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Procure to Pay User Guide - Program for Disability Research

1. THE STATE LNVERSITY OF NEW JERSEY Shopping Lists Non Catalog Request gt atalogs Search Bapos American English So Search Tips Shop Catalog gt Catalog Search Results Top item matches found in Categories Category for Internal Purchase Order Suppliers Shopping Lists Search Results for IPO Select item s and i C Ascending Go Filter Results or Sort by F None Descending Select All Clear All Supplier m Paisa y 1o PO Diino Senicos E r ight E c Each 1 00 rO ue Express AP 23 E cr exch 100 PM As 7 ens eah O e z TERT se ein dm a cal ond ao E tn Bren 100 BONEN meas sete Select All Clear All Select ite mis and Didn t find it Try browsing or create a Non Catalog Request Category Matches Shopping List Matches Category for Internal Purchase Order Suppliers pg Supplier Matches Addto Cart Add to Favorites J Browse all categories Contract You may also find your item at these supplier sites Exchange Oracle com Numkset Number tare 1 10 shown of 17 Next gt Category for Internal Purchase Order Suppliers 64 Category for Internal Purchase Order Suppliers 70 Category for Internal Purchase Order Suppliers 79 Category for Internal Purchase Order Suppliers 81 Category for Internal Purchase Order Suppliers 82 Category for Internal Purchase Order Suppliers 84 Category for Internal Purchase Order Suppliers 85 Category for Intern
2. 7 To view the approval history and who has the requisition in their queue select the link View Approval History link Use your browser s back button to return to the View Requisition Details screen Smith Tim Smith Tim Smith Tim Jones Eileen F Y Submitted Y Reserved Y Forwarded Y Approved Action Date S 24 MAY 2002 Please Check the natural account 24 MAY 2002 24 MAY 2002 24 MAY 2002 Please Check the natural account Shopping Cart Management Scope This procedure covers how to save reopen delete combine and replace shopping carts A shopping cart is a container for all the items you have selected in the current session You may save a shopping cart and return to it later Saved shopping carts are considered Requisitions in progress and your shopping cart number will be the same as your requisition number To Save a Shopping Cart 1 Click Save Cart found on the Shopping Cart Contents page when preparing a requisition 2 Enter a description in the Cart Description field then select OK TRE STATE UNIVERSITY OF NEW R 9 RUTGERS 2 2 Log Off Shopping Cart Hel Shopping Cart Delivery Billing Approvers Review Submit y Shopping Cart Contents gt Open Saved Cart Quantit Footballs update Total 25 00 To view new totals after updating quantities click the update link I CHECK HERE FOR QUICK ORDERS AND CHECK REQUESTS ONLY Save Cart Proceed to Checkout Save the items in y
3. Approve Approve And Forward Forward 10 Click on the Select link to the left of the User name elect User Search for Go Click a Select link to choose a value 1 3 shown of 3 Internal Name MCONLIN 11 Once you have selected an action click Submit to forward the requisition to the individual that you indicated 12 Once you select an action the notification you selected is no longer included in your listing of notifications worklist Yo yiIL reeeiye aconfirmation that vour notification respgnse has been 3 has been submitted uisition Status Notifications gt Notification Details Confirmation Your notification response has been submitted 13 Select Requisition Status Notifications link to return to your Open To Do Notifications Editing a Requisition Received as a Notification Scope This procedure covers how to edit a requisition that you received as a notification Notifications Receiving Approvals View Open To Do Notifications Go Going away Click here to Click here to reassign To Do notifications while you re out ofthe office Open To Do Notifications Select notification and Sort by Date Ascending so Descending PO Requisition 29 MAY 2002 30 MAY 2002 1 Select Requisition Status tab Click on Notifications to view all open notifications 2 Select O
