To help you easily create a new request, the following tools are available throughout the request building process.

Base Your Request on Frequently Ordered Items

Budget Account Search

Budget Adjustments

Approval Track Quick Look

Supporting Documentation

Vendor Search

Purchasing Agent Search

1.    From the Requisitions and Orders feature, click the Make new request link. The Request Line Items page appears.

2.    Enter the details.

3.    Complete the request or save it to complete later.

a.    To complete the request and submit for approval, click the Submit for approval button.

b.    To save the request and complete it later, click the Save, and submit later link.

 

1.    Locate your saved requisition on the Main View page in the Unsubmitted section or search for it using the Request and Order Search page. To search for a requisition:

a.    Click the Search your requisitions link. The Request and Order Search page appears.

b.    Narrow your search by using one or all of the requisition criteria.

c.     Click the Search button. Any requests matching your criteria appear.

The search only retrieves requests that fit your combined selection requirements. The fewer criteria used, the more results the search returns. To view all requests, do not specify any search criteria and click the Search button.

2.    Click the link of the saved request you want to complete and submit. The Submit Request page of your saved request appears.

 

1.    Start a new request from scratch or open a saved request.

2.    Enter the details, beginning with the Request Date.
Click the Calendar icon, and make the appropriate selection.

The request date determines the budget to be used and which projects are available.

3.    In the Item column, enter the name of the item being ordered or select a commonly ordered item. To select a commonly ordered item:

If you select a frequently ordered item, any previously entered item information is lost.

a.    Click the Find frequently ordered items link. The Inventory Search window appears.

b.    In the Item description includes column, start entering the name of the commonly ordered item. Related inventory automatically appears.

Existing inventory automatically appears as soon you start typing. For a broad list, enter a few letters. For a more precise list, enter an exact name.

c.     To sort the inventory, click any column heading along the heading row.

d.    From the Select column, select the inventory item.

e.    Click the OK button. The Inventory Search window closes and the details of the item automatically appear on the Request Line Items page.

f.     If the item you are searching for didn't appear, click the Cancel, go back link or the Close icon.

4.    In the Quantity and Price columns, enter the quantity and price of the item being requested.

If you selected a commonly ordered item, the price automatically appears. The price can be updated, but only applies to this request.

5.    In the Shipment container and Catalog # columns, enter how the item is to be shipped or the catalog number, if known.

If you selected a commonly ordered item, the Shipment Container and Catalog # may automatically appear. These can be updated, but the updates only apply to this request.

6.    From the Budget account drop-down options, select the budget account being used to pay for the item or click the Search for account link to search accounts by number, description, or component.

Selecting an account versus searching for an account depends upon the number of accounts configured to appear. This configuration is a part of the campus portal framework settings. Contact your IT manager or system administrator for more information.

7.    If the request is over budget and you are using J1 Desktop and campus portal Budget, you can submit a budget adjustment to cover the cost of the request:

To make adjustments, you must be assigned to a worksheet as a Transfer or Adjustment Submitter.

a.    Click the Adjust budget link. The Line Items Details screen appears.

b.    In the How much column, enter the amount to be transferred.

c.     From the Where section, click Look for a transfer. The Available Line Items screen appears displaying the worksheets and line items available for transferring.

d.    Select the checkboxes of the line items from which you transferring.

e.    In the Transfer $, enter the amount to be transferred from the line item.

f.     From the From drop-down list options, select the budget period from which you want to transfer the amount.

g.    Click the Add to your request button. The Submit Transfer Request screen reappears.

h.    From the When drop-down list options, select the budget period for when you want to apply the adjustment.

i.      To include the amount as a permanent part of the budget (when approved), select the This need is permanent. Include this increase in next year's budget. checkbox. If the adjustment is temporary, do not select this checkbox.

j.      In the Why column, enter a reason for making the adjustment.

k.    Click the Make adjustment now button. The Request Line Items page reappears.

8.    If the account is related to a specific project, select it from the Project code drop-down options.

If you select an account that can cover the request expense, the Under Budget icon appears. If you select an account that cannot cover the request cost, the Over Budget icon appears.

