Epro - Training Guide - Limited Edits - 11 23 11 PDF

eProcurement for End Users
Training Guide Version 8.9
NOTE:
We are currently using Version 9.1 of the Financials software, which is similar to 8.9, with a few minor differences. You may access and run some of the 9.1 exercises from your desktop in your office using the UPK tools that are available on line. Go to http://www.umass.edu/af/systems/Finance/Fin_training.htmlandselecttheeProcurement hyperlink.
A publication of the
University of Massachusetts e*mpac Project

Amherst * Boston * Dartmouth * Lowell * Presidents Office * Worcester
Limited Revisions: 11/23/11
Table of Contents
COURSE OVERVIEW ...............................................................................................................................................................3 AUDIENCE 3 COURSE OBJECTIVES ................................................................................................................................................................3 INTRODUCTION .......................................................................................................................................................................4 UNDERSTANDING BUSINESS UNITS...................................................................................................................................4 UNDERSTANDING TABLESET AND SETID ........................................................................................................................4 UNDERSTANDING PURCHASING .........................................................................................................................................4 REQUESTS FOR BIDS .................................................................................................................................................................4 THE UMASS MARKETPLACE ....................................................................................................................................................5 PURCHASING CONTRACTS ........................................................................................................................................................5 VENDOR FILE 7 CONFIRMING PURCHASE ORDERS ............................................................................................................................................7 BLANKET PURCHASE ORDERS ..................................................................................................................................................7 SOLE SOURCE 8 CHARGING MULTIPLE BUDGETS ..............................................................................................................................................8 USE OF COMMENTS ..................................................................................................................................................................8 CHANGE REQUESTS ..................................................................................................................................................................8 REQUISITION PRINT REPORT .............................................................................................................................................10 UNDERSTANDING CATEGORIES .......................................................................................................................................10 UNDERSTANDING BUDGET CHECKING...........................................................................................................................10 CACHE FILES ..........................................................................................................................................................................11 ABOUT REQUISITION AND PURCHASE ORDER NUMBERS .........................................................................................11 REQUISITION NUMBERS .........................................................................................................................................................11 PURCHASE ORDER NUMBERS .................................................................................................................................................11 MULTI-VENDOR EPROCUREMENT REQUISITIONS: ......................................................................................................11 EPROCUREMENT PROCESS FLOW.....................................................................................................................................12 EPROCUREMENT TERMINOLOGY: ....................................................................................................................................13 ABOUT THE STRUCTURE OF THE EXERCISES................................................................................................................15 EXERCISES ..............................................................................................................................................................................16 CREATE DESCRIPTION ONLY REQUISITIONS 01_Create a Requisition with One or More Lines 02_Create a Requisition with a Split Distribution 03_Create a Requisition for a Blanket PO 04_Create a Request for Bid Requisition CREATE AMHERST MARKETPLACE REQUISITIONS 05_Enter a Requisition through the Amherst Marketplace 06_Enter a Multi-Vendor Requisition through the Amherst Marketplace MANAGE PROCUREMENT REQUISITIONS 07 Request a Change to a Purchase Order 08_Edit a Requisition 09_Print a Requisition INQUIRY AND REPORTING 10_Inquire on a Purchase Order and Print a Purchase Order 11_Inquire on a Vendor 12_Inquire on a Change Order 13_Inquire on a Budget
Table of Contents
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eProcurement for End Users, Version 8.9
Course Overview
This course provides decentralized, departmental staff (end-users) with the business processes and procedures used to create, edit, manage, and inquire about eProcurement Requisitions and Purchase Orders, including related contracts and vendors.
Audience
1. Decentralized departmental staff (end-users) at all campuses, within all departments, across the entire University system and related business units.
Course Objectives
After completing this course, participants will be able to: 1. Understand the basics of the Purchasing Finance Application in Version 8.9 (Business Units, TableSets, Purchasing, Categories, etc.) 2. Understand the differences between eProcurement Requisitions created using the UMass Marketplace and eProcurement Description Only Requisitions 3. Understand how to use the tools that are available in the eProcurement application 4. Enter eProcurement Requisitions: a. Enter various types of Description Only eProcurement requisitions using free form text b. Enter various types of eProcurement Requisitions using the Amherst Marketplace 5. Understand the Contracts Application 6. Edit a Requisition using the Manage Requisitions application 7. Match an eProcurement Requisition to its purchase order(s) 8. Enter a Request to Change a Purchase Order 9. Run Print Reports a. Print eProcurement Requisitions b. Print Purchase Orders 10. Understand how to Inquire on eProcurement Requisitions and Purchase Orders.
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Introduction
We hope that you find this guide to be helpful and we encourage you to keep this training guide in a convenient place and to use the applicable exercise when you are ready to data enter a new requisition, edit an existing requisition, request a modification to a purchase order, or look up information in the system. Please remember that help is only a phone call away. If you cannot find the answer to your question in the guide, call the Help Desk. The Amherst Help Desk telephone number is 5-2119.
Understanding Business Units

The University of Massachusetts includes five campuses plus the President's Office. The Finance Application allows an organization to set up its system with either a single business unit or multiple business units. Business Units are a way to segment financial business. At the highest level there is a business unit for each campus. This allows the finance application to share setup such as calendars and ledgers yet keeping financial data separate. Regardless of the number of business units implemented, the University of Massachusetts still uses a central database for consolidated reporting at any level in the organizational hierarchy. Reports and statements can also be generated for individual business units.
Understanding TableSet and SetID

Because each campus maintains its own set of books, it must have a set of tables defined in the database to store the information. The structure for each business unit that you create is defined by a collection of tables known as a TableSet and is identified by a SetID. This allows the sharing of information such as vendor file and the separation of unique information to a business unit such as campus locations.
Understanding Purchasing
Purchasing (procurement) is the business process of procuring goods and services from vendors in order to continue business operations. The efficiency of an organization's purchasing process has a direct and material effect on its ability to control costs. The purchasing process begins with someone requesting materials or services. The request is normally initiated via a Purchase Request Form. The request is entered into the eProcurement Purchasing Application as an eProcurement Requisition by a purchasing operator, who may also be referred to in this guide as a user. Once the eProcurement requisition is created, it must be budget checked and approved. Fully approved eProcurement requisitions that have a budget check status of Valid are then sourced by the system to purchase orders. The resulting purchase orders are budget checked and those Purchase orders with a valid budget check status are then dispatched to the vendors. The vendor prepares and ships the goods or provides the services as per the terms outlined on the purchase order. Goods should be received in the Purchasing application when applicable. The vendor then processes an invoice for payment to the campus Accounts Payable Department. Invoices become vouchers and the vouchers are matched against their corresponding purchase orders. Matched vouchers are budget checked, posted, and processed for payment.
Requests for Bids

Requests for Bids are initiated online in the Finance Application using eProcurement requisitions. eProcurement requisitions created for RFB purposes will be identified by using the temporary Vendor ID of 9999999999. The process of soliciting bids and recording and reviewing responses will be managed outside of the Finance Application. After all the bids are submitted and reviewed, the eProcurement requisition will be updated by changing the temporary Vendor ID to reflect the ID of the vendor that has been awarded the bid, then the requisition will be approved, budget checked, and sourced to a purchase order. The purchase order will be budget checked and dispatched to the vendor.
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Purchase requisitions may be issued to contract vendors for items that are covered by the contract without limitation of dollar amount. RFBs are unnecessary. An RFB is required when the total dollars to be encumbered exceed the limit that is allowed for a non-contract purchase; the limit is currently $5,000.00. RFBs are mailed to the suggested sources of supply provided by the requesting department, plus any others deemed appropriate by the Procurement Buyer assigned to work with the RFB. All bids are open to the public. Bids open on the date and time specified in the RFB. Late bids are not accepted.
The Amherst Marketplace

Amherst Marketplace eProcurement Requisitions are created when items for purchase are available via the Amherst Marketplace. The user goes out to a special web page that contains a catalog that hosts the products of multiple vendors. The user also may access certain vendor websites through the Marketplace, known as punch-out sites. The user selects items that are then drawn into the eProcurement requisition. Much of the data entry, such as item description and price, is done for the user.
Purchasing Contracts
The Finance Application utilizes the delivered Contracts Module to capture contract information for the University and individual campuses. The most frequently used vendors and their contracts are loaded in 8.9 and are available for use by all campuses. The file is maintained centrally at the Amherst Campus. Purchasing Contracts are entered into the system for reference by users at the line level on Description Only eProcurement requisitions. When the vendor is selected in Define Requisition, a list of contracts available for that vendor across all five campuses will become visible for user selection. Users are encouraged to use established contracts, regardless of the dollar value of their purchase. A purchasing contract enables a user to obtain goods/services at discounted rates. Contracts are bid competitively by established, authorized entities, to obtain the best value for the user and are valid for an established period of time. Generally, there are no dollar restrictions placed on the total value of your purchase when using an authorized contract. Link to MHEC Contracts web site: http://www.mhec.net/ListContracts.asp Link to State Contracts web site: http://www.mass.gov/?pageID=osdhomepage&L=1&L0=Home&sid=Aosd Link to Amherst Campus Purchasing Department Web Site: http://www.umass.edu/procurement/ Contract Types There are four types of authorized contracts: Campus Contracts: Contracts that have been created for use by a specific campus for all departments at that campus. Bid and established by the respective campus. May be used by the issuing campus. Massachusetts Higher Education Consortium Contracts (MHEC): Contracts created for institutions of higher education located throughout New England. Bid and established by the MHEC. May be used by all campuses. State Contracts: Contracts that have been created for all agencies of the Commonwealth of Massachusetts (the University is a state agency). Bid and established by the Operational Services Division, Commonwealth of Massachusetts. May be used by all campuses.
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University Contracts: Contracts that have been created for use by all six campuses of the University of Massachusetts System. Bid and established by the UMASS Purchasing Council. May be used by all campuses. Numbering Schematic for Campus and University Contracts: Campus and University contract numbers start with C (Campus) or U (University), followed by the first letter of the name of the campus that created the contract: Campus Contract Example: A = Amherst example, CA or UA B = Boston example, CB or UB CP = Central (Presidents Office) example, CCP or UCP D = Dartmouth example, CD or UD L = Lowell example, CL or UL W = Worcester example, CW or UW
#CB06-CH-0005-0001 (not a real contract number) C = Campus Contract B = Bid by UMASS Boston 06 = Fiscal Year in which issued CH = Initials of Buyer 0005 = Campus Bid Number 0001 = First Vendor in sequence Campus Contracts are restricted to the use of the issuing campus. #UA06-JM-0369-0001 (not a real contract number) U = University Contract A = Bid by the Amherst Campus 06 = Fiscal Year in which issued JM = Initials of Buyer 0369 = Bid number 0001 = First vendor in sequence University Contracts are available for the use by all campuses.
Note: University Contract Example:
Note:
MHEC Contract Example:
#MHEC-F05-0001(not a real contract number) MHEC = Massachusetts Higher Education Consortium Contract F05 = Contract ID 0001 = First vendor in sequence MHEC Contracts are available for the use by all campuses.
Note:
State Contract Example:
#OSD-ITC16A-0001 (not a real contract number) OSD = Operational Services Division (Commonwealth of Mass) ITC16A = State Contract ID 0001 = First vendor in sequence State Contracts are available for the use by all campuses.
Note:
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Vendor File
The University System shares a central vendor file maintained by Accounts Payable at the Amherst Campus. The file contains both regular (companies and corporations) and individual vendors. There are separate vendor files for employees and students. The Purchasing System is used to process purchases and payments to vendors, not to employees or students. Many vendors have multiple order addresses. Data entry operators are responsible for knowing and selecting the appropriate vendor order address when they enter their eProcurement requisitions. If you are unable to locate the desired information in the Vendor Lookup page in the eProcurement requisition data entry pages, you may be able to find it in the Maintain Vendors application. A Common Misconception: Just because a vendor is listed in the Vendor File does not mean that the vendor is a contract vendor. All it means is that the University has created a purchase order or made a payment to that vendor.
Confirming Purchase Orders

Confirming Order Checkbox The Confirming Order checkbox is designed to be used as a means to show that a purchase order has been phoned in or faxed to the vendor to expedite the purchase. When the Confirming Order checkbox is selected, Confirming Purchase Order Do Not Duplicate prints across the top of the printed purchase order. This is a way to avoid the possibility of a duplicate shipment. The Confirming Order Checkbox may be used for Description-Only eProcurement requisitions (requisitions that are entered as free form text). It may not be used for purchases made off the Amherst Marketplace. The Confirming Order message will not print on orders that are processed through the Amherst Marketplace, so the vendor will never see it, and you run a high risk of a duplicate shipment. The checkbox may be selected at the time the requisition is entered in the system. When the requisition has been fully approved and has a valid budget check, the requisition will be sourced to a purchase order. The purchase order number may not be released to the vendor until AFTER the purchase order has a status of Dispatched. NEVER confirm a purchase using the Requisition number: An eProcurement requisition number will never equate to its corresponding purchase order number(s).
Blanket Purchase Orders

A Blanket Order is not line-item specific. A Blanket Order is a means that a department may use on a recurring basis to set aside a sum of money to a specific vendor. They are frequently used for Services and Labor and Materials Construction projects. A Blanket Order must contain the dates that the blanket order will remain in effect. The end date may not exceed the life of the fund that is charged to the blanket order. Use the blanket order process when you are unsure of one or more of the following The quantity and/or unit price The specific items/services that will be ordered The number of invoices that you will receive from the vendor against a line quantity of 1.
Blanket Orders can be issued only against a requisition line quantity of 1. Blanket Orders shall not be issued to purchase equipment items. Blanket Orders cannot be issued for requisition lines that originate from the Amherst Marketplace. The system is designed to be line item specific. Blanket Orders are discouraged for vendors that are on the Amherst Marketplace.
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Sole Source
The Sole Source checkbox is available to users to designate those purchases that are unique, where there is no other source of supply in the world that can furnish the product or service. Generally speaking, this checkbox should be selected only when the product/service is not available on an established contract and the value of the purchase exceeds the bid limit allowed by your campus for noncontract purchases. The use of this checkbox ordinarily requires written documentation from the department to justify sole source status.
Charging Multiple Budgets

Budgets may be split at the line level and you may charge each line on a requisition to a different budget, or you may charge multiple budgets to a single line. It is recommended that you charge no more than four budgets to a single line. The system limits you to ten. (Warning: The system will allow you to enter more than ten, but the additional distribution lines will not enter approval workflow.) You may view vouchering (invoicing) activity against a purchase order by going to eProcurement/Reports/PO Inquiry/PO Snapshot.
Use of Comments
If an operator has a message or a note that they wish to make about a purchase, they may use the requisition Comments feature. There are two types of comments: Comments that are attached to a requisition/purchase order line (called Additional Information, or Line comments) Comments that appear at the end of the requisition (called Justification Comments, or Header comments). These two types of comments may be kept internally, transmitted to the vendor on the resulting printed purchase order, made available for viewing in the receiving pages for the receiver to see, and/or made available for viewing in the voucher pages for Accounts Payable staff to see. The system limits operators to a single requisition comment at the Line level and a single requisition comment at the Header level. Comments may be added to the requisition up until the time the requisition is sourced to a purchase order. It is hoped that users will be able to insert additional comment rows at some future date.
Amherst Marketplace eProcurement Requisitions: Comments do not work this way on Marketplace Requisitions. You may use the Comments fields and select the checkboxes, but the Vendor and Accounts Payable will never view the comments because Marketplace purchase orders are filled and invoiced electronically.
Change Requests
What is a Change Request? When is a Change Request Necessary? Once a requisition has been sourced to a purchase order (status is POs Created, POs Dispatched and Received), if a change is necessary, the change must be made to the purchase order by central staff. Operators may request changes by entering a Change Request Requisition.
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The Change Request Requisition is used to request the following: Increases to purchase orders Decreases to purchase orders Add Lines Cancel Lines Change Budget
To accommodate Change Requests, a special eProcurement Requisition form has been created that users can access in the eProcurement Requisition pages. The form serves as the means to Inform central staff that a change needs to be made to a purchase order and as the vehicle to authorize the change(s) through Approval Workflow. Change Requests are approved at the department level and then go to a central staff person, where they are reviewed. Approved Change Requests are then manually input into their corresponding purchase orders. Central staff will document the Change Request in the Header Comments on the purchase order. The Purchase Order will then be budget checked. The Change Request Requisition will be canceled, but will remain in the system for audit purposes
Requests to close purchase orders (purchase order has had some vouchering activity against it) should be directed to the Accounts Payable Department. You may use email. Requests to cancel purchase orders (purchase order has had no vouchering activity against it) should be directed to the Procurement Department via email to cancelpo@admin.umass.edu
Change Request Process Flow Chart:
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Requisition Print Report

Operators may run a report to view and print a copy of their requisition. The report mimics information that the vendor will see on the printed version of the purchase order. In addition, the chartfield information for each requisition line is displayed.
It is an audit requirement that operators have some form of written authorization from the individual who has signatory authority for the budget(s) charged for each purchase that is put in the system. Operators may use this report as a means to authorize the purchase by having the individual sign the form in one of the available boxes at the end of the report page. Such documentation should be maintained on file in the department, for a period of seven years, plus the current year.
Understanding Categories
The category assigned to eProcurement requisition lines control the tolerances that are allowed for the line when an invoice is processed against the resulting purchase order (tolerance = the percentage over the purchase order price that is allowed for the invoice). Categories also set the flag for receiving. If a category is flagged for receiving, an electronic receipt will be required to process a payment in Accounts Payable if the total value of the purchase order is $1,000 or greater. If there is no receipt when required, the voucher will not pass matching and the invoice will not get paid. In Financials Version 8.9, all the capital equipment categories require receiving for purchase orders that total $1,000 or more (Categories 763100-764600, excluding 763250). Additional categories may be added in the future to the list of those that require receiving. You may determine whether receiving is required for one or more of your purchase order lines by going to eProcurement/Buyer Center/ Inquiries and Reports/PO Inquiry/Lines/Line Details. It should be noted that categories and account codes share the same values. The category number and description has a matching account code number and description. While categories and account codes share the same values, it is the Category that sets the flag for receiving and establishes the tolerances for the line. Each requisition line must have a category and an account code. The category and account code should match (have the same values).
Understanding Budget Checking