4. Home Shop Requisition Status My Profile Shopping Cart Help 17 Select the cart you would like to combine by clicking on the radial button to the left of the requisition number and cart description Click Open Note You may only open one shopping cart at a time COCO Oo 1 1 Shown of1l Select Requisition Deseription Gratin Date Total c 1192 New Employees cart 29 MAY 2002 uou 1 1 Shown of 1 18 You will receive the following warning message Your shopping cart already contains items THE STATE LNIVERSITY OF NEW JERSSV amp wo e Log Of Shopping Cart Help Requisition Shopping Cart A Warning Your shopping cart already contains items e Press the Add to Cart button to add the saved cart items to your shopping cart Press the Replace Cart button to replace the shopping cart items with the saved cart items 18 Return to Saved Carts Add to Cart Replace Cart Home Shop Requisition Status My Profile Shopping Cart Help If you wish to add the saved cart items to your shopping cart select Add to Cart If you wish to replace the shopping cart items with the saved cart items select Replace Cart 19 You will be returned to the Shopping Cart Contents screen If you wish to add more items to your shopping cart select Return to Shopping or click Proceed to Checkout to complete the requisition Note If your shopping cart has b
5. Other than University Standard 4 Carpet Window Treatment 5 Consulting Services 6 Equipment Requiring Utilities Hook Up 7 Equipment Supplier or Services from Non Contract Supplier 8 Furniture Other than University Standard 9 Hazardous Waste Disposal 10 Importation of Equipment 11 Cylinder Gas Purchases Demurrage Charges 12 Inspection of Service of Fire Suppression Systems 13 Leases 14 Plaques and Monuments Buildings 15 Radioactive Materials 1 Follow the appropriate Step 1 Non Catalog or Step 1 Oracle Exchange procedure to begin creation of the requisition 2 Confirm that the following are true The total of your requisition is 1 000 or less e You have chosen a valid supplier name and site e You have not included items from any of the restricted categories listed above 3 If any of the above criteria is not met use the browser s back button if necessary and make the required modifications 4 On the Shopping Cart Contents screen click on checkbox to the left of Check Here for Quick Order and Check Requests Only No need to check this box if using a RU Exchange Supplier 5 Click Proceed to Checkout 6 Follow Steps 2 through 6 for creating a requisition THE STATE UNIVERSITY OF NOW JERSEY a 2 Exit Shopping Cart Help Requisition Status Shopping Cart Shopping Cart Delivery Billing Notes Approvers Review amp Submit Y Shopping Cart Contents Item Descripti
6. e Working knowledge of the purchasing guidelines issued by University Procurement amp Contracting as well as familiarity with basic business concepts such as those defined in the Standards for University Operations Handbook e Willingness and ability to access interpret and apply the policies and procedures contained in University Regulations and Procedures Manual e Willingness and ability to access interpret and apply the regulations and procedures of externally sponsored programs e Willingness and ability to access and interpret budget expenditure and commitment information through reports or online applications e Willingness and ability to exercise professional judgment and due diligence when determining if an expenditure is reasonable appropriate and necessary refer to separate statement on professional judgment and due diligence e Willingness and ability to assert the proper application of the University s policies and procedures e Willingness and ability to ensure expenditures remain within program or project budgets e Willingness to attend training programs designed for the use of the RIAS applications and other professional development activities sponsored by the University e Willingness and ability to learn and use desktop computing tools including web browsers email I Procurement and word processing applications as well as maintain respect for system security measures and the confidentiality of certain types
7. http uhr rutgers edu rias http www rutgers edu agreement Requisition Fields Printed on Purchase Order Only the following fields will be seen by the supplier e Item Description e Unit of Measure e Quantity e Unit Price and Total e Supplier Name and Address e Need by Date e Requester Name e Deliver to Location e Notes to Supplier Note All other fields not mentioned above would be used for internal purposes only Step 1 Non Catalog Scope This procedure covers the first step in creating a requisition when preparing a non catalog request A non catalog request is used to purchase goods and services not available in an online catalog or Exchange Non catalog requisitions will require review by a Procurement and Contracting Buyer to negotiate price terms and delivery methods unless it is a Quick Order 1 Click Create Non Catalog Request link 2 Select the appropriate Billing Method The default method will be Goods or Services Billed by Quantity To change to Goods or Services Billed as an Amount click on Select link to left of the method s description 3 If you wish to suggest a supplier enter search criteria using the wildcard e g Xerox in the Supplier Name field then click on flashlight icon D D Ext Shopping Cart Help Catalogs Shopping Non Catalog Request Non Catalog Request Indicates a required field Select Billing Method if different than
