Texas Woman’s University Procurement 202

Overview There are three main pages, or tabs Shop – this is where you create your requisitions. Requisitions – view information about all the requisitions you have created (i.e., status, order (PO) number) Receiving – receive your orders here Our focus today is on the Requisitions tab

Overview Additional functionality Copy an existing requisition to create a new requisition Cancel a requisition you no longer need Change a requisition that you have already submitted Complete a requisition that you started but didn’t finish Search for other requisitions

TRAINING ACTIVITY

Copy a Requisition Select the appropriate requisition Click “Copy To Cart”

Copy a Requisition Now you are at the Shopping Cart Checkout screen Click Checkout

Copy a Requisition This takes you to the Requisition Information page Change the Requisition Description field if desired Make sure the Deliver-To Location is correct Click “Edit Lines”

Copy a Requisition You can now update any information you need Select a line and click “Update”

Copy a Requisition Once the line is open you can change whatever you need Description, quantity, price, supplier, etc.

Copy a Requisition Be sure to check the charge account number is correct Make your changes and click “Apply”

Copy a Requisition Repeat the process for each line that needs to be changed Make your changes and click “Apply”

Copy a Requisition Now you are back at the Requisition Information page Click “Next”

Copy a Requisition Click on the link in the approval box(es) to be sure the requisition is going to the correct person(s) If there are two approval boxes you will need two approvals

Copy a Requisition All listed approvers will receive a Phoenix notification to approve the requisition. Only one person needs to approve. The other notifications get cancelled after approval. If the correct approver is listed click “Return” to take you back to the Approvals page (see previous slide)

Copy a Requisition If you only want one approver to receive the approval notification click “Back” to return to the Requisition Information page

Copy a Requisition You can enter the approver name in both approver fields Click “Next”

Copy a Requisition Click the “TWU Approver” link in the box

Copy a Requisition Now there is only the one approver we entered Click “Return” to go back to the Approvals page

Copy a Requisition You can add Justification notes to your approver You can add notes to the buyer You can also add your attachments here Click “Next”

Copy a Requisition Review your information for accuracy Click “Submit”

Copy a Requisition Things to remember about approvers ALWAYS check the approver box(es) prior to submitting the requisition The system will generate the approver list based on the charge account used All approvers listed in the box(es) will receive notification to approve but only ONE person per box is required to approve If there are two Approver boxes you will need two approvals You can “force” the system to send only to one approver If the correct approver is not listed you need to contact the Budget Office to have the person added as an approver

Cancel a Requisition Select the appropriate requisition Status can not be “Incomplete” Click “Cancel Requisition”

Cancel a Requisition Select the lines you want to cancel In this instance only line 1 will be cancelled Click “Continue”

Cancel a Requisition Review the information for accuracy Click “Back” to make any changes Click “Submit “ if everything is correct

Change a Requisition Select the appropriate requisition Click “Change” You will be asked if you want to continue Click “Yes”

Change a Requisition This takes you to the Checkout page Click “Checkout” You will then be on the Requisition Information page Refer to the section on copying a requisition if you need assistance on how to edit and complete the checkout process

Complete a Requisition Select the desired requisition (status must be incomplete) Click on “Complete”

Complete a Requisition This takes you to the Checkout page Click Checkout This takes you to the Requisition Information page Refer to section on copying a requisition if you need assistance on how to edit and complete the checkout process

Delete a Requisition Click on the link for the appropriate requisition You can only delete a requisition with a status of “Incomplete” You can cancel requisitions with all other statuses as long as nothing has been received or paid against it Note: Click the link. You do not have to select

Delete a Requisition Review the information to be sure you want to delete Click “Delete”

Delete a Requisition You will receive a warning message that the delete action cannot be undone Click “Yes” if you want to delete Your requisition will be deleted