1. Binghamton University Business System Purchase Requisitions
University Center for Training and Development

2. Overview Signing into the SUNY Procurement System
Creating a Requisition
History Panel
Approvers: Requisition Approval
Creating a Receipt
Searching, Viewing or Printing
Searching
Printing
Viewing Work Item Details
Work Item Details
Altering or Canceling a Requisition
Altering an Account Number
Altering a Dollar Amount
Cancelling a Requisition
Requisitions $2500 or Greater
University Center for Training & Development

3. Signing into the System
To log into the System, go to
Scroll down the page to the Requisitions, PO’s & Accounts Payable module.
Click System Sign-on.
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4. This will bring you to the SUNY Employee Services Secure Sign On.
Click Sign On.

5. Select Binghamton Campus.
Click Login.

6. Input your PODS User ID and PODS Password. Click Log In.
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7. This will bring you to the Employee Services Portal page.
Click on Finance & Management System.

8. From the main screen, click on the Finance pull-down menu.
Under Procurement, click on Item Requisition.

9. On the Header tab, under Header Information do the following:
Requisition Only: leave blank
Number: leave blank as this will automatically populate
Date: choose a date (i.e. today’s date)
Requestor: type your name
Comments: type in what you are buying; be descriptive
*screen shot needs to be updated.

10. Under Delivery Information:
Name: enter your Department name
Building: enter the building name
Room Number: enter your room number
Attention of: person receiving item
Direct Questions to: person receiving item (if different than Attention of)
Expected Delivery Date: leave as is
Click Save
Note: Once you click Save, you have created a requisition

11. On the Items/Funding tab, under UNSPSC Search:
A UNSPSC code identifying each item must be assigned to the requisition.
If you know the UNSPSC code for the item you are purchasing, you can directly input the number into the UNSPSC Code or UNSPSC Description field and click on Search.
If you do not know what UNSPSC code to use, type in what it is you are purchasing in the UNSPSC Code or UNSPSC Description field, and then click Search.
Scroll down the page to UNSPSC Search Results to view your results.
Note: A UNSPSC & Sub Object Code sheet is included with your manual, as a guideline, to assist you with selecting a code.

12. Search for the item closest to what you are purchasing.
When you find the item, click the radio button of the UNSPSC title that most closely matches what you are trying to purchase.
Note: You may have to click through several pages to find what you are looking for.
Click Select.

13. Note: to go from field to field, press tab on your keyboard or click in the field.
Under Item Information, in the Item Description field, delete the words already input and type in a very detailed description of the item you are ordering. Be very descriptive as Purchasing creates the purchase order from this field. If the items you are purchasing are under contract, be sure to include the Contract Number here.
Enter the Quantity, or the number of items you are purchasing.
Leave the Units and Conversion Factor field blank.
Enter Price and press tab or click outside the field. The system will update the Amount and Net Amount.
If there are discounts, type in the percentage or dollar amount of the discount.
Receiving Comment field is optional.

14. Click on Add Funding.

15. A new window will appear. Enter the Account Number you wish to use
A new window will appear. Enter the Account Number you wish to use. The account number will populate as you type. Choose the account number you want.
If the Sub Object Code is incorrect, click the pull-down and change it. If you do not know the Sub Object Code, do nothing – the system will automatically populate this field.
Click either:
Save/Add Next Account: saves and allows you to add another funding account. Use this to split the dollar amount into more than one account.
Ex: total amount = $50 – split $30 from one account and $20 from another. Make sure the dollar amounts equal the total amount.
Save and Return: saves and returns to the previous screen.

16. Under Requisition Funding Lines, review the information to ensure accuracy.
If you wish to add another item, click on Add Item.
Once you are finished with your items and funding, click Save to move onto the next screen.

17. This will bring you to the Summary screen.
You will now have to enter vendor information. To do so, click on the Vendor tab at the top of the page.

18. Under Vendor Search, enter the Vendor Name in the corresponding field
Under Vendor Search, enter the Vendor Name in the corresponding field. The vendor name must be an exact match so it is suggested that you try entering partials (for example the first few letters) of the vendor name. You can also enter the vendor’s ZIP Code or SFS ID to narrow your search.
If you cannot find the vendor name, go to the Business Office Portal under Requisitions, PO’s & Accounts Payable and click on Vendor Listing to see if the vendor is listed under a different name.
Click on Search.
Note: If you cannot find the vendor, they may need to be added to the system. To add a vendor to the system, submit a completed W-9 Form to either Purchasing or Accounts Payable. The form can be found on the Business Office Portal under Requisitions, PO’s & Accounts Payable, then click on Add a Vendor. A minimum of five (5) business days is required to add a vendor.

