BUYWAYS Requisitioning Created on 9/26/2014 4:18:00 PM

Created on 9/26/2014 4:18:00 PM

Table of Contents... 1 Requisitioner Basics... 1 Creating Your Own Cart... 1 Creating Your Own Cart (Phoenix)... 4 Finding and Viewing an Assigned Cart... 9 Finding and Viewing an Assigned Cart (Phoenix)... 15 Filling a Requisition Request... 22 Filling a Requisition Request (Phoenix)... 43 Completing a Cart Assigned to You... 74 Return Cart to the Shopper... 84 Ordering and Completing Non-Catalog Items... 86 Acting on an Assigned Cart... 103 Assigning a Substitute Requestioner... 103 Change Order Request... 108 Editing Cart Items... 117 Assigning Budget Information... 121 Spilt Funding a Requisition... 127 Viewing Cart Approvals... 135 Acting on a Returned Requisition... 140 Entering Shipping Information... 149 Populating Line Item Details... 154 Searching for Documents... 163 Viewing Document History... 177 Creating a Budget Override... 181 Page ii

Requisitioner Basics This section describes UMass BuyWays Requisitioner basics. Upon completion of this topic, you will be able to: Create a cart Fill a requisition request Find and view assigned carts Complete a cart assigned to you Return a cart to the shopper Order and complete a non-catalog order. Creating Your Own Cart You can create a new shopping cart on the draft carts. The draft cart is given a default name upon creation. You can change the default name to a more descriptive name, if desired. Upon completion of this topic, you will be able to: Create a cart Rename a cart Procedure Consider this scenario: Your goal is to create a shopping cart. Key Information: Shopping Cart Name: Computers 2013-02-02 1. The "active" shopping cart is always displayed in the upper right hand corner of the BuyWays home/shop page. A cart is automatically given a unique name based on the user name and the date it is created. It also shows the number of items in your cart and the dollar amount. In this case, a draft cart has not been created yet. Page 1

2. To create a new shopping cart, Click the carts link. Page 2

3. The Active cart information displays. The Active cart is the cart in which items will currently be added to. Click the draft carts link. 4. You can use the draft carts page to view all of your draft shopping carts. Draft carts are carts that have been created, but have not either been assigned to a Requisitioner or sent for Approval(s). 5. Click the Create Cart button. 6. This cart has been given a default name. You can change the name to make it more descriptive of the purchase if you wish. 7. Enter the desired information into the Name this cart: field. Enter "Computers 2013-02-02". 8. Click the Update button. 9. The renamed cart is now displayed as the "active" cart in the upper right hand corner. Page 3

10. To begin adding items to your cart, you will either click the Add Non-Catalog Item - if shopping for non-catalog goods or services, or click Punch-out shopping and use the Continue Shopping link. For this example, we will shop for a Punch-out item. Click the Continue Shopping link. 11. Congratulations! You have successfully created a shopping cart. End of Procedure. Creating Your Own Cart (Phoenix) Procedure Consider this scenario: Your goal is to create a new shopping cart. Page 4

1. The "active" shopping cart is always displayed in the upper right hand corner of the BuyWays home/shop page. A cart is automatically given a unique name based on the user name and the date it is created. It also shows the number of items in your cart and the dollar amount. 2. To create a new cart, begin by clicking the Shop menu. 3. Click the My Carts and Orders link. Page 5

4. Click the View Draft Shopping Carts link. Page 6

5. Use the Shopping Cart - Drafts page to view all of your draft shopping carts. Draft carts are carts that have been created, but have not been assigned to a Requisitioner or sent for Approval(s). 6. Click the Create Cart button. 7. This cart has been given a default name. You can change the name to make it more descriptive of the purchase if you wish. Page 7

8. Enter the desired information into the Name this cart field. Enter "Supplies 2013-12-18". 9. Click the Update button. Page 8

10. The renamed cart is now displayed as the "active" cart in the upper right hand corner. 11. To begin adding items to your cart, click the Click here to start shopping link. 12. You are returned to the Home/Shop page where you can begin shopping. 13. Congratulations! You have successfully created your own cart. End of Procedure. Finding and Viewing an Assigned Cart You'll receive an e-mail notification when a cart is assigned to you. Once you log into UMass BuyWays, you can easily find any carts assigned to you under the Drafts Assigned to Me section on the draft carts page. When you access a cart, you can view key information such as Product Details and Supplier Info. Upon completion of this topic, you will be able to: Find a cart that has been assigned to you Review all key information within the cart Procedure Page 9

Consider the scenario: Your goal is to find and review a shopping cart that has been assigned to the Requisitioner. Key information: Shopping Cart Name: 2013-02-03 Laptops Product Description: Latitude 2120; Latitude 2120 1. As a Requisitioner, by default, you will receive an email notification that a cart has been assigned to you and needs to be reviewed, completed, and submitted to an Approver. Once located and accessed, the Requisitioner is able to edit any of the information in the cart and can choose to return the cart to the Shopper to have them make changes. 2. To find carts needing your review, Click the home/shop tab. 3. In the Items box, Click the Approvals link. Page 10

4. Under the My Assigned Approvals, Click the Carts Assigned to me (4) link. 5. Carts assigned to you for review, completion, and submittal are located in the Drafts Assigned To Me section of this screen view. Page 11

6. To view items in a cart, Click the Shopping Cart Name link. 7. This screen view, provides line item detail information. You also are given access back to the Order in the Punch-out catalog from which the product was purchased. Including vendor and production description of each line. 8. For example, in the Product Description section of the requisition, Click the Latitude 2120;Latitude 2120 link. Page 12

9. The Product Details overlay window opens, providing both Product and Supplier Details information. When review of the item is completed, Click the Close button. Page 13

10. You can access and view additional information about the supplying vendor. Click the more info... link. 11. The Supplier Info overlay screen appears. This screen page provides Vendor and Contracts information. After reviewing this information, Click the Close button. Page 14

12. To view the Punch-out catalog Order for the item/s in the cart, Click the VIEW ITEMS link. 13. When you have completed your review of the Order, Click the Cancel Punch-out button. 14. You are returned to the draft carts screen. Click the home/shop tab. 15. Congratulations! You have successfully found, accessed, and reviewed an assigned cart. End of Procedure. Finding and Viewing an Assigned Cart (Phoenix) You'll receive an e-mail or notification when a cart is assigned to you. When you access a cart, you can view key information such as Product Details and Supplier Info. Upon completion of this topic, you will be able to: Find a cart that has been assigned to you Review all key information within the cart Procedure Page 15

Consider the scenario: Your goal is to find and review a shopping cart that has been assigned to the Requisitioner. 1. To find carts needing your review, click the Items link. Page 16

