Create a Requisition - Process Help (R12)

Use these instructions to create an online purchase requisition.

To Create a Requisition

When completing the Oracle forms referenced in this procedure, note that a white field indicates optional entry or one that is conditional based on the particular process.

1. Select Requisition> Entry to open the Requisition form.

   Note: Preferences can assist in entering multiple Purchase order lines where the distributions are all the same. It is important to remember that these preferences stay in effect for all purchase orders until they are cleared or until the user exits Oracle.

   • If you choose to enter Preferences Proceed to step 2
   • If you are not using preferences proceed to step 5.

2. Select Tools>Preferences to open the Requisition Preferences form.

   Field Name	Required (R) or Optional (O)	Description
   Main Tab
   Need-By	O	Select the need by date from the calendar
   GL Date	O	Today's date which is used to determine the accounting period for the transaction in the general ledger.
   Location	O	Ship-to location to which the supplier should send the goods. This field is used for the actual delivery address. Select from a list of values.
   Requestor	O	The person from the Research Foundation requesting the items. Select from the list of values.
   Project Information Tab
   Project	O	The project number to which the item will be charged.
   Task	O	The task number to which the item will be charged.
   Award Number	O	The award number to which the item will be charged.
   Expenditure Type	O	The expenditure type
   Expenditure Organization	O	The expenditure Organization
   Item date	O	The Expenditure Date

3. Click Apply
4. Select File<Close form
5. Enter the following fields on the Requisitions form

   Field Name	Required (R) or Optional (O)	Description
   Description	O	A general description of the requisition. To query against a paper requisition number, enter the number in this field.
   Lines Tab
   Operating Unit	R	Auto-populated field of Operating Unit: The Research Foundation for SUNY.
   Type	R	The line type of the item to be requested. For example: Goods, Amount Based Amount-based line items should be used for services. Goods-based line items are used when buying an item(s) for a certain dollar amount.
   Category	R	The category of the items being purchased. Select from a List of Values. You must enter both a major and minor category for the purchase order item. For Example: SUP Office Supplies For Example: SUP Office Supplies
   Description	R	The detailed description of the item to be requested. The maximum number of characters that can be entered into this field is 240.
   UOM	R	The Unit of Measure (UOM) of the item to be requested. Select from List of Values. If entering an amount-based line item, this field defaults to dollars and can't be changed.
   Quantity	R	The quantity of the item to be requested.
   Price	R	The price of the item to be requested. If entering an amount-based line item, this field defaults to 1 and can't be changed.
   Need-By	O	The date by which items are needed.
   Requester	R	The person from the Research Foundation requesting the items. This field defaults to the person entering the purchase order, but can be changed. Select from the current List of Values to fill in this field.
   Organization	R	Select the Research Foundation from a List of Values.
   Location	R	The ship-to location to which the supplier should send the goods. This field is used for the actual delivery address. Select from a List of Values.
   Supplier	O	The name of the business or individual providing goods or services. The supplier name cannot be changed once the purchase order is approved. Can be a free-form field or you can select from a List of Values.
   Site	O	The unique campus location number assigned to a supplier used by that site. Can be a free-form field or you can select from a List of Values.
   Source Details Tab
   Note to Buyer	O	A note from the requester to the buyer.
   Buyer	O	The name of the person purchasing the items.
   Details Tab
   Note to Receiver	O	A note from the buyer to the receiver.
   Hazard	O	A value indicating whether the items are composed of hazardous material. For example: Corrosives

6. Click Distributions to open the Distributions form.

   NOTE: If you entered preferences on step 2 you do not need to enter distributions. Select SAVE from the tool bar and the distributions will automatically flood in.

7. Enter the following fields on the Distributions form:

   Note: You will need to use the horizontal scroll bar to view all the fields.

   Field Name	Required (R) or Optional (O)	Description
   Project Tab
   Project	R	The project number to which the item will be billed.
   Task	R	The task number to which the item will be billed.
   Award	R	The award number to which the item will be billed.
   Expenditure: Type	R	The expenditure type. For example SUP Office Supplies.
   Expenditure: Org	R	The expenditure organization.
   Expenditure: Date	R	The expenditure date.
   Quantity	R	The quantity of the item to be distributed to the Project, Award, Task or Organization Expenditure (PTAEO).

8. If you need to enter additional distributions
   1. Click on the next blank line.
   2. Go back to step 3.
9. Select File > Save.
10. Select File > Close Form to return to the Requisitions form.
11. If you need to add another line item to the purchase requisition, go back to step 5.
12. To approve the purchase requisition
    1. Click Approve to open the Approve Document form.
    2. Enter the following fields on the Approve Document form:

       Field Name	Required (R) or Optional (O)	Description
       Reserve	R	Check this box to encumber the funds. This box will automatically be checked.
       Submit for Approval	R	Check this box to submit your document for approval. The system automatically selects this field.

    1. Click OK.
    2. Decision Box – you will receive one of the two messages:

       “Your Budgetary Control action completed successfully” – requisition is approved.

       “Your Budgetary Control action completed with Exceptions” – requisition did not approve, click on Details to find out why.

    3. Click OK to return to the Requisitions form.