A budget must be associated with each eProcurement requisition line. Once the eProcurement requisition has been entered and saved, each line is budget checked by the system. The user may choose to initiate the budget checking process, or may wait and let the system initiate it. It is recommended that the user budget check the requisition at the time that the requisition is saved, to insure that it passes budget checking (budget checking status = Valid). Budget Checking immediately updates the available budget balance. Requisitions that have a valid budget check create a pre-encumbrance in the system. When the requisition is sourced to a purchase order and the purchase order is budget checked, the requisition preencumbrance is disencumbered and an encumbrance is created. If budget checking fails, the transaction is marked in Error. While errors are usually due to lack of a budget or lack of a sufficient budget balance there may be other reasons. All budget checking errors can be reviewed in the Review Budget Checking Exceptions pages. It is the users responsibility to ensure that budget errors are reported to the appropriate staff at their campus and addressed.
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Cache Files
Because Version 8.9 is a web based application, it is necessary for users to clear their cache files periodically, to avoid system issues.
About Requisition and Purchase Order Numbers

Requisition Numbers
Requisitions are auto-numbered by the system, and are preceded by an R to identify it as a requisition. Requisition numbers consist of 10 characters and have no intelligence built into them to identify the originating campus. They are sequentially numbered, starting with R000000001.
Purchase Order Numbers

Purchase Orders are auto-numbered by the system. Each purchase order number is a 10 character value that is uniquely numbered for each campus. The first four (or in some cases, five) numbers indicate which campus business unit the purchase order is from, and the last numbers indicate the purchase order itself. For example, a purchase order from Boston will have the prefix 0002, followed by the purchase order number (for instance, 100064), which will appear as 0002100064. The purchase order numbers in Version 8.9 will pick up not too far from where the numbers left off in Version 7.5. The following chart describes the campus-specific purchase order numbering sequences:
Numeric Prefix
0001 0002 0003 0004 0005 0006 00067 00068 00069 0007
Campus
Amherst Boston Dartmouth N/A Lowell Worcester Facilities Interface (FME) WCCCP WUMMF Presidents Office
Multi-Vendor eProcurement Requisitions:

Multi-vendor eProcurement requisitions are appropriate for only those purchases made on the Amherst Marketplace. Multi-vendor eProcurement requisitions are inappropriate for Description Only requisitions.
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eProcurement Process Flow

CREATE REQUISITIONS
Epro Requisition*
Approved & Budget Checked
Build PO (source) From Requisition
Dispatch to Vendor
Goods/Services Received
Invoice to Accounts Payable
Voucher Entered Matched Budget Checked Posted
Check Cut
Vendor Paid
* User selects the appropriate ePro requisition processing method:
1) Description Only 2) Amherst Marketplace (Hosted Site):

Hosted Catalog Vendor-Specific Website (Punch-out Website)
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eProcurement Terminology:
Version 8.9 is a web-based application that offers many tools for the user. most common terms used in the eProcurement application. Following are some of the
eProcurement Term
1. eProcurement Requisition
Explanation
The document created in eProcurement that is used for requesting items and services. eProcurement requisitions are used for both Description Only Requisitions that originate outside of the UMass Marketplace, as well as for requisitions that originate within the UMass Marketplace. The terminology is interchangeable. The eProcurement requisition generates the Purchase Order in the Finance Application. The 10 character number that is assigned by the system to an ePro requisition. The eProcurement Requisition and Purchase Order numbering schematics are quite different. A requisition number will never equate to its corresponding purchase order. Example: Requisition ID R000000067 Purchase Order ID 0001200000 The website that contains the hosted catalog and the punch-out sites A catalog that combines items from multiple suppliers into a single Amherst catalog, which is accessed through the hosted site (the Amherst Marketplace). The single catalog allows users to do searches for items and to compare pricing and products. A specific supplier website accessed from the eProcurement Amherst Marketplace, which is used for requisitioning configurable/special items that do not apply themselves well to the hosted catalog. Punch out sites contain UMass pricing. Suppliers that have a punch-out site will not be in the hosted catalog. The Vendor contracted by UMASS to provide the Hosted Catalog site and assist UMASS with managing supplier catalogs. An Amherst Marketplace requisition is used when items for purchase are available via the Amherst Marketplace. The user goes out to a special web page that contains the hosted catalog and selects items that are then drawn into an eProcurement requisition. Much of the data entry, such as item description and price, is done for the user. A Description Only eProcurement requisition is used when items for purchase are not available via the Amherst Marketplace. The description of the item is entered manually in the eProcurement requisition for processing, similar to the way it is done in 7.5.
2.
eProcurement Requisition ID
3.
Amherst Marketplace (Hosted Site) Hosted Catalog
Punch Out Site
Perfect Commerce
4.
Amherst Marketplace eProcurement Requisition
5.
Description Only eProcurement Requisition
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eProcurement for End Users, Version 8.9 eProcurement Term

6. Sourcing a Requisition
Explanation
The process that builds a Purchase Order from a fully approved and successfully budget checked ePro Requisition. A page that displays the various stages of an ePro requisition from creation through payment. For example, the PO created from the requisition. A page that provides links to view and manage ePro requisitions. A page in eProcurement that provides convenient access to manage various purchasing activities. A feature in eProcurement that allows the user to save requisition lines to a folder for future data entry use. A feature in eProcurement that allows the user to save an entire requisition to a folder for future data entry use. When an ePro requisition is created and budget checked, a "Pre-Encumbrance" is created to set aside funds. When the requisition is sourced to a purchase order and the purchase order is budget checked, the Pre-Encumbrance is relieved from the requisition and an Encumbrance is created on the purchase order. A data entry shortcut used to populate budget (chartfield) information on the ePro requisition. An electronic invoice that is transmitted from the vendor to bill for goods purchased off the Amherst Marketplace. Fields that appear in each eProcurement requisition. The Requester and Buyer fields are auto-populated based on the name of the individual who has signed into the system. Both can be changed to any valid name that appears in the drop down list next to the name. For Amherst, the Requester and Buyer will be the same person the person who is doing the data entry.
7.
Requisition Cycle/ Requisition Lifespan Manage Requisitions Buyer Center Favorites Templates Pre-Encumbrance
8. 9. 10. 11. 12.
13. 14.
SpeedChart eInvoice
15.
Requester/Buyer
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About the Structure of the Exercises

The exercises are designed to be used as the training documents. Job Aids covering the same processes can be found online at http://www.umass.edu/af/systems/jobaids.htm . Job Aids are updated as changes are made to policy or to the finance application.
Exercise Content:
The various exercises cover the following: 1. Cover sheet(s). a. An explanation of the objectives for the exercise (the training topics that the exercise covers). b. Scenarios that depict situations that a user might encounter in real life. c. Notes that offer additional information that the user will find helpful. d. An explanation of things that users need to know concerning the objectives. 2. An explanation of the eProcurement requisition fields as each page is accessed and data entry is performed (explanations are not numbered). 3. Numbered steps that tell the user that action is required on their part (data entry or viewing). 4. Instructions for how to perform searches for information that is needed to populate fields. 5. An explanation of the impact on the various ways to save a requisition. 1. Save and budget check 2. Save and submit to workflow 3. Save and preview approvals
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Exercises
CREATE DESCRIPTION ONLY REQUISITIONS 01_Create a Requisition with One or More Lines 02_Create a Requisition with a Split Distribution 03_Create a Requisition for a Blanket PO 04_Create a Request for Bid Requisition CREATE AMHERST MARKETPLACE REQUISITIONS 05_Enter a Requisition through the Amherst Marketplace 06_Enter a Multi-Vendor Requisition through the Amherst Marketplace MANAGE PROCUREMENT REQUISITIONS 07 Request a Change to a Purchase Order 08_Edit a Requisition 09_Print a Requisition INQUIRY AND REPORTING 10 Inquire on a Purchase Order and Print a Purchase Order 11 Inquire on a Vendor 12 Inquire on a Change Order 13 Inquire on a Budget
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Application: Create and Process eProcurement Requisitions
01:
Enter a Multi-Line eProcurement Requisition

Description Only In this exercise you will learn how to do the following: Enter multiple lines Use the Confirming Order Checkbox Assign a Contract to Lines Understand the different types of contracts Change the campus Location to which goods are to be delivered
Req. Type: Objectives:
Scenario:
Enter an eProcurement requisition to purchase a fax machine that is covered by a MHEC Contract. You have determined that the MHEC Contract catalog for fax equipment is not available on the Amherst Marketplace. The resulting purchase order will be confirmed to the vendor to expedite the purchase. You have been given written authorization to make this purchase from the person who has signatory authority for the account charged.
BEGIN EXERCISE
Navigate to the following path: eProcurement/Create Requisition The Create Requisition page opens.
Step 1.
Select 1. Define Requisition Tab, if it is not already selected. The following fields are located on the Define Requisitions page: Business Unit: Requester: Requisition Name: Required. Defaulted from your User ID Required. Defaulted from your User ID Optional, but Recommended. A searchable field. Use the Requisition Name field to name the Requisition in a memorable way (any way you like, to make it easy for you to find your requisition later). This field is limited to 30 characters. If left blank the Requisition ID number will be assigned as the Requisition Name. It will populate PO reference.
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Step 2.
Type the Requisition Name.
MULTI LINE REQ
Click the Line Defaults Expand Section icon ( )
Expand Section
Step 3.
Scroll down to the Line Defaults section.
Line Defaults Once information is entered into the Line Defaults fields, it automatically populates each line that is added to the requisition from that point forward. Line fields may be edited (defaults overridden) at the individual line level. Buyer: Name is auto-populated based on your Requester ID Unit of Measure: Assign here if all lines going forward will have the same Unit of Measure. Do not use the defaults page to enter the category and/or the account code, to avoid potential system issues. Please follow the instructions for category and account that are contained later in this exercise.
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Step 4.
Click on the Vendor Lookup icon The Vendor Search page appears.
in the Line Defaults section of the page.
You may search for a Vendor by entering criteria in any available field. You can also search using part of a vendors name. Short Vendor Name field: If there is an acronym for the vendor name, you may search for it here using this field. For example, the acronym for International Business Machines is IBM. For helpful suggestions on how to search for vendor names, see the job aid, How to Search for Vendors. Step 5. Step 6. Enter IKON in the Name field Click the button.
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The Vendor Search page is updated to display search results. All records that contain the search criteria anywhere are returned. All the vendors order addresses are displayed.
Vendor File is shared by six campuses. Frequently, multiple order addresses will display. Order addresses may vary by campus. It is up to the operator to know which order address is appropriate for their requisition/order. Step 7. Click on the Vendor ID link for the vendor address of Atlanta GA. This is the address to which the resulting purchase order will be sent.
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The Create Requisition page reappears with vendor id and vendor location populated
Step 8.
Click on the Contract Lookup icon (
) in the Line Defaults section of the page.
The Look Up Contract ID page appears.
Contract ID
Description
Any Contracts associated with the Vendor are automatically displayed. The contracts application is shared by all six campuses. Contracts at the beginning of the manual. See explanation of
As with all data on the line defaults, when a contract is assigned here, the contract ID will default in to all lines of the requisition going forward. The contract ID may be changed at the line level by clicking on Line Details, Contract, and Contract dropdown. See the job aid, Change Contract ID on Requisition. Step 9. Select the MHEC contract id
Page 1-5 of 23
The Create Requisition page reappears. The Contract field populates.
Contract ID
Step 10.
Scroll down to the Shipping Defaults section.
Shipping Defaults Ship To:
Auto-populated, based on your Requester ID. The Ship-To code defines the general campus receiving address where goods are to be shipped. This prints on the purchase order. The Ship-To address can be changed by clicking on the Look Up Ship-To icon and selecting a new Ship-To address. Only one Ship-To address may be assigned to a requisition. Modify Shipping Address: Not in use at this time. Attention: Defaults from your Requester ID (does not print on the PO).
Page 1-6 of 23
Step 11.
Scroll down to the Accounting Defaults section.
Accounting Defaults: Location: Auto-populates based on your Requester ID. The Location field is a code that identifies the operators room number and building and is used to identify where on campus the goods are to be delivered. This information prints on the purchase order. Location may be changed by clicking on the Look Up Location icon and selecting a different location. Only one Location may be assigned to a requisition. GL Unit: Auto-populates based on your Requester ID. SpeedChart: When entered here, populates the budget fields on all lines going forward.
Step 12. Click on the Location Lookup icon (
).
The Look Up Location page is displayed.
Description Field
Step 13.
Click in the Description field and enter: Good (not case sensitive) Click the button
Page 1-7 of 23
All values (Location Codes and Descriptions) for that description are returned.
Step 14.
Scroll down to locate GDA0400405A select
(Goodell, 4th floor, room 405A) and click to
Page 1-8 of 23
The Create Requisition page reappears. The selected Location Code has autopopulated the Location field.
Each requisition line must have a budget (chartfield line) associated with it for preencumbrance/encumbrance/payment purposes. A SpeedChart is a tool that simplifies the data entry of budget information and is a 6 digit number. When the SpeedChart number is entered in Accounting Defaults, it automatically populates the budget that is to be charged for any line items entered from that point forward. The chartfield values may be edited at the line level. Once you exit the Tab (or page), the SpeedChart number itself is no longer visible -it is cleared from the SpeedChart field. The resulting Chartfield values do remain and are visible if you click on another tab and back to Chartfields. (it is not required that you do this) Step 15. Click in the SpeedChart field. SpeedChart
Step 16.
Enter 105325 and then Tab out of field
Page 1-9 of 23
Step 17. Click the Line Defaults Collapse Section icon ( Collapse Section
).
Step 18. Scroll up if needed and Click the UMASS Req Info link.
UMASS Req Info
The UMASS Req Info page opens.
Information entered on the UMass Req Info page applies to all lines of the requisition.
Page 1-10 of 23
Step 19.
Type the information in the following fields: Contact Name: Required. The specific format is last name, comma (,), first name with no spaces. The field is not case-sensitive. Contact Phone: Required. The specific format is 10-digits, starting with your area code. Use no spaces, formatting, or punctuation. Formatting will be applied if you look up the department or exit the page. Department: Required. Enter the department id for theContact Updated screen with all information keyed in.
Contact Name, Contact Phone, and Department fields print on the purchase order. Step 20. Scroll down to the Special Contract Info section. Leave as Does not Apply
Policy for the use of these radio buttons may vary by campus. One of the three buttons must be selected. Does Not Apply: Default. This is the default. Leave at the default if Sole Source or Other does not apply. Sole Source: Optional. The policy for the use of the Sole Source radio button varies by campus. Your trainer should be able to explain the policy for your campus. Other: Optional. Select Other if all the Item(s) and/or Service(s) you are purchasing on your requisition are covered by a contract that was not listed in the Contract dropdown. When Other is selected, another field will open up that will allow you to insert the appropriate contract number.
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Step 21. Step 22.
Leave the radio button at the default of Does Not Apply. Scroll over to the Order Type checkboxes (to the right of the Special Contract Info section). Check the confirming order checkbox
The Order Type checkboxs: Confirming Order: Optional. Used on Description Only eProcurement requisitions. This Checkbox may not be used for any purchase made on the UMASS Marketplace. State PO Flag: Auto-populated. This checkbox is auto-populated if a State Fund chartfield is charged. State Fund numbers start with a 1. State Funds are used for purchases on a limited basis.
See detailed explanation of Confirming Order checkbox at the beginning of this manual Step 23. Click the Button at the bottom of the page.
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The Create Requisition page reappears.
Continue
Step 24.
Scroll to the bottom of the page and Click the
button.
The 2.Add Items and Services page appears.
Special Request
Step 25.
Select the Special Request Tab, if it is not already selected.
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Step 26. Special Item
Click on the Special Item link.
The Create Requisition Add Items and Services - Add Item page appears. This is where you add your individual LINE ITEMS
Fields marked with an asterisk * are required fields
Page 1-14 of 23
Special Item section: Item Description: Required. Enter the description of what you are ordering. Include manufacturers name and number, if applicable, and a complete description of the item. Price: Required. Enter the unit price of the Item you are ordering. Quantity: Required. Enter the quantity of the item(s) you are ordering. Unit of Measure: Required. Auto-populated if entered on the Line Defaults page. Enter the Unit of Measure for each item ordered for Description-only Requisitions. Category: Required. Click on the Look up Category icon to select the appropriate category for the line. When selected here, the matching account code will auto-populate the account code field in Chartfield 1 on the distribution. See the front of this guide, Understanding Categories, for an explanation of Category and how it is used. Vendor ID: Required. Auto-populates from the vendor previously selected in Define Requisition. Vendor Location: Required. Auto-populates from the vendor selected in Define Requisition. Additional Info: Optional. Enter any line-specific comments related to the purchase. Step 27. Enter in the following fields (you can tab or click out of each field when finished entering data) : Item Description: CANON LC7301 FAX MACHINE Price: 1157.00 Quantity: 1 Unit of Measure: EA Step 28.
Click on the Category Lookup Icon
to search for a product category.
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The Look Up Category page appears.
Search-By Option
Search-By Criteria
Step 29.
Click in the Search By criteria field and enter EQ Click the button
Step 30.
Scroll down to locate 763700 and click the link to select
Page 1-16 of 23
The Add Items and Services page reappears. The selected category has populated the Category field.
Category
Add Item
Step 31.
Click the
button to add this line-level item to the requisition.
The Add Items and Services, Special Request Tab reappears.
All fields in the Special Item section of the Special Request Tab are blank except the Vendor ID and Vendor Location the system is ready for an additional line.
Page 1-17 of 23
Step 32.
Type the information in the Special Item fields for Line item #2: Item Description: ESP QC POWER PROTECTION FILTER Price: 79.50 Quantity: 3 Unit of Measure: EA Category: 734200 We entered a different category. Please see Steps 28 to 30 for the Category look-up process.
Add Item Step 33.
Click the
Once a Line has been added to the requisition, the defaults for that line cannot be changed by using the Define Requisition tab. Existing lines can be changed either at the line level or by using the Modify Line/Shipping/Accounting page. Defaults for new lines going forward can be established by going back to the Define Requisition tab and changing the values there.
Page 1-18 of 23
All fields in the Special Item section of the Special Request Tab are blank except the Vendor ID and Vendor Location fields. Find the Requisition Summary box under the menu on the left. Note it has been updated with all line items and a total of the requisition
Step 34. Click the 3.Review and Submit Tab link on the Create Requisition page.
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The Review and Submit Tab appears on the Create Requisition page.
Expand Section icon
Step 35.
Click the Expand Section icon ( ) for Requisition Line 1 to expand that line. Requisition Line 1 with expanded details.
Account
Step 36. Note the Account Number. previously assigned to Line 1. Step 37. Step 38.
This is same number as the Category number
Click the Collapse Section icon ( ) for Requisition Line 1 to collapse that line. Click the Expand Section icon ( ) for Requisition Line 2 to expand that line.
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Requisition Line 2 Accounting Line with expanded details.
Step 39.
Note the Account Number. previously assigned.
This is same number as the Category number
Step 40. Click the Collapse Section icon ( ) for Requisition Line 2 to collapse that line.
Justification/Comment
Step 41.
Enter the following in the Justification/Comments box: SALES REP RECOMMENDED ORDERING 2 SPARE FILTERS Justification Comments appear at the end of a requisition. These comments may be kept internally, transmitted to the vendor on the resulting printed purchase order, made available for viewing in the receiving pages for the receiver to see, and/or made available for viewing in the voucher pages for Accounts Payable staff to see. The comments are viewable on the approval page for Approvers. To save the requisition, but not submit the requisition to Workflow, click the button. Requisitions that are not submitted to Workflow will not be reviewed or approved and they will not be sourced to purchase orders. They can, however, be budget checked.
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Step 42.
Click the
button to save the requisition and submit it to Workflow.
Save & Submit
The Requisition Confirmation page opens. Make note of your requisition ID
Requisition ID
Budget Status
Justification comment
Any Approvals that are required for the requisition are displayed. You may view the approvers by clicking on the Multiple Approvers link under the status (Status = Pending). If you were an approver for this requisition, you would need to access the approval page to post your approval by clicking on the Worklist link. Workflow Approvals are covered in detail in the Approval job aid.
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Step 43.
button
Check Budget
When the Budget Check process has finished, the Budget Checking Status message will display as Valid at the top of the approval page
The Budget Checking Status should = Valid. If the Budget Status = Error, click on the Error link to view the reason for the budget error. Requisitions in budget error can be approved, but they cannot be sourced to a purchase order until the budget error is corrected and the Budget Status on the requisition = Valid. If you get a budget status of Error on a requisition, you need to work with the appropriate people to correct it. END OF EXERCISE
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02:
Req. Type:
Create a Requisition with a Split Distribution