19. Under Vendor Search Results, click on the arrow in the Detail field.
Under Vendor Name, click on the name/address of the vendor you wish to use.

20. Under Suggested Vendor, click Add Suggested Vendor
Under Suggested Vendor, click Add Suggested Vendor. If you do not click Add Suggested Vendor, the vendor will not be added.

21. Under Current Suggested Vendors, verify selected Vendor is listed.
Click Save.

22. This will bring you to the Summary screen
This will bring you to the Summary screen. You can click Print if you want to print the requisition.
Your purchase requisition is not complete until you approve it.
At the top left of the page, click Workflow to approve your requisition.

23. Click the box next to the requisition you want to approve.
Click on Approve.
Note: The requisition will automatically be sent to your approver. However, you must let your approver know the requisition is ready for approval.

24. History Panel
The History Panel is a summary of your Requisition Information and Workflow Information. The Requisition Information shows the requisition number, the date the requisition was created, who last modified the requisition, the document status, and the encumbered amount.
The Workflow Information shows the current reviewer, the requisition number and the status of the requisition (i.e.: Ready or Approved).
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To collapse the History Panel, click the arrow on the top left, next to the words History Panel.
To open the History Panel, click the .

25. Approvers: Requisition Approval
As an approver, you will review Requisitions that have been sent to you for approval and then either approve or reject the Requisition based on your review. (The Requisitioner will let you know when a requisition is ready for your approval). An approved Requisition will automatically be sent to Purchasing for Purchase Order creation. A rejected Requisition will be sent back to the Requisitioner so that it can be modified and then resubmitted for your approval. Note: Once a requisition is approved by you, it cannot be altered or cancelled. You will have to contact Purchasing to make any changes or cancel the requisition.

26. Sign into the System (see Signing into the System)
The system may bring you to the SUNY Financials page.
If so, click on Open Tasks or Workflow.
If not, see next screen.

27. On the Workflow page, select the requisition you are going to approve.
The system brought you directly to the Workflow page, which is where you want to be.
On the Workflow page, select the requisition you are going to approve.
Under Case pages, click Work On to review the requisition.
Please review the requisition before approving. Click on the Summary tab to view the Header, Item/Funding and Vendor Information. This ensures accuracy of account numbers, amounts and vendor information.
When you are done reviewing the requisition, click on Workflow in the upper left corner to return to the Workflow screen.
Under Actions, select either:
Approve to approve the requisition. This will send the requisition directly to Purchasing for Purchase Order creation.
Reject to send the requisition back to the Requisitioner. You can add notes in the Notes field to let the Requisitioner know why you are rejecting it.
The requisition will disappear from your tasks list.

28. Creating a Receipt
When the item(s) have been received, you need to Create a Receipt. This receipt serves as notification to Accounts Payable to pay the vendor.
You will still need to send the packing slip with the Purchase Order number written on the top over to the Business Office.

29. Sign into the System (see Signing into the System) OR
Sign into the System (see Signing into the System)
Depending which screen the system brings you to, under Receiving click on Receiving Process.

30. Under Receipt Type, click Short Form Receipt
Under Receipt Type, click Short Form Receipt. **You always want a Short Form Receipt.**

31. Under PO Search, type in the PO Number or Requisition Number and click Search.
Scroll down the page for your results.

32. Select the radio button in the Select column. Click Select .
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Select the radio button in the Select column.
Click Select .
Scroll down the page to Receipt Header.

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Under Receipt Header:
Delivery Information: enter employee name (who received the item)
Carton Count: automatically populates with a 1
Receipt Date: select the date you received the item
Material Description: enter a brief description of what was received
Special Review: leave blank
Shipping Number & Invoice Number: leave blank
Comment: enter OK to Pay
Click Complete or Complete/Print
Note: If you click on Save, this only saves the screen but does not complete the Receipt.

34. Searching, Printing or Viewing a Requisition
Click on the Finance pull-down menu and then click Item Requisition.

35. On the right hand side of the screen, click on the SUNY Financial Toolbox pull-down menu and select Req Search.

36. You can search for a requisition by using the Requisition Number or typing the Requestor’s name.
Click Search.
Scroll down the page to Search Results.

37. Click Select to open the requisition.
On the Search Results screen, select the radio button under the Select column of the requisition you would like to see.
Click Select to open the requisition.
Printing
Follow steps in Searching for a Requisition.
Click Print Selected.
Viewing Work Item Details
On the Search Results screen, under Workflow Details, click View.
The Work Item Details for the requisition will open in a new window.

