Eprocurement - End User - MCG

eProcurement - End User - MCG

Created on Sunday, October 05, 2008

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/ Training Guide
eProcurement - End User - MCG

Table of Contents

Requisitions 1

EP.020.490MCG - eProcurement Overview 1

EP.020.510MCG - Create a Requisition 3

EP.020.515MCG - Modifying Loaded Line Defaults for Requisitions 19

EP.020.520MCG - How to Add an Attachment to a Req Line 35

EP.020.550MCG - Editing, Saving, and Submitting a Requisition 41

EP.020.555MCG - Reviewing Requisition Approvals 55

EP.020.560MCG - How to Print a Requisition from Edit Req 58

EP.020.565MCG - How to Print a Requisition from Req Report 65

Setup eProcurement 75

EP.020.610MCG - Creating and Using Personal Templates 75

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/ Training Guide
eProcurement - End User - MCG

Requisitions

EP.020.490MCG - eProcurement Overview

This topic explains the major steps in the eProcurement Process. The process begins with creating an eprocurement requisition.

Topic Objectives:

Upon completion of this topic, you will be able to:

- Identify what step begins the eProcurement Process

- Identify how to Budget Check a eProcurement Requisition

- Identify how ePro requisitions are forwarded for approval

Procedure

This topic provides an overview of the eProcurement process, beginning with creating an eProcurement requisition by a user.

Step

Action

/
1. / Step 1:
Create ePro Requisition begins the procurement process from the user’s perspective.
Along with the business process EP.020.510MCG, Creating a Requisition, the following business processes will be helpful:
- EP.020.550MCG: Editing, Saving, and Submitting a Requisition
- EP.020.555: Reviewing Requisition Approvals
- EP.020.610MCG: Creating and Using Personal Templates
2. / In Step 2, the workflow routing and approval notifications are executed once an ePro Requisition has been created, budget-checked, and submitted. The Department ID and Project ID on the Chartfield distribution(s) of the requisition determine which Department Approver and Project Accoutant will be routed for approval(s). The category code will determine if the requisition will need any Special Approvals, such as: Chemicals, ITSS Equipment and Software, Lab Animals, Radioactive items, and Assets. The final step in the Approval process is the Buyer approval. This will allow the Buyer to push-back the requisition to the requester if there are any problems with the requisition. Therefore, the requisition will not need to be canceled, and the requester can make the required changes, and re-submit it for approval.
Along with the business process EP.020.660, Approving/Rejecting the ePro Requisition, the following business processes may be helpful:
- EP.020.670: Push Back an ePro Requisition
- EP.020.680: Delegating Requisition Approval
- EP.020.690: Using Ad Hoc Requisition Routing
3. / Once the eProcurement Requisition is Approved by the Buyer, then the following steps will take place:
1) The Buyer will create a Purchase Order from the Requisition that was created. The Purchase Order will be budget checked and Approved.
2) The Purchase Order will then be dispatched to the vendor.
3) When the goods are received in the MCG Warehouse, there will be receipts created in receiving.
4) Once the items ordered have been received and Accounts Payable receives an invoice from the vendor, then a AP Voucher will be created to pay for the items received and invoiced.
5) Accounts Payable will then process the AP Vouchers into a check for the vendor when running a paycycle. This check will then be mailed to the vendor. Note: some vendors may receive an EFT payment instead of a check.
4. / Congratulations! You have just completed the eProcurement Overview topic. Below is a summary of the key concepts of this lesson:
- The first step in the eProcurement process is to create an ePro requisition.
- The Department ID and Project ID on the Chartfield distribution(s) of the ePro requisition determine which approver will be routed for approval(s). The workflow routing and approval notifications are executed once an ePro requisition has been created.
End of Procedure.

EP.020.510MCG - Create a Requisition

This topic demonstrates how to create a requisition. A requisition in eProcurement is an online form used to request items or services. There are three key stages of creating a requisition: Define Requisition, Add Items and Services, and Reviewing and Submitting.

These stages appear as a group of links above the requisition page. As you go through requisition creation, the stage that you are currently in is highlighted.

After a requisition is saved and submitted, it is routed for approval. Once requisitions are approved, they can be sourced to purchase orders and dispatched to the vendor.

Topic Objectives:

Upon completion of this topic, you will be able to:

- Define how requisitions are created in the eProcurement module.

- Create a Requisition.

Procedure

For this topic, imagine that you need to create a Requisition to order some supplies. Let's see how this is done.

Step

Action

/
1. / Click the eProcurement link.

Step

Action

/
2. / Click the Create Requisition link.

Step

Action

/
3. / Click the 1. Define Requistion link.

4. / Click the expand button to the left of the Line Defaults field.

5. / Information entered on the Line Defaults page will be the default for all lines added to the requisition; however, data can be
changed on individual lines as needed.

Step

Action

/
6. / Click the Lookup button.

Step

Action

/
7. / Enter the desired information into the field. For this example, enter "Boise".
8. / Click the Find button.

9. / Click the Vendor ID link.

Step

Action

/
10. / Click the Lookup button.

