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Introduction
• Approve requisitions
With online requisitions, you can centralize your purchasing department, source your requisition with the
best suppliers, and ensure that you obtain the appropriate management approval before creating purchase
orders from requisitions.
Change Orders
Change Orders must be requested using the online requisition process. These transactions are requested
by creating a requisition line item and referencing the Purchase Order number in the Note to Buyer field.
If you need to decrease or cancel your Purchase Order, you will need to do so via e-mail to the Buyer in
Purchasing.
• Quickly and easily complete a requisition for an item simply by entering the requester’s name,
UOM, item description, delivery location, price, delivery quantity, and accounting distribution
• Enter suggested supplier information, delivery instructions, multiple accounting distributions, and
notes to buyers, approvers, and receivers
After you create a requisition, you can query the requisition at any time to review the status or action his-
tory. In addition to viewing requisition information, you can:
• Review buyer assignments to ensure that requisitions are assigned to an appropriate buyer
Requisition Reporting
You can use the reports available in Oracle Purchasing to review requisition information such as the Pur-
chase Requisition Status Report, which can be used to review the approval status of your requisition.
Most of your procurement activities will begin with the request for goods, services or leases known as a
requisition. With Oracle Purchasing online requisitions, you can quickly and easily create requisitions.
• You reduce the need for paper requisitions by submitting online requisitions. (GW is eliminating
paper requisitions unless you are sharing a cost with multiple organizations or you do not yet have
access to Oracle. You will need to use the paper requisition in these cases.)
• With online entry, you quickly and easily complete a requisition by entering the item description,
delivery location, price, delivery quantity, and accounting distribution
• The displayed approval status informs you whether the requisition is Approved, Canceled, In Pro-
cess, Incomplete, Preapproved, Rejected, or Returned
• You can review the action history of your requisition as it moves through the approval process.
This allows you to track your requisition at all times
The Requisition form in Oracle Purchasing has four tabs. You can enter information for your requisition in
the required and optional fields in each of the following tabs.
Items Type (required), Item (do not use), Revision, Category (required),
Description (required), UOM (unit of measure)(required), Quantity
(required), Price (required), Need-By, Charge Account (defaults in after
Distributions is completed), Amount
Source Details Note to Buyer, Buyer (do not use), RFQ Required (do not use), Supplier
Item, Document Type (do not use), Document (do not use), Line Num-
ber (do not use)
Currency (do not Currency, Rate Type, Rate Date, Rate Base Currency: Price, Line Total,
change) Foreign Currency, Price, Line Total
Creating Requisitions
2. Navigate to the Requisitions form by choosing Requisitions > Requisitions from the Navigator
list.
Opening a Form
You can open a form in Oracle one of three ways: (1) highlighting the form and clicking
the Open button; (2) double-clicking on the form; (3) highlighting the form and pressing
the Enter key on your keyboard.
The Number field is automatically populated with a system-assigned number after the
requisition is saved. The Type of requisition defaults to Purchase Requisition and the
name of the Preparer defaults to your name.
4. Optionally, enter a description for this requisition. This may be helpful in finding your requisition later.
The Status field displays the current status of the requisition. For example, the status will display:
The Total field updates to reflect the total of all the requisition line amounts.
Requisition Lines
Items tab:
5. Enter a Line Type for the requisition line. Using the LOV.
Please be sure to use the Leases line type, not Services, when completing a requisition for
a lease. Furthermore, maintenance for Leases should also use Lease, not Services, as the
line type. This assists the SCO in running reports by type.
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Quick entry: Enter a % in the category field and the press your enter key on your
keyboard.
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Be sure to give a detailed description with specifications. Use the attachment feature if
you require additional space for your description. (i.e., When entering a description for
“Consulting Services,” state what the consultants will be doing, the expected time frame,
and any other detail the supplier is required to do or provide.)
If the line Type you selected is “Services,” the Unit of Measure defaults to “US Dollars.”
If the line Type you selected is “Services,” the Quantity must be the full cost of the
service.
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You may want to enter a note to the buyer if you have any special instructions. For
example, if you need to attach supporting documentation to this requisition, you can type
in a Note to Buyer to inform buyer that additional documentation will be coming via
interoffice mail.
The SCO Transaction Procurement Specialist Manager will assign your requisition to a
Transaction Specialist based on workload.
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RFQ is a Request for Quotation to be sent to you before creating a Purchase Order for
these requisition lines.
17. Optionally, enter Supplier Item number for the item being requested.
Details tab:
21. Optionally, check the Urgent box if the requisition requires urgent attention.
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25. Optionally, enter a Reference Number for the requisition line. For example, supplier quote number.
27. Select the Hazard class for the item using the List of Values, if applicable.
If you order Hazardous material, your RFQ may be routed to Risk Management for
approval and tracking of EPA items.
Currency tab:
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28. Select the name of the Requestor using the List of Values, if different from the one that defaults.
