FAQs - Central Washington University
Contents
1. Q16 WHAT TYPE OF REQUISITIONS ARE CREATED UNDER SPECIAL REQUESTS A All requisitions can be created under Special requests Examples are honorariums repairs consulting services Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 12 of 13 CAT Online Purchase Requisition Workflow FAQ Guide Q17 DON T KNOW WHAT TYPE OF DESCRIPTION TO WRITE UNDER THE SERVICE DESCRIPTION FOR A FIXED COST SERVICE A Below are examples of sample descriptions of various services REPAIR FOR MODERNFOLD PARTITION S IN SURC BALLROOM PER QUOTE GIVEN JANUARY 31 2013 OR HONARIUM FOR INSERT NAME OF INDIVIDUAL TO SPEAK AND MEET WITH STUDENTS ON MARCH 1 2013 OR FALL PROTECTION REPAIR amp CERTIFICATION 1 YEAR INSPECTION PRICE ROOM RENTAL FOR LIUZHOU MPA PROGRAM REM 205 WINTER COURSE 2 SINGLE ROOMS INCLUDING FEES AND TAXES FOR 2 NIGHTS 77 83 PER NIGHT OR ADVERTISING FOR COLLEGE OF BUSINESS 5 X 6 49 FULL COLOR AD IN THE CURRENT RUN DATE APRIL 22 2013 OR CONSULTING SERVICES TO IMPLEMENT MEDICATE EHS MODULE PER ATTACHED SCOPE OF WORK OR PROGRAM REVIEW OF SCIENCE EDUCATION PROGRAM PER CONTRACT HXXXX MISCELLANEOUS FAQS Q18 WHAT ARE OTHER WAYS CAN GET QUESTIONS ANSWERED A If you have any questions please visit the Purchasing website to reference our user guides or email purchasing office cwu edu or call 509 963 1002 Proprietary and Confidentia2. CEDARCRESTONE i Central Washington Cw University LEARN DO LIVE ONLINE PURCHASE REQUISITION WORKFLOW FAQ GUIDE This document was prepared for the exclusive use of the designated recipient and contains proprietary and confidential information of CedarCrestone Inc Distribution outside the designated recipient s organization is prohibited SiCAT Online Purchase Requisition Workflow FAQ Guide REVISION MANAGEMENT PROCESS DOCUMENT INFORMATION REVISION HISTORY Date Action Page s 08 06 13 san Created hs Short All 01 27 14 Tina Short D D a Date Approved Approved By 8 9 13 Stuart Thompson E Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 2 of 13 Online Purchase Requisition Workflow FAQ Guide TABLE OF CONTENTS EPROCUREMENT DATA ENTRY FAQS cc cccec cece ce een e cece ene eeeeenneeseennneeeeenneeseeennenens 4 Q1 How do l attach documents to a requisition scsseeeeeeeeeeeeeeeeeesssseeneeeeeeeeeeeees 4 Q2 What are the main steps to enter an eProcurement requisition csseeseeeeseees 7 Q3 I cannot find the Supplier Formerly vendor when I search in the system What could De INe FAS ON seo cet rect S ences eascsaenerecmauneesssaqueecuncucuivernwuscauecuas 7 Q4 Why does my requisition status show Open under manage requisitions 8 Q5 am confused with the category as there are so m
3. FOUNDATION Shipping Line 1 ShipTo CENTRECV80 a Quantity 1 0000 Address Central Washington University Add One Time Address Price 550 0000 Price Adjustn Central Receiving 11th and D Street Ellensburg WA 98926 7525 Pegging Wor Maintenance Pegging Ingu Attention To Tina Short Due Date 34 Accounting Lines F Select All Deselect All Select lines to i Add to Favorites Q3 Add to Template s il Delete Selected Mass Change Total Amount 550 00 USD Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 4 of 13 SiCAT Online Purchase Requisition Workflow FAQ Guide The below screenshot is what you see when you scroll to the right T Add More Items Quantity UOM Price Total Details Comments Delete Om 1 0000 Each 550 0000 550 00 Next click the Add Link Refer to below screen shot Line Comment Business Unit CWUID Requisition Date 01 18 2014 Status Open Line 1 Comments Find First 4 of 1 Last Entered On 1 ge E Send to Supplier El Shoff at Receipt E Show at Voucher Add Attachments Attachments Next use the Browse button to navigate to your file Click the Upload button File Attachment Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 5 of 13 Online Purchase Requisition Workflow FAQ Guide _ W Choose File to Upload a iCAT Change Mgt MyCWU View Schedule 4 Search MyCW
