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.

 

2. Select the Requisitions text box.

 

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

 

4. Select Yes or No. If Yes, another field will open for the PO number.

 

5. Default Line Type is Goods.  Other options are Services and Leases (QuickPay is no longer available).

 

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

 

7. Select Category Search.

8. Enter either an NIGP Code (e.g. 918-00) or a partial description using % as a wildcard symbol.  Press Find.

9. Select NIGP code and press OK.

10. Enter Line Description and press the Tab key.

11. Enter Quantity and press the Tab key.

12. Need-By date is optional.

13. Select Date and OK for optional need-by date.

14. Select Location search.

15. Enter street number and % (wildcard).  Press Find.

16. Select Location.  Press OK.

Supplier Information

1. Select Supplier search.

2. Enter partial supplier name using % to narrow the search results.  Select Find.

3. Select Site search

4. Select Site and press OK.

 

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

Distributions

1. Select Distributions.

2. Select Charge Account (Alias) search.

3. Enter the Alias and press the Tab key.

4. Alias description is displayed.  Select OK.

5. Select Account search or type the Natural Account Number.

6. Enter account number or description (using %). Select Find.

7. Select Account and OK.

8. Select field in [  ] .

9. 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.

10. Select diskette icon to save record.

11. 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.

2. Select the paperclip icon.

3. Select attachment Category search.

4. Enter % and select Find.

5. Select To Buyer to ensure the Procurement and Approvers can view attachments.  Select OK.

6. Enter document title and press Tab key.

7. Enter attachment description and press the Tab key.

8. Enter Data Type search.

9. Select File.  Select OK.  To type text instead of uploading a file, select Long Text or Short Text and select OK.

10. If this screen is immediately displayed the "import page" is minimized or behind this page.

11. Click the Upload File box.

12. Select the Name text box, select the file to upload, and click the Open button.

13. Confirmation should appear at the left.  Select the Close Window text box.

14. Select OK.

15. Select Open Document to confirm document was attached.

16. Close Attachments screen.

Approval

1. Select Approve.

2. Optional - add a note to the approver.  Select OK.

3. Select OK to submit.

4. A new Requisition opens for entry.  Close if not needed.

Requisition entry and submission complete!