The George Washington University will automatically insert when you access the List of
Values.
30. Select the Location using the List of Values. This field represents the ultimate delivery location for
the items being requested.
If the supplier does not exist, you may type the supplier in.
32. Select a Site for the supplier using the List of Values if the supplier was selected using LOV.
If you suggested a supplier, you will also need to include the Site (location) for that
Supplier.
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34. Enter a Phone number for the supplier only if you suggested a supplier.
You must complete each requisition line before starting on the next one.
Saving a document
You can save a document in Oracle one of three ways: (1) selecting Save from the File
menu; (2) clicking on the Save toolbar button; (3) pressing [Ctrl] + [S].
It is strongly recommended to enter the distribution for each requisition line prior to
beginning the next one. Only five requisition lines appear at one time. If you need to
enter more requisition lines, complete the line you are working on and then simply use
your down arrow key on your keyboard or the add new record icon on your toolbar to add
a new line. Continue until you have completed all lines.
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Tabs
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There are two tabs in the Distributions form: Accounts and Project.
Do not enter any information in the Accounts alternative region if you are entering a
requisition related to a Project, Task and Award. If you are charging to a P/T/A, go to
task #13.
Accounts tabs:
The NUM field defaults sequentially starting with 1 and the Quantity defaults from the
requisition line.
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All the segment fields except for the Natural account field default based upon the Alias
you choose.
5. Select the natural Account number you would like your request to be charged to by using the List of
Values.
8. Click on the small box to the far right on the distribution line to enter room number information.
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9. Enter the Deliver-to Room Number followed by the Requestor’s Phone Number followed by
the Requestor’s e-mail in the Requisition Distributions form.
10. Enter the Secondary Role if the requisition is being routed for approval to someone other than your
primary approver.
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Project tab:
The Project alternative region is the that region links your purchase order charges to a project, task, award
and expenditure type.
19. Click on the small box to the far right on the distribution line to enter room number information.
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20. Enter the Deliver-to Room Number followed by the Requestor’s Phone Number followed by
the Requestor’s e-mail in the Requisition Distributions form.
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Once you have completed your requisition you must submit it for approval. Depending on your approval
workflow, Oracle Purchasing may route your requisition to the following role(s):
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You must save your requisition before it can be approved. The requisition status will
appear as Incomplete.
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Approving Requisitions
The approver for your requisition will use the Notification Summary form to approve or reject your requisi-
tion.
• PTA Roles, which are based on Award information and expenditure types.
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1. Select Responsibility.
2. Navigate to the Notifications Summary form by selecting Notifications Summary in your Navi-
gator.
Opening a Form
You can open a form in Oracle one of three ways: (1) highlighting the form and clicking
the Open button; (2) double-clicking on the form; (3) highlighting the form and pressing
the Enter key on your keyboard.
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5. Optionally, double-click the Open Form Command icon to open the requisition.
As an approver, you have the ability to open the requisition and make changes to the
requisition. Save any changes you make and return to the Notifications form to complete
the Approval process.
• Approve
• Reject
If you reject the requisition, enter a note informing the preparer why you rejected the
requisition
11. Optionally, click the Open button in the Notification Summary form to view more information about
the requisition.
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• Approve requisitions
Most procurement cycles begin with the submission of requisitions. With online requisitions, the purchas-
ing function can be centralized, requisitions can be matched to the best suppliers, and appropriate approv-
als can be obtained before the Supply Chain Organization– Purchasing Group creates purchase orders from
requisitions.
Should you have any questions, contact the Help Desk at 994-5530, Option #4.
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You can view purchase requisition information using three different forms:
• Find Requisition Form: Used to quickly find and access the Requisition Headers Summary form and
to perform requisition inquiries at the header, line, and distribution levels
• Requisition Header Summary Form: Used to review requisitions. If the buyer has already placed
the requisition line on a purchase order, you can review the purchase order number. You can also
review the changes the buyer made to the requisition and the quantity received
• View Action History Form: Used to review the action history of a requisition. You can see who has
approved or rejected the requisition and the corresponding notes the approvers provided.
Requisition Reporting
You can use the report options available in Oracle Purchasing to access numerous reports to view requisi-
tion information.
1. Select Responsibility.
2. Navigate to the Find Requisitions form by selecting Requisitions > Requisition Summary from
your Navigator.
Opening a Form
You can open a form in Oracle one of three ways: (1) highlighting the form and clicking
the Open button; (2) double-clicking on the form; (3) highlighting the form and pressing
the Enter key on your keyboard.
If you enter a Requisition Number, you can also enter a Line number.
8. Buyer (N/A).
14. Select the Results group radio button (Headers, Lines, or Distributions) to determine which summary
form to open.
