CITY OF TEMECULA

PROCEDURES FOR ENTERING REQUISITIONS IN EDEN

The following procedures should be followed by any City staff entering a Purchase Requisition in the EDEN financial system:

Process Overview:

The requisition process is used to route requested expenditures for approval prior to generating a purchase order. All supporting documentation for the purchase must be “linked” as an attachment to the requisition and saved in the User “M” Drive within the appropriate department folder (refer to “M” Drive procedures for standard archive procedures).

Once the requisition is entered and saved in the EDEN system it is automatically uploaded to the Department Director approval queue. The requisition can be edited by the User up to the point it is approved by the Department Director. The requisition must be “returned” online to the User for any changes required after it has been approved. Users can view the approval progress of the online requisition by referring to the SQL report “Requisitions By Approval Level” located on Sharepoint SQL report site within the City Reports/Finance folders.

Obtain Documents Required for Requisition:

  1. Identify materials, equipment and/or services required. Refer to Purchasing Guideline procedures located on the Procurement Sharepoint site.
  2. Save an electronic version of all the documentation that will be attached in the department “M” Drive. Refer to “M” Drive procedures for standard archive procedures. Note: the “M” Drive can house Word, Excel, HTML, and PDF documents.

Generate Requistion:

  1. Log onto the EDEN system and go to the following folders:Purchasing / Requisitioning / Requisitions
  1. When the Requisition screen is displayed, go to “Insert A New Record” (starburst icon).
  1. When the Add Requisition screen is displayed, click on the “Items” tab. Do not enter data on the Add Requisition screen.
  1. When the Items screen is displayed, enter the Type of item (“g” for goods or “s” for services).
  1. For purchase of goods:
  2. Tab and enter the number of units being purchased in the Quantity field.
  3. Tab and enter the full price (including tax) of each item in the Unit Cost field.
  4. The system will auto-calculate the total cost in the Extension field as you tab to the Description field

For purchase of services:

  • Enter cost of services in the Extension field.
  1. Enter a detailed description of the purchase in the Description field. Avoid using capital letters. The first line of the description is what is displayed on the List of Demands for City Council to review so it should be understandable/interpretable (i.e.: Misc office supplies:finance). Additional description can be indicated below the first line. Note: contract information must be indicated in the description box if applicable (i.e.: Agreement Approved by City Council/City Manager, approval date, PO not to exceed $ amount, Agreement expiration date).
  1. Tab through all fields until you get to Account Number fields.
  2. For residential or capital improvementproject, select “E” in the first drop down menu. If you have a residential improvement account or capital improvement project account (a/k/a short account code), enter the account code (i.e.: 65813 5804) in box 1. Tab again and the associated account number (box 2) will populate automatically.

There are two ways to look up a short account code:

1)Refer to the CIP Account Number list provided by Finance.

2)Double click on the Z box next to the short account number field. Enter the project name followed by an asterisk and click on“Run Query” (lightening bolt icon). Choose the correct project.

