Online Help Videos and Printable Job Aids: Online Help Documents:

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1 Optimize Puget Sound Submitting Requisitions Online Help Videos and Printable Job Aids: Online Help Documents: Course Overview This course teaches you how to create requisitions through a variety of methods. If you used purchase orders in the past, you will now use requisitions. There are supplementary instructions on PeopleSoft Help and Optimize Training for approving requisitions. You must be trained in a classroom or individual setting in order to have the correct eprocurement menu items available in your PeopleSoft menu. Table of Contents Navigating to Create a Requisition... 2 Creating a Requisition using Catalogs... 3 Creating a Requisition using Favorites... 4 Creating a Requisition using Punchout/Web... 5 Creating a Requisition using Special Request: Special Item... 6 Updating Comments to the Requisition Line in Review & Submit Mode... 7 Vendor Invoice Inquiry... 8 Requesting New Vendor Setup... 8 Appendix A: Crosswalk: How do I code my expenses now?... 9 Appendix B: Chartfield Value Lookup Appendix C: Supported PeopleSoft Browsers Appendix D: Where to Get Help Purchasing Course Evaluation May 2013 Page 1 of 12 Submitting Requisitions Handout

2 Navigating to Create a Requisition In this lesson, you will learn how to navigate to the create requisition page. From the create requisition page, you can submit an order using a variety of tabs: catalog, favorites, punchout/web, and special request (refer to the screen shot in step 7). 1. Click the Main Menu button. 2. Click the eprocurement menu. 3. Click the Create Requisition menu. 4. Enter the desired information into the Requisition Name field. Enter "Office Supplies". 5. Click the Priority list drop-down menu and select the Low list item. Choose "Low" for normal vendor delivery (7-10 business days). Choose "Medium" for 3-5 business days. Choose "High" for next-day delivery. Note: Some vendors' "Normal Delivery" is 1 day (e.g. Complete Office). If this is the case, please select "Low" priority for your order. 6. Click the Continue button. 7. You successfully navigated to the Create Requisition page. The next step is to create a requisition using the following lessons as guides. For help, contact the Technology Service Desk at servicedesk@pugetsound.edu or May 2013 Page 2 of 12 Submitting Requisitions Handout

3 Creating a Requisition using Catalogs In this lesson, you will learn how to create a requisition using catalogs. 1. After defining a requisition (by name and priority), PeopleSoft will default to the Catalog tab. 2. Enter a vendor s name into the Vendor field to see all the items in that vendor s catalog. You can zero in on your search by putting in the vendor part # if known. For this example, enter "Alki" for Alki Bakery. 3. Click the Search button. 4. Click the check box next to the menu options you would like to order. 5. Click the Add button. 6. Click the Review and Submit link. 7. Click the Expand Section button. Then click the Chartfields2 link to review your account information. 8. Click the Check Budget button. This is the most important step in creating any type of requisition (e.g. catalog, favorite, punchout, or special request)! 9. Click the OK button. (This warning will appear every time you submit a requisition.) 10. Click the Save & submit button. Your requisition is now routed for approval. You can click the Manage Requisitions link to return to your queue of orders. 11. Congratulations! You just learned how to submit a requisition using catalogs. For help, contact the Technology Service Desk at servicedesk@pugetsound.edu or May 2013 Page 3 of 12 Submitting Requisitions Handout

4 Creating a Requisition using Favorites In this lesson, you will learn how to create a requisition using your favorites tab. 1. After defining a requisition (by name and priority), Click on the Favorites tab. 2. This screen will display a list of the items you have previously added to your "Favorites" tab. Select the items you wish to order. 3. Click the Add button. 4. Click the Review and Submit link. 5. Click the Expand Section button to verify your billing information. Do this for each additional item you wish to order. 6. Click the Chartfields2 link to review your account information. 7. Click the Check Budget button. 8. Click the OK button. 9. Click the Save & submit button. 10. Your order has now been submitted for approval. 11. You successfully created a requisition using your favorites list. For help, contact the Technology Service Desk at servicedesk@pugetsound.edu or May 2013 Page 4 of 12 Submitting Requisitions Handout

