Creating a Requisition in MAP

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If you need assistance, please see the IT Service Desk: http://it.wvu.edu/support/servic e-desk/selfservice P R OC EDURE 1.

1 Creating a Requisition in MAP PURPOSE T RIGGER AS SIS T AN CE Use this procedure to purchase goods or services requiring a requisition. Perform this procedure when purchasing items that cannot be charged to a PCard, such as contractual agreements, hazardous materials, or items that require solicitation of bids. If you need assistance, please see the IT Service Desk: e-desk/selfservice P R OC EDURE 1. Use the following menu path to begin the task: Select the WVU Requestor responsibility from the Navigator. Double-click +Requisitions to open the Requisitions menu choices. Double-click Requisitions in the expanded list to open the Requisitions form. -Keep in mind: all yellow fields are required. Enter the Requisition Details 2. Complete the following field in the Header: A brief description of the requisition. This description field is for identification purposes. The description will help you locate your purchase when searching for it later. Enter the full specifications in the Lines area. Example: Dell purchase 1

3. Click the Descriptive Flexfield (DFF) [ ] near the right corner of the Requisitions screen (circled below),

2 3. Click the Descriptive Flexfield (DFF) [ ] near the right corner of the Requisitions screen (circled below), or press the Tab key on your keyboard to move the cursor to that field. 4. Tab to, or click in the Select Logo to Print field. 5. Click the List Values (LOV) button to see a list of the acceptable entries for this field. 6. Choose the campus that will be charged for the requisition; its logo will appear on the purchase order. 7. Click OK. If the requisition will be charged to both a General Ledger account and a Research Corporation account, choose West Virginia University. Only when a purchase is paid for with just RC funds should you choose RC. 2

8. Complete the following fields if you will be purchasing from a WVU or State contracted vendor. If you will not be using a contract vendor, you may leave these fields blank.

3 8. Complete the following fields if you will be purchasing from a WVU or State contracted vendor. If you will not be using a contract vendor, you may leave these fields blank. SWC, GSA, Other Number Payment Authorization If you are purchasing from a WVU or State contract vendor, enter the Contract Number. Letters should be uppercase. Do not include dashes, hyphens, or spaces. Example: U04RMAID Select the appropriate PA Code from the List of Values. For most purchases of Goods on state funds, select PI for a General Accounting Encumbrance on a State Encumbered Purchase Order. Example: CB, when this is a WVU contract CF, when this is a statewide contract 9. Click OK to close the DFF entry screen. Your cursor will move to the Lines portion of the Requisition. 10. Complete the following fields in the Lines tab of the Requisition. Broad category of purchase. Choose a line type from the LOV. Type Examples: Equipment for capitalized asset equipment over $ Service Agreement for independent contractors HazMat for chemicals or other hazardous materials Goods for most supplies that are not categorized as Equipment 3

4 Category Category of purchase. There are many categories; read the items in the LOV to choose the one most applicable to your purchase. Example: Equipment, Photographic Full that will appear on the purchase order (use the Edit Field button with the pencil to see the whole description as your type) Example: 1135, 3TB Interface Module for Installation into XIV , IBM XIV storage that is located at the HSC. This description is used by the buyer to place the order. You can enter up to 240 characters in this field. If you submit a requisition with an incomplete description, it may be rejected back to you. Example: U04RMAID, Page 5, Item 14, Bucket, household type, Rubbermaid #2963 W246 If you are purchasing from a WVU or statewide contract, mention the contract number, page number, item number, and a brief description. Example: Quotation # / : 25 PagerDuty Enterprise $36/user/month / ($ less 5% discount of ($45.00) = $ per unit cost) You may reference a quotation number, when applicable. If you are purchasing radioactive materials, the following information must be included in the description field: Vendor Cat# Radionuclide Compound Activity PI License # Exp Date UOM Quantity Price Unit of Measure. There are many options to choose from. Example: Each Example: US Dollars Number to be purchased. Example: 3 Price per item. Example: 5000 The system calculates the total price. You do not need to enter a dollar sign ($) or comma (,). If digits past the decimal are not entered, the system will assume and enter zeroes. Date by which goods/services are needed. Entering a Need-By date will let PCPS know if you have a deadline, but does not guarantee that items can be procured by that date. Need-By Example: 31-MAY-2014 When goods or services need to be competitively bid by PCPS, the purchase order will typically not be sent to the vendor until at least two weeks after PCPS has requested quotations from vendors. 4

