Purpose
This collection of reference guides is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to create a requisition for a Catalog, Non-Catalog, Standing Order, and After the fact.
Deliver-to Location and Charge Account information must be set up as preferences, prior to initiating a requisition.
Actions
· Create a Catalog Requisition
· Create a Non-Catalog Requisition
· Create a Requisition through the Residential Properties Smart Form
· Create an After-the-Fact Requisition
Terminology
· Purchase Requisition: A request to order goods or services from a supplier.
· Local Catalog: A Local Catalog consists of supplier items that are hosted locally in Oracle. Requesters can shop the local catalog, adding items to their cart. Local catalog-related electronic purchase orders and invoices are communicated via Oracle Business Network (OBN).
· Punchout Catalog: A punchout catalog consists of items listed on a supplier’s hosted website. In the Purchase Requisitions work area, a requester can click a link to be directed to an external supplier site. Items can be added from the external site, then the user will return to Oracle to complete the requisition steps.
· Non-Catalog Requisition: A requisition that is created via an Oracle Smartform for goods or services not included in a catalog.
· Procurement Category: Categories are used to classify goods or services on a requisition. The procurement category selected by the requester drives the “Account” segment of the chart of accounts COA for that transaction. Users can find the “Account” value associated with each procurement category in the category description.
· Chart of Accounts (COA): A 10-segment combination of accounts composed of primary and secondary segments. The primary segments define the business transaction (Entity, Org., Account, Fund, Purpose). The secondary segments allow us to define why the transaction is being incurred (Purpose, Program, Activity, Site).
· POETAF: A 6-segment combination of Project Cost Collection values that are used to code transactions against projects defined within the Project Portfolio Management module (Project Number, Expenditure Organization, Expenditure Type, Task Number, Contract Number, Funding Source). All transactions coded with POETAF must also have a COA defined.
· Standing Order: An order established with a supplier for on-going purchases made throughout a specified period of time including a not-to-exceed purchase order value.
· Supplier Site Naming Conventions:
· Payment Request Only: Should only be used when creating a requisition for a supplier using a payment request SmartForm. Should not be used for non-catalog orders.
· Punchout Only: Supplier site associated with cXML PO communication setups. Should not be used for non-catalog orders.
· Contract – Contract Description: Supplier site associated with a contract purchase agreement. When a requester selects this supplier/supplier site combination, the agreement will auto-populate on the requisition.
· Subawards: Supplier site associated to a subaward. Should not be used for non-subaward purchase orders.
Create a Catalog Requisition
1. Select Company Single Sign-On to access your Oracle account.
2. Navigate and select the Procurement module.
3. Select Purchase Requisitions (New).
4. Select the Name of the Catalog Supplier to purchase from under the Featured categories section of the requisition page. You can select See more to view additional suppliers.
a. If you select a Punchout Catalog, it will open the Punchout site for selecting the items.
i. Add items to the cart.
ii. Then select the Shopping Cart icon or equivalent button on the supplier site.
iii. Select Create Order Requisition or equivalent button. This will take you back to the Oracle purchase requisition page.
b. If you select a Local Catalog, you will continue in the Oracle purchase requisition page.
i. Select the items and Add to Cart.
ii. Select View cart.
5. The process is now the same for both Punchout Catalog Requisitions and Local Catalog Requisitions. Select the Pencil Icon to update the Requisition Summary.
6. Enter a Description.
7. Update Requester, Requested Delivery Date, and Deliver to Location.
8. For Project related purchases, enter the Project Number.
9. Verify the COA listed under Charge Account and update as necessary.
10. Add Attachments as necessary.
a. Attach procurement documentation (price reasonableness/justification forms) if the transaction is greater than $10,000. Use the category dropdown and select To Approver.
b. For users creating requisitions related to Yardi flag the Ancillary system as "Yardi."
11. Select Update.
12. Select Submit.
You have now completed the process of creating a Catalog Requisition.
Create a Non-Catalog Requisition
1. Select Company Single Sign-On to access your Oracle account.
2. Navigate and select the Procurement module.
3. Select Purchase Requisitions (New).
4. Select Non-Catalog Goods & Services.
5. Select Goods - Non-Catalog or Services - Non-Catalog.
6. Enter Item Description, Category Name, Quantity, UOM Name, Price, and Currency.
a. Select the dropdown icon to search for a Category Name.
b. If you are selecting a foreign currency, leave the Conversion Rate Type as "Corporate" and the Conversion Date as the requisition date.
7. Select Supplier and Supplier Site from the dropdown.
a. If nothing populated in the Supplier Site box, select the dropdown arrow to choose the appropriate site. Utilize the Supplier Profile Report in Orbit to view site options.
b. Add a Supplier Item code if applicable. This would be a reference to the supplier of what good and/or service the order is for. This value is listed on the Purchase Order.
Note: The Supplier must exist in Oracle prior to completing a requisition. To add a Supplier, complete the Supplier Set-up or Modify Form in ServiceNow.
