In this lesson you will learn how to enter a purchase requisition.
End User MUST know the document type (listed) to enter a Commodity or Service requisition. (OR, O8, ZR, OO, OT, OW, OI, ON, O3, O5, Z6)
The screens shown in this work instruction may not reflect what the end-user will see.Step 1
Click the State of Nebraska link.Step 2
Click the Purchasing - Agencies link.Step 3
Click the Requisitions - Agency link.Step 4
Click the Work with Requisition link.Step 5
Click the Add button.Step 6
Enter Header Information for this RequisitionStep 7
o Use 999999 (Best Source – Generic Supplier Address Book number ) when total value is estimated to be greater than $2,000 and acquiring bids
o If you are purchasing items less than $10,000 and not creating your Purchase Order through the use of a Quotation Request, you can enter the Address Book number of the vendor from whom you will purchase the goods. On the second Order Header "Text Attachment", enter the names of vendors from whom you solicited bids and their responses.
o Use the Vendor number if the commodity or service is a Sole Source or this document will not require bidding and the vendor is known.
o Primarily "V" search type Address Book records.
NOTE: This should NEVER be an "E" search type Address Book record.Step 8
Click in the Supplier field.Step 9
Enter the desired information into the Supplier field. Enter "999999".Step 10
Click in the Ship To field.Step 11
o Address to which the goods are to be delivered or the location where services are to be performed
o If multiple locations, A/B # 559783 (FACILITY, MULTIPLE ADDRESSES) can be used
o Primarily "F" search type Address Book records.
Enter the desired information into the Ship To field. Enter "678925".Step 12
Invoice To - the address the Vendor will send their invoice to
Automatically populates but can be overriddenStep 13
Press [Tab].Step 14
Buyer Number - Individual who is primarily responsible for this document at the AGENCY
o If the Purchase Requisition is required to go through AS Materiel – State Purchasing Bureau, they will populate this field with the address book number of the Buyer who is responsible for bidding this document
Enter the desired information into the Buyer Number field. Enter "100386".Step 15
Click in the Business Unit field.Step 16
Business Unit - BU accountable for the order
Enter the desired information into the Business Unit field. Enter "9000".Step 17
o All dates default to current date but can be overridden
o Entered Date – The date this Purchase Requisition is entered into NIS
o Requested – The date you want to receive the item; change date to accommodate formal bidding process. If the requisition is to establish a contract, this date may be used to indicate the beginning date of the contract.
o Prom Del Date – The date that the vendor has promised delivery. This information is used for tracking vendor performance – the system will compare the date received against the promised date. It is important to enter a valid Promised Delivery date. If the requisition is to establish a contract, this date is used as the contract renewal date. You do not need to populate this date until needed.
o Cancel Date – Will remain blank unless you enter data. This can reflect the last date the requisition is valid. It is not necessary to enter a cancel date at this level.Step 18
Enter the desired information into the Requested field. Enter "01/05/2010".Step 19
Click in the Prom Del Date field.Step 20
Enter the desired information into the Prom Del Date field. Enter "01/05/2010".Step 21
Enter the desired information into the Cancel Date field, if applicable.Step 22
An Order Number has three components:
o Order Number - system assigned
o Order Type - defined by user at time of entry
o Order Fund - automatically assigned based on Business Unit
Order Type - the second field of the Order Number.
Note: It is mandatory to enter an Order Type (Document Type).
The following order types are specific to Requisitions:
o OR - Requisition for Commodity Contract
o OO - Restricted Requisition
o OT - Requisition for Communications Equipment
o OW - Requisition for Equipment, Print Services, or Firearms Thru AS Materiel Division, State Purchasing Bureau
o OI - Requisition for Vehicles Thru AS – Transportation Services Bureau
o ON - IT Equipment and Services
o O3 - Requisition for Service – Processed by Agency (optional)
o O5 - Requisition for Service – Processed by Bureau
o Z6 - Requisition for Services – ExemptStep 23
Enter the desired information into the Order Type field. Enter "OR".Step 24
Click the Additional Properties tab.Step 25
Data on the Additional Properties tab provides information about the document: Document Description, Document Location, and Document ContactStep 26
o Highly Recommend
o Populate for a commodity or service requisition, this field can be used for free form text. It is helpful to fill this field in at the requisition level. Populate with data that describes the goods/services being procured. This information will print on reports.
o This field can hold up to 30 alpha/numeric charactersStep 27
Click in the Document Description field.Step 28
Enter the desired information into the Document Description field. Enter "IDENTIFY WHAT THE DOC IS FOR".Step 29
o Identifies the facility where a commodity or service requisition was established, this field can be pulled from the address book.
o This must be a Address Book Search Type of “F” - facilityStep 30
Click in the Document Location field.Step 31
Enter the desired information into the Document Location field. Enter "678925".Step 32
o Identifies the primary person responsible for the commodity or service requisition. This field can be pulled from the address book.
o This must be an Address Book Search Type of “B, E, N, or X”.Step 33
Click in the Document Contact field.Step 34
Enter the desired information into the Document Contact field. Enter "100386".Step 35
o This step is optional.
o This enables an end-user to modify the addresses tied to a "supplier" address book number or a "ship to" address book number for the current document. These changes will transfer to generated documents, but will not change the address book record. If generating a Purchase Order or Contract from the requisition, the end-user must click Form, Refresh on the Order Address Information window to populate the form with the correct mailing name and appropriate informationStep 36
Click the Form button.Step 37
Click the Order Addresses menu.Step 38
At the Order Level, either the Supplier Address or the Ship to Address can be updated to reflect an address different than the address on the Address Book record.