Description Only In this exercise you will learn how to do the following: Create a multi-line requisition Charge one line to two different budgets Use the Sole Source Checkbox Use Comments
Objectives:
Scenario:
Create a requisition for software and equipment that are not available on contract or on the Amherst Marketplace (hosted site).
BEGIN EXERCISE
Navigate to the following path: eProcurement Create Requisition The Create Requisition page opens.
Step 1.
Select the Define Requisition Tab, if it is not already selected. The following fields are located on the Define Requisitions page: Business Unit: Requester: Requisition Name: Required. Defaulted from your User ID Required. Defaulted from your User ID Optional, but Recommended. A searchable field. Use the Requisition Name field to name the Requisition in a memorable way (any way you like, to make it easy for you to find your requisition later). This field is limited to 30 characters. If left blank the Requisition ID number will be assigned as the Requisition Name. It populates the PO reference.
Page 2-1 of 25
Step 2.
SPLIT DISTRIB REQ
Expand Section
Step 3.
Scroll down to the Line Defaults section.
Page 2-2 of 25
Closer look at line defaults
Line Defaults Once information is entered into the Line Defaults fields, it automatically populates each line that is added to the requisition from that point forward. Line fields may be edited (defaults overridden) at the individual line level. Buyer: Name is auto-populated based on your Requester ID Unit of Measure: Assign here if all lines going forward will have the same Unit of Measure. Do not use the defaults page to enter the category and/or the account code, to avoid potential system issues. Please follow the instructions for category and account that are contained later in this exercise. Step 4. Enter Vendor ID 0000025048 When you tab out, location 001 is populated. Leave this location.
You may search for a Vendor by clicking the Vendor Lookup icon and entering criteria in any available field. You can also search using part of a vendors name. Short Vendor Name field: If there is an acronym for the vendor name, you may search for it here using this field. For example, the acronym for International Business Machines is IBM. For helpful suggestions on how to search for vendor names, see the job aid, How to Search for Vendors. Vendor File is shared by six campuses. Frequently, multiple order addresses will display. Order addresses may vary by campus. It is up to the operator to know which order address is appropriate for their requisition/order. Step 5. Click on the Contract Lookup icon ( ) in the Line Defaults section of the page.
Page 2-3 of 25
The Look Up Contract ID page appears.
Note that there are no contracts associated with this vendor. Click Any Contracts associated with the Vendor are automatically displayed. The contracts application is shared by all six campuses. Contracts at the beginning of the manual Step 6. Scroll down to the Shipping Defaults section. See explanation of
Step 7.
Page 2-4 of 25
Step 8.
Click on the Location Lookup icon (
).
Description Field
Step 9.
Click in the Description field and enter: Good Click the button
Page 2-5 of 25
All values (Location Codes and Descriptions) for that description are returned.
Step 10.
Scroll down to locate GDA0400405A select
(Goodell, 4th floor, room 405A) and click to
Page 2-6 of 25
The Create Requisition page reappears. The selected Location Code has populated the Location field.
Each requisition line must have a budget (chartfield line) associated with it for preencumbrance/encumbrance/payment purposes. A SpeedChart is a tool that simplifies the data entry of budget information. When the six-digit SpeedChart number is entered in Accounting Defaults, it automatically populates the budget that is to be charged for any line items entered from that point forward. The chartfield values may be edited at the line level. Step 11. Click in the SpeedChart field.
SpeedChart
Step 12.
Enter 105196 and then Tab out of field (if you wish to check to see your chartfields, click on Details tab and click back on Chartfields1 tab)
Page 2-7 of 25
Step 13. Click the Line Defaults Collapse Section icon ( Collapse Section
).
Step 14. Click the UMASS Req Info link.
UMASS Req Info
Information entered on the UMass Req Info page applies to all lines of the requisition.
Page 2-8 of 25
Step 15.
Type the information in the following fields: Contact Name: Required. The specific format is last name, comma (,), first name with no spaces. The field is not case-sensitive. Contact Phone: Required. The specific format is 10-digits, starting with your area code. Use no spaces, formatting, or punctuation. Formatting will be applied if you look up the department or exit the page. Department: Required. Enter the department id for the Contact Updated screen with all information keyed in.
Contact Name, Contact Phone, and Department fields print on the purchase order. Step 16. Scroll down to the Special Contract Info section. Click Sole Source button
Policy for the use of these radio buttons may vary by campus. One of the three buttons must be selected. Does Not Apply: Default. This is the default. Leave at the default if Sole Source or Other does not apply. Sole Source: Optional. Documentation required if selected. Other: Optional. Select Other if all the Item(s) and/or Service(s) you are purchasing on your requisition are covered by a contract that was not listed in the Contract dropdown. When Other is selected, another field will open up that will allow you to insert the appropriate contract number.
Page 2-9 of 25
Step 17.
Scroll over to the Order Type checkboxes (to the right of the Special Contract Info section). Do not check any boxes.
The Order Type checkboxes: Confirming Order: Optional. Used on Description Only eProcurement requisitions. This Checkbox may not be used for any purchase made on the UMASS Marketplace. State PO Flag: Auto-populated. This checkbox is auto-populated if a State Fund chartfield is charged. State Fund numbers start with a 1. State Funds are used for purchases on a limited basis.
Click the
Button at the bottom of the page.
Continue
Step 19.
Click the
button.
Page 2-10 of 25
The 2.Add Items and Services page appears.
Special Request
Step 20. Step 21. Special Item
Select the Special Request Tab, if it is not already selected. Click on the Special Item link.
Page 2-11 of 25
Fields marked with an asterisk * are required fields Special Item section: Item Description: Required. Enter the description of what you are ordering. Include manufacturers name and number, if applicable, and a complete description of the item. Price: Required. Enter the unit price of the Item you are ordering. Quantity: Required. Enter the quantity of the item(s) you are ordering. Unit of Measure: Required. Auto-populated if entered on the Line Defaults page. Enter the Unit of Measure for each item ordered for Description-only Requisitions. Category: Required. Click on the Look up Category icon to select the appropriate category for the line. When selected here, the matching account code will auto-populate the account code field in Chartfield 1 on the distribution. See the front of this guide, Understanding Categories, for an explanation of Category and how it is used. Vendor ID: Required. Auto-populates from the vendor previously selected in Define Requisition. Vendor Location: Required. Auto-populates from the vendor selected in Define Requisition. Additional Info: Optional. Enter any line-specific comments related to the purchase.
Page 2-12 of 25
Step 22.
Enter in the following fields: Item Description: Price: Quantity: Unit of Measure: ZEISS DEMO EQUIPMENT - AXIOVISION 410 AV4 BASIC SOFTWARE 8192.00 1 EA
Step 23.
Page 2-13 of 25
Search-By Option
Search-By Criteria
Step 24.
Click in the Search By criteria field and enter RES to find research equipment Click the button
Page 2-14 of 25
eProcurement tor End Users, Version 8.9
Step 25 ScroII down to lac ate 763210 and elick the link to select
Look Up Category
Note:You may either Search or Browse to look up the appropriate category for your special request Search Categories Search By
I Description
v l l@s
Customoze 1 f1nd
J
1 g
Find
f rst
iI
Find
Categories Catal 1 UMAMH CATEGORIES 739180 2 UMAMH CATEGORIES 739640 3 UMAMH CATEGORIES 741520 4 UMAMH CATEGORIES 741810 5 UMAMH CATEGORIES 745050 6 UMAMH CATEGORIES 7 45090 7 UMAMH CATEGORIES 757160 8 UMAMH CATEGORIES 763210 9 UMAMH CATEGORIES 76621 10 UMAMH CATEGORIES 767210
8J 111 of 11 IE Last
in
Tree
4f. Research Animals 4f. Library On-Line Resources 4f. Research Supplies 4f. Wholesale Supplies for Resale 4f. Newspapers/Magazines Resale 4f. Serv Researchers/Scientists 4f. Research/Educational Equip 4f. Res/Educ Equip Lease/Pur 4f. ResearchiEducEquipRentalllease 4f. 4f.
Alcoholic Beverages for Resale
Return
Page 215 of 25
Step 26. The 2.Add Items and Services page reappears. The selected category has populated the Category field.
Category
Add Item
Step 27.
Click the
Page 2-16 of 24
All fields in the Special Item section of the Special Request Tab are blank except the Vendor ID and Vendor Location the system is ready for an additional line. Step 28. Type the information in the following fields to create a second line: Item Description: Price: Quantity: Unit of Measure: Category: ZEISS 0000001222047000 AV4 MOD INSIDE 4D 2880.00 1 EA 763210
Please see Steps 23-25 for the Category look-up process.
Add Item Step 29.
Click the
Once a Line has been added to the requisition, the defaults for that line cannot be changed by using the Define Requisition tab. Existing lines can be changed either at the line level or by using the Modify Line/Shipping/Accounting page. Defaults for new lines going forward can be established by going back to the Define Requisition tab and changing the values there.
Page 2-17 of 24
The Add Items and Services, Special Request Tab reappears. All fields in the Special Item section of the Special Request Tab are blank except the Vendor ID and Vendor Location fields. Find the Requisition Summary box under the menu on the left. Note it has been updated with all line items and a total of the requisition
Step 30. Click the Review and Submit Tab link on the Create Requisition page. Review & Submit
Page 2-18 of 24
The 3.Review and Submit Tab appears on the Create Requisition page.
We need to to split the cost between 2 budgets. This is is called a Split Distribution. A budget row may be split out to as many as ten chartfield strings. When you split distributions, the sum of all amounts must equal the Total Price value of the line. The dollar value of a purchase can be split between budgets 2 different ways: By Quantity, or By Amount To split the budget distribution, we need to add a new accounting Row to Line 1 and insert new Chartfield information for the 2nd budget to be charged. In this example, we will split the Line by Amount.
Page 2-19 of 24
Step 31.
Click the Expand Section icon ( ) for Requisition Line 1 to expand that line. Requisition Line 1 with expanded details.
Accounting Lines
Step 32. Scroll over to the right to the end of the Accounting Lines Click the Add a New Row Icon( ) button for Accounting Line1.
Page 2-20 of 24
A new row is inserted on Line 1
Second line
Step 33. Click in the SpeedChart field for Row 2. Step 34. Enter speedchart 105325 Tab out of the field
Step 35. Click the Distribute by drop-down arrow
Step 36. Select Distribute by: Amt (Amount) from the list:
Page 2-21 of 24
Step 37. The page will refresh and the SpeedChart Key will disappear and the appropriate chartfields will be entered.
Step 38. Click in the Amount field, Row 1, at the beginning of the entry. Amount
Step 39. Use the Delete Key on your keyboard to delete the entry. Step 40. Enter: 4000.00 and Tab out of field. Step 41. Click in the Amount field for Row 2. Step 42. Type: 4192.00 the Total Price balance and Tab out of field. Step 43. Click in the Justification Comments section of the page.
Step 44.
Type in the following:
EQUIPMENT WILL BE ON TRIAL THROUGH 12/31/06. ).
Step 45. Select the Send to Vendor checkbox (
Justification Comments appear at the end of a requisition. These comments may be kept internally, transmitted to the vendor on the resulting printed purchase order, made available for viewing in the receiving pages for the receiver to see, and/or made available for viewing in the voucher pages for Accounts Payable staff to see. The comments are viewable on the approval page for Approvers.
Page 2-22 of 24
Step 46. Scroll to the bottom of the Create Requisitions page.
Budget Check Step 47. Click the button. A message appears to warn you that the requisition will be saved to an Open status before budget checking will occur.
Step 48. Click the button.
When the processing has finished, the Budget Checking Status will display as Valid.
Budget Check Status = Valid
If your budget check is error you may still submit your requisition to workflow. However, if the Budget Status = Error, click on the Error link to view the reason for the budget error. Requisitions in budget error can be approved, but they cannot be sourced to a purchase order until the budget error is corrected and the Budget Status on the requisition = Valid. If you get a budget status of Error on a requisition, you need to work with the appropriate people to correct it. To save the requisition, but not submit the requisition to Workflow, click the button. Requisitions that are not submitted to Workflow will not be reviewed or approved and they will not be sourced to purchase orders. They can, however, be budget checked.
Page 2-23 of 24
Step 49.
Click the
Save & Submit
Requisition ID
Any Approvals that are required for the requisition are displayed. You may view the approvers by clicking on the Multiple Approvers link under the status (Status = Pending). If you were an approver for this requisition, you would need to access the approval page to post your approval by clicking on the Worklist link. Workflow Approvals are covered in detail in the Approval job aid. For a split distribution, both distribution lines must be approved END OF EXERCISE
Page 2-24 of 24
03: Enter a Requisition for a Blanket Purchase Order

Req. Type: Objectives: Description Only In this exercise you will learn how to do the following: Enter an eProcurement requisition to create a Blanket Purchase Order
Scenario:
Enter an eProcurement requisition to contract for a series of lectures for the period November 1, YYYY through December 31, YYYY for a total contract not to exceed amount of $800. Billing will occur after each lecture. Because the exact cost of each lecture and the exact number of lectures are unknown, enter the requisition as a Blanket Order. Dr. Robert Martin in your department, who has signatory authority for the budget to be charged, has given you written authorization to enter the requisition. For the policy for the use of forms, documentation requirements, and how Blanket Orders are used see the first section of this guide or call the Procurement Office. BEGIN EXERCISE:
Note:
Step 1.
Action Begin by navigating to the Create Requisition page. Click the Main Menu button.
Step Action Click the eProcurement menu.
2.
Page 3-1 of 13
Step
3.
Action Click the Create Requisition item.
Page 3-2 of 13
Step 4. 5.
Action Use the Create Requisition - Define Requisition page to enter the Requisition Name, Line Defaults, and UMass Requisition Information Use the Requisition Name field to provide a clear, searchable name for your requisition. This name will carry forward to the PO Reference field on the purchase order. Requisition Name: Enter - Blanket Order for OBrien Note: This field is limited to 30 characters. If left blank, the Requisition ID number will be assigned as the Requisition Name.
6. 7.
Enter or lookup and select the vendor id and address for John OBrien (0000028232) Enter or lookup and select the contract id, if applicable (not applicable for this vendor)
8. 9. 10. 11. 12.
Enter the desired information into the Unit of Measure field. Enter "EA". Do not use the Line Defaults section to enter the Category and/or the Account code. Please follow the instructions for Category and Account later in this topic. Review and update the Location field, if needed. The SpeedChart Key field auto-populates all requisition lines going forward based on the SpeedChart selected. Enter the desired information into the SpeedChart Key field. (105325)
Page 3-3 of 13
13.
The chartfield information (e.g., Fund, Dept) related to the SpeedChart Key will populate upon your next action (i.e., clicking the UMass Requisition Information link). If you would like to see the information before navigating to another page, you can click the Details tab and return to the Chartfield tab. The chartfield information should then display.
14.
Click the UMass Requisition Information link.
Step
Action Use the UMass Requisition Information page to enter contact information for the person responsible for responding to inquiries regarding the requisition. Note: Information entered on the UMass Requisition Information page applies to all lines of the requisition and cannot be modified at the line level. Enter: Contact Name: Your Name (Last Name[comma]FirstName) Contact Phone: Contact telephone number w/area code Your Department ID (Pick one that best describes the name of your department)
15.
16.
Click the OK button.
Page 3-4 of 13
Step
Action Click on the 2. Add Items and Services link at the top of the page to continue entering the requisition.
17.
Page 3-5 of 13
Step
Action The Create Requisition - Add Items and Services page opens. Select the Special Request tab if it is not already selected. Click the Special Item link.
18. 19.
Page 3-6 of 13
Step 20.
Action Use the Special Request - Special Item tab to enter the Item Description, Price, Quantity, and Category information for your line item. If you did not enter the Unit of Measure on the Define Requisition page, you are required to enter one on this page. Note: Information entered in the Special Item section applies only to this line item of the requisition.
21. 22. 23. 24. 25.
Enter the desired information into the Item Description field. (OBrien lecture series from November 1, (yyyy) thru December 31, (yyyy) Enter the desired information into the Price field. (800.00) Enter the 1 into the Quantity field. (1) Enter or lookup and select the Category (757150) Click the Add Item button to add this line item to the requisition.
Page 3-7 of 13
Step
26.
Action The Special Item page refreshes. All fields are blank except for the Vendor ID, the Vendor Name, and the Unit of Measure fields. You can now enter additional lines. Note: You can enter non-blanket order line items on a Blanket Order Requisition. The blanket order information is selected at the line item level on the Review and Submit page. For this exercise, you only need to enter one line item on the requisition.
27.
Click the 3. Review and Submit link.
Page 3-8 of 13
Step
Action Use the Create Requisition - Review and Submit page to review your requisition line information and make updates to the line details. Using the bottom scroll bar, scroll over on the page until you see the Price and Total fields. Click the Line Details button at the end of the line, next to the Add/Edit Comments icon.
28. 29. 30.
Page 3-9 of 13
Step
31. 32.
33. 34.
Action Use the Line Details page to select the Blanket checkbox, which identifies that the requisition line item is a blanket order. Any lines on a requisition that have the Blanket checkbox selected will be blanket order lines. When this checkbox is checked, the system will automatically change the requisition line to be distributed by Amount from Quantity (i.e., change the line quantity to 1 and recalculate your line dollar amount to = the unit price). If you had a quantity greater than 1, you will need to edit the total amount field. Click the Blanket Order option. Click the OK button.
Page 3-10 of 13
Step
35.
Action Click the Yes button.
Page 3-11 of 13
Step
Action Review the Price and Total of the line item. Click the Save & submit button.
36. 37. 38.
Click the Check Budget button at the bottom of the Confirmation page to run budget check.
Page 3-12 of 13
Step
39.
Action Congratulations! You have successfully entered a one line requisition to create a blanket purchase order. End of Procedure.
Page 3-13 of 13
04:
Request for Bid (RFB) eProcurement Requisition