4. dropdown to the right and clicking Go opening the requisition click the Save and Save amp submit Submit button at the bottom of the page This changes the status to Pending approval Q5 AM CONFUSED WITH THE CATEGORY AS THERE ARE SO MANY OF THEM IN THE SYSTEM WHICH ONE DO I USE one P A If you want to narrow down the category a g l make sure you enter a more specific search Put in something such as Supplies If you want to make it more specific make it Office Supplies and search Another helpful tip is to click the button Find with no values in the Search By description Once all the items appear click on the Description link and it will sort the search results alphabetically See below example Look Up Category Help Note You may either Search or Browse to look up the appropriate category for your special request Yi Search Categories Search By Category r Categories Personalize Find View All Ge E First 1of1 Last Catalog Category Description Find in Tree as Browse Category Tree Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 8 of 13 Si Online Purchase Requisition Workflow FAQ Guide ICAT Note You may either Search or Browse to look up the appropriate category for your special request Search Categories Categories Personalize Find View ALLE E first 4 4 50 of 55 Last A010 ERS 1 Non Catalog 2 Non Cat
5. N STEPS TO ENTER AN EPROCUREMENT REQUISITION A You will be using 3 areas The first area Requisition Settings is where you enter defaults that populate for every line Example of defaults would be providing a Requisition name supplier formerly vendor category accounting information etc that you need for each line The second area Special Requests is where you put in actual item descriptions categories quantity price unit of measure and keep adding additional line items to the shopping cart The third area Checkout and Checkout Review and Submit Section is where you can enter or validate accounting information optional if you enter if on the first tab add comments attachments and review and submit the requisition Please refer to the Purchasing Website for a full user manual Q3 CANNOT FIND THE SUPPLIER FORMERLY VENDOR WHEN I SEARCH IN THE SYSTEM WHAT COULD BE THE REASON A The supplier formerly vendor may not exist in the system at all Entering a supplier is not required If you do have a vendor you would like to use enter the information in the comments field including address information etc Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 7 of 13 Si Online Purchase Requisition Workflow FAQ Guide ICAT Q4 WHY DOES MY REQUISITION STATUS SHOW OPEN UNDER MANAGE REQUISITIONS A It is because you have saved it but not submitted it Select Edit under the
6. ONS FAQS naaanannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnnnnnnnnnnnnnnn 12 Q16 What type of requisitions are created under Special Requests ccseeeee 12 Q17 don t know what type of description to write under the Service Description for a Fixed COSE DOI VIC 6 oiisceaiaceceacscinesnsascaxcuntiesnsdnensecvanniavesdasiatessostsanin chaste caaesunesaeitweeseastauneganutnearnses 13 MISCELLANEOUS FAQS risio a a a 13 Q18 What are other ways I can get Questions Answered cccccceeseeeeeeeeesseeesseeenneees 13 Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 3 of 13 Online Purchase Requisition Workflow FAQ Guide SiCAT EPROCUREMENT DATA ENTRY FAQS Q1 How DO I ATTACH DOCUMENTS TO A REQUISITION A After clicking the Checkout button and moving onto the Check out Review l l Requisition Lines l and Submit Section under the area click the next to the link number Then on the comments icon e at the end of the your Requisition line Requisition Lines Line Description gt afer tan In the below example you would scroll over to the right past the Total field to see the Comments Attachments area Cart Summary Total Amount 550 00 USD Expand lines to review shipping and accounting details Add More Items Requisition Lines Line Description Item ID Supplier Quantity UOM Price Total 1 of Laptop WASHINGTON APPLE 1 0000 Each 550 0000 550 00 ol EDUCATION
7. U View Schedule OD J Organize New folder H w i 71 E Documents Name i ae il MyCWU Schedule doc m ae F MyCWU Schedule sete FE MyCWU Test Drive Drop In Schedule JE Computer o MYCWU Test Drive Drop in Schedule ea PO MyCWU Test Drive Drop In Schedule PO MyCWU Test Drive Drop In Schedule 2 DVD RW Drive D Audio CD TE MyCWU Test Drive Drop In Schedule GE SYS THEMIS F i G DATA MATHEMIS G C HTDOCS ZEUS WWW Ke PROJECTS THEMIS ME Ke SHORTT A THEMIS DATA N G2 psoft EUNOMIA P LK SHARED DATA THEMIS S G shared_data APOLLO Wi GE SYS THEMIS X om t Find the document you want to upload and click the Open button File Attachment Help SACAT Change Mgt MyCWU View Schedule MyCWU Te Click the Upload button Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 6 of 13 Online Purchase Requisition Workflow FAQ Guide SiCAT Line Comment Business Unit CWUID Requisition Date 01 18 2014 Status pen Line 1 Comments Find First 4 of 1 Last Entered On 01 98 2014 5 46 29PM i ag E Show at Receipt E Show at Voucher Attachments Attached File User Date Time View a Supplier 3 MyCWLU Test_Drive_Drop SHORTT 2014 01 16 F In_Schedule_1 13 14 pdf 18 35 42 767 1 Click the OK button Check the box to Send to Supplier formerly Vendor if needed Q2 WHAT ARE THE MAI