9.    Arkansas and Oklahoma schools with J1 Desktop state reporting licenses:

a.         Arkansas only: Select the Procurement Code, State Account Code, and Cost Center Code from the drop-down lists.

b.         Oklahoma only: Select the OK State Object Code from the drop-down list.

10.  In the Detailed description column, enter any relevant details about the item being requested to help approvers in the process.

11.  To add supporting documents such as price quotes, purchase justifications, budget information, etc.:

a.    Click the Add supporting documentation link. The Add Supporting Document pop-up window appears.

b.    Click the Choose File button. The Open window appears.

c.     Locate and select the appropriate supporting document attachment.

d.    Click the Open button. The file is selected and the Open window closes and the supporting document appears on the Add Supporting Document window.

e.    Click the Save button. The Add Supporting Document window closes and the supporting document is now included with the request.

f.     To add additional supporting documentation, repeat steps a - e.

12.  To save this request and add another line item, click the Save, add another link. Repeat steps 2 - 8.

13.  To continue completing the request, click the Done, proceed to checkout button. The Submit Request page appears.

14.  To add another item to the request:

a.    Click the Add another item link. The Request Line Items page reappears.

b.    Complete steps 3 - 11 as many times as needed.

15.  In the Request name column, enter a brief description of the request.

16.  In the Purchasing Agent column, enter the purchasing agent's ID number or search for the purchasing agent. To search for a purchasing agent:

a.    Click the Search link. The Purchasing Agent Search window appears.

b.    In the Just start typing the name of the colleague you are looking for column, start entering the purchasing agent's name. Existing purchasing agents defined as active employees in HR automatically appear as soon you start typing.

For a broad list, enter a few letters. For a more precise list, enter an exact name.

c.     To perform a more comprehensive search of colleagues, enter their name in the Perform a broader, more expansive search and click the Search further button.

These results may include people not officially designated as active employees in HR; review your final selection carefully.

d.    From the search results, select the appropriate purchasing agent and click the OK button or cancel by clicking the Close icon. The Purchasing Agent Search window closes.

17.  In the Need by date, enter or select the date when you want the requested item.

To select a date, click the Calendar icon and make the appropriate selection.

18.  To select the approval track for the request when utilizing manual tracks, select the approval track from the Approval track drop-down options. If automatic tracks are being used, the approval tracks are automatically assigned when the request is submitted.

To preview the approval track, click the Preview link. The Approval Track Details window appears where you can see who is involved in the approval process and in what order.  

It is highly recommended that you select an approval track. If an approval track is not selected, the requisition automatically goes from submitted to approved without any approvers reviewing.  

Approval tracks are created in Purchasing. For more information about the available approval tracks, contact your module manager.  

19.  In the Vendor column, enter the vendor's ID number or search for the vendor. To search for a vendor:

a.    Click the Search link. The Vendor Search window appears.

b.    In the Vendor name includes column, start entering the vendor's name. Existing vendors automatically appear as soon you start typing.

For a broad list, enter a few letters. For a more precise list, enter an exact name.

c.     Make the appropriate selection and click the OK button. The Vendor Search window closes.

20.  From the Ship order here drop-down options, select where the item is to be delivered.

21.  To add a comment to the request:

a.    Click the Add a Comment link. The Enter a Comment window appears.

b.    Enter your comment.

c.     Click the Save button. The Enter a Comment window closes.

22.  To add an attachment to the request:

The Module Manager or IT Department determines the types of files that can be attached and any file size limitations in Purchasing.

a.    Click the Add a file link. The Upload a File window appears.

b.    Click the Choose File button. The Open window appears.

c.     Browse to where the file to be attached is located.

d.    Select the file to be attached.

e.    Click the Open button. The Open window closes and the Upload a File window reappears.

f.     Click the Save button. The Upload a File window closes and the attached file automatically appears on the page.

23.  To add a comment to an item in the request:

a.    From the specific item, click the Add Comment or Comments icon. The Comments window appears.

b.    Enter your comment.

c.     Click the Add Comment button. The comment appears at the top of the Comments window.

d.    To close the Comments window, click the Close icon.