2. Click the Carts Assigned To Me link. Page 17

3. Carts assigned to you for review, completion, and submittal are located in the Drafts Assigned To Me section of this screen view. 4. To view items in the cart, click the Shopping Cart Name link. 5. This screen view, provides line item detail information. You also are given access back to the Order in the Punch-out catalog from which the product was purchased. Including vendor and production description of each line. 6. For example, in the Product Description section of the requisition, click the Blinding White Copy Paper link. Page 18

7. The Product Details overlay window opens, providing both Product and Supplier Details information. When review of the item is completed, click the Close button. Page 19

8. You can access and view additional information about the supplying vendor. Click the more info... link. 9. The Supplier Info overlay screen appears. This screen page provides Vendor and Contracts information. After reviewing this information, click the Close button. Page 20

10. To view the Punch-out catalog Order for the item/s in the cart, click the VIEW ITEMS link. Page 21

11. When you have completed your review of the order, click the Cancel Punch-out button. 12. You are returned to the draft carts screen. Click the Home menu. 13. Congratulations! You have successfully found, accessed, and reviewed an assigned cart. End of Procedure. Filling a Requisition Request Upon completion of this topic you will be able to fulfill requisition requests for Catalog and Non Catalog orders. Procedure Consider this Scenario: You have been asked to create two requisitions, one for office supplies and the other for some IT Consulting Services. Page 22

1. You want to order some paper from W.B. Mason. Click the WB MASON CO INC button. Page 23

2. If a vendor site presents you with a security question, select N0. Click the No button. or Press [Alt+N]. 3. Click the Paper link. 4. Enter the desired information into the Qty field. Enter "20". 5. Click the Add to Cart link. 6. Click the Checkout link. Page 24

7. You are brought back to BuyWays to complete the requisition by selecting the Commodity Code. Click the Required field list. 8. Click the Office and Administrative Supplies list item. 9. Click the Proceed to Checkout button. Page 25

10. The next screen displays a requisition workflow arrow with green check circles and red error triangles. Before a requisition can be submitted for approval, all the red error triangle areas on the workflow must be addressed. Green check circles on the workflow indicate that the required information has been completed. To add the shipping address to the requisition, Click the Shipping link. Page 26

11. Click the edit button. 12. Click the select from your addresses list. 13. Click the ITS Shrewsbury list item. 14. Click the Save button. 15. As you can see, the Shipping error triangle on the workflow has been replaced with a green check indicating that the shipping address has been added to the order. To add the Billing information, Click the Billing link. Page 27

16. To add the Billing information, Click the edit button. 17. The Billing information is automatically populated. Click the Save button. 18. Again, notice that the Billing area on the workflow now has a green arrow. The only area remaining to complete is the Accounting Codes. Click the Accounting Codes link. Page 28

19. Click the Speedtype required filed link. 20. Enter the Speedtype. NOTE: BuyWays Speedtype's all end with a Capital Alpha. For this example, enter "100018-B". 21. Next you will add the Account code. Click the Select from all values... link. Page 29

22. Enter the desired information into the Description field. Enter "Supplies". 23. Enter the appropriate description in the Description field. Click the Search button. 24. Click the select link. Page 30

25. Click the Save button. 26. Now that the workflow is complete, let's split the requisition across two budgets by % of Price. Click the edit button. 27. Click the add split link. 28. Enter the desired information into the Select from all values... field. Enter "100017- B". Page 31

29. Click the button to the right of the field and select % pf Price. Page 32

30. The Accounting Codes will be split by % of Price. Populate the split field boxes with the desired % of the split. For each field box, Enter "50". 31. Note: You can also add a Class code at this screen level if you so desired. Click the Save button. 32. Click the Final Review link. 33. The Requisition is now ready to be submitted for approval. Click the Submit Requisition button. 34. Your requisition has been successfully submitted. Remember you will need to receive this order when it comes in. Page 33

35. Next, fulfill a request for consulting services. To do this, you will create a Non- Catalog item requisition, which will be submitted as a Blanket Order and checked as a Confirming/not sent to vendor requisition. Click the draft carts link. Page 34

36. At the Carts tab level, Click the Create Cart button. 37. Next, Click the Add Non-Catalog Item button. 38. Enter the desired information into the Enter Vendor field. Enter "Remy". 39. Click the REMY CORPORATION object. 40. Enter the desired information into the Product Description field. Enter "1 system administrator". 41. Populate the Catalog No., Quantity, Price Estimate and Packaging fields. Click the Save and Close list. Page 35

42. Select the Commodity Code from the drop down list. Click the Consulting Services, Information Technology, includes CFS list item. 43. Click the Proceed to Checkout button. 44. To complete the Shipping Address, Click the Shipping link. Page 36

45. Click the edit button. 46. Click the select from your addresses link. 47. Click the select from org addresses list. 48. Click the UMB - (ISC) Science Complex list item. 49. Enter the desired information into the Internal Rm/Fl/Ste: field. Enter "2". 50. Enter the desired information into the Internal Phone: field. Enter "7777777777". 51. To add this address to your options, Click the Save this address for future use option. Page 37

52. Click the Save button. Page 38

53. Next, complete the Billing field. Click the Billing link. 54. Click the edit button. 55. Click the Save button. 56. Next, Click the Accounting Codes link. Page 39

57. Click the Required field link. 58. Enter the Speedtype. Enter "100018-B". 59. Click the Select from all values... link. Page 40

60. Enter the desired information into the Description field. Enter "consultant". 61. Click the Search button. 62. Click the select link. Page 41

63. Click the Save button. Page 42

64. To create the requisition as a Blanket Order and Non Confirming/do not send to vendor, locate the General section of the requisition header and, Click the edit button. 65. Click the Confirming /not sent to vendor and Blanket Order options. 66. Click the Save button. 67. Click the Submit Requisition button. 68. Congratulations! You have successfully created two requisitions, one for office supplies and the other for IT Consulting Services. End of Procedure. Filling a Requisition Request (Phoenix) Upon completion of this topic you will be able to fulfill requisition requests for Catalog and Non Catalog orders. Procedure Consider this scenario: Your goal is to create two requisitions, one for office supplies and the other for IT Consulting Services. For this example, the cost of consultants in the requisition will be split by two budgets. Page 43

1. To order paper from W. B. Mason, click the WB MASON button. 2. Note: If a vendor site presents you with a security question, select No or Show All Content. Page 44

3. Click the Paper link. 4. Click the Letter button. Page 45

5. Enter the desired information into the Qty field. Enter "10". 6. Click the Add to Cart button. 7. Click the Checkout link. Page 46

