1. Creating a Requisition
Lesson 1
Creating a Requisition

2. Lesson 1: Create a Requisition
Once you log in the Navigator will be displayed.
On the left side are your Oracle “Responsibilities” – When you click on your responsibilities the options on the right will appear. Those are your functions.
Choose RIT Purchasing Requestor on the left and then double click on “Requisitions.”

3. Lesson 1: Create a Requisition
This displays the main requisition screen titled Requisitions – (NEW)
*Requesters will receive ALL notifications via an automated and a PDF of the purchase order. Those notifications will either be a request for receipts (for anything “Goods” related) OR a request to approve an invoice for payment (for anything “Service” related). If you have a “mixed” requisition (both Goods AND Services), the Requester will receive notifications for both. By selecting the “Requester” you are also helping to provide FMS a place for delivery. So if the items are not for you, selecting a different Requester might be a better option.
You are the Preparer. You can also be the Requester.
Header
Lines
Footer

4. Lesson 1: Create a Requisition
Break down of fields required for each line:
Rev = leave blank
Line number Type = Goods or Services Item = leave blank
Assigned by system Category = defines type of item Description = describes what is being requested. Character limit is 254.
Depending on your line “Type” (Goods or Services) your UOM (Unit of Measure), Quantity and Price will differ. See below:
If you select “Services,” the “Price” field will remain as “1”
Quantity for “Services” will actually be your dollar amount.

5. Lesson 1: Create a Requisition
To enter a requisition, you must first select the line “Type” from the options available by using the List of Values (the three dots in the right side of the field – also known as “LOV”). Click in “Type” and make your selection. Tab over to “Category” field and click once on the List of Values.
The fields in yellow are mandatory. Oracle will not allow you to advance until those are filled in completely.

6. Lesson 1: Create a Requisition
This displays the item category screen, you must now click on the item that best describes your purchase. To determine the subcategory, another dialog box appears
The category only determines which buyer your requisition will be assigned to.

7. Lesson 1: Create a Requisition
Pick the most relevant subcategory. Remember, this is only how the buyer for your requisition is selected.

8. Lesson 1: Create a Requisition
The description field should be used to thoroughly detail the item being purchased including color or technical specifications and reference a quote if one has been provided using the quote #. The quote number is important so please be sure to include that in your description if you have one. Note: Oracle provides 254 character spaces for the undefined fields such as “Description”. If you need more than the 254 spaces available, you may attach additional text using the steps outlined later in this presentation. The edit function, available in the Toolbar, is very useful for inputting detailed descriptions. By hovering over each icon, you can see what each can do. The computer automatically provides a Unit if Measure of “Each”, which is appropriate when selecting “Goods” as your line type. Please do not change the UOM Note: Your requisition should be a match to your supplier’s quote. Meaning . it should be a line for line match to your requisition where appropriate.

9. Lesson 1: Create a Requisition
Scroll to the right to see the rest of the screen and enter your quantity and price (if selecting “Goods”) If this is a “Service” line type, your “Quantity” would be your price.
Please do not include a $ or comma in the Price field. The system is defaulted to US dollars. Inclusion of a $ and/or comma will result in an error message. You cannot select any other currency. When required to pay in foreign dollars, try to use the best reference for an exchange amount. Accounting will take care of the currency when the wire payment is submitted.

10. Lesson 1: Create a Requisition
The Need-By field is an optional field. A better way to communicate any urgent need for a purchase order would be to use the “Note to Buyer” field vs. the “Need-By” field.

11. Lesson 1: Create a Requisition
Once the “Lines” fields (e.g. Type, Category, Description, UOM, Quantity, Price) are completed, the screen advances to the Source Details screen as you continue to tab. The information in the Source Details section is optional, however, “Note to Buyer” is critical for providing the buyer needed information about your order that would not be visible to the supplier. If you need a PO faxed, ed or sent via USPS this is where you would indicate that information or if you are adding items or funds to an existing PO. If you need a PO for your records, you may print a copy for yourself. Instructions will be detailed in upcoming slides. However, Requesters do receive a PDF version of the purchase order when they are approved. If you are not the Requester and require a printed copy, you’ll want to review the instructions for printing PO’s. The Buyer, RFQ, and Supplier Item fields should never be used under any circumstances. Please leave blank.

12. Lesson 1: Create a Requisition
You must put in the Requester’s name. This field determines who will receive the Oracle notifications and the PDF of the Purchase Order. This field will need to be filled in every time you do a new line. You have the option of hitting Shift F6 once you’re in a new line. This will copy the information down BUT it will also copy everything in the line including type, category, etc. To select the Requester name, click on the list of values button for the “Requester”. When the search box pops up, type the last name of the Requester and click “Find”. Select your name and and click “Ok” Oracle will produce a message: This is just a “friendly” reminder to check your GL charge account number. The Requester’s location will also facilitate delivery of the goods from our Shipping and Receiving Department and will ensure that deliveries are made to the right person. It is important to note that the “Services” line type does not require the Receiving Dept. to create a receipt. The Requester will receive notifications to approve invoices when “Services” is the line type and they will also receive a copy of the invoice.