Change the mailing information as needed.Step 39
To revise/view the Ship To address; click the Ship To option.Step 40
Click the OK button.Step 41
Click the Order Detail tab.Step 42
Enter Detail Lines for this Requisition
DO NOT CLICK ON "OK" BUTTONStep 43
The new Order Number|Order Type will appear and should be recorded if you wish to do more work with them or facilitate searches later.Step 44
o Inventory Number – represents the NIGP commodity code for items to be purchased. All applicable 5-digit codes for Services will be > 90000. All Commodity Codes will be <90000. This field will not print on the purchasing documents.
o 3-Digit NIGP – Will populate from the NIGP Number/Inventory Number; this is the three-digit prefix to a commodity code
o NIGP Sub – Will populate from the NIGP Number/Inventory Number; this is the two-digit commodity code suffix
3-Digit NIGP and NIGP Sub automatically populate from the data entered in the NIGP Number/Inventory Number field but can be overridden.Step 45
Click in the Inventory Number field.Step 46
Inventory Number - Provides data regarding the type of item you are purchasing.
Enter the desired information into the Inventory Number field. Enter "92000".Step 47
3-Digit NIGP field will populate from the NIGP Number/Inventory Number; this is the three-digit prefix to a commodity code
You must enter data in the 3-Digit NIGP field for all additional lines.Step 48
NIGP Sub field will populate from the NIGP Number/Inventory Number; this is the two-digit commodity code suffixStep 49
Click in the Quantity Ordered field.Step 50
Quantity Ordered – Enter the quantity of the item that you require.
Enter the desired information into the Quantity Ordered field. Enter "100".Step 51
Tr. UoM – Transaction Unit of Measure. System defaults to EA; override this with the appropriate unit of measure if necessary. Other options can be found using the visual assist.Step 52
Click in the Unit Cost field.Step 53
Unit Cost – the estimated cost per unit.
Enter the desired information into the Unit Cost field. Enter "50".Step 54
Extended Cost – The system will automatically populate this field based on the Quantity Ordered and Unit Cost fields.Step 55
Pu. UoM - Purchase Unit of Measure. Defaults to the same Unit of Measure in the Tr. UoM field.
Pu. UoM must equal Tr. UoM or an error will occur.Step 56
Click in the Description 1 field.Step 57
Description 1 – This is free text – will print on all purchasing documents; enter descriptive data pertaining to the specific detail line. System will capitalize the text.
Enter the desired information into the Description 1 field. Enter "THIS IS DESCRIPTION LINE 1".Step 58
Click in the Description 2 field.Step 59
Description 2 – This is free text – will print on purchasing documents; enter descriptive data that you want to appear in NIS. System will capitalize the text.
Enter the desired information into the Description 2 field. Enter "THIS IS DESCRIPTION LINE 2".Step 60
Click in the Account Number field.Step 61
Account Number – valid business unit and object account from the Chart of Accounts.
Enter the desired information into the Account Number field. Enter "9000.554900".Step 62
The following fields populate based on the Account Number:
Business Unit - Automatically populates from the Business Unit on the Order Header. This can be revised on the detail line.Step 64
Line Number - Automatically populates in sequenceStep 65
Click in the Ln Ty field.Step 66
Ln Ty – Line Type
Enter the appropriate Line Type for your order.
o J - Non-Inventory or Non-Stock Item; Represents "G/L Account Number," it indicates that a purchase is going to be made against a specific account and that funds will be drawn from that Business Unit and Object Account
o S - Inventory; Represents the item being order is purchased good or raw material for stock.
o N - Non-Stock Item; Represents a good that is used to manufacture a Finished Inventory item. But not counted in Inventory
o T - Text Line; indicates that text will be included on this line, but there will not be any funds/accounts associated with this line.
o X - Outside Operations; Do Not use for this process
If this is a requisition for Supply Inventory, the Line type will be "S."
Enter the desired information into the Ln Ty field. Enter "J".Step 67
Dev Request - Deviation Request for Commodities and Services:
o Exception Orders
o Emergency Purchases
o Direct Purchase Authority, DPA
o Statewide Contract Use
o Deviation Process
In this lesson, we will not use this field.Step 68
Report Code 4 – Used ONLY for Purchasing for Inventory
Identifies Master Planning FamilyStep 69
Other fields on a detail line may be required by your Agency. Fill these required.Step 70
Line Attachments -
Line Attachments: Text (to Detail Lines) if desired. (Please refer to the work instructions to Enter Attachments to Detail Lines)
Line Attachments: OLE (to Detail Lines) if desired. (Please refer to the work instructions to Enter Attachments to Detail Lines)Step 71
Add as many detail lines as necessary to the Requisition.
Use the down arrow on the keyboard to move the cursor to the next line if required.
Remember: You must enter data in the 3-Digit NIGP field for all additional lines.Step 72
Click the OK button.Step 73
Click the Cancel button.Step 74
Click the Close button.Step 75
You have successfully completed this lesson.
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