5 Creating a Requisition using Punchout/Web In this lesson, you will learn how to create a requisition using your web tab (a.k.a. punchout). 1. After defining a requisition (by name and priority), select the Web tab. 2. Click the COMPLETE_OFFICE link. Additional merchants will be added to this list over time. 3. All of the yellow boxes represent items contracted with the university. You may start your search here. Click the WRITING INSTRUMENTS link. 4. Click the Office Supplies link. 5. Click the Writing & Correction Supplies link. 6. Click the Pens link. 7. Left click in the "quantity" field. 8. Choose desired quantity for the product you wish to purchase. Enter "32". 9. Click the Add to cart button. 10. Click the Home link. 11. Click the LABEL TAPES link. 12. Left click in the "quantity" field. 13. Enter the desired information into the "quantity" field. Enter "12". 14. Click the Add to cart button. 15. Click the Home link. 16. Click the Check Out button to add your order to your PeopleSoft requisition page. 17. Click the 3. Review and Submit link. 18. Your selected quantity is displayed here. In order to change your quantity before you submit your requisition, you must delete the item and return to the "Web" tab to try again. 19. Click the Expand Section button to verify billing information. 20. Click the Chartfields2 link. Here is your billing information. 21. Click the Collapse Section button. 22. Click the Check Budget button. 23. Click the OK button. 24. Click the Save & submit button to route your order for approval. 25. You successfully created a requisition using your web tab. For help, contact the Technology Service Desk at servicedesk@pugetsound.edu or May 2013 Page 5 of 12 Submitting Requisitions Handout

6 Creating a Requisition using Special Request: Special Item In this lesson, you will learn how to create a requisition using special request. 1. After defining a requisition (by name and priority), click the Special Request tab and then the Special Item link. 2. Enter the desired information into the Item Description field. Enter Mac laptop parts". 3. Enter the desired information into the Price field. Enter "100.00". 4. Enter the desired information into the Quantity field. Enter "15". 5. Enter the desired information into the Unit of Measure field. Enter "ea". 6. Click the Category Lookup button. 7. Click the Search By list. Then click the Description list item. 8. Enter the desired information into the Find field. Enter "office". 9. Click the Find button. 10. Click the link. 11. Click in the Name field. 12. Enter the desired information into the Name field. Enter "complete". 13. Click the Find button. 14. Click the link. 15. Enter the desired information into the Vendor Item ID field. Enter "Vdr Part #". 16. Click the Choose a date (Alt+5) button. 17. Click in the Additional Information box to enter comments. 18. Click the Request New Item box. 19. Click the Add Item Button box. 20. Click the 3. Review and Submit link; click the Expand Section button; and select the Chartfields2 link to ensure that the billing information is accurate. 21. After confirming the billing information, you may enter any desired information into the Send to Vendor field. Enter "I would like this to be delivered to my office at Jones 012B". 22. Select the Check Budget button. 23. Click on the Save & submit button. 24. Congratulations! You just learned how to submit a requisition using special request. For help, contact the Technology Service Desk at servicedesk@pugetsound.edu or May 2013 Page 6 of 12 Submitting Requisitions Handout

7 Updating Comments to the Requisition Line in Review & Submit Mode In this lesson, you will learn how to add comments to a requisition. 1. In the Review and Submit tab, click the Add/Edit Comments button. 2. Click in the Line Comments field. 3. Enter the desired information into the Line Comments field. Enter "I would like purple mouse pads delivered to MC Click OK. 5. Congratulations! You just learned how to add comments to a requisition. For help, contact the Technology Service Desk at servicedesk@pugetsound.edu or May 2013 Page 7 of 12 Submitting Requisitions Handout

8 Vendor Invoice Inquiry In this lesson, you will learn how to quickly look up vendor invoices through a new page called Vendor Invoice Inquiry. 1. Click the Main Menu button. 2. Click the Puget Sound Financials menu. 3. Click the Vendor Invoice Inquiry menu. 4. Click the Look up Vendor ID (Alt+5) button. 5. Click the Advanced Lookup link. 6. Click the Name 1 list. 7. Click the contains list item. 8. Click in the Name 1 field. 9. Enter the desired information into the Name 1 field. Enter "office". 10. Click the Look Up button. 11. Click the COMPLETE OFFICE LLC link. 12. Click the Look up Department (Alt+5) button. 13. Click in the begins with field. 14. Enter the desired information into the begins with field. Enter "7200". 15. Click the Look Up button. 16. Click the 7200 link. 17. Click the Search button. 18. Scroll to examine results if desired. 19. Click the Clear button to begin a new search. 20. You successfully looked up vendor invoices using the new Vendor Invoice Inquiry page. For help, contact the Technology Service Desk at servicedesk@pugetsound.edu or Requesting New Vendor Setup You will procurement@pugetsound.edu to request a new vendor to be added to the purchasing directory. Procurement will contact the vendor and negotiate terms through a contract. You will be notified when the process is complete. May 2013 Page 8 of 12 Submitting Requisitions Handout

