EAS Purchase Requisition Entry (NIGP) - Alias Based

Overview

Add to an Existing PO

  • When additional funds are needed on an existing PO, a new requisition is created and linked to the existing PO

Requisition Line Types

  • Goods: tangible products generally sold at a fixed unit price
  • Services: intangible services generally sold hourly
  • Leases: Monthly rental or lease agreements.  Work with Procurement prior to use

Categories (NIGP Codes)

  • A National Institute of Governmental Purchasing (NIGP) code defines the products / services that a vendor provides
  • Vendors receive solicitations based on the NIGP codes they register

Step-by-Step Process

Details of Requisition Request

  1. Select your GW SC Departmental User Responsibility.
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User responsibility selection

 

  1. Select the Requisitions text box.
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Selection of Requisitions text box

 

  1. Enter Description - this is for your reference.  Press the tab key.
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Enter Description

 

  1. Select Yes or No. If Yes, another field will open for the PO number.
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Entering related PO number

 

  1. Default Line Type is Goods.  Other options are Services and Leases (QuickPay is no longer available).
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Default line type showing

 

  1. Select a line type, using the Type search icon to select one other than the default of Goods.
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Line type selection

 

  1. Select Category Search.
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Selection of Category Search
  1. Enter either an NIGP Code (e.g. 918-00) or a partial description using % as a wildcard symbol.  Press Find.
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Search for NIGP code
  1. Select NIGP code and press OK.
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Select NIGP code
  1. Enter Line Description and press the Tab key.
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Entering line Description
  1. Enter Quantity and press the Tab key.
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Enter quantity
  1. Need-By date is optional.
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Optional need-by-date
  1. Select Date and OK for optional need-by date.
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Selection of optional need-by date
  1. Select Location search.
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Selection of location search
  1. Enter street number and % (wildcard).  Press Find.
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Search for location address
  1. Select Location.  Press OK.
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Selection of correct location

Supplier Information

  1. Select Supplier search.
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Selection of supplier search
  1. Enter partial supplier name using % to narrow the search results.  Select Find.
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Searching for correct supplier
  1. Select Site search
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Select site search.
  1. Select Site and press OK.
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Selection of supplier site

 

     5. Click the SAVE icon at the top left before proceeding to the Distribution page.

Distributions

  1. Select Distributions.
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Start distribution process
  1. Select Charge Account (Alias) search.
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Selection of Alias search
  1. Enter the Alias and press the Tab key.
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Entering the alias number
  1. Alias description is displayed.  Select OK.
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Select the alias that is displayed
  1. Select Account search or type the Natural Account Number.
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Enter to search for Natural Account Number
  1. Enter account number or description (using %). Select Find.
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Finding account number
  1. Select Account and OK.
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Selection of correct account number
  1. Select field in [  ] .
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Selection of [ ] field
  1. Select Suite or Office Number for delivery.  If you have to assign the requisition to a specific approver for the department being charged, move to the second line down and select accordingly. Select OK.
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Selection of suite for delivery
  1. Select diskette icon to save record.
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Save record
  1. Close Distributions form.
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Close distributions form

Attachments

  1. Select the Number at the requisition header to add an attachment. Approvers can easily view documents attached to the requisition header.
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Location in header to attach backup documentation
  1. Select the paperclip icon.
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Selection of paperclip icon
  1. Select attachment Category search.
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Category search selection
  1. Enter % and select Find.
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Searching for attachment category
  1. Select To Buyer to ensure the Procurement and Approvers can view attachments.  Select OK.
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Designate who can see attachments
  1. Enter document title and press Tab key.
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Entry of document title
  1. Enter attachment description and press the Tab key.
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Entering of attachment description
  1. Enter Data Type search.
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Enter data type search
  1. Select File.  Select OK.  To type text instead of uploading a file, select Long Text or Short Text and select OK.
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Choose to attach file of type text
  1. If this screen is immediately displayed the "import page" is minimized or behind this page.
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Upload result screen
  1. Click the Upload File box.
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Location of Upload file box
  1. Select the Name text box, select the file to upload, and click the Open button.
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Selection of file to attach
  1. Confirmation should appear at the left.  Select the Close Window text box.
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Attachment confirmation screen
  1. Select OK.
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Confirmation of upload
  1. Select Open Document to confirm document was attached.
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Opening of attached document
  1. Close Attachments screen.
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Final attachment screen

Approval

  1. Select Approve.
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Selection of Approve button
  1. Optional - add a note to the approver.  Select OK.
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Optional opportunity to add note to approver
  1. Select OK to submit.
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Selection of OK after budgetary approval
  1. A new Requisition opens for entry.  Close if not needed.
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New requisition screen

Requisition entry and submission complete!