8. Go to BuyWays to complete the requisition by selecting the Commodity Code. Click the Commodity Code list. Page 47

9. Click the Office and Administrative Supplies list item. 10. Click the Proceed to Checkout button. 11. A requisition workflow displays with green check circles and red error triangles. Before a requisition can be submitted for approval, all the red error triangle areas on the workflow must be addressed. Green check circles on the workflow indicate that the required information has been completed. 12. In this example, the Shipping address is incomplete. Click the edit button. Page 48

13. Click the Shipping address list. Page 49

14. Click the ITS Shrewsbury list item. 15. Click the Save button. 16. Click the Billing tab. Page 50

17. Click the edit button. Page 51

18. The Billing information is automatically populated. Click the Save button. 19. Click the Accounting Codes tab. 20. Click the Speedtype Required Field link. Page 52

21. Enter the desired information into the Speedtype field. Enter "100001-C". 22. For the Account, click the Select from all values... link. Page 53

23. Enter the desired information into the Description field. Enter "Supplies". 24. Click the Search button. 25. Click the select button for Office & Admin Supplies. Page 54

26. Click the Save button. Page 55

27. Now that the workflow is complete, let's split the requisition across two budgets by % of Price. Click the edit button. 28. Scroll to the right and click the add split link. Page 56

29. Enter the desired information into the Speedtype field for the second budget. Enter "100002-C". Page 57

30. Enter the desired information into the % of Price field for the first budget. Enter "50". 31. Enter the desired information into the % of Price field for the second budget. Enter "50". 32. Click the Save button. 33. Click the Final Review link. 34. Click the Submit Requisition button. Page 58

35. Your requisition has been successfully submitted. 36. Next, fulfill a request for consulting services. To do this, you will create a Non- Catalog item requisition, which will be submitted as a Blanket Order and checked as a Confirming/not sent to vendor requisition. 37. Click the Shop menu. Page 59

38. Click the My Carts and Orders link. Page 60

39. Click the View Draft Shopping Carts link. 40. Click the Create Cart button. Page 61

41. Click the Add Non-Catalog Item button. Page 62

42. Enter the desired information into the Enter Vendor field. Enter "Remy". 43. Click the REMY CORPORATION link. Page 63

44. Enter the desired information into the Product Description field. Enter "1 System Administrator". 45. Enter the desired information into the Catalog No. field. For this example, enter "3367". 46. Enter the desired information into the Quantity field. Enter "1". 47. Enter the desired information into the Price Estimate field. Enter "900.00". 48. Click the Save and Close button. Page 64

49. Click the Commodity Code list. Page 65

50. Click the Consulting Services, Information Technology, includes CFS list item. 51. Click the Proceed to Checkout button. 52. To complete the Shipping address, click the edit button. Page 66

53. Click the Shipping address list. Page 67

54. Click the ITS Shrewsbury list item. 55. Click the Save button. 56. Click the Billing tab. Page 68

57. Click the edit button. Page 69

58. Click the Save button. 59. Click the Accounting Codes tab. 60. Click the Speedtype Required Field link. 61. Enter the desired information into the Speedtype field. Enter "100001-C". 62. Click the Select from all values... link for Account. Page 70

63. Enter the desired information into the Description field. Enter "consultant". 64. Click the Search button. Page 71

65. Click the Select button for IT Professionals/Consultants. 66. Click the Save button. 67. To create the requisition as a Blanket Order and Non Confirming/do not send to vendor, click the General link. Page 72

68. Click the edit button toward the bottom of the General section. Page 73

69. Click the Confirming/not sent to vendor option. 70. Click the Blanket Order option. 71. Click the Save button. 72. Click the Final Review link. 73. Click the Submit Requisition button. 74. The Requisition Information displays. 75. Congratulations! You have successfully created two requisitions, one for office supplies and the other for IT Consulting Services. End of Procedure. Completing a Cart Assigned to You This topic describes the procedures for completing a requisition in UMASS BuyWays. Page 74

Upon completion of this topic, you will be able to: Complete a cart assigned to you Procedure Consider this scenario: Your goal is to complete a requisition that has been assigned to you. Key Information: Shopping Cart Name: 2013-02-07 Shopper 02 Commodity Code: Equipment - Information Technology (All) Quantity: 2 1. UMass BuyWays allows Requisitioners to submit their own orders or orders assigned to them by a Shopper. Submitting a requisition order may begin the approval process. Standard cart changes such as removing and adding line items and changing quantities is allowed. Once the requisition is open, the Requisitioner has the option to return the cart back to the Shopper. Page 75

2. At the Home/Shop tab level, Click the Approvals link. 3. Under My Assigned Approvals, Click the Carts Assigned to me link. 4. At the Drafts Assigned to me section, locate the Shopping Cart Name you want to complete. Click the 2013-02-07 shoppera 01 link. 5. The item in this cart has been purchased from supplier, DELL MARKETING. Before this requisition can be completed, the line item Commodity Code must be changed and the number of laptops ordered must be increased. Page 76

6. To change the Commodity Code. Click the Checkbox option. 7. The Perform an action on drop-down menu activates. Click the List Item Arrow list item. 8. Click the Change Commodity Code link. 9. To assign the correct Commodity Code, Click the Checklist arrow list item. Page 77

10. Click the Equipment - Information Technology (All) list item. 11. Click the Save button. 12. The line item Commodity Code was successfully changed. Another way to change the Commodity Code is from the drop down menu list located under the item itself. Page 78

13. Click the Drop-down arrow list item. 14. Click the Equipment - Information Technology (All) list item. 15. Now that you have practiced two (2) ways to change the Commodity Code. The next step is to increase the number of laptops on the line item to 2 laptops. The ability to edit Punch-out items is based on the supplier's capabilities. If the options MODIFY ITEMS VIEW ITEMS are shown above the Product Description, you will be re-directed to the vendor's Punch-out site to view and/or edit the shopping cart items. *If the MODIFY ITEMS VIEW ITEMS options are not available, you will need to Remove the line items from the requisition and return to the vendor's site to start over. *This tutorial will not cover this topic. Page 79

16. To edit the quantity of items ordered, Click the MODIFY ITEMS link. 17. As you see, when you choose the MODIFY ITEMS or VIEW ITEMS option, you are automatically directed back to your original shopping cart at the supplier's Punch-out catalog. Just before the Punch-out catalog opens, a Security Warning screen appears asking the question, "Do you want to view only the webpage content that was delivered securely? Yes or No?" Your response should be "No". The DELL MARKETING Punch-out catalog opens to the original shopping cart where changes to the purchased items can be made based on the supplier's capabilities. NOTE: DELL's editing procedure is not representative of all suppliers. MODIFY ITEMS VIEW ITEMS capability may vary with each supplier. Page 80

