Entering a Purchase Requisition for Communications Equipment (OT) Lesson



Steps:

  1. Click the State of Nebraska link.

    Step 1
  2. Click the Purchasing - Agencies link.

    Step 2
  3. Click the Requisitions - Agency link.

    Step 3
  4. Click the Enter Commodity Requisition link.

    Step 4
  5. Click the Enter Communications Equip Req (OT) link.

    Step 5
  6. Click the Add button.

    Step 6
  7. Enter "557759" for CIO Division of Communications into the Supplier field.

     

    This will always be the number to enter.

    Step 7
  8. Press [Tab].

    Step 8
  9. 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 "678925".

    Step 9
  10. Press [Tab].

    Step 10
  11. Invoice To - the address the Vendor will send their invoice to

     

    o Automatically populates but can be overridden

     

    o Primarily "S" search type Address Book records if the invoice will not be sent to the "Ship To" address.

     

    Press [Tab].

    Step 11
  12. Buyer Number - Individual who is primarily responsible for this document at the AGENCY

     

    Enter "100378".

    Step 12
  13. Press [Tab].

    Step 13
  14. Business Unit - BU accountable for the order

     

    Enter "65025009".

    Step 14
  15. Press [Tab].

    Step 15
  16. 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 16
  17. Enter the date you wish to receive your orderinto the Requested field.

     

    Enter "04/01/2010".

    Step 17
  18. Press [Tab].

    Step 18
  19. Enter the date you were told by the supplier you should receive your order into the Prom Del Date field.

     

    Enter "04/01/2010".

    Step 19
  20. Press [Tab].

    Step 20
  21. 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 - OT - Requisition for Communications Equipment

    Step 21
  22. Click the Additional Properties tab.

    Step 22
  23. Data on the Additional Properties tab provides information about the document: Document Description, Document Location, and Document Contact

    Step 23
  24. Click in the Document Description field.

    Step 24
  25. Enter the desired information into the Document Description field. Enter "DOCUMENT DESCRIPTION".

    Step 25
  26. 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 26
  27. Click in the Document Location field.

    Step 27
  28. Enter the desired information into the Document Location field. Enter "678925".

    Step 28
  29. Press [Tab].

    Step 29
  30. 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 30
  31. Enter the desired information into the Document Contact field. Enter "100378".

    Step 31
  32. Click the Order Detail tab.

    Step 32
  33. Enter Detail Lines for this Requisition

     

    DO NOT CLICK ON "OK" BUTTON

    Step 33
  34. Note:  Order Number will not be created until Oder Detail information is entered.

    Step 34
  35. Inventory Number & NIGP Information

     

    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 35
  36. Click in the Inventory Number field.

    Step 36
  37. 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 37
  38. Inventory Number - Provides data regarding the type of item you are purchasing.

     

    A suggested list of Inventory number are provided below in accordance with the CIO - Division of Communications:

    .

    • 72559 – Telecommunications Parts and Pieces not otherwise specified.

    • 91579 – Telecommunications Services (Not otherwise classified)

    • 72553 – Telephone dialing and answering apparatus

     

    Enter "72559".

    Step 38
  39. Press [Tab].

    Step 39
  40. Enter the desired information into the Inventory Number field. Enter "72559".

    Step 40
  41. 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 41
  42. NIGP Sub field will populate from the NIGP Number/Inventory Number;  this is the two-digit commodity code suffix

    Step 42
  43. Press [Tab].

    Step 43
  44. Press [Tab].

    Step 44
  45. Press [Tab].

    Step 45
  46. Quantity Ordered – Enter the quantity of the item that you require.

     

    Enter "5".

    Step 46
  47. 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 47
  48. Enter a price not less than $5.00 into the Unit Cost field.

     

    This is necessary to route through your agency for approval. If you wish to enter and exact cost, please contact the CIO - Division of Communications at 402/471-3562.

     

    Enter "5".

    Step 48
  49. Enter Equipment description (ex. M12 amplifier) into the Description 1 field.

     

    Enter "M12 AMPLIFIER".

    Step 49
  50. Press [Tab].

    Step 50
  51. Enter Agency's Billing Number and Job Code (ex. BN 402/471-3562; JC6506750) into the Description 2 field on each detail line in order for that line to print out billing information.

     

    Enter "BN 402/471-0124 JC6506750".

    Step 51
  52. Press [Tab].

    Step 52
  53. Enter Billing Number.Object Account (Ex. 65060012.534700) Account number into the Account Number field.

     

    NOTE: This is the same as Business Unit.object code 534700 (534700 = Communications Supplies Expense)

     

    Enter "65060012.534700".

    Step 53
  54. Ln Ty – Line Type

     

    Defaults to 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

    Step 54
  55. Click the OK button.

    Step 55
  56. Click the Cancel button.

    Step 56
  57. Click the Close button.

    Step 57

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