Entering a Purchase Requisition Lesson


In this lesson you will learn how to enter a purchase requisition.


Steps:

  1. 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
  2. Click the State of Nebraska link.

    Step 2
  3. Click the Purchasing - Agencies link.

    Step 3
  4. Click the Requisitions - Agency link.

    Step 4
  5. Click the Work with Requisition link.

    Step 5
  6. Click the Add button.

    Step 6
  7. Enter Header Information for this Requisition

    Step 7
  8. Supplier

     

    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
  9. Click in the Supplier field.

    Step 9
  10. Enter the desired information into the Supplier field. Enter "999999".

    Step 10
  11. Click in the Ship To field.

    Step 11
  12. Ship To

     

    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
  13. Invoice To - the address the Vendor will send their invoice to

     

    Automatically populates but can be overridden

    Step 13
  14. Press [Tab].

    Step 14
  15. 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
  16. Click in the Business Unit field.

    Step 16
  17. Business Unit - BU accountable for the order

     

    Enter the desired information into the Business Unit field. Enter "9000".

    Step 17
  18. Dates

     

    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
  19. Enter the desired information into the Requested field. Enter "01/05/2010".

    Step 19
  20. Click in the Prom Del Date field.

    Step 20
  21. Enter the desired information into the Prom Del Date field. Enter "01/05/2010".

    Step 21
  22. Enter the desired information into the Cancel Date field, if applicable.

    Step 22
  23. 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 – Exempt

    Step 23
  24. Enter the desired information into the Order Type field. Enter "OR".

    Step 24
  25. Click the Additional Properties tab.

    Step 25
  26. Data on the Additional Properties tab provides information about the document: Document Description, Document Location, and Document Contact

    Step 26
  27. Document Description

     

    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 characters

    Step 27
  28. Click in the Document Description field.

    Step 28
  29. Enter the desired information into the Document Description field. Enter "IDENTIFY WHAT THE DOC IS FOR".

    Step 29
  30. Document Location

     

    o Mandatory

     

    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” - facility

    Step 30
  31. Click in the Document Location field.

    Step 31
  32. Enter the desired information into the Document Location field. Enter "678925".

    Step 32
  33. Document Contact

     

    o Mandatory

     

    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
  34. Click in the Document Contact field.

    Step 34
  35. Enter the desired information into the Document Contact field. Enter "100386".

    Step 35
  36. Order Addresses

     

    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 information

    Step 36
  37. Click the Form button.

    Step 37
  38. Click the Order Addresses menu.

    Step 38
  39. 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
  40. To revise/view the Ship To address; click the Ship To option.

    Step 40
  41. Click the OK button.

    Step 41
  42. Click the Order Detail tab.

    Step 42
  43. Enter Detail Lines for this Requisition

     

    DO NOT CLICK ON "OK" BUTTON

    Step 43
  44. 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
  45. Inventory Number

     

    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
  46. Click in the Inventory Number field.

    Step 46
  47. 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
  48. 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
  49. NIGP Sub field will populate from the NIGP Number/Inventory Number;  this is the two-digit commodity code suffix

    Step 49
  50. Click in the Quantity Ordered field.

    Step 50
  51. Quantity Ordered – Enter the quantity of the item that you require.

     

    Enter the desired information into the Quantity Ordered field. Enter "100".

    Step 51
  52. 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
  53. Click in the Unit Cost field.

    Step 53
  54. Unit Cost – the estimated cost per unit.

     

    Enter the desired information into the Unit Cost field. Enter "50".

    Step 54
  55. Extended Cost – The system will automatically populate this field based on the Quantity Ordered and Unit Cost fields.

    Step 55
  56. 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
  57. Click in the Description 1 field.

    Step 57
  58. 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
  59. Click in the Description 2 field.

    Step 59
  60. 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
  61. Click in the Account Number field.

    Step 61
  62. 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
  63. The following fields populate based on the Account Number:

     

    Cost Center

    Obj Acct

    Sub

    SBL Type

    Subledger

    Step 63
  64. Business Unit - Automatically populates from the Business Unit on the Order Header.  This can be revised on the detail line.

    Step 64
  65. Line Number - Automatically populates in sequence

    Step 65
  66. Click in the Ln Ty field.

    Step 66
  67. 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
  68. 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
  69. Report Code 4 – Used ONLY for Purchasing for Inventory

     

    Identifies Master Planning Family

    Step 69
  70. Other fields on a detail line may be required by your Agency.  Fill these required.

    Step 70
  71. 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
  72. 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
  73. Click the OK button.

    Step 73
  74. Click the Cancel button.

    Step 74
  75. Click the Close button.

    Step 75

You have successfully completed this lesson.

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