8. 1 Obtain a paper based internal purchase order through Material Services 2 Prepare in typewritten form 1 Fill in department address and name of person requesting goods or services 2 Indicate by using check mark if this is an internal blanket D or internal I 3 Indicate date of request 4 Indicate department account to be charged including object code 5 Indicate department fund title the name of the account to be charged 6 Insert total dollar amount of order 7 Include the name and address of internal supply department 8 A complete description of materials or services required including item amounts quantities and total dollar value of the order must be included 9 The internal order must be signed by an authorized individual 10 Note the user department s phone extension 3 Retain copy 1 originator s copy forward copy 2 university supplier department copy direct to the department supplying the goods or services forward copy 3 business office copy to your business manager and send copy 4 disbursement control copy to Administrative Services Building Busch Campus Requesting a Payment to be enclosed with a Purchase Order Scope This procedure covers requesting a payment to accompany a purchase order when required by the supplier 1 Follow Steps 1 through 3 of creating a Non Catalog procedure Note Do not indicate the requisition as a Quick Order 2 In Step 4 Enter Notes an
9. Bach Top Campus Centers RENTAL 2 Bede geer 8 If you wish to filter or sort your results select Filter Results or Sort by criteria using the drop down Select either the Ascending or Descending radial button Click Go 9 Click the Select check box to the left of the item you wish to add to your requisition 10 Select Add to Favorites See step 3 through 5 to continue the requisition creation process To create when using Oracle Exchange Supplier 11 Select the More link under Shop Supplier Sites Click on Exchange Oracle com ORACLE Exchang Catalog Advanced Search Search water cooler 13 5 American English y Search Tips E gt Browse Categories T Search within these search results e Edit Search Options Shopping gt Search Results Top Category Matches Drinking fountains or bubblers Search Results for water cooler 13 5 Select item s and Add to Favorites Add to Cart Compare Check Availability Indicates Negotiated Prices Ascendin Filter Results or Sort by FNone 9 Descending Select All Clear All Previous 1 6 shown of6 Mext jin a Grainger Water Cooler 13 5 Gallons Per Hour Free Standing Heavy Duty Each 444 18 USD Drinking fountains or 115 Volts CFC Free bubblers Grainger Hasley Taylor Deluxe Water Cooler 13 5 gallons per Hour 28 inch Each 470 25 USD Drinking fountains or eight bubblers Grainger Elkay Premium Compact Water Cooler 13 5 g
10. Check Request PO Attachments Items To view additional details for a line item click its View link in Guam Pice Tois 1 26353 DC550 Mass Spectrometer 19 JUN 2002 Each 26353 00 Item Description DC550 Mass Spectrometer Special Info None ltem Number Requester 04 Practice Supplies Equipment and u Category Merchandise Deliver To LIV 4087 Supplier Varian Analytical Instruments Need By Date 19 JUN 2002 Supplier Site Chicago 01 Supplier Contact Contact Phone Supplier Item Number To Supplier PO Number 811 Buyer Lyons Kevin L 00 424709 10299 71000 000000 000 26 562 00 201234 10531 71000 000000 000 73 438 me Anemono ype Patton Approve Reject Respond 7 When you are finished with your review select Respond This will return you to the Notifications Details screen Note If you select Approve or Reject you will not be given the opportunity to write notes Instead you will just receive a confirmation that the requisition has been approved or rejected 8 Scroll down page and select an Approver action Optionally you may enter comments in the Note field Do not use the Reassign button Forward To Select Note Approval Action Approve Appro e Approve And Forward Forward Reject Submit As a Reviewer the status of the requisition remains as In Process regardless of which action taken unless it has been rejected If rejected the requisition status would change to Rejected and b
