Purchasing/Requisitions

General Purchasing/Requisitions Questions:

Can I still use my PCard?

Yes. PCards are processed through the new financial system, with some changes to the workflow and approvals process. These changes will be apparent to cardholders only if they reconcile their own accounts. Also, the PCard is now be known as a Procurement Card, instead of a Purchasing Card.

Are all requisitions to be encumbered?

Yes.

Can you add attachments to requisitions or purchase orders? What about to Contracts for Professional Services (CPS)?

Any transaction that starts as a requisition has the option for adding attachments from outside PeopleSoft. This includes POs and all types of contracts for professional services

Can we make a purchase without use of a purchase order? Can you pay an invoice without a requisition?

There will be a non-PO voucher option, but that will be restricted to items approved by policy.

How are local purchase orders handled?

The intent is to discontinue alternate methods of purchasing. PeopleSoft requisitions or the PCard (where feasible) is to be used instead.

Do we have to do U-Stores orders through PeopleSoft?

Yes. All U-Stores orders go through the PeopleSoft requisition process.

Do non-financial staff and faculty have to take training to order from U-Stores?

An online tutorial called Purchasing from U-Stores is available for nonfinancial staff and faculty meeting certain criteria. The University is taking a long-term, strategic view of purchasing, with a goal of someday being able to maximize our purchasing power by reducing the number of vendors and negotiating reduced prices. With the current 120,000 vendors, the University's purchasing power is severely diluted.

Do I need an approval to place a U-Stores order?

Yes, for orders over $100. U-Stores orders use the standard requisition form in the new financial system, so they follow the same process as external orders.

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ALERT! CONVERTED POs MISSING SHIP TO CODES 07/09/2008

All converted purchase orders are missing their ship to codes. We are attempting to do a mass fix of the ship to field on these orders.

If you are trying to update, receive, or pay against a converted Purchase Order and it is before we can get a fix tested and working, you will get an error.

If you have an urgent need to receive or pay on one of these converted orders before the fix, you can get past the error by entering a Ship To code in the Location field yourself for that converted order and save.

Updates will be provided as soon as we hear the status of the fix.

Here is a related receiving issue.

Update 07/14/2008:

The team is still working to provide a solution to this issue. A resolution is expected in the next few days. Because of this conversion issue, the system does not allow the receipt or voucher to use that purchase order. A generic location code will be added to the converted purchase orders.

A couple of friendly reminders:

1) If the purchase order still has budget errors, those will still need to be fixed before a receipt or voucher can be processed.

2) If the converted purchase order is used for a change order (very small percentage of changed), the department must make sure they update the location code for that change order also at the time the change order is created.