Description Only In this exercise you will learn how to do the following: Create an eProcurement Requisition to request bids Determine the Bid Number and the Bid Opening Date
Scenario: Create a requisition to request bids to purchase a vehicle that is not available on contract or on the UMass Marketplace (hosted site).
BEGIN EXERCISE
Step 1.
Select the 1.Define Requisition Tab, if it is not already selected. The following fields are located on the Define Requisitions page: Business Unit: Requester: Requisition Name: Required. Defaulted from your User ID Required. Defaulted from your User ID Optional, but Recommended. A searchable field. Use the Requisition Name field to name the Requisition in a memorable way (any way you like, to make it easy for you to find your requisition later). This field is limited to 30 characters. If left blank the Requisition ID number will be assigned as the Requisition Name. It populates the PO reference. RFB FORD E350 CLUB WAGON
Step 2.
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Expand Section
Step 3.
Scroll down to the Line Defaults section
Line Defaults Once information is entered into the Line Defaults fields, it automatically populates each line that is added to the requisition from that point forward. Line fields may be edited (defaults overridden) at the individual line level. Buyer: Name is auto-populated based on your Requester ID Unit of Measure: Assign here if all lines going forward will have the same Unit of Measure. Do not use the defaults page to enter the category and/or the account code, to avoid potential system issues. Please follow the instructions for category and account that are contained later in this exercise. Step 4. Click in the Unit of Measure field and enter EA
We are using the Requisition process to solicit Requests for Bids (RFB). Because of this, no one vendor can be specified as the selected vendor for the RFB requisition. Requests for Bids are always assigned the 9999999999 Vendor ID to process the requisition through the system. Step 5. Enter: 9999999999 [10 nines] in the Vendor ID field and tab out.
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The Create Requisition page with vendor id, vendor location and unit of measure populated
Because this is a bid requisition, it is unnecessary to search for Contracts. Step 6. Scroll down to the Shipping Defaults section.
Step 7.
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Step 8.
).
Location Code
Step 9.
Click in the Location Code field and enter: HIC Click the button
All values (Location Codes and Descriptions) for that Location Code prefix are returned. A listing of all buildings and their prefixes may be found with the rest of the job aids for the campus on the web.
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Step 10.
Scroll to find HIC01000B3 and Click to select
The Create Requisition page reappears. The selected Location Code has populated the Location field.
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Each requisition line must have a budget (chartfield line) associated with it for preencumbrance/encumbrance/payment purposes. A SpeedChart is a tool that simplifies the data entry of budget information. When the SpeedChart number is entered in Accounting Defaults, it automatically populates the budget that is to be charged for any line items entered from that point forward. The chartfield values may be edited at the line level. Once you exit the Tab (or page), the SpeedChart number itself is no longer visible -it is cleared from the SpeedChart field. The resulting Chartfield values do remain and are visible if you click on another tab and back to Chartfields. (it is not required that you do this) Step 11. Click in the SpeedChart field.
Step 12. Enter 105196 and then Tab out of field Step 13. Click the Line Defaults Collapse Section icon ( Collapse Section ).
Step 14. Click the UMASS Req Info link.
UMASS Req Info
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Information entered on the UMass Req Info page applies to all lines of the requisition. Step 15. Type the information in the following fields: Contact Name: Required. The specific format is last name, comma (,), first name with no spaces. The field is not case-sensitive. Contact Phone: Required. The specific format is 10-digits, starting with your area code. Use no spaces, formatting, or punctuation. Formatting will be applied if you look up the department or exit the page. Department: Required. Enter the department id for theContact Updated screen with all information keyed in.
Contact Name, Contact Phone, and Department fields print on the purchase order.
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Step 16. Scroll down to the Special Contract Info section. Leave as Does not Apply
Policy for the use of these radio buttons may vary by campus. One of the three buttons must be selected. Does Not Apply: Default. This is the default. Leave at the default if Sole Source or Other does not apply. Sole Source: Optional. The policy for the use of the Sole Source radio button varies by campus. Your trainer should be able to explain the policy for your campus. Other: Optional. Select Other if all the Item(s) and/or Service(s) you are purchasing on your requisition are covered by a contract that was not listed in the Contract dropdown. When Other is selected, another field will open up that will allow you to insert the appropriate contract number. Step 17. Click the Button at the bottom of the page.
The Create Requisition page reappears. Step 18. Scroll to the bottom of the page and Click the button.
The Add Items and Services page appears.
Special Request
Step 19.
Select the Special Request Tab, if it is not already selected.
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Step 20. Special Item
Click on the Special Item link.
Fields marked with an asterisk * are required fields
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Special Item section: Item Description: Required. Enter the description of what you are ordering. Include manufacturers name and number, if applicable, and a complete description of the item. Price: Required. Enter the unit price of the Item you are ordering. Quantity: Required. Enter the quantity of the item(s) you are ordering. Unit of Measure: Required. Auto-populated if entered on the Line Defaults page. Enter the Unit of Measure for each item ordered for Description-only Requisitions. Category: Required. Click on the Look up Category icon to select the appropriate category for the line. When selected here, the matching account code will auto-populate the account code field in Chartfield 1 on the distribution. See the front of this guide, Understanding Categories, for an explanation of Category and how it is used. Vendor ID: Required. Auto-populates from the vendor previously selected in Define Requisition. Vendor Location: Required. Auto-populates from the vendor selected in Define Requisition. Additional Info: Optional. Enter any line-specific comments related to the purchase. Step 21. Enter in the following fields: Item Description: FORD E350 SUPER CLUB WAGON SPECIFICATIONS ATTACHED Price: 43000.00 Quantity: 1 Step 22.
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Search-By Option
Search-By Criteria
Step 23.
Click in the Search By criteria field and enter MOTOR (for motor vehicle equipment) Click the button
Step 24. The Add Items and Services page reappears. The selected category has autopopulated the Category field.
Category
Add Item
Step 25.
Click the
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The Add Items and Services, Special Request Tab reappears. All fields in the Special Item section of the Special Request Tab are blank except the Vendor ID and Vendor Location the system is ready for an additional line. Once a Line has been added to the requisition, the defaults for that line cannot be changed by using the Define Requisition tab. Existing lines can be changed either at the line level or by using the Modify Line/Shipping/Accounting page. Defaults for new lines going forward can be established by going back to the Define Requisition tab and changing the values there. Find the Requisition Summary box under the menu on the left. Note it has been updated with all line items and a total of the requisition Step 26. Click the Review and Submit Tab link on the Create Requisition page. Review & Submit
The Review and Submit Tab appears on the Create Requisition page.
Because we are soliciting a Request for Bids (RFB) through the Requisition process, bids from multiple vendors will be sought by the Procurement Department. Use this section to list all known vendors to which you and your department wish bids to be sent. The Procurement Department may add additional vendors to your list.
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Step 27.
Enter the following in the Justification/Comments box: SUGGESTED VENDOR: SWEENY FORD; 1 MAIN STREET;GREENFIELD, MA 01301 Justification Comments field allows you to type more than can be displayed on the page. To review and edit your typing, use the Arrow Keys on your keyboard to navigate within the field, or use the scroll bar at the right end of the field
Step 28.
Click the Send to Vendor checkbox.
Clicking the Send to Vendor checkbox ensures that the Comments will print on any copy of the Requisition/RFB that might be needed by Procurement to execute the RFB. The Bid Number and the Bid Opening date will be added to the Justification Comments section of the requisition by the Procurement Department Buyer to whom this RFB is assigned at a later time, after the buyer has reviewed the requisition. Here is an example of what the Procurement Department Buyer might enter: BIDNUMBER: BID OPENS: AA06-JM-0088 12/16/06
(DO NOT ENTER THIS INFORMATION INTO THE COMMENTS SECTION )
Step 29. Scroll to the bottom of the Create Requisitions page.
Budget Check
Step 30. Click the button.
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Step 31. A message appears to warn you that the requisition will be saved to an Open status before budget checking will occur.
Step 32.
Click the
button.
When the processing has finished, the Budget Checking Status will display as Valid.
Budget Check Status = Valid
The Budget Checking Status should = Valid. If the Budget Status = Error, click on the Error link to view the reason for the budget error. Requisitions in budget error can be approved, but they cannot be sourced to a purchase order until the budget error is corrected and the Budget Status on the requisition = Valid. If you get a budget status of Error on a requisition, you need to work with the appropriate people to correct it. Step 33. Click the Hold from Further Processing Checkbox to ensure that the requisition is not sourced to a purchase order accidentally before Procurement has a chance to solicit the requests for bids.
Hold from Further Processing Checkbox will prevent the requisition from becoming a purchase order but it will not prevent it from going through Approval Workflow
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To save the requisition, but not submit the requisition to Workflow, click the button. Requisitions that are not submitted to Workflow will not be reviewed or approved and they will not be sourced to purchase orders. They can, however, be budget checked. Step 34. Click the button to save the requisition and submit it to Workflow.
Save & Submit
Requisition ID
Any Approvals that are required for the requisition are displayed. You may view the approvers by clicking on the Multiple Approvers link under the status (Status = Pending). If you were an approver for this requisition, you would need to access the approval page to post your approval by clicking on the Worklist link. Workflow Approvals are covered in detail in the Approval job aid. END OF EXERCISE
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05:
Enter a Requisition through the Amherst Marketplace

Amherst Marketplace In this exercise you will learn how to do the following: Change the campus Location to which goods are to be delivered Determine which vendor catalogs are in the hosted catalog Create a requisition to one vendor based on a quick search Delete a line in your shopping cart
Scenario:
Enter an eProcurement requisition for office supplies that are available at the Amherst Marketplace in the hosted catalog. Compare prices for like items. You have been given written authorization to make this purchase from the person who has signatory authority for the account charged. In this exercise, you will locate items using the Amherst Marketplace. The technology behind the Amherst Marketplace is designed to automate as much of the process as is possible, decreasing the amount of data entry you must perform. When you select an item from the Amherst Marketplace, the Vendor that supplies the item, along with the item description and the cost (price), are auto-populated. Depending on when Practice was last refreshed from production, screenshots may not match your actual results. The Amherst Marketplace is periodically updated with new catalogs and new vendors Confirming Purchase Orders: Do not issue Confirming Purchase Orders for items purchased off the Amherst Marketplace. Marketplace purchase orders are transmitted electronically to the vendor several times a day in an electronic format that is unlike the printed purchase order that goes with Description Only purchase orders. There is no way for the vendor to know that the purchase was confirmed and there is a very high risk of a duplicate shipment. The Confirming Order checkbox DOES NOT WORK on purchase orders placed through the Marketplace. You can select it on the requisition, but the Confirming Order message will not be transmitted on the electronic purchase order. Blanket Purchase Orders: Do not issue Blanket Purchase Orders for items purchased on the Amherst Marketplace. All purchases on the Marketplace are for specific quantities and specific items. The Blanket Order checkbox should never be selected on the requisition. State Fund Purchases: At the current time, purchases on state funds through the Marketplace are not allowed Changes to Quantities for items that are ordered off the Marketplace cannot be made in the eProcurement requisition itself. Users must go back into the Marketplace to make any such edit. Unit of Measure and Item Descriptions cannot be modified in any way. They are hard coded into the catalog and any resulting requisition.
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Category/Account Code: These fields MUST be assigned at the line level and can vary from line to line and vendor to vendor. PO Comments: Marketplace purchase orders are processed electronically into the vendors order/shipping system. You may use the Comments fields and select the checkboxes, but the Vendor and Accounts Payable will not see the comments because Marketplace purchase orders are filled and invoiced electronically. Comments with the Send to Vendor checkbox selected will not be viewed by the vendor, but may print on the packing list that accompanies the shipment. Templates/Favorites: Do not use Marketplace requisitions to create templates or favorites. They do not lend themselves well to the hard coded pricing and descriptions that are inherent with Marketplace purchases.
BEGIN EXERCISE
Step 1.
Verify the following fields: Business Unit: Requester:
Required. This field is auto-populated based on your User ID Required. This field is auto-populated based on your User ID.
Step 2.
Enter the Requisition Name. MARKETPLACE 1. Note: The Requisition Name field is a searchable field. Use the Requisition Name field to name the Requisition in a memorable way (any way you like, to make it easy for you to find your requisition later). This field is limited to 30 characters. If left blank, the Requisition ID number will be assigned as the Requisition Name. The Requisition Name populates the PO reference field on the Purchase Order.
Step 3.
Click the Line Defaults Expand Section icon ( ).
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The Line Defaults section of the Create Requisition page expands.
The Line Defaults will not be populated at this time, because they will be autopopulated by the AMHERST Marketplace. The following fields are located in the Line Defaults section: Vendor: catalog Auto-populated by the Amherst Marketplace based on the and the item(s) you select. Do not populate.
Vendor Location: The Vendor Location will default based on the catalog you select. Do not populate. Buyer: Category: Auto-populated based on your Requester ID Auto-populated by the Amherst Marketplace with an invalid default Category and account that must be changed at the Line level (Modify Line/Shipping/Accounting) for all items that you add to the Requisition. Do not populate here, or it will be over-ridden by the system with the invalid codes and you will have to change them again. Auto-populated by the Amherst Marketplace based on the item(s) you select. Do not populate.
Step 4.
Unit of Measure:
Review the Shipping Defaults section.
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The following fields are located in the Shipping Defaults section: Ship To: Auto-populated based on your Requester ID. The Ship To code defines the general campus receiving address where goods are to be shipped. This prints on the purchase order. The Ship To address can be changed by clicking on the Look Up Ship To icon and selecting a new Ship To address. Only one Ship To address may be assigned to a requisition. Not in use Auto-populated by the system to the current date. Auto-populated based on your Requester ID. This field does not carry over to the vendor.
Step 5.
Modify Shipping Address: . Due Date: Attention:
Scroll down to the Accounting Defaults Chartfields1 section:
Location
SpeedChart The following fields are required in the Accounting Defaults section: Location: Auto-populated based on your Requester ID. The Location field is a code that identifies the operators room number and building and is used to identify where on campus the goods are to be delivered. This information is transmitted to the Marketplace vendor and will be added to the shipping label. Location may be changed by clicking on the Look Up Location icon and selecting a different location. Only one Location may be assigned to a requisition. Auto-populates based on your Requester ID. If you enter your SpeedChart here, the resulting budget will auto-populate all lines going forward.
Step 6. Step 7.
GL Unit: SpeedChart:
Change the Location field to 150 Whitmore (HINT: building name begins with WHI) Enter the SpeedChart 105196 and tab out
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Note: A SpeedChart is a tool that simplifies the data entry of budget information and, in Production, will consist of a 6 digit number. When the SpeedChart number is entered in Accounting Defaults, it automatically populates the budget that is to be charged for any line items entered from that point forward. The Chartfield values may be edited at the line level. Step 8. Scroll up and Click the UMASS Req Info link.
UMASS Req Info
Step 9.
Enter the following fields: Contact Name: Required. The specific format is last name, comma (,), first name with no spaces. The field is not case-sensitive. Contact Phone: Required. The specific format is 10-digits, starting with your area code. Use no spaces, formatting, or punctuation. Department: Required. Enter a department id Information entered on the UMass Req Info page applies to all lines of the requisition and cannot vary from line to line or vendor to vendor. The Contact Name, Contact Phone, and Department fields are transmitted to the vendor.
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None of the options under Special Contract Info apply to the Amherst Marketplace. The Confirming Order checkbox and State PO Flag box also do not apply. Step 10. Click the button at the bottom of the page.
The Create Requisitions page reappears.
Step 11.
Click the Add Items and Services link. The Add Items and Services page appears.
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Step 12.
Select the Web Tab, if it is not already selected.
Step 13.
Select the Amherst Marketplace link.
A warning message appears. You cannot save at this point. You will not lose the data you have already entered.
Step 14. Click the button to continue.
The AMHERST Marketplace Quick Search page appears.
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The AMHERST Marketplace Catalog Search Engine is a database application with search functionality that provides information on goods that can be ordered online through the Marketplace, a large percentage of which are covered by contracts. Contract items and recycled items are identified in the Amherst Marketplace by icons in the short description next to the item. This icon may not available for viewing in the Practice database.
contract item
recycled item
hazardous material There are four Tabs on the Amherst Marketplace: Quick Search: Use this Tab to search quickly for whole or partial words, terms, or phrases.
Advanced Search: Use this Tab to conduct advanced searches based on a variety of options. Search Result: This Tab displays the results of any search you have conducted using the Quick Search or Advanced Search Tabs. Cart: This Tab displays a list of the items you have selected to purchase on the Marketplace. When you are finished, the Cart allows you to send these items back to the Requisition. Each item selected in the Cart becomes a Line item on the Requisition
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Step 15.
Select the Quick Search Tab, if it is not already selected.
The Search Results Per Page drop-down field allows you to control how many items get displayed per-page on the Search result page. Step 16. Click in the Search Field text box and Enter Quadrille Pads.
Caution: When using the Quick Search Tab, spelling is critical but capitalization is not. Step 17. Click the button.
The Search Results Tab appears.
Depending on when Practice was last refreshed from production, this screenshot may not match your results
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Your results may not be sorted the same as displayed here. The following fields can be found on the Search Results tab: Your cart: Displays the total number of items in your Cart. Products found: The total number of products found that match the search text. Preview checkboxes: Select specific products to compare and/or view in greater detail. Compare products: Allows comparison between selected items. Product Image: Small images of the product if they are available Step 18. Add Product to Cart: Product Group: Manufacturer & Manufact. Prod. No: Supplier: Short Description: Page Number: Page Navigation: Quantity: Clicking the cart ( ) icon adds that item to your Cart. Displays the name of the Product Group. Displays the name of the Manufacturer and the Manufacturers Product Number. Displays the name of the Supplier (Vendor). Displays a short description of the product that can be used for comparison Current page with the total number of pages. Displays the current page number in red, surrounded by page navigation icons. Displays the quantity ordered. A quantity of 1 is the default. You cant order less than 1. Quantities must be entered in whole numbers. Displays the Unit of Measure (UOM) for each item. Displays the price for each item/unit.
Unit of Measure: Price:
Click the small image for an item you wish to view.
The Search Results are grayed out (unavailable), and a pop-up window appears.
Small Image
Pop-up window
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Step 19. Step 20.
Click the Close Window icon (
) to close the Preview Window.
Click in the Quantity field for the first product in the list. Delete the defaulted Quantity of 1 and enter 3 as the new Quantity.
Step 21. Click the Add Product to Cart icon ( ).
quantity Add Product to Cart
The quantity you requested has been added to your cart.
A dialog box may display a progress bar depending on the time it takes the system to update the cart. When the system update is complete, the Add Product to cart dialog box will disappear and the Product Details page is no longer grayed out. Step 22. Select the Cart Tab.
The following fields are located on the Cart tab: Quantity: Price/pu: Total price: Delete Product: Displays the total quantity per line item ordered. Displays the price per Unit ordered. Displays the total price per line item ordered. The Delete Product from Cart icon ( remove a line from the Cart. ) allows you to
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Step 23.
Select the Search Results Tab.
The Search Results Tab reappears.
Step 24. Step 25. Step 26.
Select another item Enter the Quantity. (you choose) Click the Add Product to Cart icon ( The quantity in your cart is updated. A dialog box may display a progress bar depending on the time it takes the system to update the cart. When the system update is complete, the Add Products to the cart dialog box will disappear and the Product Details page is no longer grayed out. ).
Step 27. Step 28.
Select another item Enter the Quantity. Click the Add Product to Cart icon ( The quantity in your cart is updated. ).
Step 29.
Select the Cart Tab. The Cart Tab appears.
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Step 30.
Click the Delete Product from Cart (
) icon to delete the first item you selected.
The Cart Tab is grayed out and a Warning dialog box appears.
Step 31.
Click the
button to confirm that you really do want to remove the product.
The total quantity is updated on the Cart Tab.
Step 32.
Click the
button to send items to the Requisition.
The Create Requisition page, 2.Add Items and Services Tab reappears.
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Step 33.
Select the Review and Submit link at the bottom of the Add Items and Servies page.
The Review and Submit Tab appears.
Items selected from the Amherst Marketplace are given a default Category ID and Account Code ID. The default ID for both the Category number and the Account Code is XXXXXX. The default name for both the Category and the Account Code is Invalid Category. The default Category and the default Account Code are, in fact invalid - you must change both the Category and the Account Code before the requisition is saved, or you will get an error message. Categories control tolerances and receiving. Step 34. Click the Select All / Deselect All checkbox to select all lines.
Step 35.
Click the
button.
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The Modify Line / Shipping / Accounting page appears.
Category Lookup
While Categories and Account Codes are different fields, they have a one-to-one relationship in the system. The value you enter for Category will populate your Account Code with the same value. However, if you enter the Account it will not update your category. Step 36. Step 37. Click the Look up Category Icon ( ).
Enter the search criteria OF in the Description field
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Step 38.
Click the
button.
Step 39.
Click 734200 as your Category. The Modify Line / Shipping / Accounting page reappears. The Category ID number auto-populates the Category field in the Line Information section of the page.
Step 40.
Click the
button.
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The Review and Submit Tab on the Create Requisition page reappears.
Step 41.
Expand one of the lines and view the Account it is the same value you entered for Category
To save the requisition, but not submit the requisition to Workflow, click the button. Requisitions that are not submitted to Workflow will not be reviewed or approved and they will not be sourced to Purchase Orders (POs). Step 42. Click the button to save the requisition and submit it to Workflow.
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The Requisition Confirmation page opens.
Requisition ID
Any Approvals that are required for the requisition are displayed. You may view the approvers by clicking on the Multiple Approvers link under the status (Status = Pending). If you were an approver for this requisition, you would need to access the approval page to post your approval by clicking on the Worklist link. Marketplace orders require Departmental approval only up to $10,000.00 Step 43. Step 44. Note the Requisition ID: Scroll down, if needed, to view the bottom of the page.
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The bottom of the Confirmation page.
Check Budget
Note: If the Check Budget and Edit Requisition buttons are grayed out, expand or collapse any triangle icon to refresh the page. The Check Budget and Edit Requisition buttons will become un-grayed. Step 45. Click the button.
When the processing is done, the Budget Checking Status will display as Valid.
Note: The Budget Checking Status should = Valid. If the Budget Status = Error, click on the Error link to view the reason for the budget error. Requisitions in budget error can be approved, but they cannot be sourced to a purchase order until the budget error is corrected and the Budget Status on the requisition = Valid. If you get a budget status of Error on a requisition, you need to work with the appropriate people at your campus to correct it. End of Exercise
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06:
Req. Type:
Enter Multi-Vendor Req through the Amherst Marketplace