Step

Action

/
11. / Click the Buyer link. For this example, click "JACKIEC".

Step

Action

/
12. / Click the Lookup button.

Step

Action

/
13. / Enter the desired information into the Description: field. For this example, enter "Office".
14. / Click the Look Up button.

15. / Click the Category link. For this example, click "61500".

16. / Notice that the Ship To location will default to "RECEIVING". This means that the vendor will deliver the goods to the warehouse. This will only need to be changed in rare instances.

Step

Action

/
17. / Click the desired due date.

18. / Click the desired due date.

19. / Click on the Modify Shipping Address to specify a change to the Shipping Address information this is rarely needed.
You can also add a name to the Attention field which will be the person to whom delivery should be made.
20. / All chartfields can be entered here on the Accounting Defaults Chartfields1 tab. Based on the requester's setup, some chartfields will automatically default.
Required chartfields will be Account, Fund, Dept, Program, Class, Project (for Grant budgets), and Budget Reference (budget year).
21. / Enter your physical location into the Location field. For this example, enter "HSB221".
Note: This location should default from your user preferences. However, it can be changed.
22. / Enter the desired information into the Account field. For this example, enter "714102".
23. / Enter the desired information into the Fund field. For this example, enter "10000".
24. / Enter the desired information into the Dept field. For this example, enter "30300010".
Note: This DeptID will be populated from your user preferences. However, it can be changed on this screen.
25. / Enter the desired information into the Program field. For this example, enter "16200".
26. / Enter the desired information into the Class field. For example, enter "11000".
27. / A Project ID can be entered into the Project field. This example does not use a Project ID.
28. / The system date that is entered into the Budget Date field will automatically populate the Budget Reference field. This field is new to PeopleSoft Financials V8.9, and works like the Budget Period used to. Budget Reference is now a Chartfield.
29. / Click on the Add Items and Services link.

Step

Action

/
30. / Click the Special Item link which is located under the Special Request tab.
Currently, MCG does not use catalogs in the PeopleSoft Financials system. Therefore, every requisition that MCG processes will need to use the Special Item Request Type.

Step

Action

/
31. / Enter the desired information into the Item Description: field. For this example, enter "Test Office Supplies".
32. / Enter the desired information into the Price: field. For this example, enter "10.00".
33. / Enter the desired information into the Quantity field. For this example, enter "5".
34. / Enter the desired information into the Unit of Measure: field. For this example, enter "EA".
35. / Enter the vendor catalog number into the Vendor Item ID field.
This field is required if the vendor provides a catalog number.
36. / If you would like to add comments to the Requisition, you can type them into the Comments box.
Click the Send to Vendor checkbox if you want the Comments inserted under Additional Information to appear on the purchase order.
Click the Show at Receipt checkbox for the comments under Additional Information to show at the time the item(s) are received.
Click the Show at Voucher checkbox if the comments entered under Additional Information need to be seen at the time of vouchering.
37. / Note that no lines currently exist on the requisition. The line information is not saved until the Add Item button is selected.
38. / Click the Add Item button.

39. / Click the 3. Review and Submit link.

40. / If you need to make any changes on the line, shipping information or accounting/distribution line then check the box before the line item and click on Modify Line / Shipping / Accounting button.
41. / If you need to enter Header Comments for the Requistion, you would enter them here.
For example, this is where you would copy information or put the MC # for ITSS approvals.

Step

Action

/
42. / Click the Check Budget button to budget check the requisition.
All requisitions need to be budget checked before submitting.

43. / Click the OK button.

44. / Click the Save & submit button. This will Save the requisition and submit it for approval.

45. / Congratulations. You have just completed the Adding of a Requisition. Below is a summary of the key concepts of this topic:
-When adding a Requisition at MCG you must use the Special Item as the Special Request Type.
End of Procedure.

EP.020.515MCG - Modifying Loaded Line Defaults for Requisitions

This topic demonstrates how to modify the line defaults for an eProcurement Requisition. This is needed it the user security preference defaults need to be changed on the ePro requistion.

Procedure

Let's imagine that you are creating a requisition, and the defaults that come into your line defaults page need to be changed. You need to make this change for each line on your requisition. Let's see how this is done.

Step

Action

/
1. / Click the eProcurement link to create a new ePro Requisition.

2. / Click the Create Requisition link.

Step

Action

/
3. / Click the 1. Define Requisition link.

Step

Action

/
4. / Click the Expand section button.

5. / Note the fields that are populated by your user security preferences. For this example, the Ship To, Location and Dept fields are all filled in by the security preferences.
If you need to make a change to these defaults on your lines on your requisition, even if you change those fields in this panel, it will be over-written by your security preferences. Changes to security preferences will need to be made in the Modifying Line and Shipping Lines in Section 3: Review and Submit.
For this example, RECEIVING is not an appropriate Delivery Location under the chartfields tab. This example will show how to change it.
6. / Click the Vendor Lookup button.

Step

Action

/
7. / Enter the desired information into the Name field. Enter "Boise".
8. / Click the Find button.

9. / Click an entry in the Vendor ID column.