Creating Purchase Order Requisitions Example: Creating a PO Requisition for Staples This document lists the steps to create and submit a Purchase Order Requisition for Staples. Click on the desired link to find instruction on each section. Note! Before you place an order in the system, be sure to visit www.staplesadvantage.com with your Staples login to search for and view items with our current contract pricing. If you do not have an account with Staples already set up, see the University Purchasing website for more information. Creating the Header Entering Items with Item Numbers Entering Items without Item Numbers Entering the Account Distribution(s) Entering General Ledger (GL) Accounts Entering Grant/Project (GA) Accounts Submitting the PO Requisition for Approval Access to the PO Requisition form: UAB FN Document Entry/Approval Purchasing: Requisitions Requisitions UAB Requisition Input Requisitions Requisitions
Creating the Header 1. Log into Oracle and follow one of the paths listed on the previous page to open the Requisitions form. 2. Click in the small square with brackets that is located under the TOTAL field. 3. The REQUISITIONS HEADERS form will appear. Enter the following information: Field Name Information to Enter Order Method Fax Deliver To Order recipient s name Building Room The building and room number of the recipient (Ex: KCPD 600) Requester s Phone # Recipient s phone number (Ex: 205-975- 4899) Requester s Email Recipient s email address Department Name Recipient s affiliated department Expiration Date Leave this field blank. Do scanned documents exist? This field defaults to N (No). Change this to Y (Yes) if you received a quote. 4. Click on the OK button. Administrative Systems Training instructeam@uab.edu 2
Entering Items with Item Numbers 1. Click in the ITEM field on the LINES tab and enter your Staples item number. Note! Item numbers are entered with the Staples prefix (STA) followed by a period (.), then the item number, which is typically six digits. In the example below, the user desires to order a pack of perforated notepads. The item number is 163865. You will enter STA.163865 in the ITEM field. 2. Press the TAB key on your keyboard. The system will populate most of the remaining fields (CATEGORY, DESCRIPTION, UOM (Unit of Measure) and PRICE) with item information. DO NOT CHANGE THE INFORMATION FOUND IN THESE FIELDS. You may have to slide the scroll bar found at the bottom of the LINES tab to view some of these fields. Tip! If the information found in the UNIT OF MEASURE (UOM) or PRICE fields are not the values you desire, delete the line you just entered by clicking on the DELETE button found on your toolbar (the red x ) and enter the item information manually. 3. Enter the amount that you would like to order for this item in the QUANTITY field. Administrative Systems Training instructeam@uab.edu 3
4. Go to the bottom left of the form and click on the LIST OF VALUES (LOV) button in the ORGANIZATION field. The field will then display UAB Operating Unit. 5. Click in the LOCATION field and enter the desired delivery point. Tip! The most commonly used delivery point for Staples orders on campus is Deliver to Dept. If you would like to select another deliver point, click on the LIST OF VALUES (LOV) button in the LOCATION field to access a list of deliver points. Once the DELIVER-TO LOCATION form appears, enter a percent sign (%) in the FIND field and then click on the FIND button at the bottom of the form to view and select a desired delivery point. Once you have selected a delivery point, click on the OK button. The system populated the supplier information that is located to the bottom right of the form. Do not change this information. 6. Save the requisition by choosing one of the options below: a. Navigate to your menu bar located at the top of the screen and select File > Save. b. Navigate to your toolbar located at the top of the screen and click on the SAVE (gold diskette) icon. c. Press the CONTROL (CTRL) and S buttons on your keyboard. Your requisition should look similar to the one shown. Administrative Systems Training instructeam@uab.edu 4
Entering Items without Item Numbers Note: Use this method when entering items manually. You can also use this method when attempting to enter an item using an item number and the system does not accept it. 1. On the LINES tab, click in the CATEGORY field and enter or select a category that describes the item that you desire to order. 2. Click in the DESCRIPTION field and enter the Staples item number followed by a brief description of the item. An example description is Item #163865, Staples Perforated Notepad. Tip! The most commonly used category for Staples items is Office.Supplies. If you would like to choose another category from the list, enter a percent sign (%) directly in the CATEGORY field and then press the Tab key on your keyboard. When the list appears, scroll through the list to find a desired category. Once you have selected a category, click on the OK button. 3. Click in or tab to the UOM (UNIT OF MEASURE) field and enter a unit of measure for the item that you wish to order. (You may use unit of measure each the most). 4. Click in or tab to the QUANTITY field and enter the amount that you wish to order. 