5 When the purchase Type is Contractual Service Agreement (formerly 48 Service Agreement) you may want to enter a price of $1, with US Dollars as the Unit of Measure, and a quantity equal to the total price in order to make receiving and payment processing easier. You may then receive portions of the work when you need to pay the vendor. For example, if they are presenting five lectures for $5000 and present an invoice after each lecture, you can receive 1000 items at $1 each time a lecture is presented in order to pay the supplier incrementally as the work is performed. 11. Click the Source Details tab. Or, tab through the fields and the system brings your cursor to the first field in the next tab, Source Details. 5

6 12. Complete the following fields as needed on the Source Details tab: Provides any additional information to the buyer about this purchase. To view the entire contents of a field, click on the Edit Field button on the Toolbar ( ). Example: I am sending over the paperwork for the Contractual Service Agreement on May 14, A note to the buyer should be added in the following situations: Note to Buyer If the purchase Type is Contractual Service Agreement, give the date you are sending the paper agreement to PCPS. If you are requesting a sole or single source purchase, mention that the Sole Source Justification Form has been attached. Provide the name of the preferred vendor and any contact information, such as a name and phone number. If you talked with a buyer about this purchase, provide details of the discussion. If another employee will be better able than you are to answer questions about this purchase, provide that person s name and phone number or . If the goods/services have already been received, mention that this is a confirming order and provide the name of the buyer who has given you permission to use the requisition as the payment method. Note if this is a change to an existing purchase order. Note if you have already received bids. (Put the requisition number on the forms prior to attaching them to the requisitions.) NOTE: As of September 2014, do NOT complete the Buyer field. 13. Click the Details tab (or continue to press the Tab key to move across the fields). 14. If your purchase Type is HazMat, complete the following field: Hazard of the type of Hazard Example: Explosives 15. Click the DFF at the right side of the Requisitions Lines area (circled in image below), or press the Tab key until your cursor lands in the DFF at the end of the line. 6

7 DFF for Lines Type Goods The fields in the DFF will vary depending on the Type of purchase you selected in the Lines tab. 16. Complete the following fields when your purchase Type is Architecture/Engineering: Architect/Engineering Project Estimate Example: Go to Step 29. Board Approval Date Example: 28-AUG Complete the following fields when your purchase Type is Construction. Construction Project Estimate Example: Go to Step 29. Board Approval Date Example: 15-DEC Complete the following field when your Type is Equipment: Asset Type Example: Capitalized 21. Go to Step Complete the following field when your purchase Type is Goods: Asset Type Example: Expensed 23. Go to Step Complete the following fields when your purchase Type is HazMat: Storage Location Example: MN Motor Grg 25. Go to Step 29. Use Location Example: MN Motor Grg 7

8 26. Complete the following fields when your purchase Type is Maintenance Services: Equip Type, Model, Example: GCMS, Saturn 2000, Gas Chromatograph Mass Spectrometer Serial Number Example: SAT Go to Step 29. Location Maintenance Begin Date Maintenance End Date Example: MN NRCCE G30 Example :01-OCT-2004 Example: 30-JUN Complete the following fields when your purchase Type is Rental: Equip Type, Model, Serial Number Example: XEROX COPIER DC480 Example: MYO Location Example: MN Allen Hll 802 Rental Begin Date Rental End Date Return Equipment at End of Rental? Example: 01-AUG-2013 Example: XEROX COPIER DC480 Example: YES 29. Complete the following fields in the bottom portion of the Requisition: The employee requesting the goods or services. Example: Trainer, Jodie T Requester Organization The Requestor field defaults to the name of the requisition preparer. Change this, if necessary, to the person who can best answer the buyer s or supplier s questions about the purchase. Locate the employee s name using the LOV, or enter the name directly using the format Last name, First name Middle initial (e.g., Smith, Joan A). Example: Morgantown Procurement Type m and then press the Tab key on your keyboard. Morgantown Procurement populates the field. Never choose GLO-State Location Delivery Location Example: MN Allen Hall 506G Use the LOV to search for your location. Most rooms in WVU buildings and leased locations are in the system. Utilize the wildcard (%) to search for locations containing your building name: %Allen 8

