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For a list of Purchasing related forms and job aids, please see the Purchasing Web site.
How do I change or request a new ship-to location?
Requests for a new ship-to location must be made to Purchasing Services by completing the form at the link here (xls). Be sure to use this latest revision, which is dated 5/21/09 and has a submit address of purchase@umn.edu.
What is the procedure for departments ordering Items over $50,000?
1. When not on a U-Wide Contract:2. When on a U-Wide Contract, up to $249,999:
Converted Purchase Orders (4/19/09)
Effective April 15, all NON-SPONSORED CUFS/FFN POs which converted to PeopleSoft on July 1, 2008 and have had no activity will be closed. This means that processing against these converted orders will not be possible. Closing of the SPONSORED converted POs with no activity will follow shortly after.
Exception: SPA subcontracts and sub awards will remain open.
Requisition preparers (4/8/09)
There have been many regular (Special Request) requisitions where the category was changed on the requisition to be a Professional Services category. There are several problems with this. First, a hard error stops the requisition preparer from choosing a CPS category unless you are in the CPS tab. Because there are different approvals and workflow assigned to the CPS Requisition type than the Special Request Requisition type, it is important to start over if you do a requisition on the wrong tab. Changing the category, unit of measure, etc. does not change the requisition type.
Change Request on the Manage Requisition screen – This is only used for amendments to CPS type documents that need signatures ($25,000 or more). The workflow and routing for Change Request is unique to the CPS process and does not use the special request or blanket order workflow.
Purchase Order inquiry, remaining encumbrances, and remaining pre-encumbrances
Please check out this PDF document posted on the finsys Web site for details on where to view this information.
How do I find where will a PO ship?
Navigate to: Purchasing > Purchase Orders > Review PO Information > Purchase Orders and follow the instructions starting on page 17 of the Financial Inquiries materials (physical page 21) of the PDF document found here.
Dell/Apple orders (5/22/09)
When entering a requisition for a Dell or Apple order (using the Web tab), please note:
Web Orders, Assets
ALL Dell and Apple items in the shopping cart are coded as non-asset. The mapping from their systems to ours only allows us to code items one way. So if you are purchasing an asset, the requester needs to correct the category code as an asset category over on the PeopleSoft requisition so the receipt later will allow for the asset information to be entered by the Procurement Specialist.
Web Orders, Attachments /Comments
Web vendors (Apple, Dell, UStores) cannot receive attachments or comments on our requisitions through the EDX process they use for ordering. Do not add any attachments or comments that you want sent to the vendor to these Web type requisitions – that type of information would need to be coordinated with the vendor off-line. If the information is just internal information and does not need to pass to the vendor, it can be attached to the Web order.
Procurement Specialists: Allow for the ability to update the due date on a Purchase Order Change Order
The Procurement Specialist needs to be able to extend the due date (end date) of the purchase order, especially in the case of blanket orders and CPSs. In the past, once there is activity against a purchase order, the due date field can no longer be updated. This modification allows this field to be updated.
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Requestors: Purchase Orders for hotel accommodations for guests of the University
When creating a Requisition for hotel accommodations for a guest(s) of the University, it is appropriate to select the Blanket Order tab. Use the start date and end date of the guest's stay as the start and end date of the contract. Then matching will happen only against the dollar amount of the PO.
Requestors: Changes to U Stores Orders
Once a U Stores Purchase Order is created, the requisition transaction cannot be changed or canceled.
If the request is to change the quantity or cancel the order, contact U Stores customer service (612-624-4878). If the order can be changed, U Stores will update their system. You will then have to contact your Procurement Specialist to do a change order for the same changes. The Dispatch method should be set to PHONE so the system does not dispatch the change order to U Stores.
If the request is to change ChartField string values, the Procurement Specialist can change the U Stores PO to correct these as long as the order has not been vouchered. The Dispatch method should be set to PHONE so the system does not dispatch the change order to U Stores. The electronic voucher process references the PO so it uses the changed ChartField string values from the PO.
Requestors: Denied Requisitions
If you have a denied Requisition, the requester must make some kind of change to the Requisition and then click Save and Submit. This allows the Requisition to go back through approvals. If no changes are made and just the Save and Submit button is clicked, it will not route back through approvals.
If the denied Requisition is no longer needed, be sure to have the Requisition canceled.
Requestors: Request for Procurement Specialist to Record Assets Form
This is the form completed and submitted to a Procurement Specialist to identify assets that must be received in the Purchasing Module by the Procurement Specialist. There were changes to this form last fall and some people are still using the old form. Be sure to always get a fresh copy from either Purchasing Web site or the Forms Library.