5. Click in or tab to the PRICE field and enter the unit cost of the item. 6. Go to the bottom of the form and enter the following information in the indicated fields: Field Name Organization Location Supplier* Site* Contact* Phone* Information to Enter/Action to Perform Click on the List of Values (LOV) button to display UAB Operating Unit Enter your delivery point. The most commonly used delivery point for Staples orders is Deliver to Dept. You can view more delivery point options by clicking on the List of Values (LOV) button and enter a percent sign (%) in the Find field and then click on the Find button at the bottom of the form to view all of the delivery options. Once you have selected the desired delivery point, click on the OK button. Click on the List of Values (LOV) button and enter Staples in the FIND field. Next, click on the FIND button. Select the Staples listing with supplier number 169082. Click on the OK button to close this form. Click on the List of Values (LOV) button to display the purchasing site for the supplier. Click on the List of Values (LOV) button to display the name of the Staples representative for UAB. Click on the List of Values (LOV) button to display the phone number for UAB s Staples representative. *If you have completed these fields on a previous item line, you can leave them blank. Administrative Systems Training instructeam@uab.edu 5
7. Save the requisition by choosing one of the options below: a. Navigate to your menu bar located at the top of the screen and select File > Save. b. Navigate to your toolbar located at the top of the screen and click on the SAVE (gold diskette) icon. c. Press the CONTROL (CTRL) and S buttons on your keyboard. 8. If you receive an error message click on the OK button. Your requisition should look similar to the one shown below. Administrative Systems Training instructeam@uab.edu 6
Entering Account Distributions *To enter the account information, click on the DISTRIBUTIONS button located at the bottom of the requisition form. Entering General Ledger (GL) Accounts 1. After clicking on the DISTRIBUTIONS button to access the form, click in the CHARGE ACCOUNT field. 2. Click on the LIST OF VALUES (LOV) button in the CHARGE ACCOUNT field. 3. When the ALIAS form appears, enter the first and/or second segments of your General Ledger (GL) account string (Example: 2108001 or 2108001.000). 4. Click on the OK button. 5. Enter your object code in the OBJECT field. Tip! The most commonly used object code to order items from Staples is 8201099, which is the object code for general administrative/office supplies. If this object code is not a good fit for the type of item you wish to order, you can access a list of object codes by clicking on the List of Values (LOV) button. For most items ordered from Staples, you will use object codes that begin with the numerical string 820.To view the official object code listing online, click here. 6. After entering an appropriate object code, click on the OK button. 7. Save the information and then close the DISTRIBUTIONS form by clicking on the x located in the top right hand corner of the form. Administrative Systems Training instructeam@uab.edu 7
Entering Grant/Project (GA) Accounts 1. After clicking on the DISTRIBUTIONS button to access the form, click on the PROJECT tab. 2. Enter the project number in the PROJECT field. This is a six-digit number that begins with the number three (Ex: 322223). 3. Enter the task number in the TASK field. This is a five-character string beginning with two digits, followed by a period (.) and an additional two digits (Ex: 01.01). 4. Enter the award number in the AWARD field. This is a seven-digit number that begins with the number two (Ex: 2017322). 5. Enter your object code in the EXPENDITURE TYPE field. Tip! The most commonly used object code to order items from Staples is 8201099, which is the object code for general administrative/office supplies. If this object code is not a good fit for the type of item you wish to order, you can access a list of object codes by clicking on the List of Values (LOV) button. For most items ordered from Staples, you will use object codes that begin with the numerical string 820.To view the official object code listing online, click here. 6. Enter the organization number in the ORG field. This is a two-digit number, which is generally the number ten (10). 7. Enter today s date in the DATE field. Tip! To allow the system to populate this field, click on the List of Values (LOV) button to access the calendar feature and then click on the OK button. 8. Save the information and then close the DISTRIBUTIONS form by clicking on the x located in the top right hand corner of the form. Administrative Systems Training instructeam@uab.edu 8
Submitting the PO Requisition for Approval 1. Click on the APPROVE button that is located at the bottom of the requisition form. 2. The APPROVE DOCUMENT form will appear. Click on the OK button. Congratulations! You have just completed a Purchase Order Requisition for Staples! After the Purchase Order Requisition has been approved, you should receive an approval notification by email. DO NOT call Staples to place your order, as they receive all UAB orders electronically. Staples provides next day delivery on orders placed before 3:00pm. Back to First Page Administrative Systems Training instructeam@uab.edu 9