Entering a New Requisition in eProcurement

Entering a New Requisition in eProcurement

Document number: 17202

To enter a requisition using eProcurement follow the steps below:

Log in to eProcurement. For more information, see Eureka! document 17201 — How to log in to eProcurement.
Once you are on the eProcurement home page click the Create Requisition link to access the new requisition sign on page.
The Sign On page for the new requisition defaults to your existing business unit and employee ID. You can change both the business unit and employee ID if you are entering this requisition on behalf of another PeopleSoft employee.

Note : Catalog items and vendor lists are based on business unit. If you change the business unit you will change the catalog items and vendor list available to you. If you change the employee ID all shipping and department information will reflect that employee’s assigned defaults.

Once you have the Business Unit and employee ID entered click OK to continue.
On the Requisition Title page, the first text field is where you can enter a requisition title. You can enter a title now or allow the application to automatically generate a unique requisition number. If you plan to save this requisition as a template, you should be aware that the template name will reflect this requisition title. If you plan to have several templates you should give them each unique identifying names. Information on building item templates can be found in the link below.
The Edit Defaults link will allow you to change the default information for all lines of this requisition. This can save time when entering long requisitions that are going to be charged to the same project ID and / or account number. If you are charging items to different accounts or project IDs do not use this feature.

To set the defaults for lines of this requisition, click the Edit Defaults link.
Click the Override radio button located at the top of the page. If you do not click this radio button, your defaults will not be carried onto the shipping and distribution information pages.
Enter the values you want defaulted on this requisition.
Click the yellow OK button location at the bottom right section of the page.

The icons on this page will allow you to perform a Catalog Search, choose from your previously saved Favorite Items or personal Item Templates or enter a Special Request. You can use any combination of these methods to complete your requisition. Choose either the Catalog Search or the Special Request link to if this is the first time you are entering a requisition. Choose Item Templates or Favorite Items to learn some time saving steps for future requisitions.

Catalog Search - Catalog Search allows you to select your item from a preexisting list of items.
Special Request - Special Request allows you to submit new vendors for approval and purchase items not found in the catalogs.
Item Templates - This feature will allow you to set up a template containing items purchased often.
Favorite Items - This is a way to save your frequently purchased items in a custom list.
Service Request - This is how to hire a contingent worker or contractor.

Catalog Search

The search catalog feature allows you to browse the catalogs to locate the item you wish to purchase. You can use this feature one of two ways:

Enter a key word in the search field. You can enter the name of an item or the manufacturer to allow the application to find matches.
Click on the available catalog links. Note: If you click on the catalog links, a new window will show you the appropriate sub-catalogs.

To search using the Catalog Links, follow the steps below:

Click on a Catalog Link. Once you have opened a sub catalog you will see the listing of items. If you wish to get detailed information about an item simply click on the item name. From here you will be able to choose your item and enter a quantity for your requisition.
To get detailed product information, click on the item name link.
Once you have found an item you want to purchase click on the Add icon ( ) to add it to the requisition. Once you have added each item by clicking the green plus icon or the heart/plus icon you will see a running total at the top of the window by the shopping cart. For additional items you can continue adding from this sub catalog, choose a new catalog using the catalog link or search by keyword.
Once you have all your items for your requisition click the yellow Summary button near the shopping cart to continue.
From the summary page you will see the items you chose for this requisition. On each item line you will see icons for Shipping information ( ), Line details ( ), Line Comments ( ) and the Delete Row ( ).
Line Details can be used to update or change vendor information. Most users will not need to use this feature.

Line Comments is to be used to communicate informational comments for each line to the buyer. In addition you can add attachments from the Line Comments page. This information is only available to buyers and will not be visible to the approvers.

The Delete Row feature allows you to remove the line from your requisition.