9 30. You may now save the requisition. Click the Save icon on the toolbar. A system-generated number then populates the Number field. This is the first place in the requisition where you are able to save. You may reference this number to locate and complete the requisition if you are unable to finish it now. 31. Do not enter a Supplier name. 32. Click the Distributions button to enter accounting information to pay for this purchase. 33. Perform one of the following: If: Go to: You are charging the purchase to a General Ledger account Step 34 You are charging the purchase to a Grant funded account Step 39 You are charging the purchase to two or more accounts Step 43 9

control Example: 371010001 Identifies ownership of assets, liabilities, and fund balance as opposed to expenditure authority Example: 11100458 Classifies activity for accounting and budgeting

10 General Ledger Funding String 34. Tab to the Charge Account field. 35. Complete the following fields: Campus Departmental Activity Fund Line Item Function Project Identifies which WVU campus is purchasing the item Example: 11 Identifies campus unit with expenditure control Example: Identifies ownership of assets, liabilities, and fund balance as opposed to expenditure authority Example: Classifies activity for accounting and budgeting purposes Example: Classifies purpose of purchase for reporting purposes Example: 101 Identifies a sponsored agreement purchasing the goods/services Example: When a sponsored agreement is not paying for the purchase, then the Project field contains the default, Click OK to exit the Charge Account screen. 37. Click the Save icon (yellow diskette) on the toolbar to save the distributions you have entered. 38. If you have completed all accounting lines, go to Step 46. If you need to enter additional accounts, go to Step

11 Grant Funded Account String 39. Click on the Project tab in the Distributions screen. 40. Complete the following fields: Project Task Award Expenditure Type Organization Date The segment that identifies the activity Example: The segment that identifies a subset of the activity Example: 7 The segment that identifies the funding source Example: R The segment that identifies the expenditure classification Example: Eqmt Comp<5000 Comp Eq Off The segment that identifies the unit on campus that has been awarded the funding Example: IMSE Research Department The current date Example:13-MAY Click the Save icon on the toolbar. 42. If you have completed all accounting lines, go to Step 46. If you have additional accounts to enter, go to Step

Multiple Funding Strings 43. Click on the Project or Accounts tab in the Distributions screen, and enter the first account as directed above. If the account is a General Ledger account, go to Step 34.

Use the quantity to split the funding to different accounts.

Note that the quantity in the second line defaults to the remaining amount. Change this quantity if more than two accounts will pay for the purchase.

12 Multiple Funding Strings 43. Click on the Project or Accounts tab in the Distributions screen, and enter the first account as directed above. If the account is a General Ledger account, go to Step 34. If the account is a Grant account, go to Step Click in the second Distribution line (or subsequent, when necessary), either in the Accounts tab or the Project tab. Use the quantity to split the funding to different accounts. When paying for the purchase with more than one fund, change the quantity in the first Distribution line to match the number of items being paid for by the first account. Note that the quantity in the second line defaults to the remaining amount. Change this quantity if more than two accounts will pay for the purchase. Each distribution line can contain only one funding string, across the Accounts (GL) and Project (Grants) tabs. If two accounts are paying for the purchase, and the first account is a GL account and the second is a Grants account, the first distribution line in the Project tab will be blank. 45. Click the Save icon on the toolbar to save the accounts you have entered. 46. Click the X in the upper right corner of the Distributions window to close the Distributions screen. 12