11. Shop Requisition Status My Profile Shopping Cart Help 6 Upon submission a system generated receipt number will be assigned To continue select Return to Receiving i Confirmation Receipt 75 has been created for you Return o Receiving 7 The receipt number is displayed under Receipts at a Glance Receipts at a Glance lists your most current receipts By selecting on the receipt number link shows additional information such as when the item was received and who processed the receipt Receipts at a Glance Item Description Receipt Date computer 06 JUL 2002 BOTL WWM HDPE OBLNG C 22 JUN 2002 SHAKER WTR BATH FRCE 22 JUN 2002 Receipt BAN Bl Entering Returns Scope This procedure covers how to indicate a return of an item online If items previously received on line are returned then the Requester must indicate the return of those items without delay in Internet Procurement 1 After you verified the number of items returned select Receive Items from the Internet Procurement homepage or Receiving if you selected another receiving link ZA Items to Receive Click an item description link to receive the selected item or click a requisition link to receive any of the requisition s items receiving process Receive x Requisition PO Number Item Description NeedBy Record receipt of the it dered a ecord receipt ol e items you ordere 474 1238 computer 11 JUL
12. Ths Sal AE I A Ske 2 8 D IEN Aving te dr HR AA a lea Sala Caer 2 Shopping Cart Contents four sha py lng rar Le rm prg Ts 34 sumell jigi ring eal sal ae sz ecting the Shup tab vr ics ie Relu la Shopping Irk selve nse oper a ned cad Pyan ar E ALS Open Saved Can ser or isla to add keme and dont tork peur cor chose ce cr sce plarze zerlzel 3 249927 admiral nor Fa m doi gay Hwe Show Perito llas bes Soils Shopping Ca dee 6 Select the cart you would like to delete by clicking on the radial button to the left of the requisition number and cart description Click Delete ThE STATE LNIVERSITY OF NEW JERSEY a amp Log Off Shopping Cart Help Shopping Cart Shopping Cart Delivery Billing Notes Approvers Review amp Submit Saved Carts Ready to buy the items in a saved cart Select a saved cart and press the Open button to move its items to your shopping cart Description Eootballs 11 APR 2002 25 00 Footballs 11 APR 2002 25 00 a 1 2Shownof2 ome Shop Requisition Status My Profile Shopping Cart Help Note You may only delete one shopping cart at a time 7 You will receive a warning message Once this saved cart is deleted it cannot be undone If you wish to continue select Yes 8 If yes was selected you will receive a confirmation message The selected saved cart
13. Total Allocation i00 0000c fi co000 fioo00 00 Must equal 100 ofthe selected line values un Need to allocate costs to more than five accounts Click here to add more lines Clear Checkout Changes and Retum to Shopping Cart Home Shop Requisition Status My Profile Shopping Cart Help 4 If you plan to use an account that you pre defined in My Profile See Editing Default Information in My Profile procedure select the appropriate account in the drop down under Charge Account and continue to Step 8 Otherwise continue to Step 5 5 Enter the 6 digit account number you wish to charge for your first item in Fund Source Account 6 Enter the 5 digit organization identification number that corresponds to the fund source you indicated in Step 5 in Organization 7 Enter the 5 digit object subcode that denotes the proper classification of your purchase in Natural Account 8 If you have chosen select multiple charge accounts link enter the percentage quantity or amount you wish to charge for each account Once you have allocated 100 of your purchase select OK Note When you select the multiple charge accounts link you are provided with three different methods of distributing the charge Percent Quantity or Amount You only need to select one method then select the Tab key The system will automatically re calculate the remaining fields To allocate costs to more than five accounts select the add more lines lin
14. n Total 342 71 USD Bookshelves for office Fehn Bruce C Fehn Bruce C Requisition Lines The first five requisition lines are summarized below For additional information click the View Requisition Details link View Requisition Details Edit Requisition ine sai CNN ic iii 1 Bookcase Open 5 Adjustable Shelves 15x36x80 1 2 Arbee Associates 10531 Each 1 342 70999 USD 342 71 Supplier Approval History Markey Eileen F Fehn Bruce C Forward 27 JUN 2002 Fehn Bruce C Reserve 27 JUN 2002 Fehn Bruce C Submit 27 JUN 2002 Open Document Some buttons are disabled because your responsibility does not allow you to launch these forms If you want to reassign the notification so someone else can respond on your behalf press the Reassign button Forward To Select Note E Approval Action Approve Submit _Reassign 5 To view the details of a requisition click View Requisition Details link 6 The View Requisition Details screen will appear Review the information displayed To obtain more details such as the charging instructions select the View link displayed to the left of each reo ati wn taen Tequisiu on LIne E Items To view additional details for a line item click its View link PO Quantity Number Bookcase Open 5 Adjustable Shelves 15x36xB0 1 2 18 JUL 2002 Each 1 342 70999 342 71 View Requisition Details This is not a valid Purchase Order gt View App