Shipping information is to be used for changing ship to locations as well as Distribution information. North American users have two centralized receiving locations, Livermore and Toronto. All items from North American requisitions are shipped to one of these two locations and then reshipped to the requester’s location found in the distribution information page. To change distribution information ( for example the GL account code or department number) you will first need to access the shipping information page by clicking the truck icon. International users, those outside of North America, can also set up drop shipments. Click here to get information on this step.
- To access the distribution information page click on the Cost Distribution icon ( ) by the total column. The Distribution page is where you can change the account, department and location code information. This information defaults from the requester’s employee ID number. If you need to change asset information or project information you can do so by using the links provided.
- The Project Information page allows you to enter detailed activity and resource information regarding your project. Three of the fields on this page are mandatory. They are PC Business Unit, Project ID, Activity ID, Resource Type, and Resource Category.
- Once you have entered all the asset and project information click on the Return to previous main panel link located at the bottom of the page. This will return you to the Shipping information page. Click on the Return to Requisition Summary link when done.
Note: All IT managers are required to enter the coordinating Project ID on every line of every requisition, expense report, and voucher submitted. To reference a Project ID on the requisition:
1. Click on the Shipping information icon ( ).
2. Then click on the Cost Distribution Info ( ) icon located on each line of the requisition.
3. In the Cost Distribution section of the new page, click the link that says Project link.
4. Complete each field using the Lookup icon ( ) to search each field for the appropriate value. You will not be able to continue until all required fields are completed. IT managers only, use the following information:
5. Once you have completed all the fields, click the yellow OK button to return to the Distribution Information page. Click the Return to previous mail panel link.
6. Click the Return to Requisition Summary link. This will take you back to the Summary page for your requisition.
For all IT managers, the steps shown above for added Project IDs must be performed for every line on the requisition.
Before you can save your requisition you must add Justification/Summary comments for this purchase. Click on the Justification/Summary link located near the bottom left of the page to access this page. Use the Justification comments box to provide information to allow approvers to make an informed decision with regards to this purchase. Once you have completed your justification, click the Return to previous page link.
Be sure to review your information for accuracy. eProcuement gives you the ability to create personal templates. If your requisition contains items ordered often, check the Mark as Template box. Once your requisition is saved you will be able to access this template through your Item Templates icon on future requisitions. Remember the template name will reflect this requisition title.
The Save for Later button allows you to save this requisition but not submit it for approval. Once you have used the save for later feature you will be able to recall, edit or submit this requisition from your requisition manager.
Once you have entered all items to be ordered, adjusted any shipping, project or asset information, marked as template or added to favorites click the Save and Submit button to save your requisition and submit it for approval. The approval process is determined by cost and type of purchase. For more information on Approving requisitions see Eureka! Document 17202 — eProcurement Frequently Asked Questions. This is a function for PeopleSoft managers only.

If you are an International user you will often need to have drop shipments outside of PeopleSoft office locations. Drop shipments are to be used for a one time only delivery of goods. If the items from your requisition meet this requirement you will be able to use one time shipping and the One Time Ship icon,( ) will be visible on the Shipping information page. North American users will not see this icon. Follow the steps above for creating a new requisition, then follow the steps below:

Click the shipping tag icon to access the one time shipping information page.
Enter your drop ship destination in these fields. The ship to information here will printed on the purchase order.
Once you have completed the shipping information click the yellow Return button to continue with your requisition. When you click return you will go back to the initial shipping information page. From there you will be able to continue as detailed in the previous slides.

Click here to return to Create New Requisition steps.

Click here to go back to the beginning of this document.

Special Request

The Special Request feature allows you to order either goods or services. To enter a requisition using the Special Request feature log into the eProcurement home page as shown above. Once you are at the Requisition Title page you can title your requisition and edit your defaults the same as a catalog entry.

From the Requisition home page, click the Special Request ( ) icon to begin. Determine if you are going to be ordering Goods or Services and click the appropriate radio button and click next to continue.

Entering a Goods Special Request

Enter a description for your item and choose the most appropriate category.
Enter a quantity, price and choose a unit of measure. The currency defaults to the currency of the business unit of this requisition.
Enter a valid date in the due date field. All of these fields are mandatory. If these fields are not completed you will not be able to add this item to your requisition and will receive an error dialog box when you select the add item button.
You can add additional comments in the field provided.
It is very important to choose the vendor if you know it. Not entering a vendor will delay your order as the buyer will need more time to gather this information from you before a purchase order can be created. However, if you do not know the name of the vendor for this item you can leave the vendor information blank and your requisition will still be processed. If you have a multiple line requisition you will need to add this information to each line.

To enter vendor information use the Vendor Lookup link to access the page to select your vendor.
Enter the vendor’s name and click Find. The vendor information is case sensitive. You do not have to enter the full vendor’s name, eProcurement will find all matches based on your entry.
Once you have vendor matches, click the check mark on the line for the appropriate vendor to select this vendor for your requisition. Once you have clicked this check mark you will be returned to the special request goods page so that you can continue your requisition.
If your vendor is not available on the list provided, you can click the Suggest Vendor link to request your vendor be added. Be sure to fill in the vendor name, contact, address, phone, fax and email address information. International users also need to fill in the bank information. Once all information is complete click the suggest vendor button to return to the special request good page.
Once you are back at the special request goods page, click the Add Item button at the bottom of the page to add this line to your requisition.

Click on the Justification Summary link to enter the explanation for this requisition. When you are finished, click on the Return to Previous Page link.
This will bring you back to your requisition title page where you can Save and Submit as before.

Entering a Services Special Request

To create a special request for a service follow the same steps as above until you get to the Special Request page.