13 Adding Attachments The Attachment screen is used to provide additional information about the purchase. This can be additional information for the supplier, or copies of documentation that will become a part of the requisition record. Examples of documentation that need to be scanned and attached to the requisition include: Quotations from a supplier Invoices for confirming orders Sole Source Justification form E-Quote confirmation Change order documents 47. Click the paper clip icon on the toolbar to add attachments. 48. Complete the following fields in the Attachment screen. Tab > Main >Category Who will be able to view the attachment; which roles will be able to view. Example: To Buyer to attach documentation that is part of the official record of the purchase Example: To Supplier to provide complete specifications or delivery instructions Main >Title (optional) The name of the documentation Example: Sole Source Justification Form Main > (optional) Explanation of the documentation Example: Dean Jones explanation of the need for sole source procurement Source > Data Type Example: File when you are attaching documentation (Details in Step 49) Example: Short Text (up to 2,000 characters, including spaces) when you chose To Supplier to provide details in the Attachment data entry area (Details in Step 51) Example: Long Text (up to 64,000 characters, including spaces) when you chose To Supplier to provide details in the Attachment data entry area (Details in Step 51) Example: URL enter a website address where the information can be found 13

Click the Save icon ( ) on the toolbar to save your attachment.

14 Attaching a File 49. After choosing File as the Data Type, perform the following: a. In the new browser window that pops up, click the Browse button. b. Locate the file on your computer or other location, and click Submit. c. Close the window. d. Click Yes to indicate the file was uploaded. 50. Click the Save icon ( ) on the toolbar to save your attachment. Go to Step 54. Attaching Short or Long Text 51. To enter additional details about the purchase for the supplier (after choosing a category of To Supplier), click the Source tab. 52. Type or paste details into the Attachment data entry area. 53. Click the Save icon on the toolbar to save your attachment. 14

15 Verify Your Attachment 54. Click the X in the upper right corner of the Attachment window to return to the main Requisitions window. 55. To verify that your documentation or details were successful attached, click anywhere within the header portion of the requisitions ( or Number field) and then back within the lines portion. The paper clip in the toolbar should have a piece of paper attached to it. If you have entered Short or Long text in the Attachment screen, you will also want to requery the requisition at this point to verify that special characters, such as bullet symbols, are still correct. To requery, Copy the requisition number by pressing the Control key and the letter C. Press F11 on the keyboard. Enter the requisition number by pressing the Control key and the letter V. Press the Control key and F11. After the requisition has been retrieved, click the paper clip in the toolbar (or first click within the line containing the attachment and then click the paper clip) to return to the Attachment screen. Make any necessary corrections to the special characters, save your work, and then exit the Attachment screen. 56. In the main Requisitions window, click the Approve button in the lower right corner. The Approve Document window appears with the Submit for Approval box already checked. 57. Click the checkbox next to Reserve. 58. Click the checkbox next to Forward. The name of your default approver populates the Forward To field. If your default approver will be unavailable in the near future to act on the requisition, you can select your alternate approver from the LOV in the Forward To field. 15

Trainer, Jodie T Trainer, Alexander C 59. Click OK at the bottom of the Approve Document screen to submit the requisition to be forwarded. 60. Click OK to confirm that it was submitted successfully.

If this requisition is rejected back to you by either your approver or by the buyer, it will appear in your Notifications. Purchasing forms are available at the PCPS.wvu.edu website.

16 Trainer, Jodie T Trainer, Alexander C 59. Click OK at the bottom of the Approve Document screen to submit the requisition to be forwarded. 60. Click OK to confirm that it was submitted successfully. 61. You have completed this task. Some things to remember: Check the Notifications menu choice periodically in the WVU Requestor or WVU Approver responsibility. If this requisition is rejected back to you by either your approver or by the buyer, it will appear in your Notifications. Purchasing forms are available at the PCPS.wvu.edu website. When you split fund a purchase and change the default number in the quantity field, you are identifying the number of items among two or more accounts; you are not assigning a percentage of expenditure or dollar amount to each account. If you are told to charge 75% of the entire purchase to one account and 25% to the second account, multiply the total quantity by each percentage in order to convert the percentages to quantities. If you are told to charge a dollar amount to an account, divide the dollar amount by the cost per item (amount in the price field) to determine the quantity that the dollar amount can purchase. Write the Requisition number on any paper forms before sending them to PCPS. 16

GL Standard Reports. Perform this procedure when reporting on General Ledger details. P R OC EDURE

GL Standard Reports. Perform this procedure when reporting on General Ledger details. P R OC EDURE GL Standard Reports PURPOSE Use this procedure to run a General Ledger Standard Report. T RIGGER Perform this procedure when reporting on General Ledger details. AS SIS T AN CE If you need assistance,