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Helpful Hints for Typing Requisitions
Always type in a full description using uppercase of the special request item you wish to purchase. Using uppercase letters make the PO easier to read and fax, if necessary. Remember that the more information you can type for a description on your requisition, the better.
Have all of your information ready before you start typing a requisition.
When entering a special request item, always enter the vendor's part number.
Always note a vendor. If you cannot find the vendor in the vendor file: in the comments panel type the vendor's name, address, phone and contact person for your item(s).
If you are unsure of the correct vendor in the system, leave the vendor blank and type the info in comments and Purchasing will select the correct vendor.
Always type a comment to show where the item should be delivered.
Example: Deliver to room #123 Attn: Mrs. Jones
You can type any comment you need to assist with explaining the item you are purchasing, a deadline that must be met, or any other information you want Purchasing to know. Purchasing will not send out any comment that should not go to the vendor.
Always feel free to call Purchasing with any questions you may have regarding a vendor or an item you wish to purchase.
Always use a PeopleSoft item number (with preceding zeros) if one is available in our catalog. Using an item number eliminates unnecessary typing for the requisitioner and gives you the last annual order price for the item.
Be sure to enter the PS item number in the correct space on the requisition line (first thing) and not as part of the description. If it is entered as part of the description, you lose all the advantages - vendor name, price, category, vendor item number, unit of measure of the internal catalog.
Never change the buyer that defaults with your catagory selection - this could possibly hold up processing of your requisition. The defaults/details panel is for budget coding only.
Never enter a $0.00 dollar requisition. If you are completely uncertain of the cost of an item, contact the buyer for further info. The only exceptions are items that are in supply that, when you use a PeopleSoft item number, the cost comes up at $0.00, and free items (buy 4 get 1 free - we must account for all items received.
Very important: if anybody calls you and wants to sell you toner or any other supplies because the cost is going up right away and they can get you the item at the "old" price, do not order anything. Do not even give the model number of your copier to anyone on the phone. These scams happen daily; be sure to warn all of your co-workers.
If you need to cancel one line off of your requisition, call Purchasing and we can assist in cancelling the line. You do not need to cancel the entire requisition for one line.
There are two kinds of comments you can put on a requisition - a header comment and a line comment. The header comment is for the entire requisition, where the line comment is for only that line.
You will continue to receive the two week notices of requisitions that have not yet been approved. These are meant to be a reminder of what is out in the system that needs to be processed fully.
Please watch your e-mail for updates and information regarding requisitioning in PeopleSoft. These e-mails are intended to help in getting your orders placed and into your hands as soon as possible.
When items are delivered to your school (not from Supply) please be sure to check the items, sign the packing slip and send to Accounting (not Accounts Payable) as soon as possible. We need to process all deliveries in a timely manner, and this is the first step.
Never enter a due date on a requisition - it does not allow Supply to fill your order until that date. If you need your order by a specific date, please note it in the comments and call Purchasing to advise.
Never mix catalog items and ad-hoc items on the same requisition.
Never mix vendors on a requisition, only one vendor per requisition. The only exception will be when entering PeopleSoft catalog items, and you don't have to be concerned about the vendor when using catalog items.
Read the description carefully when selecting an item from our catalog - you don't want to be surprised when 144 dozen crayolas show up at your door instead of just 144. You can view the complete description by clicking the spyglass icon at the end of the line on you requisition.
You can also add extra description for a special request item by using the spyglass icon at the end of the requisition line. Simply click the spyglass icon and type in any extra description you need. Be sure not to use <enter> when typing the description as it does not print very well when enter is used.
When you enter a requisition, keep a log of requisitions entered and be sure to advise your approver that there is a requisition for them to approve. Any requisitions not approved are removed from the system at the end of the school year. Purchasing will attempt to notify you before anything is removed from the system.
If a requisition is rejected by your approver, it must be cancelled out of the system. When you have a requisition to cancel, be sure to send an e-mail to Cancel Requisitions with cancel requisition in the heading. This cancellation e-mail must come from the original requisitioner and must have this note in the body of the e-mail:
Cancel req#__________________ for ____________________ school/department.
For tracking a delivery, give the order at least four weeks to clear the approval processes and order placement. Once placed, an order can take two weeks or more to be delivered to your location.
When ordering equipment, once received if the equipment fails in the first 90 days, call the buyer immediately for assistance to get the equipment fixed/replaced. The longer you wait to involve Purchasing, the less chance we have of a cost effective solution.
Wild card searches: you can search for an item/vendor number utilizing a very abbreviated description. You can use the % before and/or after the word you want to search on. The % before the word will bring up all similar words with something in front of it, the same as when using % after the word, it will bring up the word with something after it.