13. Lesson 1: Create a Requisition
The “Supplier” field in the “Footer” is not a required field. However, your requisition will not be approved to a purchase order unless the “Supplier” is loaded in Oracle. We will not process your requisitions without a “Supplier.”
Supplier Required
Site  Required (not imperative but Oracle will require that one be selected)
 You can leave “Contact” and “Phone” fields blank.
Click in the “Supplier” field and use the LOV to select your supplier. Select the appropriate supplier and site. When both of the fields contain values, save the requisition by clicking on the save icon in the Toolbar.
After saving, the computer assigns the requisition a number and
places it in the number field at the top left of the Requisitions
screen. The final screen appears as follows:
When you request your Oracle access for Purchasing Requester,
you may also want to ask for AP Inquiry.
AP Inquiry can you give you access to see suppliers, invoices payment dates,
etc.
If you are unsure, please contact
PSO at x Should you need to have your
Supplier set-up, you can find those forms (New Supplier Set-
Up and W9) here:

14. Lesson 1: Create a Requisition
The GL (General Ledger) distribution account for this requisition line is still needed. Select the “Distributions” button at the bottom of the Requisition screen. See below: This displays the following Distribution screen. When choosing a 24-digit account number, please be sure the object code is consistent with your purchase. If you are ordering a computer, don’t use the object code for office supplies. If you are unsure, please contact Accounting and they will assist you in choosing the correct combination. Additionally, if you get an error (you can see error messages in the lower left hand side of your screen) that says “Please choose an existing combination”, send an to and they will set up the 24-digit account in the General Ledger.

15. Lesson 1: Create a Requisition
Click on the LOV in the Charge Account field and this screen will appear: The department number chosen in the 24 digit GL account code will determine where the requisition is routed for approval.
This brings up the Charge Account dialog box. Enter the appropriate information into the respective fields then click “OK”.

16. Lesson 1: Create a Requisition
Should you need to split the line item across different GL accounts, you would need to enter a new distribution line for each charge account. Each requisition line item can be split against multiple account numbers if required. Just be sure to adjust the quantity or dollar value: Each requisition line will require its own “Distribution” (GL) charge account . To properly link requisition lines with the GL account, you must first highlight the requisition line, click on “Distributions”, and enter your GL charge account. This GL account only applies to the requisition line that you initially highlighted. To enter the GL charge accounts for additional requisition lines, you must return to the main Requisition screen and repeat the process for the additional lines. NOTE: In the “Details” tab is a field labeled “Justification” The only time this will come up as a required field is when you use a specific GL project number in your distribution line. Your finance partner will be able to instruct you on what to fill in should that be needed.

17. Lesson 1: Create a Requisition
Save the requisition again by clicking the “Save” icon in the Toolbar. This activates the Approve button in the lower right corner of the Requisition.

18. Lesson 1: Create a Requisition-Using Preferences
You have the option of using the Preferences screen to make the job of creating requisitions even easier. If you need to create a number of requisition lines with repetitive information, you can fill out this information in the Preferences screen. Examples of possible repetitive fields include: Charge Account Numbers, Supplier, Requester, etc. To access the Preferences screen, click on Tools in the toolbar and choose “Preferences” in the drop down menu.

19. Lesson 1: Create a Requisition-Using Preferences
The following screen appears:
You can now fill in one field that will be the same for each line of your requisition. The Preferences that you enter will remain until you log off of the Oracle system or until you clear them.
Oracle allows you to chose only ONE preference field.

20. Lesson 1: Create a Requisition – Goods vs. Services
Prompt payment of invoices is dependent upon the goods being recorded as “received” or invoices being approved through the workflow. Please adhere to the processes below in order to facilitate payment to our suppliers:
Goods – Purchases with a line type “Goods” that are received through Central Receiving and a packing list was provided on the outside of the package, Facilities Management staff will enter the receipt into Oracle prior to delivering it to your department.
When there isn’t a packing list on the outside of the package, or it is not delivered through Central Receiving, send a copy of the purchase order (or packing slip) noting the items received, to Central Receiving at If you need to reach them by phone, their extension is X52119.
Services – Services are considered a “2-way match” – meaning that an invoice comes in and matches to the PO. A receipt is not required. However, invoices are routed through the Oracle workflow to the person identified as the Requester for acknowledgement that the services have been completed and the invoice amount is OK to pay. Notifications come through . The Requester does not need to have Oracle Purchasing Requester authority in order to view the notifications and approve. It is important to note that if you are both the Preparer AND the Requester, notifications for invoice approval will also route to your supervisor REGARDLESS of what distribution account number you selected.

21. Lesson 1: Create a Requisition
This is what a notification in the Requester’s will look like when they need to go in and approve an invoice. This will only happen for lines that are coded as “Services” and only if you are the Requester. Click on the hyperlink and follow the prompts to approve.

22. Lesson 1: Create a Requisition
Tips:
If you want to copy your line details, you can use the Shift F6 key. Or if you have multiple lines all using the same GL code, you can use the Preferences screen located under “Tools.”
If you get the error message “Please choose an existing combination”, please call your finance partner and they will work with you to either establish a new one or advise you on a different one to use. Or you can contact Accounting at  
The Controller’s Office Chart of Accounts is a tool for helping to choose the correct object code, as well as the other segments of the 24-digit account number. The Chart of Accounts can be found here:  
You will need to fill out an “Oracle Financial Applications Access Request Form” in order to be given the access to complete requisitions. You may also want to ask for AP Inquiry at the same time. The form can be found here:
(If there is no drop down selection on the form for AP Inquiry, please ask for it in the “Comments” section.)