Unleashing the Power of Human Curiosity
HOW TO ENTER AN E-PROCUREMENT
REQUISITION
Tyler Menu: Munis > Financials > Purchasing > Purchase Order Processing > Requisition Entry
THINGS TO CONSIDER BEFORE YOU
BEGIN:
•
E-Procurement Vendors are limited to the ones set up in Munis.
•
You can filter the AVL to show the category E-Procurement to see available
vendors & contracts
•
E-Procurement orders automatically are sent into the vendor’s order
processing system.
•
This prevents customize orders from processing
Select
Switch Form
Select
BISD
Form
Select
Add
Dept/Loc -
Your dept/campus number will
auto populate
Tab through to be issued a requisition number
General Description
- Give a brief
description for the requisition
1. Rejected
:
The requisition has been rejected by an approver. Click the
Approvers button to view the rejection comments. To update a rejected
requisition, click the Activate button.
2. Created
:
The requisition header (general) details have been entered, but
general ledger (GL) details have not been entered, or the requisition has a
header and GL detail, but does not have the appropriate budget to move to
status 4.
4. Allocated
:
The requisition has been entered and has been allocated
(charged) to a general ledger account, therefore money is being taken from the
available budget. The requisition has not been released into the workflow. A
requisition must be in a status 4-Allocated to be released into the workflow;
click Release to initiate the workflow process.
6. Released
:
The requisition has been released into the workflow and is
awaiting approval. Click the Approvers button to see the current approval
status.
8. Approved
:
The requisition has been fully approved in the workflow and is
ready to be converted to a purchase order.
0. Converted
:
The requisition has been converted to a purchase order. The
number is included on the Terms/Miscellaneous tab in Requisition Entry.
Receive by
- Quantity is selected when
entering an e-procurement requisition
Delivery Method
- Select the
method of delivery of how the
vendor would like to receive the
purchase order
Vendor
-
Enter the Vendor # found
on the Approved Vendor List.
Tab and the information will auto
populate
Reference
– List who the order is
for and who to contact with questions
Select
Vendor/Sourcing Notes
WHAT IS VENDOR SOURCING?
•
Vendor sourcing ties your purchase to a specific contract and quote.
•
First, check the Approved Vendors List on the Purchasing Department website to find the
specific contract number.
•
When requesting a quote ask the vendor to use the specific contract for pricing. If
there are multiple contracts ask the vendor to give pricing on the contract with the
best value.
•
Example: Can I get a quote on office supplies utilizing the pricing on the
Buyboard 576-18
•
The contract utilized to obtain the quote, a quote/invoice reference, any needed forms,
SR Ticket #, and any special instructions should be listed here.
•
The information listed with Print on PO is the only thing that is seen by Purchasing when
sending PO’s out.
Select
Print on PO
so the information listed will print on the
purchase order
Select
Accept
Select
Back
to return to your requisition
This section will contain:
•
Vendor Sourcing #
- Found on the Approved Vendors List
•
Category must be listed as E-Procurement
•
If applicable
:
SR Ticket #
Select
Accept
to add line items
You will know your
Vendor Sourcing Notes
is
completed when the folder turns yellow
Select
Line Items
Select
Shop
Online
Select the vendor you are shopping with
Click
Accept
After clicking accept you will be directed to a site created by the vendor for BISD. This
site is linked to the contract listed on the AVL. Any special pricing will be shown as the
price.
Build your cart with the items you would like to purchase.
Checkout/submit your cart after all items are in the cart.
This screen mans the transmission was successful.
Close the page by clicking the X on the tab
Go to the Line Items tab
Select
Continue
The following will automatically populate based on the shopping cart you
submitted:
Quantity
Description
Unit Price
Total
Click
Update
Enter your
Account
- Enter the budget code that is
applicable for the purchase.
*
Questions pertaining to account codes should be
directed to the Business Office
When the line is completed click
Accept
and then
Back
.
Status 4
– Allocated means this requisition is
ready for release
Select
Release
to send your
requisition through the approval
process
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Presentation Transcript
HOW TO ENTER AN E-PROCUREMENT REQUISITION Tyler Menu: Munis > Financials > Purchasing > Purchase Order Processing > Requisition Entry
THINGS TO CONSIDER BEFORE YOU BEGIN: E-Procurement Vendors are limited to the ones set up in Munis. You can filter the AVL to show the category E-Procurement to see available vendors & contracts E-Procurement orders automatically are sent into the vendor s order processing system. This prevents customize orders from processing
Dept/Loc - Your dept/campus number will auto populate Tab through to be issued a requisition number
1. Rejected: The requisition has been rejected by an approver. Click the Approvers button to view the rejection comments. To update a rejected requisition, click the Activate button. 2. Created: The requisition header (general) details have been entered, but general ledger (GL) details have not been entered, or the requisition has a header and GL detail, but does not have the appropriate budget to move to status 4. 4. Allocated: The requisition has been entered and has been allocated (charged) to a general ledger account, therefore money is being taken from the available budget. The requisition has not been released into the workflow. A requisition must be in a status 4-Allocated to be released into the workflow; click Release to initiate the workflow process. General Description - Give a brief description for the requisition 6. Released: The requisition has been released into the workflow and is awaiting approval. Click the Approvers button to see the current approval status. 8. Approved: The requisition has been fully approved in the workflow and is ready to be converted to a purchase order. 0. Converted: The requisition has been converted to a purchase order. The number is included on the Terms/Miscellaneous tab in Requisition Entry.
Receive by - Quantity is selected when entering an e-procurement requisition
Vendor -Enter the Vendor # found on the Approved Vendor List. Tab and the information will auto populate Delivery Method - Select the method of delivery of how the vendor would like to receive the purchase order Reference List who the order is for and who to contact with questions
WHAT IS VENDOR SOURCING? Vendor sourcing ties your purchase to a specific contract and quote. First, check the Approved Vendors List on the Purchasing Department website to find the specific contract number. When requesting a quote ask the vendor to use the specific contract for pricing. If there are multiple contracts ask the vendor to give pricing on the contract with the best value. Example: Can I get a quote on office supplies utilizing the pricing on the Buyboard 576-18 The contract utilized to obtain the quote, a quote/invoice reference, any needed forms, SR Ticket #, and any special instructions should be listed here. The information listed with Print on PO is the only thing that is seen by Purchasing when sending PO s out.
Select Print on PO so the information listed will print on the purchase order This section will contain: Vendor Sourcing # - Found on the Approved Vendors List Category must be listed as E-Procurement If applicable: SR Ticket # Select Accept Select Back to return to your requisition
Select Accept to add line items You will know your Vendor Sourcing Notes is completed when the folder turns yellow
Select Shop Online
Select the vendor you are shopping with Click Accept After clicking accept you will be directed to a site created by the vendor for BISD. This site is linked to the contract listed on the AVL. Any special pricing will be shown as the price. Build your cart with the items you would like to purchase. Checkout/submit your cart after all items are in the cart.
This screen mans the transmission was successful. Close the page by clicking the X on the tab Go to the Line Items tab
The following will automatically populate based on the shopping cart you submitted: Quantity Description Unit Price Total Click Update
Enter your Account - Enter the budget code that is applicable for the purchase. * Questions pertaining to account codes should be directed to the Business Office When the line is completed click Accept and then Back.
Status 4 Allocated means this requisition is ready for release Select Release to send your requisition through the approval process