Once on the Special Request page, click the Service radio button and click the yellow Next to continue.
The special request service page will offer international users a choice of three service types. North American users will only see a fixed cost option. Click here or more information on the International options. To continue with the fixed cost service request, click the radio button next to Fixed Cost and then click the yellow Next button to continue.
Once on the special request fixed cost service page enter a Description, Category, Value of the Service and choose your Currency. These fields are mandatory. The Search icon can be used to help select the Category
It is important that you select your vendor using the Vendor Lookup link if the vendor name is known to you. The vendor information is case sensitive. Not entering a vendor will delay your order as the buyer will need more time to gather this information from you before a purchase order can be created. However, if you do not know the name of the vendor for this item you can leave the vendor information blank and your requisition will still be processed. If you have a multiple line requisition you will need to add this information to each line.
Enter the appropriate dates in the Beginning Date of Service and the Date of Completion fields. You can use the calendar icon to quickly select these dates.
The Quote Number and Q uote Date are optional and provided for your reference.
The Scope of Work field should be completed as it is crucial to provide details about this special request.
Once you have entered all the data into the fields on this page select the Add Item button to add this service line to your requisition. You will be returned to the requisition title page.
Click on the Justification Summary link to enter the explanation for this requisition. When you are finished, click on the Return to Previous Page link.
Once you have added all items Save and Submit as before.

International options

Variable Cost is the first of the two additional service request options available to international users.

To access the special request variable cost page click the Variable Cost radio button and click the Next button.
All fields on this page are mandatory except for Vendor look up, Quote Number, Quote Date and Scope of Work.
It is important that you select your vendor using the Vendor Lookup link if the vendor name is known to you. Not entering a vendor will delay your order as the buyer will need more time to gather this information from you before a purchase order can be created. However, if you do not know the name of the vendor for this item you can leave the vendor information blank and your requisition will still be processed. If you have a multiple line requisition you will need to add this information to each line.
The Scope of Work field should be completed as it is crucial to provide details about this special request.
Once you have entered all the data into the fields on this page select the Add Item button to add this service line to your requisition. You will be returned to the requisition title page.
Click on the Justification Summary link to enter the explanation for this requisition. When you are finished, click on the Return to Previous Page link.
Once you have added all items Save and Submit as before.

Time and Materials is the second additional service request option available to international users.

To access the special request Time and Materials service information page click the Time and Materials radio button and click the Next button.
All fields on this page are mandatory except for Vendor look up, Quote Number, Quote Date and Scope of Work.
It is important that you select your vendor using the Vendor Lookup link if the vendor name is known to you. Not entering a vendor will delay your order as the buyer will need more time to gather this information from you before a purchase order can be created. However, if you do not know the name of the vendor for this item you can leave the vendor information blank and your requisition will still be processed. If you have a multiple line requisition you will need to add this information to each line.
The Scope of Work field should be completed as it is crucial to provide details about this special request.
Once you have entered all the data into the fields on this page select the Add Item button to add this service line to your requisition. You will be returned to the requisition title page.
Click on the Justification Summary link to enter the explanation for this requisition. When you are finished, click on the Return to Previous Page link.
Once you have added all items Save and Submit as before.

Click here to go back to the beginning of this document.

Item Templates

Item Templates are very useful if you have a list of items that you order often under certain conditions. For example, you order a preset list of equipment for all employees or your department. If you build an Item Template you will only have to access the template and adjust quantities for all new hires.

To build an Item Template follow these steps:

Once you are on the eProcurement home page click the Create Requisition link to access the new requisition sign on page.
The Sign On page for the new requisition defaults to your existing business unit and employee ID. You can change both the business unit and employee ID if you are entering this requisition on behalf of another PeopleSoft employee.

Note: Catalog items and vendor lists are based on business unit. If you change the business unit you will change the catalog items and vendor list available to you. If you change the employee ID all shipping and department information will reflect that employee’s assigned defaults.

Once you have the Business Unit and employee ID entered click OK to continue.
On the Requisition Title page, the first text field is where you can enter a requisition title. You can enter a title now or allow the application to automatically generate a unique requisition number. If you plan to save this requisition as a template, you should be aware that the template name will reflect this requisition title. If you plan to have several templates you should give them each unique identifying names.
Follow the same steps as shown above to search for and enter items to your template. Return to item entry. Once you have entered at least one item, click the yellow summary button located in the upper left-hand corner by the shopping cart.
Mark the check box Mark As Template located at the bottom of the summary page and then click the Save For Later button. Your template is now saved and you can continue to load items you wish to order.

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Favorite Items

Any item you have ordered can be added to your Favorite Items. Once added to your favorites you will be able to go through this list and add items to a new requisition.

To add an item to you Favorites List simply click the Favorites Items icon ( ) while adding the items to your requisition.

To recall an item from your Favorites List click on the link from the Requisition Home page, enter the quantity desired and click the Add icon ( ).

Click here to go back to the beginning of this document.