24.  To add an attachment to an item in the request:

The Module Manager or IT Department determines the types of files that can be attached and any file size limitations in Purchasing.

a.    From the specific item, click the Add Comment or Comments icon. The Comments window appears.

b.    Click the Add a file link. The Upload a File window appears.

c.     Click the Choose File button. The Open window appears.

d.    Browse to where the file to be attached is located.

e.    Select the file to be attached.

f.     Click the Open button. The Open window closes and the Upload a File window reappears.

g.    Click the Save button. The Upload a File window closes and the attached file automatically appears on the Comments window.

h.    To close the Comments window, click the Close icon.

25.  If you are making this request for someone else, select their name from the drop-down options or search for it. To search for the appropriate person:

a.    Click the Search link. The Requester Search window appears.

b.    In the Just start typing the name of the colleague you are looking for column, start entering the name of the colleague for whom you are making the request. Existing colleagues defined as active employees in HR automatically appear as soon you start typing.

For a broad list, enter a few letters. For a more precise list, enter an exact name.

c.     To perform a more comprehensive search of colleagues, enter their name in the Perform a broader, more expansive search and click the Search further button.

These results may include people not officially designated as active employees in HR; review your final selection carefully.

d.    From the search results, select the appropriate colleague for whom you are making the request and click the OK button or cancel by clicking the Close icon. The Requester Search window closes.

26.  To save the request and complete it later, click the Save, and submit later link. The request is saved. To complete the request and submit for approval, click the Submit for approval button.

 

1.    Click the Find frequently ordered items link. The Inventory Search window appears.

2.    In the Item description includes column, start entering the name of the commonly ordered item. Related inventory automatically appears.

Existing inventory automatically appears as soon you start typing. For a broad list, enter a few letters. For a more precise list, enter an exact name.

 

3.    To sort the inventory, click any column heading along the header row.

4.    From the Select column, select the inventory item.

5.    Click the OK button. The Inventory Search window closes and the details of the item automatically appear on the Request Line Items page.

6.    If the item you are searching for didn't appear, click the Cancel, go back link or the Close icon.

 

1.    Access the request to which you want to add another item. The Submit Request page appears.

2.    Click the Add another item link. The Request Line Items page reappears.

 

Add a comment to either the whole request or to a line item.

1.    To add the comment to the whole request:

a.    Click the Add a Comment link. The Enter a Comment window appears.

b.    Enter your comment.

c.     Click the Save button. The Enter a Comment window closes.

2.    To add the comment to a line item:

a.    From the specific item, click the Add Comment or Comments icon. The Comments window appears.

b.    Enter your comment.

c.     Click the Add Comment button. The comment appears at the top of the Comments window.

d.    To close the Comments window, click the Close icon.

 

Add an attachment either to the whole request or to a line item.

The Module Manager or IT Department determines the types of files that can be attached and any file size limitations in Purchasing.

1.    To add the attachment to a line item:

a.    Click the Add a file link. The Upload a File window appears.

b.    Click the Choose File button. The Open window appears.

c.     Browse to where the file to be attached is located.

d.    Select the file to be attached.

e.    Click the Open button. The Open window closes and the Upload a File window reappears.

f.     Click the Save button. The Upload a File window closes and the attached file automatically appears.

2.    To add the attachment to a line item:

a.    From the specific item, click the Add Comment or Comments icon. The Comments window appears.

b.    Click the Add a file link. he Upload a File window appears.

c.     Click the Choose File button. The Open window appears.

d.    Browse to where the file to be attached is located.

e.    Select the file to be attached.

f.     Click the Open button. The Open window closes and the Upload a File window reappears.

g.    Click the Save button. The Upload a File window closes and the attached file automatically appears on the Comments window.

h.    To close the Comments window, click the Close icon.

 

The search option is only available when the number of accounts exceeds the number configured to appear as drop-down options. For more information about this campus portal framework configuration, contact your IT manager or system administrator.   

1.    From the Budget account drop-down options, select the budget account being charged for the request cost.

2.    Click the Search for account link. The GL Account Selection window appears.

3.    To search by account number:

a.    Select the Search by Account Number option.

b.    Enter the full account number or any known part of the account number.

c.     Click the Search button. The accounts to which you have access that match the numbers entered appear.

d.    Select the appropriate account and click the Select Account button. If none of the accounts match, click the X button.