  1. If you do not have a residential improvement account or capital improvement project account, tab through box 1. Select “E” in the second drop down menu next to box 2. Enter the account code.
  1. When adding tax and/or freight, a separate line item should be made for each on the requisition. Tab past account number and total fields and a new line item will appear.For freight, choose “f” in the Type field and enter the total freight amount in the Extension field. For tax, manually enter the tax amount in the Extension field.
  1. When all items are entered, the total amount should appear at the bottom right of the screen.
  1. Select the“Document Defaults” tab.
  1. Enter vendor information.
  2. If you know the vendor number, enter it in the Vendor #field and press Tab.
  3. If you do not know the vendor number, double click on the Z box next to the Vendor # field. Tab to the Last Name field. Enter vendor name followed by an asterisk and select “Run Query” (lightening bolt icon).
  4. If the correct vendor name appears, double click on the vendor number.
  5. If the name does not appear, the name may be entered incorrectly or the vendor may not be in the system. Contact Purchasing.
  1. Link any supporting documentation:
  • Click “Tab Groups”
  • Click “Auxiliary”
  • Click “Attachments”.
  • Enter a description (i.e.:Agreement, Spreadsheet, Proposal, Quote etc.) in the Description field.
  • Click “OLE” from the drop down menu in the Type field.
  • Select “Create from File” on the Insert Object screen.
  • Click “Browse”.
  • Navigate To The M Drive M:\EDENAttachments\Department\Fiscal Year\Alpha Folder
  • Double click on the document to be attached.
  • Click “OK”. The document link will be displayed. Close document by clicking on “X”.
  • Tab key to link additional documents or Click “Grid” and select “Add Record” from the drop down menu.
  • View a document by clicking the “Magnifying Glass” icon
  • Delete a document as follows:
  • Prior to “Save” – Click “Grid” and select Delete Row from drop down menu.
  • After “Save” - Click “Edit” icon , click “Grid”, and select “Delete Row” from drop down menu.
  1. Click on “Accept and Save”(green circle icon) to save the requisition. (Vendor # will appear highlighted in red, or the “View” button on the bottom will be in red). A “Paper Clip” icon will also appear on the bottom right side of the screen indicating the attachment(s) .
  1. To return to the requisitions screen to create additional purchase requisitions click “Tab Groups”, select “Principal” and then “Main”.
  1. Click on the “Main” tab to obtain the requisition number, if needed.
  1. To Exit EDEN click the “X” located in the top right corner of the screen.

To Print ARequisition Already Entered:

1.Double click on the Requisitioning folder and select Requisition Master Report.

2.Use one of three methods to locate a requisition:

a.Enter the requisition number in the Requisition # field and click on “Run Query” (lightening bolt icon). When the report appears, click on “Display Record”(magnifying glass icon). Click on “PrintReport” (printer icon).

b.In the Queue field, select your department (i.e.:finauto) and then click on “Run Query” (lightening bolt icon). When the Requisition Master Report screen displays, click on “Display Record”(magnifying glass icon). Use arrows to locate the requisition and then click on “Print Report”(printer icon). Enter the page numbers to be printed and select “OK”.

c.In the Requestor Last Name field, enter your last name followed by an asterisk and then click on “Run Query”(lightening bolt icon). When the Requisition Master Report screen displays, click on“Display Record” (magnifying glass icon). Use arrows to locate the requisition. Click“Print Report” (printer icon). To print one particular requisition, enter the page numbers to be printed and select “OK”. Or, to print all requisitions, select “OK”.

To Change Or Delete ARequisition Already Entered:

  1. Determine if the requisition has been approved by the Department Director:
  1. If yes, no action can be taken until the requisition is “Returned” to the User online.
  2. If no, proceed from step 2.
  1. Logon To EDEN if necessary and proceed to the Requisitions folder.

3.Click on “Find’(funnel icon). After the “Requisition Entry QBE” screen is displayed locate the requisition by either entering the requisition number in the Requisition # field, entering the User’s last name in the Requestor Last Name field, or selecting the department name in the Queue field. and then follow the instructions to find a requisition. Once the requisition is located, click on Run Query (lightening bolt icon).

4.To change the requisition, click on “Edit”(pencil icon) and proceed to the tab the change is required. Make changes as appropriate and click “Accept and Save” (green circle icon). The requisition will upload and route again online to the Department Director.

5.To delete the requisition, click on “Delete”(red x icon). If a requisition is already approved by Purchasing, it can not be deleted. In this situation, contact Purchasing for assistance.

To Review The Approval Status of A Requisition:

  1. Logon to Sharepoint and navigate to the Procurement page within the Finance Department.
  1. Scroll down to Step 8 listed on the Procurement page.
  1. Click on bullet #3 “Requisition Status (Req Stat)”.
  1. “Today’s” current real time Requisition Status Report is displayed.

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Entering Requisitions In EDENRevised 11/24/2009