eProcurement Job Aid Requisitions & Receipts

1. eProcurement Job Aid Requisitions & Receipts

2. Table of Contents • Creating a Requisition . . . . . . . . . . . . . . . 3 - Define Requisition . . . . . . . . . . . . . . . . . . . . . . . . 3 • Vendor Lookup/Selection . . . . . . . . . . . . . . 4-5 • Shipping Information. . . . . . . . . . . . . . . . . . 6 • Due Date . . . . . . . . . . . . . . . . . . . . . . . . . . 7 • Category . . . . . . . . . . . . . . . . . . . . . . . . . . 8 • Cost Distribution . . . . . . . . . . . . . . . . . . . . 9 • Account Code . . . . . . . . . . . . . . . . . . . . . . . . . . . .10 • Goods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 • Entering Data for Requisition. . . . . . . . . . . . . . . . .12 • Suggest Vendor . . . . . . . . . . . . . . . . . . . . . . . . . . .13 • FSU Delivery Location . . . . . . . . . . . . . . . . . . . . . 19 • Requisition Number Assigned . . . . . . . . . 21 • Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 • Define Requisition . . . . . . . . . . . . . . . . . . . 23 • Types of Service . . . . . . . . . . . . . . . . . . . 24 • Requisition Number Assigned . . . . . . . . . . 28 • Blanket . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 • Define Requisition . . . . . . . . . . . . . . . . . . . 30 • Receiving Reports . . . . . . . . . . . . . . . . . . 35 • Receiving Items . . . . . . . . . . . . . . . . . . . . . . 36 • Selecting Items . . . . . . . . . . . . . . . . . . 36 • Save Receipt . . . . . . . . . . . . . . . . . . . . 37 • Receipt Number Assigned . . . . . . . . . . 38 • Rejecting Shipment . . . . . . . . . . . . . . . . . . . 39 • Receipt Number Assigned . . . . . . . . . 41 • Receipts for Blanket Orders.. . . . . . . . . . . . . . . . . . . . . . 42 • OMNI Information and Help. . . . . . . . . . . 45

3. Creating a Requisition for Goods • Navigate to eProcurement home page • Click on Create Requisition on either home page or menu • Click on Line Defaults drop-down arrow

4. Vendorname must be entered here. Select “Suggest” if suggesting a new vendor. • Click on the magnifying glass to search for a vendor.

5. Click on the blue Vendor ID link to the left of your vendor name to select. If you do not find your vendor, check your spelling If still not found, type in “SUGGEST”. When you select a vendor, you will go back to the Define Requisition page.

6. Select the Ship To address by clicking the magnifying glass to the right of the field. To select a Ship To address, click on the description to select. To the right of Description type in at least the first three letters of your department name. Click Look up. When the department name(s) come up, select the appropriate code by clicking on the department name. You will go back to the Define Requisition page.

7. Select a Due Date. Either enter the date by typing it or click the calendar icon and selecting a date. When you click on the date in the calendar, you will return to Define Requisition.

8. To select a Category, click on the magnifying glass to the right of the Category field. On the Description line, click the arrow and select contains. Then enter at least three letters of the item name in the field and click Look up. To select a category code, click on the description. You will go back to the Define Requisition page.

9. Unit of Measure can be selected in Define Requisition or each line item. *NOTE: ONLY USE DOL (DOLLAR) FOR BLANKET ORDERS! Enter your Dept ID, Fund, & Project (if applicable). *NOTE: IF USING A PROJECT, FIRST ENTER PC BUS UNIT AS FSU01. ***For all Projects, enter Activity ID as 1.

10. ***Do not type Buyer or Account into Define Requisition. Requisitions with Account codes entered into the Define Requisition will be cancelled and requesters must re-enter a new requisition. • Once all defaults are selected, click Continue to save defaults. • You will then be taken to the Add Items and Services screen.

