Creating a Catalog Requisition

Transcription

1 Creating a Catalog Requisition

2 1. Catalogs are contracts where special pricing has been negotiated either by the College or the Tennessee Board of Regents. 2. There are 2 types of catalogs: a) Hosted: the items and pricing for the catalog are stored within SciQuest b) Punch-out: the vendor has provided a link to a version of their website that reflects the contract pricing, much like Stapleslink.com.

3 3. Click on the Staples stickerto open the Punch-out Catalog. NOTE: This site is not associated with an individual s Stapleslinkaccount. You will need to recreate any favorites within the SciQuest punch-out catalog.

4 4. Use the Categorieson the left or enter the item number in the Search Barat the top to navigate the site.

5 5. If you buy certain items on a regular basis, they can be added to a list by opening the Your Shopping Lists drop down menu and selecting Create New List

6 6. Create a namefor the list and add a description. 7. Type the item number(s)in the space provided, click the Add to Listbutton and click the Save Listbutton.

7 8. To search for items using the Categories, hold the cursor overthe appropriate category. 9. Click the subcategory to view specific items

8 10. Select an item, change the quantityif necessary and click the add to cartbutton.

9 11. An Item Added to Cart Boxwill appear each time you click the Add to Cart button. It isn t necessary to Close the box because it will disappear.

10 12. After all the items have been selected, Click the Checkoutbutton.

11 13. Confirm the items and quantities in your cart. 14. Scroll to the bottom of the page and click Submit,this will pull the cart into SciQuest.

12 15. Confirm the items and quantities in your cart. 16. Scroll to the bottom of the page and click Submit,this will pull the cart into SciQuest.

13 17. Once the cart is in SciQuest: a. Shoppers- click the Assign Cart button because they cannot enter Accounting Codes b. Requestors- Click Proceed to Checkout

14 18. Shoppers-the Assign Cart Tofield will have a default person. To change the user, click Select from profile values(if you have more than one assigned Requestor).

15 19. Use the space providedto add a note to the Assignee. Do not put any note or comments in the product descriptions. 20. Click Assign.

16 21. This is the last step for Shoppers. Notice the information provided on the Shopping Cart Information page, particularly the requisition number. 22. Requestors will have to complete the following steps for any carts that have been assigned to them in addition to any carts they create.

17 23. Requestors-After clicking Proceed to Checkout, notice the task bar at the top of the page. Boxes with green checkmarks do not require action while boxes with the caution icon do. 24. Click Edit Button to change the PO Type to Complete the General Tab.

18 25. Select the Dropdown Arrow to show the different PO Types. Choose the PO Type that you require for your order. 26. Also, you can modify the Name of the Carthere if you wish. 27. Click Savewhen you are done.

19 28. Select the Shipping boxon the Task Bar to edit the shipping information. 29. Click the Edit Button to edit the default Shipping Address and Receiver.

20 30. Choose the campus address by selecting from the Dropdown Arrow. Note: Most users only have access to ship to one campus locations. The Default Address is the campus you work on. 31. If needed you can change the name of the person that is receiving the order by editing the Attn: Line. 32. Click Savewhen you are done.

21 33. Select the Accounting Codes boxon the Task Bar to edit the Account information. 34. Click the Edit Button to edit the Account information.

22 35. Click Select from profile valuesunder Org to change the Org.

23 36. Select the appropriate Organization Code. Notice the Fund, and Program auto-populate.

24 37. Click Select from all valuesunder Account.

25 38. Select the appropriate Account Code.

26 39. Click Save to close the Accounting Codes box.

27 40. Click on the Internal Notes & Attachments boxin the task bar to add additional information. 41. To add a note to the requisition, click the editbutton.

28 42. Enter any commentspertaining to the requisition at this point-not in the product description because it will print on the Purchase Order Click Save.

29 44. To add an attachment, click the add attachment button. Be sure to attach all quotes and other pertinent information.

30 45. Click the Choose Filebutton to select from any documents save to the computer or any external drives. 46. After adding all attachments, click Save

31 47. Click on the Final Review boxin the task bar Review your requisition. 48. The Attachmentsand Comments tabwill show the number of attachments with this requisition, when applicable. 49. Once the task bar has all green checkmarks, click Submit Requisition.

32 50. The Requisition Information Page will appear with important information including: the Requisition Number, Quick View for a printable view of the order, and the Approvals tab. 51. Click on the Approvals Tab.

33 52. The Approvals Tab shows the process of approvals the requisition must follow before it will be created as a Purchase Order. Activewill appear in the box where the requisition currently sits. 53. Click on the view approversbutton.

34 54. This box shows those who must approvethe requisition on this step. Note their contact information has been conveniently provided if there are any questions. 55. Click Close.

35 56. Click on the History tab. This shows everything that has happened to this requisition. NOTE: Shoppers can access the PR Approvals tab and the History tab once the requisition has been submitted by their Requestor.