or services purchased ≤ $5,000, but the

vendor is not in the vendor catalog and requires a purchase order

• Requester Defaults

Creating a Requisition—Demonstration and Exercise

• Demonstration: Creating a Purchase Requisition• Exercise 1a Creating a Purchase Requisition

• Reference:– The Creating a New Purchase Requisition portion of the student guide

Exercise

Creating a Purchase Requisition—Exercise

• Exercise 1b Creating a Purchase Requisition

• Reference:– The Creating a New Purchase Requisition portion of the student guide

Exercise

Agenda

Managing a Purchase Requisition

Introduction/Overview

Creating a New Purchase Requisition

Managing a Purchase Requisition

Creating a Receipt

Summary/Review

Managing a Requisition—Key Details

• Use the Manage Requisitions page to search for requisitions that have already been created. Once you have found the requisition you can:– Copy the requisition– Print the requisition– View the reason the requisition was rejected– Modify the requisition– Cancel the requisition

Managing a Requisition—Demonstration and Exercise

• Demonstration: Copy a Purchase Requisition• Exercise 2 Copy a Purchase Requisition

• Reference:– The Managing a Purchase Requisition portion of the student guide

Exercise

Editing a Requisition—Demonstration and Exercise

• Demonstration: Editing a Purchase Requisition• Exercise 3 Editing a Purchase Requisition

• Reference:– The Managing a New Purchase Requisition portion of the student

guide

Exercise

Canceling a Requisition—Demonstration and Exercise

• Demonstration: Cancelling a Purchase Requisition• Exercise 4 Cancelling a Purchase Requisition

• Reference:– The Managing a New Purchase Requisition portion of the student

guide

Exercise

Agenda

Creating a Receipt

Introduction/Overview

Creating a New Purchase Requisition

Managing a Purchase Requisition

Creating a Receipt

Summary/Review

Creating a Receipt—Key Details

• Create a receipt in the system after the goods arrive • The vendor will not be paid until the receipt is created• Departments do not need to create receipts for goods

shipped to the warehouse (central receiving will create the receipt)

• Create a receipt for services, in order for the vendor to be paid

• Instructors will need to run the PO Auto Sourcing Process in class to turn the requisitions into purchasing orders so students can create receipts

PO Auto Sourcing Process—Demonstration

• Demonstration: Running the PO Auto Sourcing Process

• Reference:– Instructor Notes for Receiving

Exercise

Creating a Receipt—Demonstration and Exercise

• Demonstration: Creating a Receipt• Exercise 5 Creating a Receipt

• Reference:– The Managing a New Purchase Requisition portion of the student

guide

Exercise

Agenda

Summary/Review

Introduction/Overview

Creating a New Purchase Requisition

Managing a Purchase Requisition

Creating a Receipt

Summary/Review 1

Summary/Review

1. Under what circumstances should a non-vendor catalog purchase requisition be created?

2. When should a department create a receipt in the system?

Questions & Answers