15. Click the Find button to initiate the search. The appropriate summary form is displayed.
• Access the Requisitions, Requisition Preferences, and Control Document forms for maintenance of
existing information
• View purchase order information, if the requisition has been autocreated to a purchase order
You have the following options in the Requisition Header Summary form:
• You may select the Lines button to open the Requisition Lines Summary form
• You may select the New button to open the Requisitions form
• You may select the Open button to open the Requisitions form for the current line
The Open button is not enabled if the requisition approval status is Approved.
• You may select Special from the menu bar to list additional viewing options:
View Lines
View Distributions
Control
Preferences
2. Navigate to the Requisition Headers Summary form by selecting Requisitions > Requisition
Summary from your Navigator.
Opening a Form
You can open a form in Oracle one of three ways: (1) highlighting the form and clicking
the Open button; (2) double-clicking on the form; (3) highlighting the form and pressing
the Enter key on your keyboard.
4. Select the requisition line for which you wish to view action history by clicking your cursor anywhere
in the line.
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• the Action performed (Accept, Approve, Approve and Reserve, Cancel, Forward, Import, Reject,
Reserve, or Submit)
When the Action field is empty, the Performed By field will display the name of the
employee in whose approval queue the document currently resides.
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Use the report options available in Oracle Purchasing to access numerous reports to provide you with req-
uisition information. . Please refer to the Reporting documentation in your manual for navigation instruc-
tions on how to run a report.
The table below has some examples of requisition reports available in Oracle Purchasing. Please note that
this is not a complete list of all the requisition reports in Oracle Purchasing.
Purchase Requisition Sta- Use this report to review the approval sta-
tus Report tus of the requisition you create. You can
also use the report to monitor requisitions
in the approval process or returned and
requiring further attention.
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Should you have any questions, contact the Help Desk at 994-5530, Option #4.
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The toolbar Attachment button indicates whether the Attachments feature is enabled in a form or block.
When the button is disabled, the Attachments feature is not available. When the button is enabled, the
Attachment feature is available.
The button switches to a paper clip holding a paper when the Attachments feature is enabled in a form
block and the current record has at least one attachment.
Attachments Overview
You can enter unlimited attachments to any document that enables the attachment button.
Attachment Uses
Oracle Purchasing provides you with a list of predefined destinations you can use depending on the type of
document you create.
• Category: This field indicates which forms can access the document. Each form that enables
attachments must list the document categories it can access. A Miscellaneous category will be assigned to
each form registered for attachments to facilitate cross-form visibility of attachments
• Data Type: This field identifies the type of attachement you are attaching
Type Description
Long Text Text stored in the database containing 2000 characters or more
Short Text Text stored in the database containing less than 2000 charac-
ters
• May Be Changed: This check box indicates whether you are able to edit the attachment
8. Enter the text for your attachment in text field below the Magnification field.
Saving a document
You can save a document in Oracle one of three ways: (1) selecting Save from the File
menu; (2) clicking on the Save toolbar button; (3) pressing [Ctrl] + [S].
Data Type
11. Click the Browse button in the Netscape browser window to select the file you want to attach.
15. Click the Yes button on the decision box that appears on the Attachments form.
You will see the URL of your file in the Source tab.
Saving a document
You can save a document in Oracle one of three ways: (1) selecting Save from the File
menu; (2) clicking on the Save toolbar button; (3) pressing [Ctrl] + [S].
Saving a document
You can save a document in Oracle one of three ways: (1) selecting Save from the File
menu; (2) clicking on the Save toolbar button; (3) pressing [Ctrl] + [S].
Saving a document
You can save a document in Oracle one of three ways: (1) selecting Save from the File
menu; (2) clicking on the Save toolbar button; (3) pressing [Ctrl] + [S].
3. Find the attachment you want by using the Search Criteria in the Find Existing Documents region.
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5. Select the attachment you want by clicking in the box to the left of the Description cloumn.
Saving a document
You can save a document in Oracle one of three ways: (1) selecting Save from the File
menu; (2) clicking on the Save toolbar button; (3) pressing [Ctrl] + [S].
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1. Query a record.
If the attachment is a long text or a short text, you can view your attachment in the text
box.
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Deleting an Attachment
When you delete an attachment, you can either merely remove the association between a record and a
document or remove the document from the catalog. The document itself is not removed from your file
system or database.
6. Select the attachment you want to delete either by selecting it in the Main tab or by selecting it in the
Document Catalog form.
9. Click the Attachment button, if you want to delete only the attachment.
10. Click the Document and Attachment button if you want to delete them both.
If the attachment is a long text or a short text, you can view your attachment in the text
box.
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Should you have any questions, contact the Help Desk at 994-5530, Option #4.
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Exporting Data
You can only export data from an Oracle form to an Excel spreadsheet if the option is available. The option
will be grayed out if it is not available.
Make sure you save the file with the .xls extension. You also want to note where you
saved the document to ensure you can locate it later.
Should you have any questions, contact the Help Desk at 994-5530, Option #4.