18. Click the No button. or Press [Alt+N]. 19. Click the Update Total link to change the item quantity according to this supplier's capabilities. 20. Enter the desired information into the Quantity field. Enter "2". Page 81

21. According to this supplier's capabilities you must, Click the Create Order Requisition button. 22. Click the Continue button. 23. Click the Submit Order Requisition button. 24. Before proceeding to checkout, Click the Update button. 25. Click the Proceed to Checkout button. 26. Green checks on this requisition workflow indicate the requisition is complete and the next step is the Final Review. The Final Review provides a summary of the complete request before submittal. You can also resolve many shopping cart issues from the Final Review step. Page 82

27. Click the Submit Requisition link. 28. An overlay screen lets you know that the cart has been successfully submitted to the Approver. Click the home/shop button. Page 83

29. Additional details regarding Budget Information is available in the "Assigning Budget Information and Split Funding a Requisition" topics. 30. Congratulations! You have successfully completed a requisition. End of Procedure. Return Cart to the Shopper When reviewing a cart, you may identify changes that need to be made. You can either (a) apply the changes or (b) return the cart to the Shopper so he/she can apply the changes. When you return a cart to the Shopper, you will be asked to leave a note on the reason the cart was returned. Upon completion of this topic, you will be able to: Return a requisition to a shopper Enter the reason the cart has been returned Procedure Consider this scenario: Your goal is to return an assigned cart to the Shopper. Key Information: Shopping Cart Name: 2013-01-11-Shopper33 02 1. As a Requisitioner, you have the authority to change any or all items in a shopping cart. You may, however, return it to the Shopper and have them make the changes. Page 84

2. Navigate to the cart you would like to return to the shopper. Click the home/shop link. 3. Click the Approvals link. 4. Click the Carts Assigned to me (3) link. Page 85

5. We will return cart number 905831. Click the 2013-01-11 shopper33 02 link. 6. Click the Return Cart button. 7. Use the Note field to let the Shopper know the reason for returning the cart. Enter the desired information into the Note field. Enter "Please purchase this item through...". 8. Click the Return button. 9. Congratulations! You have successfully returned a cart to the Shopper. End of Procedure. Ordering and Completing Non-Catalog Items Upon completion of this topic you will be able to: Order a Non-Catalog item Complete the Non-Catalog requisition Procedure Consider this Scenario: Page 86

Your goal is to order and complete a Non-Catalog cart item. Key Information: Vendor: Remy Corporation Product Description: Consulting Services Catalog Number: NA Quantity: 1 Price Estimate: 6000.00 Packaging: EA 1. Begin by navigating to the Non-Catalog Item Form. Click the non-catalog item link. Page 87

2. The Non-Catalog Item Order Template opens. If you know the supplier's name, you can start typing it in the Enter Vendor field and potential matches will display. 3. Enter the desired information into the Enter Vendor field (requires a minimum of 3 characters of vendor's name). Enter "Rem". Page 88

4. Click the REMY CORPORATION link. Page 89

5. Enter the desired information into the Product Description field. Enter "Consulting Services". 6. Enter the desired information into the Catalog No. field. If no catalog number is available, Enter "NA". 7. Enter the desired information into the Quantity field. Enter "1". 8. Enter the desired information into the Price Estimate field. Enter "6000.00". 9. Since you have finished shopping, Click the Save and Close button. 10. To verify the items have been added to your cart, Click the shopping cart button. Page 90

11. The non-catalog item has been added to your shopping cart. 12. To select the commodity code for this product, Click the Drop-down menu and select the appropriate commodity. 13. Click the Proceed to Checkout button. 14. The workflow diagram indicates this order is missing its Shipping and Accounting Codes information. This information must be entered before submitting the request for approval. Page 91

15. Click the edit button. 16. Click the drop-down menu list and, Click the Favorite address 1 list item. 17. Click the Save button. Page 92

18. To add the required accounting information. Click the Accounting Codes tab. Page 93

19. To enter the Speedtype, Click the Required field link. 20. Click the Select from all values... link. Page 94

21. Click the Search button. 22. Click the select link. Page 95

23. To assign an Account code, Click the Select from all values... link. 24. Click the Search button. Page 96

25. You can also Request a Budget Override and Class at this screen level. When done, Click the Save button. 26. Click the Summary link. Page 97

27. The Prepared for identifier in the General Section of the Header may be changed, if the Requisitioner created the cart. Click the edit button. 28. To change the Prepared for identifier field, Click the Select a different user... link. Page 98

29. Enter specific information in the User Search fields. Or, Click the Search button. 30. The General Information section also contains, the Confirming/not sent to vendor and Blanket Order options. Page 99

31. To select these options, Click the edit button. 32. Click the Confirming/not sent to vendor option. 33. Or, Click the Blanket Order option. 34. Click the Save button. Page 100

35. The yellow message box lets you know the required information field have been completed. Click the Assign Cart button. Page 101

36. If you are a Shopper and you created the cart, use the Assign Cart box to select your requisitioner and add instructions using the Note to Assignee field. 37. Click the Assign button. 38. A message appears letting you know your cart has been successfully assigned to a Requisitioner. 39. If you have created the cart as a Requisitioner and have assigned the order to yourself and all the required information has been completed, you can submit the Requisition for approval. Page 102

40. To submit the Requisiton to an Approver. Click the Submit Requisition button. 41. A message appears letting you know your cart has been successfully submitted for Approval. 42. Congratulations! You have successfully ordered and completed a non-catalog item. End of Procedure. Acting on an Assigned Cart Upon completion of this section, you will be able to: Edit cart items Assign budget information Split fund a requisition View cart approvals Act on a returned requisition Enter shipping information Populate line item details Search for documents View document history. Assigning a Substitute Requestioner Upon completion of this topic you will be able to: Page 103

Assign a substitute requisitioner Procedure Consider this scenario: Your goal is to assign a substitute Requisitioner. Key Information: 1. If you are going to be gone for an extended period of time, it would be a good idea to assign a Substitute Requisitioner to handle Requisitions that are assigned to you in your absence to ensure that those orders are handled in a timely fashion. The Substitute Requisitioner will receive notifications when a requisition is assigned to you and will be able to view, edit, and submit those requisitions for you. You are able to assign anyone that has the Requisitioner role as a substitute, but you should only assign someone that is authorized to act on your behalf. Page 104

2. Click the carts tab. 3. Click the draft carts link. Page 105

4. Click the Assign Substitute link. Page 106

5. Enter the desired information into the Last Name field. Enter "Req" 6. Click the Search button. 7. Click the select link. Page 107

