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38 Section 7 - Requisition Entry for Existing Temples and New Construction November 2019

Purchasing Section 7 – Requisition Entry for Existing Temples

and New Construction

Create Requisition

To create a purchase requisition, complete these steps:

1. Enter requisition information 2. Add line item information 3. Enter Ship To and Due Date information 4. Enter quotes and additional comments 5. Print requisition

Enter Requisition Information

1. Access PeopleSoft. From the left menu, navigate to Requisitions Add/Update. (Main Menu – Purchasing – Requisitions – Add/Update Requisitions)

The system displays this screen:

Important: Follow the steps below in order. The Defaults link sets up the defaults for the entire requisition. If you enter the defaults after entering anything else, the defaults are not set for that item.

2. Enter Requisition ID • For R&I orders use the 5-digit temple code and last 4 digits of the FMAT work order

number as provided on the Interior Design Request cover sheet. • For New Temple Construction orders you may use the Temple Code, 4 digit month and

date code and the 2 digit initials of the Designer. ie: DENV0818KB


Note: The system pre-populates the business unit. The default is FMD.

3. Click Add The Maintain Requisition page displays:

4. Click the Hold from Further Processing checkbox.

Enter 5-digit temple code and last 4 digits of FMAT work order number.

Click Add

Hold from further

processing


5. Enter the requester in the Requestor field

Note: Existing Temples - Enter TEM and click the magnifying glass to select the temple name. Click on the selected temple to have it appear in the requester field. New Temples - Enter the code for the project manager (PFD- and the drop down will appear including the code and the name.) Click on the appropriate code and it will appear in the requester field.

6. Click Requisition Defaults The system displays the Requisition Defaults screen.


7. Enter the Buyer Code using the code number from the Temple ID Request cover sheet (if the system doesn’t default to the correct buyer automatically).

8. Enter the Ship To Location

Note: To search for a ship to location, click the magnifying glass to bring up a search screen.

• For items going directly to the Temple, enter TEM in the Ship To Location field and click Look Up to bring up a list of temple locations. Click the appropriate temple from the search results list to select it.

• For items being consolidated with items from other vendors for shipment to the Temple, enter $Baileys for the Baileys Warehouse.

• For COM Fabric going on to the manufacturer for production, the ship to address would be the manufacturer. Example: COMH for COM Hickory

Buyer

Ship To

Enter TEM in Ship-To

Location field

Click Look Up Click your section


9. Enter the Due Date as the date the item will ship to the temple (this is most likely prior to the shutdown date for existing temples or the date items are due at Baileys Warehouse) as given on the Temple ID Request cover sheet.

10. Enter the information in the distribution details fields. Press Tab to move from one field to another. You can continue to press the tab key to go to each field, or use the scroll bar on the bottom of the screen to display the fields on the right. The information is available from the Temple ID Request cover sheet.

Field Description Example

Location Enter the destination location. TEM

Account Enter the account number given on the cover sheet. 1831

Dept Enter the department code given on the cover sheet. 2100756

Project

Activity

Enter the Project Code for New Temple construction.

Enter the activity code given on the cover sheet.

500007375

D99

Source Enter the source code given on the cover sheet. T30

Category Enter the category code given on the cover sheet. C30

11. Click OK

Enter the requested

information in these fields.


12. From the Add Requisition Screen, click PWI Header.

13. Enter the following information:

Field Description

Country Code Enter the country code. To see a list of country codes, click the magnifying glass.

Requestor Enter TMPL for FMAT orders or TCD for new temple construction orders.

Major Enter the first three letters of the temple and then click the magnifying glass. Select the appropriate temple from the resulting list.

Minor Enter the current year. For example: 2011.

Note: If items are going to Baileys for consolidation, put an X in the box next to Warehouse, if not leave this box blank.

PWI Header

Country Code Requestor

Major

Minor


14. Click OK The Main Requisition screen displays


Add Line Item Information

To enter line item information, follow these steps:

1. From the main requisition screen, click the line item icon next to the line item number.

The system displays the Details for Line screen

Click this icon


2. Enter the Buyer Code in the Buyer field or select the correct drop down.

3. Enter the Item Description in the Transaction Item Description field as shown in the table. Enter a complete description of the item, including sidemark information.

Item Type Entry Description Furnishings

Begin with item name in all CAPS, and then enter the details including: item number, chair description, finish, and com fabric and FMD (with a blank space for this information.) Press Return to insert a blank line and then enter a sidemark with the room number and name.

Example:

CHAIR: Item # 7325, Model Name: Chambers, Finish: Golden Maple, COM Fabric: Maharam 2563 Smokey-aspen, (FMD- ____ ).