Amherst Marketplace In this exercise you will learn how to do the following: Change the campus Location to which goods are to be delivered Determine which vendor catalogs are in the hosted catalog Create a multi-line eProcurement requisition with multiple vendors using Delete a line after the requisition has been saved and submitted to workflow
Objectives:
Scenario:
Enter an eProcurement requisition to outfit a small new lab. You will need lab tables, beakers and materials. You have been given written authorization to make this purchase from the person who has signatory authority for the account charged. In this exercise, you will locate items using the Amherst Marketplace. The technology behind the Amherst Marketplace is designed to automate as much of the process as is possible, decreasing the amount of data entry you must perform. When you select an item from the Amherst Marketplace, the Vendor that supplies the item, along with the item description and the cost (price), are auto-populated. Depending on when Practice was last refreshed from production, screenshots may not match your actual results. The Amherst Marketplace is periodically updated with new catalogs and new vendors Confirming Purchase Orders: Do not issue Confirming Purchase Orders for items purchased off the Amherst Marketplace. Marketplace purchase orders are transmitted electronically to the vendor in an electronic format that is unlike the printed purchase order that goes with Description Only purchase orders. There is no way for the vendor to know that the purchase was confirmed and there is a very high risk of a duplicate shipment. The Confirming Order checkbox DOES NOT WORK on purchase orders placed through the Marketplace. You can select it on the requisition, but the Confirming Order message will not be transmitted on the electronic purchase order. Blanket Purchase Orders: Do not issue Blanket Purchase Orders for items purchased on the Amherst Marketplace. All purchases on the Marketplace are for specific quantities and specific items. The Blanket Order checkbox should never be selected on the requisition. State Fund Purchases: The policy for the use of State Funds for Marketplace purchases may vary by campus. Changes to Quantities for items that are ordered off the Marketplace cannot be made in the eProcurement requisition itself. Users must go back into the Marketplace to make any such edit. Unit of Measure and Item Descriptions cannot be modified in any way. They are hard coded into the catalog and any resulting requisition.
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Category/Account Code: These fields MUST be assigned at the line level (not in defaults) and can vary from line to line and vendor to vendor. PO Comments: Marketplace purchase orders are processed electronically into the vendors order/shipping system. You may use the Comments fields and select the checkboxes, but the Vendor and Accounts Payable will not see the comments because Marketplace purchase orders are filled and invoiced electronically. Comments with the Send to Vendor checkbox selected will not be viewed by the vendor, but may print on the packing list that accompanies the shipment. Templates/Favorites: Do not use Marketplace requisitions to create templates or favorites. They do not lend themselves well to the hard coded pricing and descriptions that are inherent with Marketplace purchases.
BEGIN EXERCISE
Step 1.
Verify the following fields: Business Unit: Requester:
Required. This field is auto-populated based on your User ID Required. This field is auto-populated based on your User ID.
Step 2.
Enter the Requisition Name. MARKETPLACE 2. Note: The Requisition Name field is a searchable field. Use the Requisition Name field to name the Requisition in a memorable way (any way you like, to make it easy for you to find your requisition later). This field is limited to 30 characters. If left blank, the Requisition ID number will be assigned as the Requisition Name. The Requisition Name populates the PO reference field on the purchase order.
Step 3.
Click the Line Defaults Expand Section icon ( ).
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The Line Defaults will not be populated at this time, because they will be autopopulated by the AMHERST Marketplace. The following fields are located in the Line Defaults section: Vendor: catalog Auto-populated by the Amherst Marketplace based on the and the item(s) you select. Do not populate.
Vendor Location: The Vendor Location will default based on the catalog you select. Do not populate. Operator: Auto-populated based on your Requester ID Category: Auto-populated by the Amherst Marketplace with an invalid default Category and account that must be changed at the Line level (Modify Line/Shipping/Accounting) for all items that you add to the Requisition. Do not populate here, or it will be over-ridden by the system with the invalid codes and you will have to change them again. Auto-populated by the Amherst Marketplace based on the item(s) you select. Do not populate.
Unit of Measure:
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Step 4.
Review the Shipping Defaults section.
The following fields are located in the Shipping Defaults section: Ship To: Auto-populated based on your Requester ID. The Ship To code defines the general campus receiving address where goods are to be shipped. This prints on the purchase order. The Ship To address can be changed by clicking on the Look Up Ship To icon and selecting a new Ship To address. Only one Ship To address may be assigned to a requisition. Not in use. Auto-populated by the system to the current date. Auto-populated based on your Requester ID. This field does not carry over to the vendor.
Step 5.
Modify Shipping Address: Due Date: Attention:
Scroll down to the Accounting Defaults Chartfields1 section:
Location
SpeedChart
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The following fields are required in the Accounting Defaults section: Location: Auto-populated based on your Requester ID. The Location field is a code that identifies the operators room number and building and is used to identify where on campus the goods are to be delivered. This information is transmitted to the Marketplace vendor and will be added to the shipping label. Location may be changed by clicking on the Look Up Location icon and selecting a different location. Only one Location may be assigned to a requisition. Auto-populates based on your Requester ID. If you enter your SpeedChart here, the resulting budget will auto-populate all lines going forward.
GL Unit: SpeedChart:
Leave the Location field as the default Enter the SpeedChart 105196 and tab out Scroll up and Click the UMASS Req Info link.
UMASS Req Info
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Step 9.
Enter the following fields: Contact Name: Required. The specific format is last name, comma (,), first name with no spaces. The field is not case-sensitive. Contact Phone: Required. The specific format is 10-digits, starting with your area code. Use no spaces, formatting, or punctuation. Department: Required. Enter a department id. Information entered on the UMass Req Info page applies to all lines of the requisition and cannot vary from line to line or vendor to vendor. The Contact Name, Contact Phone, and Department fields are transmitted to the vendor. None of the options under Special Contract Info apply to the Amherst Marketplace. The Confirming Order checkbox and State PO Flag box also do not apply.
Step 10.
Click the
button at the bottom of the page.
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The Create Requisitions page reappears.
(If you collapsed your line defaults, you will not see the bottom half of the screen you see here) Step 11. Click the Add Items and Services link. The 2.Add Items and Services page appears.
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Step 12.
Select the Web Tab, if it is not already selected.
Step 13.
Select the Amherst Marketplace link.
A warning message appears. You cannot save at this point. You will not lose the data you have already entered.
Step 14. Click the button to continue.
The AMHERST Marketplace Quick Search page appears.
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The AMHERST Marketplace Catalog Search Engine is a database application with search functionality that provides information on goods that can be ordered online through the Marketplace, a large percentage of which are covered by contracts. Contract items and recycled items are identified in the Amherst Marketplace by icons in the short description next to the item. The icons may not be available for viewing in the Practice database.
contract item
recycled item
hazardous material There are four Tabs on the Amherst Marketplace: Quick Search: Use this Tab to search quickly for whole or partial words, terms, or phrases.
Advanced Search: Use this Tab to conduct advanced searches based on a variety of options. Search Result: This Tab displays the results of any search you have conducted using the Quick Search or Advanced Search Tabs. Cart: This Tab displays a list of the items you have selected to purchase on the Marketplace. When you are finished, the Cart allows you to send these items back to the Requisition. Each item selected in the Cart becomes a Line item on the Requisition
Step 15.
Select the Advanced Search Tab, if it is not already selected.
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The Search Results Per Page drop-down field allows you to control how many items get displayed per-page on the Search result page. Step 16. Click in the Search Field text box and Enter Lab tables
If you want a specific phrase, in this case lab tables, enclose in quotes. If you do not, you will get results for any description that has LAB and TABLES anywhere in it instead of next to each other.
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Step 17.
Do not enter any other information. Click the button.
Depending on when Practice was last refreshed from production, this screenshot may not match your results. Because of this your trainer also may give you different search criteria.
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Note: Your results may not be sorted the same as displayed here. The following fields can be found on the Search Results tab: Your cart: Displays the total number of items in your Cart. Products found: The total number of products found that match the search text. Preview checkboxes: Select specific products to compare and/or view in greater detail. Compare products: Allows comparison between selected items. Product Image: Small images of the product if they are available Step 18. Add Product to Cart: Product Group: Manufacturer & Manufact. Prod. No: Supplier: Short Description: Page Number: Page Navigation: Quantity: Clicking the cart ( ) icon adds that item to your Cart. Displays the name of the Product Group. Displays the name of the Manufacturer and the Manufacturers Product Number. Displays the name of the Supplier (Vendor). Displays a short description of the product that can be used for comparison Current page with the total number of pages. Displays the current page number in red, surrounded by page navigation icons. Displays the quantity ordered. A quantity of 1 is the default. You cant order less than 1. Quantities must be entered in whole numbers. Displays the Unit of Measure (UOM) for each item. Displays the price for each item/unit.
Unit of Measure: Price:
Click the short description for an item you wish to view
A new page appears with more detail on the product
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Quantity
Add Product to Cart
Step 19.
This is the table you want. Enter 2 in the Order Amount field Click the Add Product to Cart icon ( ).
Step 20.
The quantity you requested has been added to your cart.
A dialog box may display a progress bar depending on the time it takes the system to update the cart. When the system update is complete, the Add Product to cart dialog box will disappear and the Product Details page is no longer grayed out.
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Step 21. Step 22.
Click back to Advanced Search tab Delete the search text of Lab Tables Enter beaker
Step 23.
Click the arrow in the Supplier field and select LAB SAFETY SUPPLY INC
If LAB SAFETY SUPPLY INC is not available, choose the vendor your trainer suggests Step 24. Click the button.
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Step 25.
Find two types of beakers you want and purchase 25 of each Click the Add Product to Cart icon ( ) to add to your cart
Step 26. Step 27.
Click back to Advanced Search tab Delete the search text of beakers Enter sulfuric acid
Step 28.
Click the arrow in the Supplier field and select Fisher Scientific
If FISHER SCIENTIFIC is not available, choose the vendor your trainer suggests Step 29. Click the button.
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Step 30.
Select a product and purchase a quantity of 2 Click the Add Product to Cart icon ( ) to add to your cart
Step 31. Step 32. Select the Cart Tab.
Note: The following fields are located on the Cart tab: Quantity: Price/pu: Total price: Delete Product: Review your cart Displays the total quantity per line item ordered. Displays the price per Unit ordered. Displays the total price per line item ordered. The Delete Product from Cart icon ( remove a line from the Cart. ) allows you to
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There are three different vendors for the products you have selected from the Marketplace. Step 33. Click the button to send items to the Requisition.
The Create Requisition page, Add Items and Services Tab reappears.
Step 34.
Select the Review and Submit link. The 3.Review and Submit Tab appears.
Step 35.
Find the requisition summary box. Note that it has been updated
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Items selected from the Amherst Marketplace are given a default Category ID and Account Code ID. The default ID for both the Category number and the Account Code is XXXXXX. The default name for both the Category and the Account Code is Invalid Category. The default Category and the default Account Code are, in fact invalid - you must change both the Category and the Account Code before the requisition is saved, or you will get an error message. Categories control tolerances and receiving. Step 36. Click the Select All / Deselect All checkbox to select all lines.
Step 37.
Click the
button.
Category Lookup
While Categories and Account Codes are different fields, they have a one-to-one relationship in the system. The value you enter for Category will populate your Account Code with the same value. However, if you enter the Account it will not update your category.
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Because you are ordering different items from different suppliers on the Amherst Marketplace, there is the possibility that categories could be different by line. If that is the case, check the box next to the individual line(s) where you need to change category and follow these steps for each set of line(s). Step 38. Step 39. Enter category of 739600 (Lab Supplies) Click the button.
The Review and Submit Tab on the Create Requisition page reappears.
Step 40.
Expand one of the lines and view the Account it is the same value you entered for Category. Note: To save the requisition, but not submit the requisition to Workflow, click the button. Requisitions that are not submitted to Workflow will not be reviewed or approved and they will not be sourced to Purchase Orders (POs).
Step 41.
Click the
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Requisition ID
Any Approvals that are required for the requisition are displayed. You may view the approvers by clicking on the Multiple Approvers link under the status (Status = Pending). If you were an approver for this requisition, you would need to access the approval page to post your approval by clicking on the Worklist link. Marketplace orders require Departmental approval only up to $10,000.00 Step 42. Note the Requisition ID
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Step 43.
Scroll through your lines and note that it requires only departmental approval.
As you scroll through the approval confirmation page, you realize that your ordered a chemical which needs to have a different delivery location. Because you can only have one shipping address per Marketplace requisition, you need to delete the line for chemicals from your requisition. Step 44. Scroll to the bottom of the approval Confirmation page Select A warning message appears to notify you that certain changes will mean the requisition must re-enter workflow
Step 45.
Click
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Step 46.
The Edit Requisition page appears
Step 47.
Check the box next to the individual line for chemicals that you wish to delete
Step 48. Step 49.
Click
to delete the line
You will be asked if you are sure. Click
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The Edit Requisition page reappears Note that the line item is now gone
Step 50.
Click the Workflow.
button to save the requisition and re-submit it to
A message will appear to inform you that workflow is being reinitiated
Click Scroll down, if needed, to view the bottom of the page. Click the
button.
When the processing is done, the Budget Checking Status will display as Valid.
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Note: The Budget Checking Status should = Valid. If the Budget Status = Error, click on the Error link to view the reason for the budget error. Requisitions in budget error can be approved, but they cannot be sourced to a purchase order until the budget error is corrected and the Budget Status on the requisition = Valid. If you get a budget status of Error on a requisition, you need to work with the appropriate people at your campus to correct it. End of Exercise
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Application: Manage Requisitions eProcurement Requisitions
07:
Request a Change to a Purchase Order Datasheet

