online purchase requisition workflow faq guide
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1. 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 ICAT Online Purchase Requisition Workflow FAQ Guide REVISION MANAGEMENT PROCESS DOCUMENT INFORMATION REVISION HISTORY Date Action Page s 08 06 13 Draft Created e Short All ee Re Date Approved Approved By Signature optional 8 9 13 Stuart Thompson E Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 2 of 12 ICAT Online Purchase Requisition Workflow FAQ Guide TABLE OF CONTENTS EPROCUREMENT DATA ENTRY FAQS se sivceticateswtcencreatsencusuaseabineteawsesaveentiendecadsiaels 4 Q1 How do l attach documents to a requisition cccceceseesesseesseeeeeeeeeeeeeeeeeeeeeeeees 4 Q2 What are the main steps to enter an eProcurement requisition sseeeeeeeeeees 6 Q3 I cannot find the vendor when I search in the system What could be the reason 6 Q4 Why does my requisition status show Open under manage requisitions 6 Q5 I am confused with the item category as there are so many of them in the system WNICRHORG GO TUSO ios incase E a a eeaeuscmstean2. and 5 are for 100 then put the 600 on line 1 and line 3 for dept1 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 3 Another option is that after adding the line items use the modify line shipping accounting feature on the review and submit page Then use a split distribution with 60 going to dept1 and 40 going to dept2 Put in all the accounting information project ID and operating unit and click apply Then choose to replace distribution lines so that every line has the same 60 40 percentage Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 10 of 12 oC Online Purchase Requisition Workflow FAQ Guide SiCAT FIXED COST REQUISITIONS FAQS Q16 WHAT TYPE OF REQUISITIONS ARE CREATED UNDER FIXED COST SERVICES A Examples are honorariums repairs consulting services 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 ROO
3. M 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 Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 11 of 12 SCAT Online Purchase Requisition Workflow FAQ Guide PROGRAM REVIEW OF SCIENCE EDUCATION PROGRAM PER CONTRACT XXXX 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 Confidential to Central Washington University and CedarCrestone Inc Page 12 of 12
4. ates 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 vendor item category descriptions quantities accounting information comments etc Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 8 of 12 ICAT Online Purchase Requisition Workflow FAQ Guide 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 vendor item 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 Q12 AFTER CREATE A REQUISITION FROM A TEMPLATE CAN I ADD MORE LINES TO IT A Yes Use the Add items and services 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 I DO THAT A T
5. ee nemenoecuan 6 Q6 Is it necessary to use the Define Requisitions page cccccssseesseseeeeeseseeeeeneeeeees 7 Q7 Can I change a requisition once it is converted into a purchase order 2 00 8 Q8 Where do I see the status Of My requisition cccceeeesseseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeess 8 Q9 What information do I need to enter in eProcurement for creating a requisition 8 Q10 What is a template eeeccccsssesssssensneeeeeeeeeeeeeeeeceeeeessssnsaeeeeeeeeeseseneooeeeessassesaeeeeeeeseees 8 Q11 What iS a favorite ceeecteccceeeeeeeeeenneeeeeeeeeeeeeeeecoeeeesassansaeeeeeeeseeseeneoeoeeeassesseaeeeeeeseeees 9 Q12 After create a requisition from a template can add more lines to it 9 USING SPLIT ACCOUNTING FPS asec ceca ese crete ewarnecadeeeeeuaetaareaees 9 Q13 I need to split my line item for two departments How do I do that ssccseeeee 9 Q14 What is the difference between distribute by amount and distribute by quantity Split ACCOUNTING OMY 2 cisini iiinn 10 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 deptB How do I do that ssisicaceesintaincccascnuesuctesce sd cescncascnteeusecessacscsucatvecsosssdasnededusesnusouasceiaduecs 10 FIXED COST REQUISITIONS FAQS ccccccce ence eee nee e cece nee
6. eeeenn ee eeeenneeenennnesesenenes 11 Q16 What type of requisitions are created under Fixed Cost Services 0 0008 11 Q17 don t know what type of description to write under the Service Description for a Fixod Oo icy a e gt Deere ee arte neat me Seer en name Moers eieae tt aeaa rere a eenne arene ate 11 MISCELLANEOUS FAQS cscs cae sonesee nassi oaa eaa aeh ara naanahanae 12 Q18 What are other ways I can get Questions Answered ccccceceeeeeeeeeeeeeeeeseseeenneeee 12 Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 3 of 12 Online Purchase Requisition Workflow FAQ Guide l CAT EPROCUREMENT DATA ENTRY FAQS Q1 How DO ATTACH DOCUMENTS TO A REQUISITION A At the Review amp Submit page click on the comments icon id at the end of the row Create Requisition Ck 1 Define Requisition 2 Add Items and Services Review the details of your requisition make any necessary changes and submit it for approval Business Unit CWUID Central Washington University Requester SHORTT Tina Short Currency USD Requisition Name Priority Medium v Requisition Lines Line Description Vendor Name D 1 Computer 1 0000 450 00000 Ea BO Next click the Add Attachment button refer to below screen shot Create Requisition Line Comments Line Description 1 Computer 1 0000 Each 450 00000 USD g Show at Receipt Show at Vouc