8. Add Attachments if applicable. Use the category dropdown and select To Approver.
a. Attach procurement documentation (price reasonableness/justification forms) if the transaction is greater than $10,000.
9. Review the information added for this requisition line. Select Add to Cart.
10. If you need to add a second line to the requisition, select Create another request. Only select this if it is the same supplier and same smartform. Then, repeat steps 6-10. Once all requisition lines have been added, select View Cart.
11. Select the Pencil Icon to update the Requisition Summary.
12. Enter a Description for the requisition.
13. Update Requester, Requested Delivery Date, and Deliver to Location if needed.
Note: The deliver to location cannot be Default Location.
14. For Project related purchases, enter the Project Number then fill in the rest of the POET(AF) segments.
15. Verify the COA listed under Charge Account and update as necessary.
16. Fill in the Additional information if needed.
17. Add additional attachments as necessary.
18. Select Update.
19. Select Submit.
You have now completed the process of creating a Non-Catalog Requisition.
Create a Standing Order
1. Select Company Single Sign-On to access your Oracle account.
2. Navigate and select the Procurement module.
3. Select Purchase Requisitions (New).
4. Select Non-Catalog Goods & Services.
5. Select Standing Order.
6. Enter Item Description, Category Name, Quantity, UOM Name, Price, and Currency.
a. Select the dropdown icon to search for a Category Name.
b. If you are selecting a foreign currency, leave the Conversion Rate Type as "Corporate" and the Conversion Date as the requisition date.
Note: It is recommended to add the start and end date of the Standing Order in the Item Description box.
7. Select Supplier and Supplier Site from the dropdown.
a. If nothing populated in the Supplier Site box, select the dropdown arrow to choose the appropriate site. Utilize the Supplier Profile Report in Orbit to view site options.
b. Add a Supplier Item code if applicable. This would be a reference to the supplier of what good and/or service the order is for. This value is listed on the Purchase Order.
Note: The Supplier must exist in Oracle prior to completing a requisition. To add a Supplier, complete the Supplier Set-up or Modify Form in ServiceNow.
8. Add Attachments if applicable. Use the category dropdown and select To Approver.
a. Attach procurement documentation (price reasonableness/justification forms) if the transaction is greater than $10,000.
9. Review the information added for this requisition line. Select Add to Cart.
10. If you need to add a second line to the requisition, select Create another request. Only select this if it is the same supplier and same smartform. Then, repeat steps 6-10. Once all requisition lines have been added, select View Cart.
Note: If the Standing Order extends past the fiscal year, you must select Create another request to add an additional requisition line. Each fiscal year must be represented by its own requisition line.
11. Select the Pencil Icon to update the Requisition Summary.
12. Enter a Description for the requisition.
13. Update Requester, Requested Delivery Date, and Deliver to Location if needed.
Note: The deliver to location cannot be Default Location.
14. For Project related purchases, enter the Project Number then fill in the rest of the POET(AF) segments.
15. Verify the COA listed under Charge Account and update as necessary.
16. Fill in the Additional information if needed.
Note: The Effective Start Date and Effective End Date can exceed the fiscal year and should mark the entire length of the Standing Order.
17. Add additional attachments as necessary.
18. Select Update.
19. Select Submit.
You have now completed the process of creating a Standing Order Requisition.
Create a Requisition through the Residential Properties Smart Form
1. Select Company Single Sign-On to access your Oracle account.
2. Navigate and select the Procurement module.
3. Select Purchase Requisitions (New).
4. Under Featured categories, select See more.
5. Select Non-Catalog Goods & Services.
6. Select Residential Properties.
7. Enter Item Description, Category Name, Quantity, UOM Name, Price, and Currency.
a. Select the dropdown icon to search for a Category Name.
b. If you are selecting a foreign currency, leave the Conversion Rate Type as "Corporate" and the Conversion Date as the requisition date.
8. Select Supplier and Supplier Site from the dropdown.
Note: The Supplier must exist in Oracle prior to completing a requisition. To add a Supplier, complete the Supplier Set-up or Modify Form in ServiceNow.
9. Enter the Residential Unit under Additional details. It should be listed as Building Code – Unit.
10. Add Attachments if applicable. Use the category dropdown and select To Approver.
11. Select Add to Cart.
12. Select View Cart.
13. Select the Pencil Icon to update the Requisition Summary.
14. Enter a Description.
15. Update Requester, Requested Delivery Date, and Deliver to Location.
16. For Project related purchases, enter the Project Number.
17. Verify the COA listed under Charge Account and update as necessary.
18. Add Attachments as necessary.
a. Attach procurement documentation (price reasonableness/justification forms) if the transaction is greater than $10,000. Use the category dropdown and select To Approver.
b. For users creating requisitions related to Yardi flag the Ancillary system as "Yardi."
19. Select Update.
20. Select Submit.
You have now completed the process of creating a Requisition through the Residential Properties Smart Form.