Description Only and UMass Marketplace
Req. Type:
This datasheet should be ripped out of the guide and used as you progress through this exercise for ease of data entry
Step 3 Data Enter the following fields. Business Unit UMAMH Requisition ID Step 7 Data Note the PO Number:
Step 13 Data
Note the Vendor and Vendor ID below: Vendor: (this is the Vendor Short Name). Vendor ID: .
Step 15 Data
Note the Category for Line 1 below: Category: Note the Line information below: Line No.: Item Descr: Quantity: Amount:
Step 19 Data
. (Item Description). . .
Step 20 Data
Make note of the Chartfields Information below. GL Unit: Account: Department: Fund: Program: Project ID: . . . . . . .
Step 49 Data
Note the Requisition ID:
Page 7-A
07:
Request a Change to a Purchase Order

Description Only and UMass Marketplace In this exercise you will learn how to do the following: Inquire on a Requisition to determine its status and Purchase Order number Determine what activity has occurred on a Purchase Order Create a Change Request to modify a Purchase Order that has been Dispatched
Scenario:
You have been asked to increase the quantity on an existing purchase order line and change the budget to a new budget. You also need to change the Category and account code. You will first inquire on the purchase order to determine its status. Because Practice is a copy of Production, values could change at each refresh. Your trainer will give you the Requisition and Purchase Order values to use. Therefore, the screenshots used as illustrations could be slightly different from what appears on your training computer
BEGIN EXERCISE
First, Determine Purchase Order activity: Before any change is requested to a purchase order, the operator must first determine what type of activity, if any, has occurred on the purchase order. You may use the PO Inquiry/PO Snapshot application to view the purchase order, and any related vouchering (invoicing), receiving, and payment activity. Snapshot will also show you whether the PO has been closed or canceled. Navigation Path: eProcurementBuyer Center Inquiries and Reports PO Inquiry PO Snapshot Changes cannot be made to purchase orders that have been closed or canceled.
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Decreases to Purchase Orders: Before a request is made to DECREASE a purchase order, you must first run the query, PO_ALL_PO_BAL_BY_PO_NUMBER, to determine the encumbrance balance on the purchase order. You cannot decrease a purchase order in an amount that is greater than the PO balance. For example: A PO is encumbered for $500 Balance equals $300 You cannot decrease by more than $300
Changes to Purchase Orders with Multiple Lines: If you request a change to a purchase order with multiple lines, you must specify the line number that you want to change. For example: Please increase line 3 by $23.50; line 4 by $15.25 etc. Change Requests that are not specific could be denied by the central approver and returned to the operator for clarification. Change Requests must be specific and the instructions must be clear. Navigate to the following path: eProcurement Manage Requisitions Step 1. Step 2. The Manage Requisitions page appears. Take the 07_Request a Change to a PO Exercise data sheet from the book and enter the data your trainer gives you on the Data Sheet
Clear
Step 3.
Click the
button to clear all requisition search criteria.
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Business Unit
Requisition ID
Step 4.
Enter the following fields: Business Unit Requisition ID
from the data sheet
At a minimum, in Production, your search criteria must contain your Business Unit. Step 5. Click the
button.
The Manage Requisition page displays the Requisition is in the bottom half of the page
Requisition ID
PO Status
The PO Status for Requisition is PO(s) Dispatched (dispatched). Any change must be requested using the Change Request Requisition form. Step 6. Click the Requisition ID link for the Req ID to locate the PO ID. The Requisition Details page appears.
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Expand PO Info
Step 7.
Click the Expand Section icon (
) for the PO Information section of the page.
Because there is only one vendor on this requisition, it does not matter which line you expand. The PO Information section expanded.
Step 8.
Note the PO Number on your datasheet
Look Up PO Activity
Navigate to the following path: eProcurement Buyer Center Inquiries and Reports PO Inquiry The PO Inquiry Search Criteria page opens.
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PO ID
Step 9. Step 10.
Enter the PO ID you want to Inquire about. Use the PO ID you noted on your datasheet in Step 7 Scroll to the bottom of the page, if needed, and Click the button.
Search
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The Purchase Order Inquiry page appears.
PO Info
Header
Lines
Step 11.
Examine the Purchase Order section of the page.
PO Status
The PO Status is Dispatched. Step 12. Examine the Header section of the page.
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Vendor ID Receipt Status
PO Snapshot The Receipt Status is Not Recvd (not received). Step 13. Note the Vendor and Vendor ID on your datasheet Examine the Lines section of the page.
Step 14.
Category
The Category column displays the Item Categoy for every Line on the PO. Step 15. Note the Category for Line 1 on your datasheet
The Category and Account Code that you assign to a Change Request Requisition should be the same category and account code that is currently assigned to the Lines on the Purchase Order. This is for workflow purposes. Step 16. Click the PO Snapshot link (Header section of the page).
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The PO Snapshot page appears for the PO. Note that the PO Total and the PO Balance are the same, which is an indication that there has been no vouchering activity on the PO.
PO total and PO balance
Step 17.
Scroll to the right to view the right side of the PO Snapshot page for the PO. The right-side of the PO Snapshot page.
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Vouchered status
Received status
There has been no vouchering activity on this PO: Step 18. The Recevd Status (Received status) is N (not received). The Vchred Status (Vouchered status) is N (not vouchered).
Scroll to the left to view the left-side of the PO Snapshot page for the PO.
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The Line Info (Line Information) section of the page. Amount Line Info Quantity
Distribution Info
Step 19.
Note the Line information on your datasheet: The Distrib Info (Distribution Information) section appears in the Line Info section.
The Chartfields information is displayed in the Distrib Info section of the page. Step 20. Step 21. Step 22. Make note of the Chartfields Information on your datasheet. Scroll to the bottom of the page. Click the button to return to the PO Inquiry page.
Create Change Request Requisition

Navigate to the following path: eProcurement Create Requisitions You will now create a Change Request using the Change Request Requisition Form and the information you previously collected in this exercise. The process for using the Change Request Requisition Form is somewhat similar to entering a Description Only Requisition. The Create Requisition page opens.
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Step 23.
Type in the Requisition Name field. You may name the request anything you want, but you should include the words Change Request somewhere in your description, to make it easier for everyone to differentiate the Change Request from a regular requisition.
Step 24. Updated Define Requisition Tab on the Create Requisition page.
Requisition Name
All requisitions, including Change Requests, require that Chartfield information be entered or the Requisition cannot be saved (and your Change Request may be lost). Step 25. Click the Line Defaults Expand Section icon ( ).
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Step 26.
Entering a SpeedChart is the fastest way to enter Chartfield information. Scroll down to the Accounting Defaults section.
(1) If the change is to request, or includes a request, that the budget charged on the purchase order be changed to a different budget, Enter the SpeedChart Key (SpeedChart number) for the new Chartfield in the Accounting Defaults section of the page, and then Tab out of the field. (2) If the change is to request any other type of change to the purchase order, enter the SpeedChart number for the Chartfield that is currently on the purchase order in the Accounting Defaults section of the page, and then Tab out of the field. This is to insure that the proper workflow is initiated at the department level to authorize the Change Request and that it is then routed it to the appropriate central staff person. Step 27. This change request will include a change of the budget charged. Enter SpeedChart 105196
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Tab out of field. Click the UMASS Req Info link. Type the information in the following fields with no spaces: Contact Name: LastName,FirstName (for example, Smith,Mary). Contact Phone: Your Department Telephone (for example, 4135459999). Dept ID that best describes the name of your department.
Department:
The updated UMASS Req Info page.
This information is required. Because this is a Change Request, no other information is needed on this page. Step 31. Step 32. Scroll to the bottom of the page. Click the button.
The Create Requisition page reappears. Step 33. Click the Add Items and Services Tab link.
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The Add Items and Services page appears.
Step 34.
Click on the Forms Tab.
Forms
Step 35.
Click the UMass Change Request Form link.
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The UMass Change Request Form page appears.
Note: You will now enter the information about the requested change. Please note that you must be as specific and clear as possible in your description of the change. If the instructions are not clear, your request may be denied by central staff and returned to you for clarification. Step 36. Click in the PO Number field and Type the PO Number DO NOT use the PO number in the screenshot below. Use the PO number you noted on the datasheet in the first part of this exercise Step 37. Click in the Instruction field and Type the appropriate comments. You should always provide the replacement SpeedChart number when requesting a budget change.
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The updated Change Requisition Form.
Step 38.
Click the
button.
The Create Requisition page reappears with the Forms Tab selected.
Step 39.
Click the Review and Submit link. The 3.Review and Submit Tab appears.
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Expand the Line
Note the following system information for the Change Requisition Form: The Item Description appears as UMass Change Request Form. The Vendor Name appears as UMass Change Request. The Quantity is 1. The Unit of Measure is Each. The Price (Unit Price) is $0.99 (99 cents). The Total (Total Price) is $0.99 (99 cents). All Change Requests are pre-priced in the system for 99 cents. Change Requests will budget check for 0.99. Central staff at your campus will review the Change Request, and if there are no issues, the Change Request will be approved and central staff will manually update the purchase order with the requested changes. The Change Request will then be canceled. To verify that your change has been made, you may inquire on the purchase order using PO Inquiry. Step 40. Click the Select Checkbox for Line 1 of the Change Request Form.
Step 41.
Click the
button.
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Click in the Category field. Enter the Category from your datasheet as noted earlier in the exercise Click the button.
Step 45.
Click the Comments icon (
) to Line 1 to view your Change Request comments.
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The Create Requisition Line Comments page appears.
Step 46.
Review your comments and Note the format. The system has added single and double angle brackets (greater than and less than signs) around individual comments and commas between the brackets. Your operator name, the vendor name, the business unit and the PO number, are also reflected in the line, as well as your text. Check the vendor name against the PO ID, to make sure that you have selected the right order to change. You may edit the comments if you find a mistake. Disregard the angle brackets; they are added by the system, but not required by the system. Note: The Send to Vendor checkbox is auto-selected so that copies of the Change Request can be printed - Comments will not print unless the Send to Vendor checkbox is selected. Always leave this checkbox turned on for all Change Request Requisitions.
Step 47.
Click the
button.
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Save and Submit
Step 48.
Click the button to save the Change Request Requisition Form and submit it to Workflow.
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Note: Any Approvals that are required for the Change Requisition are displayed. You may view the approvers by clicking on the Multiple Approvers link under the status (Status = Pending). If you were an approver for this requisition, you would need to access the approval page to post your approval by clicking on the Worklist link. Step 49. Note the Requisition ID on your datasheet Once the change order is complete on the purchase order, the change request will be cancelled. END OF EXERCISE
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Last Edited Date Last Edited By
1/18/2008 Kristina England
Page 7-22 of 22
08:
Edit eProcurement Requisition

Description Only and UMass Marketplace In this exercise you will learn how to do the following: Inquire on a Requisition to determine its status Change the Unit Price Change a Category and Account Code Change location
Scenario:
Use the requisition you entered in the first exercise to determine the requisition status in the Manage Requisitions page and make changes to the requisition The only items that can be changed on an Amherst Marketplace requisition are the budge t charged, the category and the account. You cannot change the vendor, quantities or pricing. Manage Requisitions: Once a requisition has been saved and exited by the operator, the operator can access the requisition in the Manage Requisitions application to Determine the status of the requisition View requisition approvals Budget check the requisition Make edits to the requisition Cancel the requisition
Amherst Marketplace
Requisitions can be accessed to perform the above steps up until the time the requisition i s sourced (converted) to a purchase order (Req Status = Open, Pending, Denied, Approved). Once the requisition is sourced to a purchase order and/or the purchase order is Dispatched (Req Status = POs Created or Req Status = POs Dispatched) operators can use the Manage Requisitions Application to: Determine the status of the purchase order Look up PO ID(s) View requisition approvals
Once the purchase order is Closed or Canceled, and the Requisition has been reconciled and closed, the requisition will no longer be available in Manage Requisitions. Users will need to view requisition and purchase order information in the PO Inquiry pages
BEGIN EXERCISE
Navigate to the following path: eProcurement Manage Requisitions
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Step 1.
Business Unit: Requisition Name: Requisition ID: Requisition Status:
Required: Defaults in based on your Requester ID. Optional. Search for Requisitions by the name you gave that Requisition. Optional.
Optional. Search one of these Requisition Status options: o All but Complete (exclude closed requisitions) o Approved (requisitions have been fully approved) o Canceled (Requisitions have been canceled) o Complete (Requisitions are scheduled to be closed) o Denied (Approval has been denied) o Open (requisitions have not been submitted to Workflow) o PO(s) Created (Purchase Order(s) have been created by not yet sent to the vendor. o PO(s) Dispatched (Purchase orders have been sent to the vendor) o Pending (Requisitions are in workflow but have not yet been fully approved) o Received (Purchase Orders have electronic receipts) Budget Status: Optional. Search by Budget Status options: o Error o Not Chkd (Not Checked) o Valid Date From: Optional. Defaults in to a date seven days prior to the current date. Use this field to search for Requisitions by date range. Date To: Requester: Optional. Defaults in to the current date. Use this field to search for Requisitions by date range. Optional. Defaults in based on your Requester ID. Use this field to search for requisitions by a specific Requester. Optional. Use this field to search for Requisitions by the person who entered it. Optional. Use this field to search for a specific
Entered By: PO ID:
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Requisition by the number of the resulting purchase order. Search: Clear: Click the button to search for requisitions based on the criteria entered in any of the fields above. Click the button to clear all search criteria
Req ID: Requisition Name: Business Unit: Date: Status: Budget: Total: Select Action:
Requisition ID The name given to the Requisition on the Create Requisition Tab of the Define Requisition page. The Business Unit to which the Requisition belongs. The date the Requisition was entered and saved. The status of the Requisition. The Budget Status of the Requisition. The total dollar amount of the Requisition. Use the Select Action drop-down list to select an Action to be taken upon the Requisition. Available Actions will vary, based on the Status of the Requisition. Common Requisition Actions include, but are not limited to: o o o o o o o Budget Check Cancel Requisition Edit Requisition Requisition Cycle View Approvals Change Request (Application not in use) Return to Vendor (Application not in use)
GO: Click the button after an Action has been selected from the Action drop-down menu to take that Action The Links section of the Manage Requisitions page (bottom of the page).
Create New Requisition:
This link takes you to the Create Requisition Tab on the Define Requisition page.
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Inquire Change Request: Inquire Receipts: Requisition Report:
Not in use at this time. This link takes you to the Manage Receipts search page and is controlled by operator security.
Step 2.
This link takes you to the Requisition Print run control page. You will now locate the requisition you created in Exercise 01 Multi-Line Requisition. Because you already see only those requisitions that you entered today, a formal search is unnecessary. Find the requisition you entered in exercise 1. HINT: you gave it a name of MULTILINE REQ
The Status for the Requisition is pending. Therefore you can still make changes to the requisition. Step 3. Click the drop down arrow next to the <Select Action> box
Step 4.
Select the Edit Requisition option and Click the
button.
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A warning message appears to notify you that certain changes will mean the requisition must re-enter workflow
Step 5.
Click The Edit Requisition page appears defaulted to the Review and Submit page
You need to change the price of Line 1 per an updated quote from the vendor. If this were an Amherst Marketplace requisition the unit price and quantity would be grayed out. Step 6. Click the More Information link for Line 1 (only).
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The Special Item page appears on the Add Items and Services Tab.
Price field
Step 7. Step 8.
Select and Delete the information in the Price field. Type the following information in the Price field: Price: 1,000.00
Step 9. Step 10.
Click in the Additional Information field. Type the following information in the Additional Information field for an internal comment: Price has been decreased per conversation with vendor
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Step 11.
Click the
button.
The updated Edit Requisition page reappears. The price for Line 1 and the total requisition amount have been updated.
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You have been told that the category and account assigned to Line 1 on this requisition is incorrect. You need to change it to Office Equipment. In addition, you realize that the location is incorrect and needs to be changed so the fax machine is delivered to the correct office. Step 12. Step 13. Click the button. Select the Select Line checkbox ( ) for Line 1 (only).
Changes made in the Modify Line/Shipping/Accounting page apply only to those lines selected. They do not apply to new lines that might be added subsequent to making the change. Only those fields that you populate here will be changed. Step 14. The Modify Line/Shipping/Accounting page appears.
While Categories and Account Codes are different fields, they have a one-to-one relationship in the system. The value you enter for Category will populate your Account Code with the same value. However, populating the Account will not populate the Category. Distributions cannot be split using Modify Line/Shipping/Accounting. Any change to a requisition line that has a split distribution must be made at the line level. Step 15. Step 16. Enter 763700 Office Equipment in the Category field Click the button.
The Edit Requisition page reappears.
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Now you need to change the location on both lines Step 17. Click the Select All / Deselect All checkbox to select all lines.
Step 18.
Click the
button.
Step 19.
).
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Description Field
Step 20.
Click in the Description field and enter: Has Click the button
All values beginning with Has in the description are returned.
Step 21.
Scroll down to locate HAS0200215 and click to select
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Step 22.
Click the
button.
The Edit Requisition page reappears. To save the requisition, but not submit the requisition to Workflow, click the button. Requisitions that are not submitted to Workflow will not be reviewed or approved and they will not be sourced to purchase orders. They can, however, be budget checked. Step 23. Click the button to save the requisition and re-submit it to Workflow.
A message will appear to inform you that workflow is being reinitiated
Step 24.
The Requisition Confirmation page opens. Because one of the changes was pricing, you need to re-budget check
Step 25.
button
When the processing is done, the Budget Checking Status will display as Valid. Note: The Budget Checking Status should = Valid. If the Budget Status = Error, click on the Error link to view the reason for the budget error. Requisitions in budget error can be approved, but they cannot be sourced to a purchase order until the budget error is corrected and the Budget Status on the requisition = Valid. If you get a budget status of Error on a requisition, you need to work with the appropriate people at your campus to correct it. End of Exercise
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Application: Inquire on a Requisition: Requisition Print Report
09:
Run the Requisition Print Report