8. The person you chose is listed by the Current Substitute: field. Click [enter] to continue. 9. To end the substitution, Click the End Substitution link. 10. The Substitute Requisitioner has been removed. Click the home/shop link. 11. Congratulations! You have successfully assigned a substitute Requisitioner.. End of Procedure. Change Order Request Procedure Consider this scenario: Your goal is to create a Change Order Request submitted through a requisition. Key Information: Change Order Request Form Page 108

1. Purchase Order (PO) Change Order Requests are submitted through BuyWays requisitions. These requisitions Do NOT result in a new BuyWays purchase order. A Change Order Requisition is a vehicle to communicate a request to the Procurement office that requires workflow approvals. 2. Reasons to submit a BuyWays PO Change Order Request include, To change: 1. Quantity, when reducing items ordered or for match exceptions 2. Amount or price on non-catalog orders 3. Cancel a PO 4. A chartfield distribution or funding (account, department, fund, project, etc.) 3. Before creating any Change Request, you must verify that the Purchase Order you are requesting the change to has a valid budget. Check in PeopleSoft. If the PO has a budget error you must resolve the error prior to requesting the change. Page 109

4. To submit a PO Change Order Request, locate and open the applicable purchase order. Click the Document Search button. 5. Enter Purchase Order Number "C000000014". 6. Click the Go button. 7. At the search results screen, Click the C000000014 link. Page 110

8. The next screen is a view of the original Purchase Requisition (PR) at the Status tab level. Click the Requisition Number link. Page 111

9. You are now at the summary level of the original requisition. Click the button to the right of the drop-down field. 10. Click the Copy to New Cart item from the drop-down list. 11. Click the Go button. 12. Scroll to the Line Items section. Click the Checkboxes option. 13. Click the button to the right of the Drop-down field. 14. Select Remove Selected Items from the drop-down list. This step captures many of the data elements found in the PO requiring the Change Order Request and minimizes the need for subsequent duplicate entry. Page 112

15. The next step is to select and complete the Change Order Request Form. At the top navigation bar and from the Shopping Cart: Click the forms link. 16. Make sure that your (campus) folder is open (see left side of screen under Shared). For the purposes of this demonstration, we are using the President's Office Change Order Request form. Click [enter] to continue. 17. To open the Change Order Request Form, Click the Change Order Request link. Page 113

18. Under the Purchase Order Information block, enter the Purchase Order Number to be changed. Include all ten characters of the purchase order number and check for accuracy: Enter: "C000000014". 19. In the Supplier Name block, enter the name of the supplier. Enter: "WB MASON CO INC". 20. In the Change Description box, explain, in detail, exactly what on the purchase order is to be changed. Make sure to include the line number(s) that the change(s) impacts. Enter "New Accounting Codes applied to Line Item 1". 21. At the drop-down list select either Yes or No. Click the No list item. 22. If the change requires an attachment, you may add it here by selecting the add attachment... link. Click [enter] to Continue. 23. On the right hand side of the form, under Change Order Request Details, you can select the type(s) of change(s) that the change order addresses. Page 114

24. Click the Change Account: New Account should be entered on cart/requisition option. 25. Select "Add and go to Cart" option and, Click the Go button. 26. The Active Cart page appears: This is where you will select the Commodity Code that is most appropriate for the requested change(s). Note: The Commodity Code should match the one that is on the order. If more than one code is involved in the change, select the code that impacts the most dollars. 27. Click the Office and Administrative Supplies list item. 28. Click the Proceed to Checkout button. Page 115

29. At this step, you can review the requisition links to make any additions/changes that you deem necessary to the required fields. Note: All tabs must contain a green checkmark to qualify for submittal to workflow. To ensure proper workflow, the budget selected for the Change Request (Accounting Codes link) must match the budget on the purchase order. But, if the change is a request to change the budget on the purchase order, the budget on the Change Request Accounting Codes Line should match the new budget. 30. To review the requisition, Click the Requisition tab. 31. You can also review the workflow approvers to verify the request will be approved by the correct BuyWays Approvers by: Clicking the PR Approvals tab. Page 116

32. After you have verified the Workflow Approvers, Click the Submit Requisition button to enter the change request into workflow. 33. The Change Request has been successfully submitted. You may view the progress of the requisition through workflow by opening the requisition in Document Search and viewing the PR Approvals Tab. 34. Congratulations! You have successfully created a Change Request Requisition. End of Procedure. Editing Cart Items Before submitting a cart for approval, you may need to edit information on one or more items in the cart (e.g., quatity, commodity code, etc.). You can either (a) edit the item(s) through the Perform an action on function or (b) edit a specific line item at the Product Description level. Upon completion of this topic, you will be able to: Edit one or more items in a cart through the Perform an action on function Edit an item at the Product Description level Save changes to the cart once all updates are complete Procedure Consider this scenario: Your goal is to edit a cart item. Key Information: Shopping Cart Name: 2012-09-11 Shoppers 01 Commodity Code: Equipment Capital (Excludes Information Technology) 1. As a Requisitioner, you can edit any or all of the information in the cart, or you can choose to send it back to the Shopper to make the changes. Page 117

2. Begin by navigating to the draft carts page. Click the Approvals link in the Items section. 3. The Approvals section expands. Click the Carts Assigned to me (1) link under My Assigned Approvals. Page 118

4. The draft carts page opens. Use the Shopping Cart Name field in the Drafts Assigned to Me section to access a cart assigned to you. Click the 2012-09-11 shoppers 01 link. 5. Review the items in the cart. Note: The Commodity Code for line item 1 is Equipment Maintenance and Repair. In this example, you want to change the Commodity Code to Equipment Capital (Excludes Information Technology). 6. First, select the line item you want to edit. Click the Checkbox option to the right of the USD value for that line item. 7. Use the Perform an action on dropdown list to select the update you want to apply to the cart. Click the Perform an action on list. 8. Click the Change Commodity Code list item. Page 119

9. The Change Commodity Code window opens. Click the Commodity Code list. 10. Click the Equipment Capital (Excludes Information Technology) list item. 11. Click the Save button. 12. When using a Perform an action on option to make changes, the "Saved Successfully" message will appear confirming the change has taken place. 13. You can also change the Commodity Code at the Product Description level. Click the Commodity Code list. 14. Click the Equipment Non Capital (Excludes Information Technology) list item. 15. If making a change at the product level, use the Update button to save your changes. Click the Update button. 16. Use the Quantity field to make adjustments to the quantity for that specific line item. Enter the desired information into the Quantity field. Enter "2". Page 120