7. her Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 4 of 12 SCAT Online Purchase Requisition Workflow FAQ Guide Next use the Browse button to navigate to your file Click the Upload button File Attachment SACAT Online Travel amp Authorization Workflow ProjechO Browse Upload f Cancel Click the OK button Check the box to Send to Vendor Create Requisition Line Comments Line Description bai 1 MINI MAC COMPUTER 10000 Each S75 00000 USD Attached File View 1 2013 03 view 31_32506500_Project_Activity xls Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 5 of 12 SCAT Online Purchase Requisition Workflow FAQ Guide Q2 WHAT ARE THE MAIN STEPS TO ENTER AN EPROCUREMENT REQUISITION A You would be entering them in three pages The first page Define Requisition is where you enter defaults this is optional that populate for every line Example of defaults would be vendor item category accounting information etc that you need for each line The second link Add Items and Services is where you put in actual item descriptions and quantities and keep adding them The third link Review and Submit is where you can enter accounting information optional if you enter if on the first tab review and submit the requisition Please refer
8. here are a couple of ways to do that v After adding items go to the Review and Submit page and there use the triangle next to the line number to expand the line Use the to the right of the accounting lines to add another accounting line and then split that line item Reference the user guide Create a FMS Purchase Requisition pages 12 and 13 and use the all the way to the right of accounting information to use this method v You can also go to the Review and Submit page check the line item you want to change click on modify line shipping acctg button and then put in the split chartfields project ID and operating Then click ok and then choose to replace distribution lines Reference the user guide Create a FMS Purchase Requisition pages 13 and 14 for instructions on how to do this Note that any split accounting should add up to 100 for that line Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 9 of 12 ICAT Online Purchase Requisition Workflow FAQ Guide 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 wa
9. nt the total 5000 to be split for two departments with 2800 going to dept and 2200 going to 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 is 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 Y 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 three options 1 You can go line by line For example if line 1 is for 500 line 2 is for 200 line 3 4
10. 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 DOI SEE THE STATUS OF MY REQUISITION A Navigate to eProcurement gt 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 triangle to the left of the requisition ID to expand the requisition and from there you can look up approvals PO statuses and invoice payments whichever is eligible 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 vendor item category etc A lot of this information such as item category vendor 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 Templ
11. priate category for your special request Search Categories Search By Category z Find a E i b Categories Customize Find p p rusi TT Last Look Up Category Note You may either Search or Browse to look up the appropriate category for your special request Search Categories Search By Category i o Find Categones Customize Find Catalog 1 Non Catalog A010 ADVERTISING 2 Non Catalog A045 ae 3 Non Catalog A050 A Q6 IS IT NECESSARY TO USE THE DEFINE REQUISITIONS PAGE A No it is not necessary You can directly add the items you need on the Add Items and Services page and then use the Review and Submit page to enter accounting information However if you have the same information Such as vendor unit of measure accounting information etc for each line then it is easier to use the Define Requisitions 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 Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 7 of 12 SCAT Online Purchase Requisition Workflow FAQ Guide Q7 CAN CHANGE A REQUISITION ONCE IT IS CONVERTED INTO A PURCHASE ORDER A No you cannot change a requisition
12. to the Purchasing Website for a full user manual Q3 CANNOT FIND THE VENDOR WHEN I SEARCH IN THE SYSTEM WHAT COULD BE THE REASON A The vendor may not exist in the system at all Please note DO NOT use the suggest new vendor Entering a vendor is not required If you do have a vendor you would like to use enter the information in the comments field 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 Requisition under the dropdown to the right and after opening the requisition click save and submit This changes the status to Pending approval Q5 AM CONFUSED WITH THE ITEM CATEGORY AS THERE ARE SO MANY OF THEM IN THE SYSTEM WHICH ONE DO I USE A If you want to narrow down the item category 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 Proprietary and Confidential to Central Washington University and CedarCrestone Inc Page 6 of 12 Online Purchase Requisition Workflow FAQ Guide amp l CAT Look Up Category Note You may either Search or Browse to look up the appro
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