15. 1 Fund Source Account gt 6 Digit Value Legacy Account Number 2 Organization 5 Digit Value New Organizational ID 3 Natural Account 5 Digit Value Legacy Sub Object Code 0 Zero at the end Two optional fields entitled Dept Activity 1 and Dept Activity 2 have been provided for your use Note There are two charge account rules the system will validate If you enter an invalid combination when entering your billing instructions you will receive an error The account rules are Rule 1 A valid natural account must be entered with a fund source Rule 2 The correct assigned organizational id must be entered with a fund source For more information on charge account rules see the RIAS web site at http www rias rutgers edu 3 If you will be charging multiple accounts for the first item click select multiple charge accounts THE STATE UNIVERSITY OF NEW JERSEY Exit Shopping Cart Help Checkout Billing Approvers Review Submit Allocate Costs to Multiple Accounts Selected Line Item gt 1 Xerox Copier Model Number 12345 and Stapler attachment number 432 Each 1 10000 00 10 000 00 To allocate cost of the selected line item to multiple charge accounts choose charge account names from the favorite accounts maintained in your personal profile or enter the account values manually Press the OK button when you re finished poy ms my por ons fosos Fo mae e foo foca fo fa SORIA IO III mo a TI
16. Click below to select a different Billing Method gt Select Reserved for future use Do not use gt Select 2 GOODS or SERVICES BILLED AS AN AMOUNT Example 10 000 worth of miscellaneous supplies No on line receiving Manual Certification if 1 000 or more Note A valid supplier and site must be selected if you are preparing a check request or Quick Order request Search Enter search criteria and press the Go button to find suppliers Search By Supplier xXerox Go Supplier Supplier Site Supplier Address Cancel 4 Select Search By criteria either Supplier Supplier Site or Supplier Address then click Go Hint If you are preparing a check request for a petty cash reimbursement select supplier site then search by the petty cash custodian s full name If you see your supplier and site listed click Select to the left of the appropriate supplier site This will return you to the Non Catalog Request screen Notice that the supplier site and address fields are automatically populated If you do not see your supplier and site and have verified your search criteria refer to the Requesting New Update Suppliers and Sites procedure Search Enter search criteria and press the Go button to find suppliers Search By Supplier y exe Search Results Press the Select button to choose a supplier If you cant find the value you want try searching again with different criteria 8 shown o
17. Location Organization and choose the location of LIV 4128 in the above step If your location is not reflected check and or modify your search criteria and repeat the above step Department names are not displayed If your location is still not reflected you mak Wkintallsetype bnobrsatiettaclidresorhendkelect the Enter a one time address OK ThE STATE LNIVERSITY OF NEW JERSEY Exit Shopping Cart Hel Delivery Billing Approvers Review amp Submit Search and Select Deliver To Location Choosing a value for the location field is a two step process First search for locations Second select a location fram the search results Search Enter search criteria and press the Go button to find locations Search By Location Organization Search Results Press the Select button to choose a location If you cant find the value you want try searching again with different criteria O Previous 1 10 shown of 53 Next gt Select BSH 3858 101 RU Biomedical Engineering Modular Building Rm 101 Select BSH 3858 102 RU Biomedical Engineering Modular Building Rm 102 Select BSH 3858 103 RU Biomedical Engineering Modular Building Rm 103 Select BSH 3858 104 RU Biomedical Engineering Modular Building Rm 104 To enter a one time address enter the postal address in the following format e Line 1 Name of Location Line 2 Name of Department and or Contact if necessary e Line 3 Complete