9 Appendix A: Crosswalk: How do I code my expenses now? In this lesson, you will learn how to look up the account codes that you were accustomed to using and find out the new account codes to be used in PeopleSoft. 1. Click the Main Menu button. 2. Click the Puget Sound Financials menu. 3. Click the How do I code my expenses now? menu. 4. Click in the Banner Index field. 5. Enter the desired information into any field. These instructions will walk you through entering data into several different fields. First use the Banner Index field. Enter "004105". Click the Search button. Use SpeedCharts now instead of Index Codes. 6. Click Return to Search and then the Clear button to begin a new search. 7. Click in the Banner Fund field. Enter the desired information into the Banner Fund field. Enter "100000". Click the Search button. You will see that the Banner Fund is associated with multiple PS Department codes, and you can click on any hyperlink to select a row. In this example, click the 4013 link. This is the new PS Fund code in this instance. 8. Click the Return to Search button. Click the Clear button to start a new search. 9. Click in the Banner Orgn field. Enter the desired information into the Banner Orgn field. Enter "4105". Click the Search button. Click the 4105 link. This is the new PS Department code. 10. Click the Next in List button to cycle through the search results. 11. Click the Return to Search button. Click the Clear button to find other new codes. 12. Click in the Banner Acct field. Enter the desired information into the Banner Acct field. Enter "70135". Click the Search button. Click the link. This is the new PeopleSoft account code. 13. Click the Return to Search button. Click the Clear button to search again. 14. Click the PS Account Description list to utilize other search options. Click the contains list item. Enter the desired information into the PS Account Description field. Enter "supplies". Click the Search button. Click the Office Supplies-Expense link. Here is the PeopleSoft account code. 15. Click the Return to Search button. Click the Clear button. 16. You just learned how to look up PeopleSoft billing codes. May 2013 Page 9 of 12 Submitting Requisitions Handout

10 Appendix B: Chartfield Value Lookup In this lesson, you will learn how to quickly look up chartfield values through a new page called Chartfield Value Lookup. This tool is similar to the Crosswalk. The main difference is that this tool provides descriptions for account codes you already know in PeopleSoft. 1. Click the Main Menu button. 2. Click the Puget Sound Financials menu. 3. Click the Chartfield Value Lookup menu. 4. Click in the Description contains field. 5. Enter the desired information into the Description contains field. Enter "Accounting". 6. Click the Search button. 7. Click the Clear button to begin a new search. 8. Click in the Description contains field. 9. Enter the desired information into the Description contains field. Enter "Environmental". 10. Click the Search button. 11. Click the Clear button to start a new search. 12. Click the Account Search tab. 13. Click in the Description contains field. 14. Enter the desired information into the Description contains field. Enter "computer". 15. Click the Search button. 16. Click the Clear button to search again. 17. Click the Project Search tab. 18. Click in the Description contains field. 19. Enter the desired information into the Description contains field. Enter "enterprise". 20. Click the Search button. 21. Click the Clear button. 22. You successfully looked up chartfield values using the new Chartfield Value Lookup page in this lesson. May 2013 Page 10 of 12 Submitting Requisitions Handout

11 Appendix C: Supported PeopleSoft Browsers Desktop Computers Firefox 2.x, 3.x, 4+ Internet Explorer 7, 8, 9 Safari 3.2, 4.x, 5.x Chrome 1+ Mobile (available in late 2013) BlackBerry Browser 4 WebKit-based mobile browsers (iphone Safari, Android Chrome, Nokia S60) Access NetFront 3 OpenWave (UP Browser) 7 Opera Mini 8 Pocket Internet Explorer for Windows Mobile 5, 6 Safari (ios) 4.3, 5+ Other Basic XHTML mobile browsers Note: These are the supported PeopleSoft browsers provided by Oracle as of July Appendix D: Where to Get Help PeopleSoft Help TS Service Desk PeopleSoft Help, adapted from Oracle s User Productivity Kit (UPK), provides animated help videos developed by the project team to guide you through each step. You can locate these videos from the Cascade Menu. In the description field for PeopleSoft Financials, there is a Learn More link to the right-hand side. The full URL is pshelp.pugetsound.edu. Please call or the Technology Service Desk at or servicedesk@pugetsound.edu for any system questions. Your query will be answered or routed to the appropriate party. May 2013 Page 11 of 12 Submitting Requisitions Handout

12 Optimize Puget Sound Purchasing Course Evaluation Thank you for attending PeopleSoft s Purchasing training. Please take a few minutes to answer the questions below. Your feedback will help us improve upcoming classes and online offerings. 1. How would you rate the course s content (handouts, demonstration, hands-on practice, etc.) on a scale of 1-5 with 5 being very beneficial? (Circle one) What aspects of the training did you find most helpful? 3. Were any topics not covered in the training that you would suggest including? 4. Would you recommend this course to colleagues and why? (Circle one) YES NO May 2013 Page 12 of 12 Submitting Requisitions Handout