11. 1. Click the Special Request Tab. 2. Then select the Special Item link. 1 2

12. Fill in the Item Description, Quantity, Price, and Comments as required. • If not already selected on Define Requisition, select Category by clicking on the magnifying glass and selecting the appropriate code.

13. Note: If you are suggesting a vendor, select “Suggest” on the Define Requisition page for the vendor name. Then do the following. • If you are suggesting a vendor, you need to click on Suggest New Vendor link, then go to the Suggest Vendor link.

14. Enter the information for the suggested vendor • Enter the Fax #, TIN # (FEID) and MBECode (Minority Business Enterprise) in the large box at the bottom of the page.

15. NOTE: Requisitions not containing all required info will be returned! • If you need guidance on MBE codes, first contact the Vendor and ask if they are a Florida certified minority business. Then Click FSU Guidelines for MBE Codes to determine the correct code. • Once all info is entered, click the Suggest Vendor button to return to Special Request page

16. Once all item information has been entered, click Add Item button. Note: This page will re-display blank to allow more items to be added. Once all items have been added, click the 3.Review and Submit Tab to review the requisition. Note: Do not try to input items that have no charge on a separate line. You can either add this information to an existing line or type into the Comments Box.

17. Editing Item Information To review the existing information before submitting the requisition, click the drop-drop arrow to the left of the line.

18. Editing Item Information *This is only required when one line item has different info than what is set in the defaults. Enter the appropriate Ship To Location (click on the magnifying glassto look up) Enter Due Date (type in or click calendar and select date) Click on the Modify Line/ Shipping / Accounting button toedit Distribution info

19. *This is only required when one line item has different info than what is set in the defaults. Click on Location Code magnifying glass to look up internal FSU delivery codes. Enter Dept ID, Fund, & Project (if applicable). Click on your department in list to select. When all info is updated, click Apply. ***DO NOT USE MORE THAN ONE DEPT ID, FUND, OR PROJECT ON ANY ONE LINE***

20. On Review and Submit page, click Save & Preview Approvals tohold requisition at your level for changes or to add more items. • If more items are to be added to this requisition, click on Find more items link and follow steps for adding another line before saving. • OR • Save and Submit to send requisition to the Approver. • When you save the requisition, a Requisition number is assigned.

21. Once you Save & Submit your requisition this confirmation screen appears with your Requisition ID and Approval Routing. To make additional changes to your requisition, click Edit Requisition. To Budget Check your requisition, click Check Budget button.

22. Creating a Requisition for a Service • Navigate to eProcurement home page • Click on Create Requisition on either home page or menu • Click on Line Defaults drop-down arrow and go through the same process as shown for a commodity requisition.

23. When all defaults have been set, click Continue Then select the Special Request Tab

24. Select one of the following options from this page by clicking on the appropriate link: • Fixed Cost Service: if the entire job has one price and is all-inclusive • Variable Cost Service: if there is a fee schedule or different pricing for different aspects of the job • Time and Materials: for construction projects

25. Enter Description, Contract, Manager Name, & Phone Number in Service Description textbox. Enter Dates of service in the item description. Additional scope of work or information can be input into Additional Information box.

26. Once all information has been entered, click Add Service. *This page will re-display blank to allow additional services to be added. Once all services have been added, select the Review and Submit Tab.

27. Click Save & Preview Approvals OR Save & Submit

28. *Note: Your Requisition has now been assigned a number.

29. Creating a Requisition for a Blanket Order • Navigate to eProcurement home page • Click on Create Requisition on either home page or menu • Click on Line Defaults drop-down arrow and go through the same process as shown for the other requisition. • Once all defaults are set, click Continue.

30. Select Special Request Tab and Special Item link. Fill in the Item Description with the following: Blanket purchase order for (office supplies). Inclusive Dates: (07/01/05 – 06/09/06). Authorized Signatures: (Names of whose can using this order). Fill in the Quantity (amount of dollars) and Price is always 1.