8. alog A045 APPLIANCES AND EQUIPMENT 3 Non Catalog A0S ART EQUIPMENT AND SUPPLIES 4 Non Catalog A012 ATHLETIC SUPPLIES Q6 IS IT NECESSARY TO USE THE REQUISITION SETTINGS PAGE A Yes This is the area where you name your requisition Also if you have the same information Such as supplier formerly vendor unit of measure accounting information for each line it is easier to use the Requisition Settings page set those defaults up and then not worry about adding them for each line Note If you do not enter a value in the Requisition Name field on this page it will put in a description of the requisition number the system assigns This field is helpful for searching for requisitions you entered Q7 CAN CHANGE A REQUISITION ONCE IT IS CONVERTED INTO A PURCHASE ORDER A No you cannot change a requisition once it has been sourced to a PO In that case contact the buyer and he she will initiate a change purchase order to send to the vendor Q8 WHERE DO SEE THE STATUS OF MY REQUISITION A Navigate to MyCWU gt Main Menu gt Financial Management gt eProcurement gt Manage Requisitions If you can t find your requisition use the search fields to expand or narrow your search Once you locate your requisition use the small l er QOO0000842 Testfor Computers triangle to the left of the requisition ID i to expand Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 9 of 13 Ci
9. any of them in the system MVTIIGH GONG OO TUSO espresa E EEE E E O 8 Q6 Is it necessary to use the Requisition Settings page scccssssssseeeseeseseeeeseeeneeees 9 Q7 Can I change a requisition once it is converted into a purchase order 00 9 Q8 Where do I see the status Of My requisition cccccceeeeeeeeeeeeeeceeeessssenneeeeeeeeeeeees 9 Q9 What information do I need to enter in eProcurement for creating a requisition 10 Q10 What is a template ccccecscsccsseeesseseenneeeeeeeeeeeseeececeeoeeesssasseeeeeeeeseeeeeeoeooeeeessssssnees 10 Q11 What is a favorite ac cecccccccs cane ccpe cece cece cc ceceette scence ce we ceva te ce eenetiveccntteteectveeweeeve tend nn 10 Q12 After create a requisition from a template can add more lines to it 11 USING SPLIT ACCOUNTING FPG oocce cick rtietevacemiosnerire aa 11 Q13 I need to split my line item for two departments How do I do that ss008 11 Q14 What is the difference between distribute by amount and distribute by quantity split accounting only cc eesreee teases areses wot saivesrcte xlrwauisl nsec awnrann cniatdn ied eubiumtnled se canucmaiveedlounid 11 Q15 I have five lines on my requisition totaling 1000 I do not care about individual line item splits but want to split the total requisition as follows 600 to deptA and 400 to PEDIB How do GO thal sosisini a aa 12 FIXED COST REQUISITI
10. ccounting ines to expand the Accounting Lines information to add another accounting line and then split that line item Reference the user guide Create a FMS Purchase Requisition pages 9 and 10 and use the all the way to the right of accounting information to use this method Prior to clicking the click the Qty or Amt under Distribute By field Adjust either the dollar amount or quantity fields and then click the to add the additional row Then update the accounting information on the new line Note that any split accounting should add up to 100 for that line Q14 WHAT IS THE DIFFERENCE BETWEEN DISTRIBUTE BY AMOUNT AND DISTRIBUTE BY QUANTITY SPLIT ACCOUNTING ONLY A Example of Distribute by amount If you are buying one piece of equipment that needs to be split between two departments use the Distribute by amount as shown Another example for distribute by amount is this You are buying 5 microscopes for 1000 each However you want the total 5000 to be split for two departments with 2800 going to dept and 2200 going to Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 11 of 13 CAT Online Purchase Requisition Workflow FAQ Guide dept2 In that case for the first line delete out the original value of 5000 and enter 2800 in the amount field and click on the button on the right hand side of the page Note you may have to scroll over if your monitor i