17. Your final step is to answer the question, "Have you made changes?" located in the upper left corner above the vendor logo. The Update button confirms changes have been saved. Click the Update button. 18. Congratulations! You have successfully edited an item in a cart. End of Procedure. Assigning Budget Information Before submitting a cart for approval, you need to assign the budget information to the cart (e.g., Speedtype, Account). This information is assigned through the active cart page. Once you proceed to checkout, you will be prompted to enter the Account Code information that is missing for that cart. Upon completion of this topic, you will be able to: Assign budget information Procedure Consider this scenario: Your goal is to assign Budget Information to a cart. Key Information: Shopping Cart Name: 2012-09-11 Shoppera 01 Speedtype: 100002-A Page 121

Account: 741970-A 1. Before a cart can be submitted for approvals, the budget information for Speedtype and Accounting codes must be assigned to it. The first step in the approval workflow, the department approval step, is based on whatever department information is assigned to the cart. 2. At the home/shop screen, Click the Approvals link. 3. Click the Carts Assigned to me (1) link. Page 122

4. Click the Shopping Cart Name 2012-09-11 shoppera 01 link. 5. Click the Proceed to Checkout button. Page 123

6. The workflow lets you know which steps in the requisition process have been completed (green checked circles), and which are missing information (red triangles). The red triangles on this workflow indicate that the Accounting Codes are missing and must be completed before the order can go to Final Review and be submitted to the Approver. 7. Verify you are on the Account Codes tab. 8. The Accounting detail screen contains a message box letting you know which accounting fields need to be entered before the requisition can be submitted for approval. 9. Note the Account Code fields marked with a Red X. These fields are required fields that must be entered. In this example, the following fields need to be completed: Speedtype, Account, Fund, and Department. 10. Click the Speedtype Required field link. 11. Click the Select from all values... link. Page 124

12. Click the Search button. 13. Locate Speedtype value 100002-A and, Click the select link. Page 125

14. You will repeat the Speedtype procedure on the Account field. Click the Select from all values... link. 15. Enter the Value if you know it or, Click the Search button. 16. Locate Value 741970-A for Non- Capital Equipment and, Click the Select link. 17. The requisition is complete. To proceed to the detailed summary of the requisition, Click the Final Review link. 18. As you learned earlier, Final Review gives you an opportunity to look at every detail of the request. You can also resolve many shopping cart issues from the Final Review step before submittal to the Approver. Page 126

19. When you have finished reviewing the requisition, Click the Submit Requisition button. 20. Congratulations! You have successfully assigned budget information to a cart. End of Procedure. Spilt Funding a Requisition This topic describes the procedures for Split Funds requisitions. Upon completion of this topic, you will be able to process: Split Funds at the Header level Split Funds at the Line level Procedure Consider this scenario: Your goal is to Split Fund a requisition at the Header and Line levels. Key Information: Shopping Cart Name: 2013-02-25- Computer Paper Equipment 01 1. The funding information that is assigned at the Header Level is inherited by all the items in the cart. If necessary, you can assign lines separately if they should be charged differently. You can also Split Fund the cart at the header level. This lesson will explain how to perform Split Funding of a requisition at the Header Level and at the Line Level. Page 127

2. Click the carts tab. 3. Click the draft carts link. Page 128

4. At the Shopping Cart Name field, Click the 2013-02-04 Computer Paper 02 link. 5. Click the Proceed to Checkout button. Page 129

6. Click the Accounting Codes link. 7. Split Funding at the Header Level splits the entire Purchase Order. 8. Click the edit button. 9. Click the add split link. Page 130

10. The drop-down split fund menu list box gives you three (3) Split Funding options to pick from. 1. % of Price 2. % of Qty 3. Amount of Price 11. In this lesson, you will split funds by % of Price. Click the % of Price list item. 12. Enter the percent value in the field box under % of Price (a valid value e.g., 60). Enter "60". 13. Enter the percent value in the field box under % of Price (a valid value e.g., 40). Enter "40". 14. The Header level accounting has been split by % of price. The screen message however indicates that the Speedtype values in each split group must be unique. 15. To change the Speedtype of one of the splits, Click the edit button. Page 131

16. At the Speedtype of one of the splits, Click the Select from all values... link. 17. Enter a description of the value or, Click the Search button. 18. The Speedtype value will be changed to 100019-C. Click the Select link. 19. Click the Save button. 20. The Header level has been successfully split. You can also Split Fund Lines separately if they need to be charged differently. In the Product Description section, under each Line item, the following Accounting codes notation states "Accounting Codes (same as header)". This notation only appears when you have entered accounting codes at the Header level first. Split Funding at the Line level only affects the line you want to split. Page 132

21. To Split Fund at the line level, scroll down to the Product Description level, locate the line item we want to split and, Click the corresponding edit button. Page 133

22. The line item splits into 2 line items. If you want to add additional line splits, Click the add split link. 23. Change the % of price to the following: Enter the desired information into the field. Enter "50". 24. Change the % of price to the following: Enter the desired information into the field. Enter "10". 25. Change the % of price to the following: Enter the desired information into the field. Enter "40". 26. Click the Save button. 27. Click the edit button. The Speedtypes for each split must be unique. 28. Enter a different Speedtype. Enter "100017-C". Page 134

29. Review the split funding details and if correctly done, Click the Save button. 30. At this screen level, click on the Final Review link in the workflow. This action presents a Summary of the requisition. Review the requisition and when Once done, Click the Submit Requisition button. 31. The splits have been completed and the requisition has been successfully submitted to an Approver. 32. Congratulations! You have successfully Split Funded a requisition at the Header and Line levels. End of Procedure. Viewing Cart Approvals Once you have submitted a cart for approval, you can view the current approval status through the PR Approval tab for that cart. The PR Approval tab displays the approval steps which are required to be completed before a Purchase Order can be created and sent to the vendor. You can view not only the name(s) of the approver(s) but also the e-mail address and phone number for the identified approver(s). Upon completion of this topic, you will be able to: View the workflow for a requisition. View the approvers associated with each workflow step. Procedure Consider this scenario: Your goal is to view the required cart approvals for an active cart and an existing pending requisition. Key Information: Shopping Cart Name and Requisition number 1. A Requisitioner can view the approvals and workflow steps that a requisition must pass through before an order is sent to a vendor. Page 135

2. For an active cart, Click the carts link. 3. Click the active cart tab. Page 136

4. The active cart requisition opens. Click the Proceed to Checkout button. 5. To view the active cart requisition approval steps and their approvers, Click the PR Approvals tab 6. The Workflow, as displayed here, represents the steps which are required to be completed before a Purchase Order can be created for this requisition and sent to the vendor. Some workflow approval steps are assigned an approver(s). Some workflow steps, such as Initial Validation, are system workflow steps that will not require someone to approve in order to move the requisition along. You can view the name(s) of the approver(s) along with the approver(s) email address via the view approvers link found in each step. 7. To view the Approvers listed under the Commodity-Special Approval step, Click the view approvers link. 8. The Commodity-Special Approval step has several Workflow step Approvers assigned to it. Click the Close button. Page 137