Ensure you are always using the most current version of the form.
Requestors: Direct Order for Web Vendors
Most orders for Dell, Apple, and U Stores are expected to be submitted through the Web Tab option. If the Requisition preparer chooses to enter the order through the Special Request tab and bypass the Web catalogs, it is the preparer’s responsibility to make sure that the order is submitted to the right location for the vendor -- not the default location that has the dispatch method of EDX. Also, without using the Web order catalog, the requester is responsible for verifying the correct prices.
Requestors: Unit of Measure Tip
The Blanket Order Requisition has logic that sets any Unit of Measure chosen by the Requisition preparer as an Amount Only type and sets the quantity back to 1 for the lot. So, even if you choose 10 hours of service, the system will set this as 1 Lot and Amount Only receiving.
eStatement is Online
If you want to look up a credit from U stores, access the eStatement at www.estatement.umn.edu. If you put in the PO number, the eStatement will show all activity.
PCard Processing Calendar
The new PCard processing calendar has been released.
What is the procedure for ordering temporary administrative services?
Effective August 1, 2008, the following is the procedure for ordering temporary administrative services (For example: Adecco)
Departments will set up a blanket order in the system for all temporary administrative services. Choose a category code under standard services.
PCards may not be used to order temporary administrative services.
Example 1: A department needs one person for two weeks. The cost will be $1350. Department initiates a blanket order for $1350. Department will, in most cases, send the PO to the vendor. If the department calls vendor and places the order by phone (a practice used often with U-wide contract vendor, Adecco), department will need to advise vendor to reference the blanket order number on the invoice(s) and send the bill to the cluster. Note: U-wide Contract vendor Adecco will have a list of the clusters with their billing addresses to facilitate phone orders.
Example 2: A department wants to order temps as needed over the next year. Department creates a blanket order for one year for $30,000. Each time they call the vendor to order services, they refer to the blanket order number. Vendor references blanket order number on each invoice.
Why didn’t my PO source to a requisition?
The most common reason is that the vendor number is missing on all or one of the requisition lines.
The Procurement Specialist will have to do a process to release the requisition so the preparer can edit it.
Why can’t I choose an account value on my requisition?
When the category is chosen on a requisition, the account value field is automatically populated.
How do I order from University Bookstores in PeopleSoft?
A University department will need to set up an account with U of M Bookstores Customer Service, including the shipping address, the ChartField string(s) they will be using for their purchases, and the authorized users. Click here.
The Bookstore will initiate an internal sales transaction for each purchase, which generates a JV in the Accounts Payable module of PeopleSoft. The department making the purchase does not need to perform any receiving or voucher transactions.
Please contact Bookstores Customer Service at 612-624-8428 to obtain an Account Set-Up Form.
Received invalid Chart Field String (CFS) budget error while trying to Create a Requisition
1) Check with your Cluster Director to make sure that the CFS is correct.
2) Save the Requisition with the default CFS by clicking on Save and Submit (for approver).
3) Notify the approver not to approve the Requisition.
4) If the CFS is correct but you are still getting the same error, contact Helpline.
Shop at U Mart, Order in PeopleSoft Financials
Please do no put computer orders on your Purchasing Card. Computers, software and peripherals should be ordered on a requisition from a U-Wide Contract vendor.
All requisitions for Dell computers must be initiated through the Web tab. Do not attempt to use any other tab. Dell orders will only dispatch correctly through the Web tab.
Printing Purchase Orders and the Dispatch Print email that the Procurement Specialists get each morning.(7/9/2008) More information.
Account Code to Category Code Mapping
Purchasing has posted the mapping of the Account Code values tied to their ePro Category Codes here. This is an Excel Spreadsheet that can be resorted as you wish.
It is critical that requisition preparers choose the appropriate category for their purchase. The preference for a specific account code should not cause the requisition preparer to choose an inappropriate category code. Our future spend analysis plans mentioned at the recent FSUN meeting will be based on these categories.
The plan is that Purchasing will update this spreadsheet after each fiscal year – probably the first week of July.
What is the procedure for purchasing from Vendor-Stocked / Vendor-Owned Freezers, Refrigerators, or Cabinets?
Tip from Purchasing Services: A common error for requestors is to forget the Vendor ID on their requisition lines. All lines must have a Vendor ID assigned. Entering the vendor on the first line does not default the vendor to the other lines.
University Financial Helpline
Phone: (612) 624-1617
E-mail: finsys@umn.edu
Staff List (pdf)