Purchasing
CFS Compendium:
MCCCD XX REQUISITIONER |
|
How do I create a Requisition?
Technology Training Services has the instructions on how to create, modify,
and manage Requisitions. Visit their web site by clicking HERE.
How do I modify a Requisition?
Technology Training Services has the instructions on how to create, modify,
and manage Requisitions. Visit their web site by clicking HERE.
How do I forward a Requisition?
Technology Training Services has documentation on how to forward
a Requisition. To get it, please visit this link. PLEASE NOTE: Always click the "Forward" link when forwarding a requisition
using E-Mail, no matter what you have read anywhere else.
By clicking "Forward," you imply that you are giving the requisition
your approval to be moved forward.
Should I forward a requisition
to any of the District Office Buyers in the Purchasing Department?
The answer to this is NO. Please do not forward requisitions
to any of the District Office Buyers for their review. Requisitions
are to be handled by the campus fiscal office.
When I forward a requisition out of another user's inbox, why does it not show in my own?
The requisition, when forwarded out of another user's inbox (not your own) to yours (or elsewhere), goes into a "deferred" status in which there is a 15 minute waiting period before the requisition appears in the destination (person you are forwarding the requisition to) box.
How do I return a Requisition?
Go into "AutoCreate Documents" in your Navigator
menu. Click the "Clear" button at the bottom of the
window. Type in the Requisition that needs to be returned.
Make sure you select all of the lines once they appear by clicking
in the checkboxes to the left of the Requisition number. Once
all lines have been selected, go up to the "Tools" menu,
and select "Return Requisition." Enter your reason
for returning the Requisition and click OK.
How do I find a Purchase Order
number from a specified Requisition number?
Go into "Requisition Summary," type in your Requisition
number, and under "Results" make sure "Lines" is
selected. Click the Find button. The P.O. lines will appear.
Scroll all the way to the right and you will see "Order
Number." This is the P.O. number. If there is not a P.O.
number, then the Requisition has not been turned into a P.O.
How do I find a Requisition number
from a specified Purchase Order number?
Go into "Purchase Order Summary," type in your P.O.
number, and under "Results" make sure "Shipments" is
selected. Click the find button. The P.O. shipment lines will
appear. Click on the "Tools" menu at the top of the
window, and you will see "View Requisitions." The
Requisition line will appear with the Requisition number in
the "Number" column.
How do I find
the "Note To
Buyer" on a Requisition?
Go into "Requisition Summary," type in your Requisition
number, and under "Results" make sure "Lines" is
selected. Click the find button. The Requisition lines will
appear. Click once on the Requisition number, then right-click
once on the Requisition number. A small menu will appear. Place
the pointer on "Folder," then another small menu
will appear. From that menu, select "Show Field." From
the list of values, scroll down until you see "Note To
Buyer." Click on "Note To Buyer" and click OK.
The field will appear.
How do I see additional
information that does not show in "Purchase Order Summary" or "Requisition
Summary?"
There is a function called "Show Field" that
enables you to view additional information (i.e. Note to Supplier,
Note to Receiver, Line Type, etc.). Click within a field that
you would like the information to appear next to. Right-click
in that same box. A small menu will appear. Select "Folder" then
select "Show Field." A list of values will appear
with additional information that you can view. Click on the
field you would like to add, then click OK. Notice that the
field has been inserted.
How do I change a description on
a Requisition Line if I have already Approved the Requisition?
First off, you must have the proper authority to create Purchase
Orders. If the requisition total is $2,500 or less, then as
a Fiscal Agent, you can create the Purchase Order from the
Requisition Line that needs changing. Once you are in the "AutoCreate
to Purchase Orders" window, you may go into the Requisition
Line by clicking on the description field and edit the description.
Click the "Edit Field" button, or go up to the top
menu bar and use "Edit" then "Edit Field." However,
if the requisition total exceeds $2,500, then you will need
to contact the appropriate Buyer to inform he or she about
the description change.
I received
a notification that reads "Approval workflow database error occurs while approving
Purchase Requisition XXXXXX." What do I need to do?
If you receive this notification, that means that the Requisition
got "stuck" during the approval process. The preparer
(who gets this notification) or the Fiscal Agent needs to contact
the System Administrator (Barbara Yancy, Mike Pelka, or
use Nick Rouse as a last resort) to have the notification proceed
to the next approver. This will "un-stick" the Requisition.
I received
a notification that reads "Purchase Requisition XXXXXX forwarded from (user
name) for (dollar amt.) USD was sent to an invalid forward-to
person." What do I need to do?
If you receive this notification, that means that the Requisition
did not go to the appropriate "forward-to" person.
When forwarding a Requisition
using "Notifications" in CFS, you MUST select the
employee's correct "User Name" by clicking on the "up" arrow
to the right of the "Forward To" field. The User
Name here is not like the one that is entered when forwarding
by E-mail. This User Name is the employee's FULL name (i.e.
CASTILLO, MAGDALENA). You need to try forwarding the document
again.
I received
a notification that reads "Document Manager Failed With Error Number 2 while
processing Purchase Requisition XXXXXX." What do I need
to do?
If you receive this notification, that means that the Requisition
got "stuck," and the person forwarding the document
will need to go into his or her notifications and "Retry" forwarding
the Requisition. If you retry forwarding the Requisition, and
it goes into the "Click to Pick" box, please contact
your Fiscal Agent.
I noticed
that the wrong amount appears in the "Subject" of the Notification that
I received. I also noticed that there is an additional tax
line on the Notification. Why doesn't the total on the "Subject" line
of the Notification equal the total amount of the Requisition
lines?
When entering a requisition, there is a field at the header
level called "Tax Code." If a value is entered by
the Preparer, tax will be calculated using the tax rate for
the tax entity selected. That tax amount will be included in
notifications and will also be encumbered upon approval even
though it is not visible as a separate line on the requisition.
In essence, this will cause the amount to change, thus making
the amount on the "Subject" line different than the
amount on the actual Requisition. The "Tax Code" will
need to be removed from the Requisition header. You will need
to add a line for "Tax" on the Requisition.
I noticed
that my Requisition went to the "Click To Pick" box.
What do I need to do next?
If you notice that the Requisition you forwarded went into
the "Click To Pick" box, notify your Fiscal Agent
immediately. Your Fiscal Agent will be able to get the document
back to you. There most common explanation as to how the Requisitions
end up in the "Click To Pick" box is that if an employee
clicks the "approve and forward" button on the requisition notification, the
Requisition will go into the "Click To Pick" box.
PLEASE NOTE: If you are a Fiscal Agent, please refer to the
instructions on how to get a requisition out of Click To Pick
on this web site.
How do I change an account number
on a Requisition Distribution Line after the preparer input
an incorrect account code segment (fund, unit, charge center, etc.)?
You cannot unless the requisition is "rejected." The requisition must be rejected back to the preparer and the preparer must change the account code to accurately reflect the one that needed to be used. If the account is not valid or open, please check with the appropriate party to get the account open.
How do I change an object code
on an account code on a Requisition after the preparer input
the incorrect one?
You must first have the responsibility to do this (i.e. Fiscal
Agent). Go into your notifications, and open the requisition.
The "Requisitions" window will appear. Click within
a field on the line on the Requisition that needs correcting.
Once you have selected the line, click on the "Distributions" button.
Tab over to the account number, and when it is highlighted,
click the list of values. Make your changes and click OK. Then
click the "Save" button or press CTRL+S on your keyboard.
The record will save.
