Purchasing/Requisition FAQ's

Purchasing/Requisition FAQ's

KB0010660

Question: How do I create in PeopleSoft a Blanket Purchase Order Requisition?

Answer: To enter a requisition in PeopleSoft requires Employees to have the appropriate security.

To obtain security to access PeopleSoft employees and enter requisitions Employees are required to complete both :

1. PeopleSoft Training class,

2. Numerous PeopleSoft UPK online classes

3. and UPK exams

4. and also complete an online course and pass an online exam for non-PeopleSoft content

Once you have been provided PeopleSoft Security Access, Log onto the Colleges ERP Wiki Site and Click on XXX attachment and follow the detailed process steps you are required to complete to enter a PeopleSoft Requisition for a Blanket Purchase order.

Question: How do I do a Change Order in PeopleSoft?

Answer: The process for the end-user to do a Change Order in PeopleSoft is the same as it was in Orion.The end-user is to email (copying their Budget Administrator) a Change Order request to the buyer in Purchasing detailing the requested changes. The buyer will then process and dispatch the Change Order. 

Question: What is my new PO# in PeopleSoft for a PO that was carried over from Orion?

Answer: Purchase Orders that were carried over from Orion were issued a PeopleSoft PO number of the last 7 numbers of the original Orion Purchase Order number. Example: 2015 06051234 would now be 6051234.NOTE: The fiscal year is not included in PeopleSoft PO numbers.  

Question: How do I find the buyer of a purchase order? 

Answer: Goto the Main menu. then Financial Supply Chain, then Purchasing, then Purchase Orders, then Review PO Information, then Purchase Orders 

This will bring you to Purchase Order Inquiry page, on PO ID – use pull down and change to contains, Put in purchase order number, Click search at the bottom of page, Click on PO number, This will bring you to your purchase order, Under “Header”, 4 lines down you can see which buyer was assigned to your purchase order.

Question: How to find a requisition in some ones queue? 

Answer: Once a department requisition has been sent for approval by end user, this send the requisition for approvals. If it is a special requests requisition, the first approval level will be sent to Marc Pica to assign the buyer and then to the budget administrator their approval. If it is a catalog requisition, it will go straight to the budget administrators queue for approval.

If a requisition is in an open status, the requester will need to click save and submit for the requisition to be sent for approvals.

If a requisition is in a pending status and cannot be found in the approval queues, the requester will need to click save and submit for requisition to be sent for approvals.

To view where the requisition is in approval workflow, view the life cycle in “manage requisition” – click approvals, it will show who has approved the requisition and whose approval is still pending.  

Question: How do I know if a PO has been created for my requisition? 

Answer: Go to Manage Requisition, the status of the req is “PO(s) dispatched.  To obtain the PO number, click the gray arrow to the left of the requisition, this takes you to the life cycle.  Click the PO icon, PO information is displayed.

Question: I can’t find the supplier on my requisition. 

Answer: If the supplier is doing business under a different name than what is on their W9, you must know the name on the W9. The easiest way to do this right now is to go to Orion and look it up. We are attempting to remedy this, but as it will take a while to get all the alternate names into PSoft, Orion is the best way for now.

Question: What do I do if I’m in the middle of creating a multi-line requisition and the system bumps me out?

Answer: After entering the first item on the Req., click Check Out, the click Save for Later.  You can now click the Add Items button to continuing adding items to the req.  If entering numerous items, I suggest following the above steps every two or three items to ensure they are not lost. 

If you are kicked out of the system, to access your Req. again, go to Manage Req.’s, locate the Req. #, click in the “Select Action” box, click Edit.  Now you can continue adding items to your req.

Always check the budget prior to saving and sbumitting your requisition. The Req will not enter the workflow for approvals if you do not check the budget first.

Question: How can I save my work as I go along in case I’m bumped for the fourth time? 

Answer: Same as above. 

Question: Can the business office check if a blanket PO is an amount only PO before they enter a voucher against it?

Answer: That is a question for AP.