9. To return to the requisition summary, Click the Requisition tab. 10. You have successfully viewed an active cart requisition approval. You can also view approvals for an existing pending requisition. 11. To find an existing pending requisition, Click the document search tab. 12. At the simple search form, if you know the search information for the requisition you are looking for, you should enter it in the appropriate text fields. If not, Click the my requisitions link. Page 138

13. Find the pending requisition you wish to view. Click the Requisition No. link. 14. Click the PR Approvals link. Page 139

15. Like the active cart requisition, the Workflow for an existing pending requisition, also shows the steps needed to be completed before a Purchase Order is created and sent to the vendor. To view the approvers listed under an approval step, Click the view approvers link. 16. When done, Click the home/shop tab. 17. Congratulations! You have successfully viewed active cart and existing pending requisition approvals. End of Procedure. Acting on a Returned Requisition An approver may return a cart to you to make corrections. The approver applies the requested changes to the Comments tab on the returned requisition. You can find returned requisitions under the Items - My Orders section of the home/shop page. Upon completion of this topic, you will be able to: Review approver comments on a returned requisition Apply the requested changes to the requisition Resubmit the requisition for approval Procedure Consider this scenario: Your goal is to act on a returned requisition. Key Information: Shopping Cart Name: 2012-11-29 requisitionerd 01 1. An Approver can return a requisition to a Requisitioner for edits. Typically, the Approver will leave a comment indicating why the requisition is being returned. Page 140

2. Click the home/shop link to locate the returned requisition. 3. Click the My Orders link in the Items section. 4. Click the Returned (1) link under Requisitions. Page 141

5. The My Returned Requisitions section contains all the requisitions that have been returned to you. For the purposes of this tutorial, we will use the Shopping Cart Name - 2012-12- 05 requisitioner 01. Click the 2012-12-05 requisitionerd 01 link. 6. Review the Comments tab to determine why the requisition was returned. Click the Comments tab. 7. In this example, the Approver has requested a change to the Commodity Codes and Shipping Address. Page 142

8. Return to the requisition to apply the requested changes. Click the Requisition tab. 9. You have been asked to change the Shipping Address and the Commodity Codes on this requisition. You can access and edit the Shipping Address information block in two (2) ways. 1. You can click on the Shipping tab, or 2. You can click the View/edit by line item... in the Shipping information block. For the purposes of this tutorial, we will demonstrate the second method. Page 143

10. In this lesson, you will update the shipping information through the Shipping information block of the requisition. Click the View/edit by line item... button. 11. The Shipping tab opens. Click the Edit button. 12. Click the Click here link. Page 144

13. Click the select from org addresses list. 14. Click the Dion Building list item. Page 145

15. Enter the desired information into the Rm/Fl/Ste field. Enter "2". 16. The shipping address appears with the corrected information. 17. Click the Summary link. Page 146

18. Scroll down to the Product Description section of the requisition and locate the cart item needing the Commodity Code change. Click the edit button. 19. Click the Commodity Code list. Page 147

20. Locate the correct Commodity Code. In this example, you will change the Commodity Code to Custodial/Janitorial/Housekeeping Supplies. Click the Custodial/Janitorial/Housekeeping list item. 21. Click the Save button. 22. Once you have applied all changes, you will resubmit the requisition to the approver. Click the Submit Requisition button. 23. The Requisition status is now at "Pending", which means the requisition has been resubmitted for approval. Page 148

24. Click the home/shop tab. 25. Congratulations! You have successfully acted on a returned requisition. End of Procedure. Entering Shipping Information When reviewing a Shopper's cart, you may need to enter Shipping and Handling information for the cart if it is missing. Upon completion of this topic, you will be able to: Update the Shipping and Handling information for the cart Save the Shipping and Handling address as your default shipping address, if desired Procedure Consider this scenario: Your goal is to enter shipping information for a shopping cart/requisition. Key Information: Shopping Cart Name: 2013-02-07 shoppera 01 Page 149

1. Shoppers can set a default address for their own profile that will automatically populate new requisitions or set a list from which to choose. The Shopper is not required to enter the Shipping information, so you can update the Shipping information for a cart when it is assigned to you. 2. Begin by navigating to the draft carts page. Click the carts tab. Page 150

3. Click the draft carts tab. 4. Locate the Shopping Cart Name. Click the 2013-02-07 shoppera 01 link. Page 151

5. Click the Proceed to Checkout button. 6. The message box lets you know that the address for this request is missing. The Shipping tab has been automatically selected for you. Page 152

7. To add the missing shipping address, Click the edit button. 8. The Ship To window opens. Click the select from org addresses link. 9. The Address Search window opens. There are two (2) ways you can add the address to the cart: 1. Type the street name in the Nickname/Address text field. Or, 2. Click the Search button and assign the address from a list of addresses. For this lesson, you will use the Search method. 10. Click the Search button. 11. Locate the address to which you want items shipped to. Click the select button. Page 153

12. Verify the appropriate person is in the Attn: field and identify the specific location, such as room or floor. Enter the desired information into the Rm/Fl/Ste: field. Enter "2". 13. If this address will be used in future requisitions, you are given the opportunity to set this address as your default address. By selecting this option, your profile will be poplulated with the shipping address information. 14. In this example, you will add this address as your default address. Click the Check this box to make this the default address in the future. option. 15. Click the Save button. 16. Congratulations! You have successfully entered shipping information on a requisition. End of Procedure. Populating Line Item Details When acting on an assigned cart, you may want to populate the Account Code information at the line item level, (e.g., Account, Speedtype, etc.). You can update the account information for specific line items through the Requisition - Account Codes tab for the cart. Upon completion of this topic, you will be able to: Page 154

Update the Account Code information at the line item level. Search for Account Code information (e.g., Account, Speedtype, etc.) Procedure Consider this scenario: Your goal is to populate line item details on a requisition. Key Information: Shopping Cart Name: 2013-01-16 shopper33 01 Line item: 1 1. In a requisition, various details such as, Account Code and Speedtype values are often entered at the header and apply to the whole requisition. However, the Requisitioner can modify the values - per line item - as required. This ability allows the Requisitioner to ensure that each line item in the requisition has the appropriate information associated with it. 2. Begin by navigating to the draft carts page. Click the Approvals link. Page 155

3. Find your draft cart. Click the Carts Assigned to me (4) link. 4. Click the 2013-02-07 shoppera 02 link in the Shopping Cart Name column of the Drafts Assigned to Me section. Page 156

