Draft Requisitions
- Nehal Gupta
- Jeremiah Macht
This user-guide will assist you in familiarizing yourself with various settings on a requisition along with completing required and optional settings prior to placing your order.
Table of Contents
A Draft Requisition is created when you add items to your shopping cart and click Proceed to Review. Notice the document type and number.
It will remain a Draft Requisition until it has been submitted by a Requestor or an Approver.
The first view you see of the Draft Requisition will be different for almost everybody, due to their role and their profile setup.
The right of the Draft Requisition will show the Status Sidebar to indicate issues including required or optional settings to complete, total amount and workflow status. Once the requisition has been submitted and approved, you will also see a Related Documents section to display Purchase Order and Invoice numbers. Clicking on these numbers will take you to that document.
Please note that most of these initial issues can be corrected by setting up your Profile Preferences with your shopping defaults such as Default/Alternate Shipping Address and Default Accounting Codes.
Action Items
You can either Assign a draft cart/requisition to a Requester or Approver to place the current order.
Process Steps
Correcting the Shipping Address
The most common issues on a new Draft Cart are missing shipping information, as you can see from the status sidebar at the right of the page.
To correct the issue, click on either one of the Correct these issues Required: links from the status sidebar or click on the edit pencil icon.
The Edit Shipping screen displays. Here you have choices:
If you have your default address setup in your profile, it will be prepopulated.
The attention and room lines are editable and required. You can setup a default attention and room number in your profile to display automatically. (Click Add to my addresses to save this address to your profile.)
Or, you can select from your alternate addresses if they are already setup in your profile.
Or, you can use the Search additional option to search for your address and select it from the search results.
The Delivery Info section needs to have a Building Code assigned which can also be setup in your profile.
Correcting the Accounting Codes
To correct the Accounting Codes, either click on any of the Required field links or the pencil edit icon.
Again, we have choices:
We can choose a code set from our favorites.
We can select an Account Code and an Object Code from our preferred list in our profile.
We can search for an Account Code and an Object Code from the system using search criteria as shown in the lower picture. Click the blue plus select button.
Or, you can enter the codes directly if you know what they are.
When you are done, click on Save.
There are many fields on the Edit Accounting Codes window. You may need to scroll to the right in order to see the remaining accounting fields.
Once you hover your mouse over the screen you will notice these icons:
When the issues are corrected, click back on the Summary tab. You will notice that you have the option to assign an Optional Invoice Approver and an Optional PR Approver.
Adding an Optional PR Approver
In the status sidebar, view the What’s next for my order? section to see the current workflow for your requisition. Add your Optional PR Approver and review the workflow status again.
To add an Optional PR Approver, click back on the Requisition and the Summary tab again.
In the General area, click on the pencil edit button to display the Edit General pop-up. If you know the approver’s NetID, you can just type it in. Otherwise, click on the magnifying glass to search. Select the desired approver by clicking the blue plus select button. When done, click Save Changes at the bottom of the Custom Field Search and Edit General windows.
When done, The Optional PR Approver will be listed. All three sections (General, Shipping, and Billing) can modified by clicking on the pencil edit button in the upper right corner of each section.
By adding this Optional Approver step, you are adding an additional single Approver for review, not a group of Approvers. It’s worth noting, however, that Approvers can forward a document between each other prior to taking an approval action should more than one individual need to review it. By applying a valid user to this field (can only select from users with at the Approver role), an additional stop is added to the workflow for that document, prior to FO Approval.
When everything looks good, click on the Place Order button to submit the Purchase Requisition (PR) and initiate the workflow approvals.
After submission, you are assigned a PR number and a display of possible next steps will appear.
You can always find your PR by clicking on Shop > My Carts and Orders > View My Orders (Last 90 Days) From the list that displays, you can add or remove filters to display your desired results. Then click on the number to re-open the requisition. When you are in the Requisition, you now know that you can click on the What’s next for my order? section to view the approval progress.
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