11. l to Central Washington University and CedarCrestone Inc Page 13 of 13
12. ments etc Q11 WHAT IS A FAVORITE A A favorite is a line item that you have added to your favorites Favorites may not have accounting information in them so you still need to put in accounting information for the lines that you add from favorites The favorites are tied to supplier formerly vendor category and item description You still need to add the remaining fields Reference the user guide located on the Purchasing website Create a FMS Purchase Requisition Using Favorites for more information on favorites Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 10 of 13 Cir Online Purchase Requisition Workflow FAQ Guide ICAT Q12 AFTER CREATE A REQUISITION FROM A TEMPLATE CAN ADD MORE LINES TO IT op Add More Items A Yes Use the Add More Items link and then use a special request or favorite whichever you need to add more lines to a requisition loaded from a template Note that you need to populate accounting information for these additional lines or at least verify that accounting is correct USING SPLIT ACCOUNTING FAQS Q13 NEED TO SPLIT MY LINE ITEM FOR TWO DEPARTMENTS How DO DO THAT A One of the ways to do that v After adding items click the Checkout button From the Edit Requisition Review and Submit page 1 i Laptop use the triangle next to the line number to expand the line Use the triangle to the right of the accounting lines
13. r Online Purchase Requisition Workflow FAQ Guide ICAT the requisition and from there you can look up approvals PO statuses and invoice the requisition details whichever icon is eligible Approvals Purchase Orders Invoice Payment For more information review the user guide Viewing Requisition Status and Detail Q9 WHAT INFORMATION DOI NEED TO ENTER IN EPROCUREMENT FOR CREATING A REQUISITION A You would need to enter the same information as you currently do on a paper requisition These are item descriptions accounting information project ID and operating unit unit of measure quantity price supplier formerly vendor category etc A lot of this information such as category supplier unit of measure can be searched in the system by using the search magnifying glass Q10 WHAT IS A TEMPLATE A A template is nothing but a fully saved requisition for repeated use Example You want to order the same type of item every month except for a few changes In that case save the first requisition you make as a template and then use that for making future requisitions Reference the Create a FMS Purchase Requisition Using Templates user guide located on the Purchasing website for instructions on how enter requisition from templates After requisitions are created from templates you can go ahead and change any information you need such as supplier category descriptions quantities accounting information comments attach
14. s smaller A new line will be created if should automatically fill in the 2200 dollars into the amount field You will need to adjust the project ID and operating unit to reflect the second department accounting information Example of Distribute by quantity Distribute by CY Use if you are clearly splitting the 5 microscopes by quantity Example 3 to DepartmentA and 2 to DepartmentB First remove the 7 in the quantity field and enter 3 in the quantity field Click on the button on the right hand side of the page Note you may have to scroll over if your monitor is smaller A new line will be created if should automatically fill in the with the quantity of 4 in the amount field You will need to adjust the project ID and operating unit to reflect the second department accounting information Q15 HAVE FIVE LINES ON MY REQUISITION TOTALING 1000 DO NOT CARE ABOUT INDIVIDUAL LINE ITEM SPLITS BUT I WANT TO SPLIT THE TOTAL REQUISITION AS FOLLOWS 600 TO DEPTA AND 400 TO DEPTB How Do I DO THAT A There are a couple of options 1 You can go line by line For example if line 1 is for 500 line 2 is for 200 line 3 4 and 5 are for 100 then put the 600 on line 1 and line 3 for deptt Then use the 400 for lines 2 4 and 5 You can mix and match your accounting lines 2 You can also split each line by amount for 60 and 40 You need to calculate the percentage based on the overall split FIXED COST REQUISITIONS FAQS
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