This exercise shows you how to run the Requisition Print Report from Manage Requisitions You may also run it from the bottom of the Approval Confirmation page (path: eProcurement Create Requisitions Review & Submit Confirmation) by clicking on the View Printable Version link. The steps are the same for both.
BEGIN EXERCISE
Navigate to the following path: eProcurement Manage Requisitions Step 1. Scroll to the bottom of the page and click Requisition Report.
The Requisition Print page appears.
Add a New Value
Step 2.
Click the
Tab.
The Requisition Print process need only be named the 1st time the process is run. After the process has successfully run the first time, it will appear on your list of available processes in the Find an Existing Value tab for future use.
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The Print Requisition, Add a New Value page appears.
Run Control ID
Step 3.
Enter the Run Control ID.
When entering the Run Control ID, remember you cannot use spaces in the name. Step 4. Click the
button.
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The named Requisition Print Criteria Selection page appears. Run
Requisition ID Select All
Enter UMAMH as the Business Unit Place your cursor in the Requisition ID field. Type in the Requisition ID from one of the earlier exercises If you wish to print all requisitions for a particular date range or Requestor, leave the Requisition ID field blank and enter data into From Date, Through Date and Requestor. All three fields are required when you do not enter a Requisition ID.
Step 8. Step 9.
Click the Click the
button to include all requisition statuses in the process. button to run the process.
The Process Scheduler Request page appears. Server Name
Step 10.
Click the Server Name drop-down icon (
).
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Step 11.
Select PSUNX from the list.
PSUNX
OK
Step 12.
Click the
button. Process Monitor
The Requisition Print Criteria Selection page reappears.
Process Instance
The Process Instance number is listed in the top-right corner of the page. In this exercise, we will complete the process so this number is not needed. If, for some reason, you were unable to complete the process and needed to run it later, then the Process Instance number would be helpful to identify and complete the process. Step 13. Click the Process Monitor link.
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The Process List appears with updates.
Refresh button Run Status
Step 14.
Click the button periodically until the Run Status = Success and the Distribution Status = Posted. Details
Step 15.
Click on the Details link.
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The Process Details page appears.
View Log/Trace
Step 16.
Click the View Log/Trace link.
The View Log/Trace page appears. Step 17. Note the File List section of the page.
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Step 18.
Click the file link in the list that ends in PDF (it appears most often in the middle row).
PDF File
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Adobe Acrobat Reader launches and opens a new window.
Maximize
Scroll bar
Click the
(Maximize) button to maximize the new window if it is not maximized.
Scroll down to view the Approval Signature fields at the bottom of the page. Click the Print button to to print a requisition.
Print button
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A Printer Dialog Box will appear.
Note: Print Dialog Boxes will vary. Step 22.
Click the End of Job Aid
button to print the Requsition.
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Application: Inquiry
10:
Purchase Order Inquiry and Print

N/A In this exercise you will learn how to do the following: Inquire about a Purchase Order to determine: o PO Status o Delivery Information o Receiving Activity o Vouchering Activity o Payment Activity o PO Balance o Chartfield information Print a Purchase Order
Scenario: About PO Inquiry
Not Applicable for this exercise Once a requisition has been sourced to a purchase order, you may inquire on the activity against the purchase order using various links that are accessible through the PO Inquiry report. The two most informative links are Document Status and PO Snapshot. Of the two, PO Snapshot will give you the most consolidated information. Document Status will give you detailed information about the requisition, specific vouchers (invoices) entered against the PO, and any receipts that may have been entered against the PO. Navigation Path: eProcurement Buyer Center Inquiries and Reports PO Inquiry
Commonly Used PO Inquiry Features and Where to Find Them: AP Finalize Flag: Approval History (Req): PO Inquiry page/PO Snapshot link. PO Inquiry page/Document Status/Req ID/Status tab/Approval History icon Billing Address: Blanket Order Checkbox: Category Name: Change History: Chartfields Charged: .
PO Inquiry page/Header Details link. PO Inquiry page/Line Details icon. PO Inquiry page/Line Details icon ( PO Inquiry page/Change Order link. PO Inquiry page/PO Snapshot link. ).
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Check #/Payment Date:
PO Inquiry page/ Document Status link/Voucher ID link/Payment Information icon ( ). PO Inquiry page/Line Comments icon ( PO Inquiry page/Header Comments link. PO Inquiry page/PO Snapshot link or Header Details link. PO Inquiry page/PO Snapshot link or Header Details link. PO Inquiry page/Lines/Line Details icon ( Details link. )/Contract ).
Comments ( Line): Comments (Header): Confirming Order: Contact Information: Contract Information:
Contracts (special) Info:
PO Inquiry page/PO Snapshot link or Header Details link for contract information about Other and Sole Source contracts. PO Inquiry page/Header Details link. PO Inquiry page/PO Snapshot link. PO Inquiry page/Header section, or PO Inquiry/Header Details link. PO Inquiry page/Header Details link/UMASS Delivery link. PO Inquiry page/Document Status link/Voucher Doc ID link. PO Inquiry page/Lines section, or PO Inquiry page/PO Snapshot link. PO Inquiry page/Lines/Line Details icon ( PO Snapshot. PO Inquiry page/PO Snapshot link. PO Inquiry page/Matching link. PO Inquiry page/PO Snapshot link. PO Inquiry page/Document Status link. PO Inquiry page/Lines/Line Details icon ( PO Inquiry page/PO Snapshot link. PO Inquiry page/Document Status link. ) or, ), or
Dispatch Method: Freight Terms: Hold (Further Processing):
Internal Delivery Info: Invoice Number/Date:
Line Information: Line Status:
Match Status (Line): Match Status (Overall): PO Balance/Line Balance: Receipts Against PO: Receiving Required Flag:
Requisition Info:
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Ship-To Address: Vendor Order Address: Vouchers against Invoices:
PO Inquiry page/Lines/Line Schedule icon (
).
PO Inquiry page/PO Snapshot link or Vendor Details link. PO Inquiry page/Document Status link.
BEGIN EXERCISE
Navigate to the following path: eProcurement Buyer Center Inquiries and Reports Step 1. The Purchase Order Inquiries and Reports page opens. Select the PO Inquiry Link.
PO Inquiry
Step 2.
The PO Inquiry Search Criteria page opens.
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Step 3.
Enter the PO ID you want to Inquire about. Your trainer will provide you with a purchase order number Because your trainer will provide you with the purchase order number your screen will vary from the screenshots in the rest of this exercise.
Step 4.
Click the button. The Purchase Order Inquiry page appears.
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The various sections of this page were illustrated in detail in the Change Request Requisition exercise. The remainder of this exercise will review in more detail the parts of PO inquiry not yet touched upon. Step 5. Examine the Header section of the page: In addition to the PO Date, Vendor name, Vendor ID, etc., the PO Header section includes a number of links that allow you to drill down for more information: Step 6. Header Details: Change Order: All RTV: Document Status: PO Snapshot: Vendor Details: Matching: Freight/Tax/Misc.: General Information about fields that apply to all lines of the PO. Change History for the PO (if applicable). Not in use at this time. Detailed information about the requisition, Vouchering Activity, and Receipts (if applicable). Purchase Order balance, Vouchering Activity, Line Status. Vendor Name, address. Overall match status of the PO. Not in use at this time.
Step 7.
Examine the Lines section of the page: This section displays a list of lines that appear on the Purchase Order: Item Description(s): Click on the link to access the full item description for each purchase order line Click the Document Status link in the Header section of the Purchase Order Inquiry page.
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Document Status A new window opens, displaying the PO Document Status page, including a list of documents related to this purchase order. PO ID
Associated Documents
The PO Document Status Tab includes a drill-down link to the PO ID. Clicking this link will open another new window that displays a second copy of the Purchase Order Inquiry page:
This can useful for examining different documents side-by-side, but it can also be confusing to have multiple copies of the same window open. Step 8. Click the (Documents) Tab if it is not already selected.
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Step 9.
There is one DOC ID for each associated Document Type. Clicking on the Document ID links will open up a new window that displays the following information: REQ (requisition): Contract: Receipt Voucher: Requisition information, including status, as well as PO and Receiving Details, and Requisition Approval History. If applicable, will show the contract(s) used against this PO. Receiving information, including line data such as quantity received, quantity rejected, quantity accepted. Voucher Information, including Voucher Number and date, Accounting Entries, Match (rules) Workbench, and Scheduled payments. Payment Information, including Payment Reference ID (check no.), Type, Date, and Amount.
Payment:
At the right-end of each document line is a Go To Document Status Inquiry icon ( ). Clicking on this icon opens a new window that displays the Document Status information from the perspective of the selected document. For example, clicking on the Go To Document Status icon for the listed Requisition displays the associated Document Status information for that Requisition. Step 10. Click the (Related Info) Tab.
Associated Document (sub-section), RELATED INFO Tab: This Tab displays links that allow you to drill down further to inquire about the Match Workbench (match rules) and Accounting Entries (accounting entry) pages. In this exercise, we will click through the links to view voucher information only, to give you an idea of how to navigate through the pages. The links work in a similar manner from one document type to another. Step 11. Click on the DOC ID link for the associated Voucher:
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A new window opens and the Voucher Inquiry page is displayed for the selected voucher.
Step 12.
Scroll down to display the Voucher Inquiry Results at the bottom of the page.
Step 13.
The Vendors Invoice Number and Date are available on this page. Click the Payment Info icon
Payment Information
. The Payment Information Column is the 2nd column from the right: Scheduled Payments icon ( ): If this label and icon appear, the voucher has been scheduled for payment but not yet paid. Selecting this icon takes you to the Scheduled Payment Inquiry page where
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you can find the assigned check number (Payment Nbr), if applicable, scheduled payment date (Scheduled to Pay), and amount (Gross Amount). Payment Information icon ( ): If this label and icon appear, the voucher has been paid. Selecting this icon takes you to the Payment Inquiry page where you can find the Payment Reference ID (check number), Payment Date, and Amount. The Payment Information page opens for the selected voucher.
Payment Reference ID
The Payment Reference ID (check number), Payment Date, Amount and Status are visible. Close the Payment Information window ( ). Close the PO Document Status window ( ).
The Purchase Order Inquiry page reappears.
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Step 17. Select the PO Snapshot link on the Purchase Order Inquiry page.
PO Snapshot
PO Snapshot displays vouchering/invoicing activity against a PO, as well as the PO balance.
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The PO Snapshot page opens.
PO Total PO Balance Line Amount
PO Total: The Total of all PO lines that have not been canceled. PO Bal: PO total less any vouchering (invoicing) activity against the PO. Details for each PO line include: Line Info: Line information, including Status, Description. Unit of Measure, Quantity,Amount, Vouchered amount (for the line), and various flags. Sched Info: Schedule information, including Status, Due date, Ship To address (code), Freight Terms, and Match status.
Distrib Info: Distribution information including the Chartfields (GL Unit, Account, Fund, Department, Program, Proj/Grant, and Class), PO quantity, Amount, and Finalize Flag.). PO Balance does not reflect lines that have been finalized by AP until the PO Status equals Complete (the PO is closed). Line Information display fields.
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Status
Line Info Status: Active (line is open for ordering) Closed o AP Activity against the line is complete, and o PO no longer has update capabilities Canceled (line has had no activity and has been canceled). A purchase order will Close when vouchering/invoicing activity is complete, the PO is Matched, and the PO reconciliation process is run. Step 18. Scroll to the right to display more Line Information.
Amount: Vchr (vouchered) Amt:
Line quantity X the Unit price. Total amount vouchered/invoiced against the line.
Remaining Amt: Total PO Line amount less the amount vouchered/invoiced. If PO Line Status = Canceled, this field will = 0. Vchred: N (no vouchering activity) P (partially vouchered). F (fully vouchered). Redvd: N (not received). P (partially received). F (fully received). Recv Reqd: Y (Yes, category assigned to line requires receiving but only
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when the total of the PO is $1,000 or greater) N or X (No, category assigned to PO line does not require receiving, regardless of the value of the PO). As of this writing, receipts are required for only those categories assigned to capital equipment. Distribution Information display fields.
Finalize Flag
Finalize Flag:
N = Line has not been finalized and is still active. Y = Line has been finalized and is no longer active
Lines are finalized by Accounts Payable staff when there is an unwanted balance on the line. When finalized, the line balance is returned to the distribution charged. Lines that have been finalized are not reflected in the PO Balance, as noted above. Step 19. Scroll down to the bottom of the page and click the button.
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The Purchase Order Inquiry screen reappears.
Step 20. Step 21.
Navigation: Purchasing Purchase Orders Review PO Information Print POs The Purchase Order Print page displays.
Add a New Value
Step 22. Step 23.
Click the Tab. The Purchase Orders Print, Add a New Value page appears.
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Run Control ID
Step 24.
In the Run Control ID field. Type: PO_PRINT. The Purchase Orders Print process need only be named the 1st time the process is run. After the process has successfully run the first time, it will appear on your list of available processes in the Find an Existing Value tab for future use. Click the button.
Step 25. Step 26.
The Purchase Orders Print Criteria Selection page appears.
Run
Statuses
Step 27.
Type this information in the following fields: Business Unit: To: UMAMH. UMAMH.
PO ID: The PO ID that you Note earlier in this training (or your trainer can provide you with a PO ID.)
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Miscellaneous Options (verify these options are selected for best results): Hold Status: On Hold and Not on Hold. Chartfields: Recycled and Valid Chartfields. Change Orders: Changed and Unchanged Orders
You are restricted to the use of specific fields, to insure that all purchase orders in the system are not selected to print accidentally. At a minimum, you will be required to select your Business Unit and either: or
Step 28.
a PO ID, A Date Range and the Buyer Name, plus one or more status options.
button to run the process.
Click the
The Process Scheduler Request page appears. Server Name
OK
Step 29.
Click the Server Name drop-down icon ( Click the
) and Select PSUNX from the list.
Step 30.
button.
The Purchase Order Print Criteria Selection page reappears.
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Process Instance #
Step 31. Click the Process Monitor link.
Step 32. The Process List appears with updates. Your Instance number should appear in the first row.
Page 10- 17 of 21
Refresh button
Run Status
Step 33. Step 34.
Click the
button periodically until the Run Status = Success.
Click on the Details link at the end of the process line. Step 35. The Process Details page appears.
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View Log/Trace
Step 36. Click the View Log/Trace link. Step 37. The View Log/Trace page appears.
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File List
PDF File
Step 38. Step 39.
Click the file link in the list that ends in PDF (default, it appears most often in the middle row). The Adobe Acrobat Reader program will launch and open in a new window.
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Step 40.
Scroll down to view the rest of the purchase order The PO Print Report will print Unauthorized Copy in the signature field We will not be printing in the training room. However, to print, you would click the print icon
Step 41. Click the (Close) button to close the Adobe Acrobat Reader window.
END OF EXERCISE
Page 10- 21 of 21
Application: Inquiry
11:
Inquire on a Vendor
1. Vendors > Vendor Information > Add/Update > Vendor
The system will navigate to . Verify that the Set ID is at UMASS when searching for supplier/commodity vendors. Enter search criteria to locate the vendor. Not all fields are required. Fill in the fields necessary to narrow down the results. Click Using Wildcards: The % symbol can be used to broaden your search, when providing a name as criteria. When searching for the vendor by vendor code, enter the vendor code into the Vendor ID field. When searching for the vendor code by vendor name, enter the vendors name into the Name 1 field. Using the wildcard when searching by vendor name will provide multiple results. When searching for the vendor by tax ID number, enter the tax identification number into the Vendor Tax Id Number field. When searching for the vendor by shortname, individuals are LASTNAMEFIRSTNAME such as DOEJANE. Regular vendors use the first three characters of each word in the name up to 6 characters, for example such as AMERICAN STANDARD ROBOTICS INC will be AMESTAROB
Page 11-1 of 6
2.
Upon clicking search a list of vendors to appear at the bottom of the page. Select the appropriate vendor from the list by clicking on the vendor. If only one vendor code matches the criteria entered, the Vendor Summary Page will default to that vendor code. 3. A page will appear that contains six panels.
Summary This panel provides a brief summary of the vendor information.
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4.
Identifying Information This panel displays the Vendor Name, Tax Identification Number, Ordering status, and Withholding status.
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5.
Address Panel The Address panel provides the various addresses applied to the vendor code. Click the view all link to view all the addresses applied to the vendor code. The location status states if the location is active or inactive. 6.
Contacts Panel The Contacts Panel provides any vendor information related to contact persons, vendor phone numbers, websites and emails.
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6.
Location Panel This panel indicates which location from the Address Panel, is used for pricing, ordering, invoicing, remitting, and returning.
Note: Occasionally a Vendor may have more than one vendor code applied to it. Ensure that when choosing a vendor code, the code selected is active.
Tip: When using the wildcard to search for a vendor, limit the characters provided in the search so as to get multiple & more accurate results.
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Page 11-6 of 6
Application:
Inquiry
12:
Inquire on Change Order History

N/A In this exercise you will learn how to Inquire on the history of material changes made to a purchase order. View Batch Information Date Revised View Header Changes View Line Changes View Shipping Changes
Scenario:
Not Applicable for this exercise About Change History Inquiry Change Orders are created when a material change is made to a dispatched Purchase Order that the vendor must be made aware of. A material change includes changes to any of the following fields on a purchase order: Product Description Unit of Measure Quantity Price Ship-to Address Billing Address Delivery Terms
You may view Change Orders in the Change History Inquiry pages. Change History reflects only Change Order information. Change History does not reflect changes to any other information in a purchase order other than that listed above. Changes to the Budget do not affect the vendor and do not create a Change Order. Navigation Path: eProcurement Buyer Center Inquiries and Reports PO Change History
1/18/2008
Page 12-1 of 12
BEGIN EXERCISE
Step 1. Description Navigate to the following menu path: eProcurement Buyer Center
Buyer Center
Inquiries and Reports
2.
Click the Inquiries and Reports link of icon. Because you will be given values to use in this exercise by your trainer, your screen may vary from the screenshots within the exercise.
1/18/2008
Page 12-2 of 12
Step
Description The Purchase Order Inquiries and Reports page opens. Select the PO Change History link.
PO Change History
The PO Change History Inquiry Search Criteria page opens.
Search
3. 4.
Enter the PO ID Number given to you by your trainer Click the button.
1/18/2008
Page 12-3 of 12
Step
Description The PO Change History Inquiry Search Criteria page refreshes with a list of Change Orders for the requested Purchase Order.
Change Order List
Each Change Order is listed on its own line. Change Orders are listed in the order that they were created, with the first Change Order at the top of the list. You can click any column heading link within the row to access that Change Order. 5. Click one of the links in the 1st row to Change Order 1.
Change Order 1
1/18/2008
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Step
Description The PO Change History Inquiry page opens, displaying the Batch details for the requested PO.
Batch Tab
Revision Date for Change Order is the date that change was made.
There are 4 Tabs on the screen that display Change Order History information: Batch Header Changes Line Changes Ship Changes The default tab is Batch this tab appears the first time this screen is accessed in each login session. If this screen has been previously accessed during the current login session, then the tab that appears is the last tab used during the current login session. 6. Click the Batch tab if it is not already selected.
1/18/2008
Page 12-5 of 12
Step
Description The Batch Tab.
The Batch tab lists the following information: Batch Number: Indicates the order in which the Change Order was created 7. Revision Date: The date the Change Order was created
Header Changes Tab
Click on the Header Changes Tab.
The PO Change History Inquiry page, Header Changes Tab appears.
Sequence of Changes
Note: The Seq column displays the sequence (order) of the changes. A 0 (zero) indicates the original line on the requisition. A 1 indicates Change Order 1.
1/18/2008
Page 12-6 of 12
Step
Description The Header Changes Tab in greater Detail.
View All
Note: 8.
The first 10 of 17 rows are displayed. Click the View All link to display all rows of the Header Changes detail. All rows of the Header Changes Detail are displayed.
Row 10: Date of Change
Row 11: User that made change
This page displays changes made to Header information (the overall PO): Row 10 shows that the change was made on 07/24/2006. Row 11 shows that stomasine (User ID) made the change.
1/18/2008
Page 12-7 of 12
Step 9.
Description Click on the Line Changes Tab.