5. Click the Proceed to Checkout button. 6. Click the Summary tab. Page 157

7. Click the View/edit by line item... link in the Shipping box. 8. The detail tabs across the top of a requisition are used to change line item details on a requisition. For the purposes of this tutorial, we will change the Accounting Codes on line item 1. 9. Click the Accounting Codes tab. Page 158

10. Locate line item 1. Click the edit button. 11. The Accounting Codes overlay screen appears. The requisition's Header values apply to all line items until you make a change. Notice that the Speedtype and Account field boxes for line item 1 reflect the Header values. You will use "Select from all values" to change the values in these fields. Once the edits are saved, the Header value no longer applies to line item 1. Unless you edit the other line items in the requisition, the Header value still applies to them. 12. Under the Speedtype field, Click the Select from all values... link. Page 159

13. The Custom Field Search window opens. Enter the desired information into the Description field. Enter "Amherst". 14. Click the Search button. 15. Locate the Speedtype value for the line item. Click the select button. Page 160

16. Click the Select from all values... link under the Account field. 17. The Custom Field Search window opens. Enter the desired information into the Description field. Enter "Printing". 18. Click the Search button. 19. Locate the correct Account code for the line item. Click the select link. Page 161

20. Click the Save button when you have completed all Account Code updates for the line item. 21. Notice the alert statement in the left corner of the requisition's header. This alert statement lets you know that the Header and Line items are not all the same now. 22. Click the Summary link to close the Accounting Codes section. Page 162

23. Congratulations! You have successfully populated a line item detail in a requisition. End of Procedure. Searching for Documents In UMass BuyWays, you can track the progress of a cart you have submitted through all phases of workflow. The simple search option allows you to search for a specific document type or all documents. You can choose to narrow your search to certain date ranges. The advanced search option provides many more fields to search on to refine and narrow your results. The options change based on the document type you select. Upon completion of this topic, you will be able to perform: simple searches advanced searches. Procedure Consider this scenario: Your goal is to search for a document. Key Information: Document Number: D000001101 Owner: John Hancock Dates: Workflow Complete Date / Last 30 Days Vendor: Research Park LP Business Unit: Dartmouth Page 163

1. Begin by navigating to the document search page. Click the document search link. Page 164

2. The search page opens to the simple search option. Note: If the advanced search page opens, click the simple search link. 3. Click the Search list. 4. You can search by any of these document types. For this example, retain the All Documents option. 5. You can enter part or all of a document number. For this example, enter the complete document number into the Search field. Enter "D000001101". 6. Click the Go button. Page 165

7. The search results shows all documents matching your search criteria, along with some basic information about each document. Click the D000001101 link. Page 166

8. The Purchase Order is displayed. Use the tabs to view any information required. 9. To select another document that was returned in the search list, click the Document Number(s) list. 10. Click the 912648 (Requisition) list item. Page 167

11. The Requisition displays. 12. You can use the previous document and next document arrows to navigate between documents. 13. To perform an advanced search, click the Return to Search Results link. Page 168

14. Click the start new search button. 15. Click the advanced search link. Page 169

16. The advanced search page opens. For this example, you want to search for a Purchase Order created by a specific user for a specific supplier within a limited time range. 17. Click the Search list. Page 170

18. Click the Purchase Order list item. 19. You can search for an owner by clicking the Owner Search button, or you can begin typing in the field and the matching results will display. 20. Click the Owner Search button. 21. Enter the desired information into the Last Name field. Enter "Hancock". 22. Click the Search button. Page 171

23. The search results display. Click the [select] link for the user. 24. Click the Add Selected Users button. Page 172

25. Click the first Date list. Page 173

26. Click the Workflow Completion Date list item. 27. Click the second Date list. 28. Click the Last 30 days list item. 29. You can search for a vendor by clicking the Vendor Search button, or you can begin typing in the field and the matching results will display. 30. Enter the desired information into the Vendor field. Enter "Resea". Page 174

31. Click the RESEARCH PARK LP link. 32. Enter the desired information into the Dartmouth (UMDAR) field. Enter "Da". 33. Click the Dartmouth (UMDAR) link. 34. Click the vertical scrollbar to view other selection fields. Page 175

35. Click the Go button. 36. The results that match your criteria display. Page 176

37. Click the D000001060 link. 38. The Purchase Order for the specific owner, vendor, and date range displays. 39. Congratulations! You have successfully searched for documents. End of Procedure. Viewing Document History Every UMass BuyWays transaction begins as a draft cart that is used to create a requisition. Purchase orders are the central record for most transactions and provide quick access to both the originating Requisition and e-invoice (for punch-out shopping orders). Once a draft requisition is submitted for approval a requisition record remains in UMass BuyWays - even if it is withdrawn or rejected before becoming a purchase order. Requisition records are linked to the resulting purchase order record. You can use either a Simple or Advanced search for locating documents. Upon completion of this topic, you will be able to view document history. Procedure Consider this scenario: Your goal is to view document history. Page 177

Key Information: Requisition No.: 893345 1. Begin by navigating to the Document Search page. Click the document search tab. Page 178

2. To view a list your documents, you can use any of the Go to links on the document search page or document search criteria. The procedure for viewing history is the same for each. 3. For this example, click the my requisitions link. Page 179

4. The search results display a list of all requisitions for which you were the originator in the last 90 days. 5. To change the Date Range, click the drop-down menu and choose the time frame for your search. 6. You can also filter search results, by the other categories in the Refine Search Results section, including Workflow or Status, Approved By, Custom Fields, and Supplier. 7. Click on a Requisition Number to open the requisition. For this example, click the 893345 link. 8. The requisition displays. To view the requisition history, click the History link. Page 180

9. The history of the requisition displays, along with any purchase order numbers that were created. 10. Congratulations! You have successfully viewed document history. End of Procedure. Creating a Budget Override Upon completion of this topic you will be able to: Create a Budget Overide Procedure Consider this scenario: Your goal is to create a Budget Override. Key Information: Budget Override option. Page 181

1. When a requisition is returned to the requisitioner as a cart due to a budget issue, the user must first contact the budget owner to make sure the funds can be made available and the budget increased. If the funds are available, the user can re-submit the requisition requesting a budget override. 2. At the home/shop tab, Click the My Orders link. 3. Click the Returned (1) link. Page 182

4. Locate the name of the cart requiring the budget override. Click the blanket/budget override cart link. Page 183

5. Click the Accounting Codes link. 6. At the Accounting Codes Header level, Click the edit button. 7. Locate the Request Budget Override column and: Click the Select from all values... link. 8. Click the button to the right of the Hide all values... field. 9. Click the Request override list item. 10. Click the Save button. 11. Before re-submitting the requisition, you should add a comment with information as to why you are resubmitting. For example: Per grant accountant Jane Smith, resubmit as the supplemental budget will be put in today (see screen illustration). Page 184