38. Work Item Details
The Work Item Details shows the workflow of your requisition. You can see who is currently viewing the requisition, if a purchase order was created and if so, the purchase order number.

39. Name: Item Requisition number
Status:
Incomplete: requisition is with you waiting for you to approve it
Approved: you have approved the requisition
Closed: purchase order has been created
Document Type: Requisition
Document Id: ID number of document
Date created: date requisition was created
Originator: person that created the requisition
Current Reviewer: person requisition is currently with (i.e. your name, your approver’s name)
Date last modified: date the last person modified the requisition
Last modified by: last person that modified the requisition
Child cases: PO number
Review Chain: this shows exactly where the requisition went: who approved it along the way, that it was forwarded to purchasing and a PO was created (including the PO number) which then closed the requisition.
When reviewing the chain, if you notice that it has predicting anywhere in the Status column, look above to see who is the Current Reviewer. Chances are the Current Reviewer has not approved the requisition.

40. Searching, Printing or Viewing a Purchase Order
To search for a purchase order, click the Finance pull-down menu and then click Item Purchase Order.

41. On the right side of the screen, click on the SUNY Financial Toolbox pull-down and select PO Search.

42. Scroll down the page to Search Results.
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You can search for your purchase order by entering the PO Number, Requisition Number, Vendor Name or SFS Vendor ID.
Click Search.
Scroll down the page to Search Results.

43. Click Select to open the purchase order.
On the Search Results screen, select the radio button under the Select column of the requisition you would like to see.
Click Select to open the purchase order.
Printing
Follow steps in Searching for a Purchase Order.
Click Print Selected.
Viewing Work Item Details
On the Search Results screen, under Workflow Details, click View.
The Work Item Details for the requisition will open in a new window.
For an explanation of this window, see Work Item Details

44. Altering an Account Number
On the Workflow screen, select the requisition you want to alter.
Click Work On.

45. On the Summary tab, click on the Items/Funding Information arrow.

46. Under Select, click the radio button on the line for the item you wish to alter.
Click Select.
Scroll down the page to Requisition Funding Lines.

47. Select the line you wish to change.
Click Update Funding.
In the Amount field, zero out the dollar amount ($0.00).
Click Save & Return.
This will bring you back to the Requisition Funding Lines.

48. The account number should have $0.00 in the Encumberance column.
Click on Add Funding to add a different account number.

49. Change the Account Number. Click Save & Return.
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Change the Account Number.
Click Save & Return.
This will bring you back to Requisition Funding Lines.
There will be two lines under Account. One with a $0.00 amount (the old account number) and the new one you just added with the amount of the requisition.
Click Save.

50. Altering a Dollar Amount
On the Workflow screen, select the requisition you want to alter.
Click Work On.

51. On the Summary tab, click on the Items/Funding Information arrow.

52. Under Select, click the radio button on the line for the item you wish to alter.
Click Select.
Scroll down the page to Requisition Funding Lines.

53. Select the line you wish to change.
Click Update Funding.

54. In the Amount field, type in the new dollar amount.
Click Save & Return.
This will bring you back to Requisition Funding Lines.
The account Encumberance amount should be the new dollar amount.
Scroll up the page to Item Information.

55. In the Price field, type in the new dollar amount.
Click Save.

56. Cancelling a Requisition
You need to zero out all encumbered dollars before you can cancel a requisition. Otherwise you will have encumbered money that cannot be accessed.
On the Workflow screen, select the requisition you want to cancel.
Click Work On.

57. On the Summary tab, click on the Items/Funding Information arrow.

58. Under Select, click the radio button on the line for the item you wish to cancel.
Click Select.
Scroll down the page to Requisition Funding Lines.

59. Select the account that has money encumbered.
Note: If there are multiple accounts used, you will need to select each account separately.
Click Update Funding.

60. In the Amount field, zero out the dollar amount ($0.00).
Click Save & Return.
This will bring you back to Requisition Funding Lines.
Check to make sure the account Encumberance amount is zero ($0.00).
Scroll up the page to Item Information
In the Quantity field, zero out the quantity (0.00).
In the Price field, zero out the price ($0.00).
Click Save.

61. On the Summary page, under Header Information, the Encumberance Total should be zero ($0.00). Also, on the History Panel, the Encumbered Amount should be zero ($0.00).
At the top left of the page, click on Workflow.

62. Click the box next to the requisition you want to cancel.
Click on Cancel.

63. For Requisitions $2500 or Greater
Create a Requisition.
Once it is approved by your approver, Print the approved Requisition.
Mail the Requisition to Purchasing with the appropriate documentation.