Line Changes Tab
The PO Change History Inquiry page, Line Changes Tab appears.
View All
10.
Click the View All link to display all rows of the Line Changes detail.
1/18/2008
Page 12-8 of 12
Step
Description All rows of the Line Changes Detail are displayed.
Row 6: Change made
Row 9: Date of Change
Note:
The Seq column displays the sequence (order) of the changes. A 0 (zero) indicates the original line on the requisition. A 1 indicates Change Order 1. Row 6 shows what change was made (a Document Auto-feed was added). Row 9 shows when the change was made (July 24th, 2006). Row 11 shows who made the change (stomasine).
11.
Click on the Ship Changes Tab.
1/18/2008
Page 12-9 of 12
Step
Description The PO Change History Inquiry page, Ship Changes Tab appears.
View All
12.
Click the View All link to display all rows of the Ship Changes detail. All rows of the Ship Changes Detail are displayed.
PO Line
Row 2: Original Amount
Row 4: Original Quantity
Row 9: Date Modified
1/18/2008 12
Page 12-10 of
Step
Description Note: PO Line 1: Row 2 shows the original merchandise amount was 1150.00. Row 4 shows the original quantity ordered was 1. Row 9 shows the last date the line was modified was 7/18/06. Note:
PO Line
Row 12: New Amount (decrease) Row 13: New Quantity
Note: PO Line 3: Row 11 shows that User ID stomasine was the last user to modify the PO. Row 12 shows that the price (Amt) was decreased to 1115.00. Row 13 shows that the quantity ordered was increased to 2. 13. Scroll down do view all rows.
14.
Click the
button at the bottom of the page.
1/18/2008 12
Page 12-11 of
Step
Description The PO Change History Search Criteria page reappears.
15.
Repeat steps 7 through 15 for any additional Change Orders for this purchase order, then move on to the next step (17). End of Procedure
1/18/2008 12
Page 12-12 of
Application:
Inquiry
13:
Inquire on a Budget
In this exercise you will learn how to do the following: Inquire about a Budget to determine: o Budgeted Amount and Type o Budget Expenses o Encumbered and Pre-Encumbered Amounts o Budget Journal Details o Budget Transaction Details o Budgeted Amount by Account o Does the Budget Allow Overdrafts? o Budget Begin and End Dates o Is the Budget Frozen? Copy Transaction Detail into an Excel Spreadsheet for Analysis
BEGIN EXERCISE
Step 1. Description Navigate to the Commitment Control base page using the following menu path: Commitment Control
Commitment Control
Last Updated: 1/18/2008
Page 13- 1 of 20
eProcurement for End Users, Version 8.9 Step 2. Description Click the Review Budget Activities icon or link.
Review Budget Activities
The Commitment Control View Budget Activities page opens.
Budget Details
3.
Select Budget Details. The Budget Details page opens.
Business Unit: Enter your specific business unit (ex: UMAMH). Ledger Group: Enter the appropriate Ledger Group for your budget (ex: APPROP). Department: Enter the appropriate Department for your budget (ex: A090800000). Fund Code: Enter the appropriate Fund Code for your budget (ex: 23440).
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eProcurement for End Users, Version 8.9 Step Note: 4. Description You can search for Budget Details using any of the available search criteria fields. Type the information listed below in the appropriate fields: Business Unit: UMAMH. Ledger Group: APPROP Department: A090800000 Fund Code: 23440. The updated Budget Details page.
5.
Scroll down to the bottom of the page and click the The Budget Details page refreshes/reappears.
button.
6.
Scroll down to view the search results displayed at the bottom of the page.
Budget Period
Note:
At UMASS, the Fiscal Year runs from July 1st to the following June 30th. The Budget Period column is the 2nd column from the right end. A budget period is a fixed period of time equal to one Fiscal year. Exception: Grants.
7.
Select the 2006 Budget by clicking on one of the links on the line associated with that Budget Period. A summary snapshot of you budget status appears.
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eProcurement for End Users, Version 8.9 Step Description The Commitment Control Budget Details page opens.
Ledger Amounts
Associate Revenue if applicable
Note: The following information is displayed in the Ledger Amounts section of the page: Budget: Total amount of the budget. Expense: Total amount of Expenses charged against the budget. Encumbrance: The total current encumbrance against the budget. Pre-Encumbrance: The total current pre-encumbrance against the budget. Associate Revenue: The amount of revenue, which, when added to the budget, increases the spending authority. This is available only for funds defined as Associated Revenue in Commitment Control.
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eProcurement for End Users, Version 8.9 Step Description The Commitment Control Budget Details page.
Drill-down Icons
Available Budgets
Budgets Exceptions
The following information is displayed in the Available Budget section of the page: Without Tolerance: With Tolerance: The amount tolerances. of available budget money without
The amount of available budget money with tolerances.
The following information is displayed in the Budget Exceptions section of the page: Exception Errors: The number of transaction budget errors. Exception Warnings: The number of transaction budget warnings. Display Chart: This button generates a Bar Chart of budget information.
Theses icons and links allow you to drill down for details: Drill to Ledger: Drill to Activity Log: Attributes: Budget Exceptions: These icons ( ) drill-down Budget Ledger details for the associated Ledger line. These icons ( ) drill-down for Activity Log details for the associated Ledger line. This link opens the Budget Details Attributes page. This link opens a new window displaying a chart detailing budget exceptions.
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eProcurement for End Users, Version 8.9 Step Description VIEW TRANSACTION DETAILS (Budget) 8. Click the Drill to Ledger ( ) icon for Ledger Amount Budget line.
Drill to Ledger
The Ledger details page, Budget Chartfields Tab appears.

Budget Chartfields Amounts
9.
Click the
Tab, if it is not already selected.
Note: The following information is displayed under the Budget Chartfields Tab: Account: The Account associated with the ledger line. Fund: The Fund associated with the ledger line. Department: Budget Period: The Department associated with the ledger line. The active Fiscal Year. Note that there is no budget period for grants displayed here. A Grants begin and end dates are available by using a custom inquiry. (Amounts) Tab.
10.
Click the
The Ledger details page, Amounts Tab appears.
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eProcurement for End Users, Version 8.9 Step Description The Ledger details page, Amounts Tab.
Note:
The following information is displayed under the Amounts Tab: Account: The Budget Account associated with the ledger line. Base Amount: The Base Amount associated with the ledger line. Transaction Amount: The Transaction Amount associated with the ledger line. Last Updated Date/Time: The last Date and Time this Ledger was updated. Process Instance: The Process Number associated with the chosen Ledger. Click the Drill-down ( ) Magnifier icon for the appropriate Ledger line.
11.
The Budget Journal Details page appears.

Amounts
12.
Click the
Tab, if it is not already selected.
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eProcurement for End Users, Version 8.9 Step Description The Budget Journal Details page.
Amounts
Note:
The following information is displayed under the Budget Chartfields (details) Tab: Journal ID: The Journal ID for the Budget Journal line. Date: The Date for the Budget Journal line. Status: The Journal Status for the Budget Journal line. Year: The Fiscal Year for the Budget Journal line. Period: The Period for the Budget Journal line. Line #: The Line Number for the Budget Journal line. Account: The Account for the Budget Journal line. Fund: The Fund associated with the ledger line. Department: The Department associated with the ledger line. Click the Tab.
13.
The Budget Journal Amounts Details Tab appears.

Budget Chartfields
Note:
The following information is displayed under the Amounts (details) Tab: Journal ID: The Journal ID for the Budget Journal line. Date: The Date for the Budget Journal line. Status: The Journal Status for the Budget Journal line. Year: The Fiscal Year for the Budget Journal line. Period: The Period for the Budget Journal line. Line #: The Line Number for the Budget Journal line. Line Descr: A description of the line amount. Entry Type: The type of data entry. Date Posted: The date on which the Budget Journal entry posted.
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eProcurement for End Users, Version 8.9 Step Description The Budget Journal Amounts Details Tab.
Show Journal Detail
14.
Click the Show Journal Detail (
) icon.
A new window will to display the Journal Detail page.
Current Effective Date
Note: The Current Effective Date for the budget is displayed in this window. 15. Close the Journal Detail window.
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eProcurement for End Users, Version 8.9 Step Description The Budget Journal page reappears.
OK
16. 17.
Click the
button on the Budget Journal Details page.
The Ledger Details page reappears.
OK
18.
Click the
button.
The Commitment Control Budget Details reappears.
Page 13- 10 of 20
eProcurement for End Users, Version 8.9 Step Description TRANSACTION DETAILS (Encumbered & Pre-Encumbered): 19. Click the (Drill to Ledger) icon for Ledger Amount Encumbrance line.
Drill-down
The Ledger Details page appears with Encumbrance details.
Show All
20.
Click the Show All Columns
icon to expose all fields on the Ledger Detail page.
All columns on the Ledger Details for the encumbered budget are displayed.
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eProcurement for End Users, Version 8.9 Step Description The Ledger Details page with all columns displayed.
Note:
The following information is displayed under the Amounts Tab: Account: The Budget Account associated with the ledger line. Fund: The Fund associated with the ledger line. Dept: The Department associated with the ledger line. Budget Period: The active Fiscal Year. Note that there is no budget period for grants displayed here. A Grants begin and end dates are available by using a custom inquiry. Fiscal Year: The Fiscal Year for the Budget Journal line. Accounting Period: The Accounting Period for the. transactions Transaction Amount: The Transaction Amount associated with the ledger line. Last Updated Date/Time: The last Date and Time this Ledger was updated. Process Instance: The last PeopleSoft Process Number associated with the chosen Ledger. Click the button on the Ledger Details page.
21.
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eProcurement for End Users, Version 8.9 Step Description The Commitment Control Budget Details reappears:
22.
Click the Drill to Activity Log (
) icon for Ledger Amount Encumbrance line.
Drill to Activity
The Activity Log Details page appears.
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eProcurement for End Users, Version 8.9 Step 23. 24. Description Scroll down to find the 1st row with a Drill-down Magnifier ( Click the Drill-down Magnifier ( ) icon for that row. ) in the left column.
Drill-down
The Purchase Order Line Drill Down details page appears.
Note: Pre-Encumbrance details show disencumbered Requisitions. Reaching this same level of drill-down detail for Encumbrance will shown any Purchase Orders and Vouchers that have been disencumbered. Last Updated: 1/18/2008 Page 13- 14 of 20
eProcurement for End Users, Version 8.9 Step Description
Copy Transaction Detail into an Excel Spreadsheet for Analysis
25. 26.
Scroll to the bottom of the Purchase Order Line Drill Down page. Click the button.
The Activity Log Details page reappears.
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eProcurement for End Users, Version 8.9 Step 27. Description Locate the download ( ) button.
Download
28. Note: 29.
Click the Download (
) button.
This will save the Transaction Detail data as an Excel Spreadsheet for analysis. A File Download Dialog Box appears.
30.
Click the Save button to save the data as an Excel Spreadsheet.
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eProcurement for End Users, Version 8.9 Step Description The Save As Dialog Box appears.
31.
Name the Excel Spreadsheet file and chose a location to save the file to (Save in). The Activity Log Details page reappears.
32.
Scroll to the bottom of the Activity Log Details page and click the The Commitment Control Budget Details page reappears.
button.
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eProcurement for End Users, Version 8.9 Step Description
BUDGET DETAILS: Begin/End Dates, Frozen/Unfrozen, Overspending Allowed

33. Click on the Attributes link in the Ledger Amount section of the page.
Attributes link
The Budget Details Attributes page appears.
Controlled Budget
Note:
The following information is displayed, depending upon the type of budget: Commitment Control Option: Appears for Grant and Non-grant budgets. The information displayed indicates what type of control is on the budget. The word Control means that overdrafts (overspend) are not allowed and if insufficient funds are available for the expense, a budget checking error will result. If the word Tracking appears here, that means that the budget allows overdrafts (overspend). Departments are responsible for insuring that sufficient funds are, or will be, available for their expenditures. Tolerance Percentage: Appears for Grant and Non-grant budgets. The information displayed shows by how much a controlled budget can go over budget. Budget Status: Appears for Grant and Non-grant budgets. The information lets you determine if the budget is Open or Closed (frozen). If it is a grant budget, the Budget Begin and End dates appear.
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eProcurement for End Users, Version 8.9 Step 34. Description Click the button at the bottom of the page.
The Commitment Control Budget Details page reappears.
35.
Click on the Budget Exceptions link in the Budget Exception section of the page.
The Commitment Control Budget Exceptions page appears.
Note:
The page displays a table that lists associated Chartfield names, Values, and Descriptions. At the bottom of the page is a list of all transactions that have not passed the Budget Check process.
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eProcurement for End Users, Version 8.9 Step 36. Description Scroll down to view the bottom of the page.
Note:
The budget used in this exercise has no exceptions, so none are displayed. Here is an example of a Commitment Control Budget with Exceptions.
End of Procedure
Page 13- 20 of 20
How to Save and Use Favorites in Requisitions

Also, see Job Aid, How to Save and Use a Template in Requisitions, for the steps to save an entire requisition to your Templates folder and use it to create a new requisition. Links to both job aids http://www.umass.edu/af/systems/jobaids.htm The end user must first create a requisition with line items and then navigate to the Review and Submit tab. Please see the job aid or earlier exercises for instructions on how to create a requisition. Note: Save the Favorite before you Click the Save and Submit button. Favorites allow the creator to save one or more lines on a requisition to a special folder, which they may then use again to create new requisitions. When a Favorite is used to create a new requisition, each Favorite line carries forward the following information: The vendor that was originally assigned to the Favorite. The category and the account code
A Favorite does not carry the following information forward into a new requisition: The budget that was charged Any information from the UMass Req Info page Line Comments The Requisition Name
This information must be added to the new requisition at the time it is data entered. Do not use Marketplace requisitions to create templates or favorites. They do not lend themselves well to the hard coded pricing and descriptions that are inherent with Marketplace purchases.
How to Save and Use a Template in Requisitions

Also, see Job Aid, How to Save and Use Favorites in Requisitions, for the steps to save specific requisition lines to your Favorites folder and use them to create new requisitions. Links to both job aids http://www.umass.edu/af/systems/jobaids.htm The end user must first create a requisition with line items and then navigate to the Review and Submit tab. Please see the job aid or earlier exercises for instructions on how to create a requisition. Note: You must save and submit the requisition to save the template.
Page 14-1 of 2
Templates allow the Operator to save an entire requisition to their Templates folder at the time the original requisition is created, which they may then use again to create new requisitions. When a Template is used to create a new requisition, each Template line carries forward the following information: The vendor that was originally assigned to the Template. The category and the account code The original budget that was charged at the time the Template was created Line Comments A Template does not carry the following information forward into a new requisition: Any information from the UMass Req Info page. Header Comments The Requisition Name This information must be added to the new requisition at the time it is data entered. Do not use Marketplace requisitions to create templates or favorites. They do not lend themselves well to the hard coded pricing and descriptions that are inherent with Marketplace purchases.
Page 14-2 of 2

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eProcurement for End Users

Training Guide Version 8.9

University of Massachusetts e*mpac Project

Limited Revisions: 11/23/11

Limited Revisions: 11/23/11

eProcurement for End Users, Version 8.9

Limited Revisions: 11/23/11

eProcurement for End Users, Version 8.9

Understanding Business Units

Understanding TableSet and SetID

Requests for Bids

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eProcurement for End Users, Version 8.9

The Amherst Marketplace

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eProcurement for End Users, Version 8.9

Note: University Contract Example:

MHEC Contract Example:

State Contract Example:

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eProcurement for End Users, Version 8.9

Confirming Purchase Orders

Blanket Purchase Orders

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eProcurement for End Users, Version 8.9

Charging Multiple Budgets

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eProcurement for End Users, Version 8.9

Change Request Process Flow Chart:

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eProcurement for End Users, Version 8.9

Requisition Print Report

Understanding Budget Checking

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eProcurement for End Users, Version 8.9

About Requisition and Purchase Order Numbers

Purchase Order Numbers

Multi-Vendor eProcurement Requisitions:

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eProcurement for End Users, Version 8.9

eProcurement Process Flow

Approved & Budget Checked

Build PO (source) From Requisition

Invoice to Accounts Payable

Voucher Entered Matched Budget Checked Posted

* User selects the appropriate ePro requisition processing method:

1) Description Only 2) Amherst Marketplace (Hosted Site):

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eProcurement for End Users, Version 8.9

Amherst Marketplace (Hosted Site) Hosted Catalog

Punch Out Site

Amherst Marketplace eProcurement Requisition

Description Only eProcurement Requisition

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eProcurement for End Users, Version 8.9 eProcurement Term

8. 9. 10. 11. 12.

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About the Structure of the Exercises

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eProcurement for End Users, Version 8.9

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eProcurement for End Users, Version 8.9