31. Once all information has been entered, click Add Item. *This page will re-display blank to allow additional items to be added. Once all items have been added, select the Review and Submit Tab.

32. Click Save & Submit to send forward for approval. *Note: Your Requisition will now be assigned a number

33. *Note: Your Requisition will now be assigned a number

34. IMPORTANT! IMPORTANT! IMPORTANT! IMPORTANT! Once your department has physically received a shipment of goods from a vendor or a vendor has performed a service, in order for payment to be made to the vendor, the requester must process a “Receipt” in OMNI. If you fail to process a receipt in a timely manner and an invoice is awaiting payment, you will receive a notice from Payables and Disbursements requesting you process a receipt immediately. DO NOT DISREGARD THIS NOTICE! Normally, vendors do not send invoices unless they have shipped the items/performed the service, so if you have not already received the property, contact your vendor for more information. IT IS VERY IMPORTANT THAT ALL REQUESTERS PROCESS RECEIPTS FOR THEIR ITEMS TO FACILITATE PAYMENT!

35. Processing a Receipt in OMNI • Navigate to eProcurement homepage • Click on Manage Requisitions

36. Enter your name as Requestor and click Search. • Date From and Date To may have to be changed to view old Requisitions. • *A list of all Requisitions entered by you will appear.

37. Choose Receive Order from the Select Action Drop-Down Menu • Click Go

38. Select checkbox • Click Receive Selected

39. When Receive page appears, check quantity and change if needed • If no changes are required and item has arrived in good Condition, click on Save Receipt at bottom right. • *NOTE: Insure you are using the correct QUANTITY of items received in this block. • DO NOT RECEIVE THE DOLLAR AMOUNT FOR LINE ITEM ORDERS.

40. A Receipt # will be assigned to your purchase order • Click on either Return to Receiving if you have more items to receive or navigate to another page in eProcurement

41. If an item needs to be rejected due to duplicate or damaged shipment, first contact the vendor and get a Return Material Authorization • Select the item(s) to be received or rejected • Click Receive Selected • Click Reject Shipment

42. The Reject Shipment page will appear • Enter the quantity you want to reject as shown and press the Tab key for the remainder of the boxes to appear. • Fill in the remainder of the information • Click OK when all boxes are completed

43. Double check all quantities to ensure you are receiving the correct quantity and rejecting the correct quantity, click on Save Receipt • NOTE: the quantities received (3), accepted (2) and rejected (1) are reflected • Your receipt number has been assigned above the blue line

44. Receiving Items on Blanket Orders • Select the Requisition for receipt by clicking on the box at the left • Click Receive Selected above the list • NOTE: The quantity accepted to date indicates you have spent $0 of the $100 encumbered on this PO

45. NOTE: The quantity remaining to receive is reflected in the box (this is the amount of $ remaining in your blanket PO) • Type the Amount of Money reflected on the receipt in the quantity box (i.e. spent $25.36 on the receipt) • When the quantity is correct, click on Save Receipt NOTE: Insure you are using the dollar amount reflected on the invoice as the quantity received!

46. NOTE: The Received and Accepted Quantities reflect the amount you entered. • The receipt number is assigned above the blue line. • NOTE: The next time you return to the receiving page, the quantity left to receive has decreased, the quantity accepted to date has increased by the amount you just received

47. OMNI INFORMATION AND HELP OMNI HELP DESK – 644-8502 VENDOR RELATIONS TEAM – (to add a vendor) 644-4790 (PH); 644-8921 (FAX) vendorrelations@admin.fsu.edu (email) LINK TO REGISTER FOR OMNI TRAINING http://www.aim.fsu.edu/training.html APPOINTMENTS FOR PURCHASING HELP LAB (1 HOUR APPTS ONLY) – 644-6850 OMNI CROSSWALK LINKS: http://www.aim.fsu.edu/training-crosswalk-flair.html