[RETURN]

SIDEMARK: 123 Youth Waiting

COM Fabrics or Trims Shipping to a Furniture Vendor

Begin with the item name in all CAPS. Enter the details, press Return, and then add sidemark information including the temple name, description, and FMD with blank space for the information.

Example:

FABRIC: Maharam 2563 Smokey-Aspen

[RETURN]

SIDEMARK: Idaho Falls Temple, Fabric for Chambers Arm Chair, (FMD_____________)


For all fabrics, include the following:

• Item number • Pattern name • Color • Fabric Description (example: Plain fabric, 67% polyester, 33% viscose, sarja, dyed, yarn

count of 90 Denier, 1,60 m width and fabric weight 50 g/m2 • Country of origin

For all Furnishings, include the following:

• Model number • Model name • Finish color (for custom finishes, send a stain sample for approval to the Designer) • COM fabric (for example: vendor, fabric number, fabric name, fabric color

(FMD-_________)

For carpet, copy the details from the quote; assign each line item on the quote a separate line in the requisition.

4. Click OK

5. Click the PWI Line icon next to the quantity field. The detail screen for the line requisition displays.

6. Enter TEM in the Building ID field.

Building ID = TEM or TCD

Room Descr = room name (1st few letters)


7. Enter the first few letters of the room name in the Room Descr field, and then click the magnifying glass for a list of room descriptions. Click the appropriate room description. Example: Enter OFF for office A list of search results appears.

8. Enter the room number in the Room ID field.

9. Enter the component letter into the component identifier field.

Note: This should correspond with the furnishing floor plan.

10. Enter the Quantity in the Item Distribution field.

11. If more than one room is receiving the items in this order, click the plus sign in the upper right-hand side to add an additional room.

Click to make your selection

Plus sign


12. Click OK when all room distributions are complete. The system returns to the Requisition screen. 13. On the requisition screen, enter the following information

Field Special Instructions/Description Quantity Number of items UOM Unit of Measure – Click the magnifying glass to bring up a list you can select from. Category Enter 560000 and click the magnifying glass to select the appropriate designation. Price Enter the price per unit.


Enter Ship-To and Due Date Information

This tab is the place you should change any shipping information, if necessary. For example, if you need to have the COM fabric shipped to the furniture manufacturer and not the temple, you can change the shipping information here. To change the Ship To and Due Date information, complete these steps:

1. From the requisition screen, click the Ship-To/Date tab.

2. Enter COM and the first letter of the furniture manufacturer in the Ship-To field and then click the magnifying glass. For example: COMH (for Hickory).

3. Select the desired option from the search results page, or refine the search by entering additional information.

4. Click the Vendor Information tab.

Ship To/Due Date tab

Ship To field

Vendor Information tab


5. Enter the vendor ID number in the Vendor field, or click the magnifying glass to search by

name, and then select the correct vendor from the resulting list.

Note: You can enter the first few letters of the vendor name in the short vendor name field, and then click Look Up to filter the list.

Important: If you have any questions regarding the vendor or the shipping address, contact the purchasing agent listed on the Temple ID cover sheet for assistance.

6. Click the Details tab.


Enter Quotes and Additional Comments

This is the screen where you attach all quotes, enter notes regarding item ordering and enter any additional comments. You should attach the following list of items and email them to the vendor.

• Quote • Custom Drawings • COM application sheets • Scanned images of the finished project page

To enter quotes and additional comments, perform these steps:

1. From the Details tab, click the bubble icon to the right of the amount status.

The system displays the Line Comments screen.

2. To attach a quote, click Attach. The system displays a Browse window.

3. Click Browse to locate the quote on your computer. Click the quote to select it, and then click Upload.


4. If the attachment is a quote, click the email checkbox. This tells the system to email the quote with the PO to the vendor.

5. Enter any additional comments in the comment window.

Important: If the comments are for the vendor, enable the Click Send to Vendor checkbox.

6. Click the plus sign (next to Undo) to add any additional items or comments.

7. If you have no additional comments or attachments, click OK. The system returns to the Requisition screen.

8. To add additional lines, click the plus sign on the right side of the requisition screen.

9. When the requisition is complete, click Save.

Click the plus sign to add

additional lines


Print Requisition

To print a purchase requisition, complete these steps:

1. From the Requisition screen, click View Printable version.

A new window opens displaying a copy of the requisition.

2. Wait for a few seconds as it automatically goes through the printing cycle.

Purchasing - ldscdn.org Section 7... · Purchasing . Section 7 – Requisition Entry for Existing...

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