4.    To search by account description:

a.    Select the Search by Account Description option.

b.    Enter the full account description or any known part of the account's description.

c.     Click the Search button. The accounts to which you have access that match the description entered appear.

d.     Select the appropriate account and click the Select Account button. If none of the accounts match, click the X button.

5.    To search by account component:

a.    Select the Account Component option.

b.    In the Fund, Department, Cost Center, and/or Object columns, enter one or more of the account components.

c.     Click the Search button. The accounts to which you have access that match the component details entered appear.

d.    Select the appropriate account and click the Select Account button. If none of the accounts match, click the X button.

 

To make adjustments, you must be assigned to a worksheet as a Transfer or Adjustment Submitter.

If the request is over budget and you are using J1 Desktop and campus portal Budget, you can submit a budget adjustment to cover the cost of the request:

1.    Click the Adjust budget link. The Line Items Details screen appears.

2.    In the How much column, enter the amount to be transferred.

3.    From the Where section, click Look for a transfer. The Available Line Items screen appears displaying the worksheets and line items available for transferring.

4.    Select the checkboxes of the line items from which you transferring.

5.    In the Transfer $, enter the amount to be transferred from the line item.

6.    From the From drop-down list options, select the budget period from which you want to transfer the amount.

7.    Click the Add to your request button. The Submit Transfer Request screen reappears.

8.    From the When drop-down list options, select the budget period for when you want to apply the adjustment.

9.    To include the amount as a permanent part of the budget (when approved), select the This need is permanent. Include this increase in next year's budget. checkbox. If the adjustment is temporary, do not select this checkbox.

10.  In the Why column, enter a reason for making the adjustment.

11.  Click the Make adjustment now button.

 

1.    Click the Add supporting documentation link. The Add Supporting Document pop-up window appears.

2.    Click the Choose File button. The Open window appears.

3.    Locate and select the appropriate supporting document attachment.

4.    Click the Open button. The file is selected and the Open window closes and the Add Supporting Document pop-up window re-appears.

5.    Click the Save button. The Add Supporting Document window closes and the supporting document is now included with the request.

6.    To add additional supporting documentation, repeat steps 1 - 5.

 

Approval tracks are created in Purchasing. For more information about the available approval tracks, contact your module manager.  

1.    Click the Preview link. The Approval Track Details window appears and approvers are displayed in descending order.

2.    To sort the list, click any column heading along the top row.

3.    Click the Close or X button.

 

1.    From the Vendor column, click the Search link. The Vendor Search window appears.

2.    In the Vendor name includes column, start entering the vendor's name. Existing vendors automatically appear as soon you start typing.

For a broad list, enter a few letters. For a more precise list, enter an exact name.

3.    Make the appropriate selection and click the OK button or cancel by clicking the Close icon. The Vendor Search window closes.

 

1.    From the Purchasing Agent column, click the Search link. The Purchasing Agent Search window appears.

2.    In the Just start typing the name of the colleague you are looking for column, start entering the purchasing agent's name. Existing purchasing agents defined as active employees in HR automatically appear as soon you start typing.

For a broad list, enter a few letters. For a more precise list, enter an exact name.

3.    To perform a more comprehensive search of colleagues, enter their name in the Perform a broader, more expansive search and click the Search further button.

These results may include people not officially designated as active employees in HR; review your final selection carefully.

4.    From the search results, select the appropriate purchasing agent and click the OK button or cancel by clicking the Close icon. The Purchasing Agent Search window closes.

 

Marking items received allows the requester to identify update purchase order records as items are received or returned. This is especially useful in situations where items are shipped directly to the requestor as opposed to a central receiving location. Depending on your institution's policies, verifying the ordered items have been received is required before invoicing and payment actions can be initiated.

The receiving requirements related to invoicing and cutting checks is configured in Purchasing. For more information, contact your Module Manager.

As you receive items in a requisition, you can mark them as:

·       Fully received

·       Partially received

·       Returned

·       Not received

If multiple requisitions were consolidated into a single PO, you can only see those items you requested.

Mark Order Fully Received

Mark Order Partially Received

Mark Items Returned

Mark Returned Items No Longer Needed

Mark Replacement Items Received

Mark All Items Not Received

Mark Items Not Received for an Order Previously Marked All Received

Mark Items Returned for an Order Previously Marked All Received