18. Requisition PO Number Item Description Need By Record receipt of the items you ordered 474 1238 computer 11 JUL 2002 Receive Items 260 303 BOTL WM HDPE OBLNG C 10 JUL 2002 Return 7 2 Receipts at a Glance Need to send items back to the supplier 7 Receipt Item Description Receipt Date Return It ae 27 BOTL WM HDPE OBLNG C 22 JUN 2002 2 SHAKER WTR BATH FRCE 22 JUN 2002 Correct Did you record the wrong receipt quantity Correct Receipts 2 Select the link displayed under Requisition PO Number or Item Description that you wish to acknowledge receipt under Items to Receive Alternatively you may select Receive Items link then click on Expanded Search View My Items to Receive Go Expanded Seerch Requisition Status Receiving gt Receive Items Receive Items My Items to Receive Enter a quantity for each item you want to receive and press the Receive button below when you are dene Express Receive allows you to receive items more rapidly By selecting this button you will bypass the Enter Receipt Information and Review and Submit Receipt screens Can t find the item you need to receive Click the Expanded Search link above to enter more specific search criteria Sort by Need By Ascending Go Descendina If you selected Expanded Search enter your search criteria then select Go Remember to use the wildcard with fields denoted with a flashlight icon Receive Items Exp
19. Rutgers College Student Center Space Reservations Administrative Computing Services SecurID Card New Brunswick Dining Services Catering Knight Express e except for Invoice Certification Form for purchases over 1 000 l 2 3 New Blanket Orders Subcontracts Sponsored Programs Consulting Professional Services and other Fixed Price Agreements 4 Paper Purchase Orders converted into RIAS The Procure to Pay Process Overview Purchasing Authority University Procurement amp Contracting has been given the authority to conduct and conclude negotiations for the purchase or lease of all supplies equipment and services to fulfill the requirements of the University The department is responsible for procuring all goods and services fairly and competitively and on an equitable basis without undue delay in accordance with the University s procurement policies The authority for purchasing is delegated by the Board of Governors through the President to the Senior Vice President and Treasurer who in turn has assigned purchasing responsibility to the Executive Director of University Procurement Services to the Director of University Procurement amp Contracting and to the purchasing staff Operational Functions A To purchase rent or lease all goods and services that are required by university departments B To maintain good relations with suppliers and procure all goods and services fairly and
20. Second select a location from the search results Search To search for the value you entered on the previous page press the Go button now To search using different criteria delete or change the value in the search field and then press Go Search By Location Organization BSH 3858 1 Go Location Organization Location Description Cancel 5 Select Search By criteria Location Organization or Location Description Choose Location Organization if you wish to search using the naming convention below Choose Location Description if you wish to search using a building s name Click Go If your location is reflected click Select to the left of the location you wish to indicate on your requisition Note The naming convention of Location Organization is a 3 digit campus code b 4 digit building number c 5 digit room number d 1 digit wing number if applicable This location will be translated by the system into a postal address that will appear on the approved purchase order Requisitions for radioactive materials and radiation producing equipment must reflect a Deliver To Location of Rutgers Environmental Health and Safety Select Location Organization and choose the location of LIV 4127 in the above step Requisitions for incoming shipments of equipment and supplies for departments not equipped to handle such shipments should reflect a Deliver To Location of University Material Services Select
21. Select Priority Sube Te De BESO REY PO ol Normal Requisition 1659 for 04 Practice 26353 00 USD requires ap Requisition 29 MAY 2002 30 MAY 2002 Approval 1 Select Requisition Status tab Click on Notifications to view all open notifications 2 Select Open To Do Notifications using the drop down next to View Select Go View Open ToDo Notficotiaas _ So Going away Click here o Slizk here to reaccign Ta Do antificct ons while youc out oftho cher Open To Do Notifications Select notification and Sort Ey Zete Ascendng Ee Cescending 1 D shown of 0 FO Requisition 29 MAY 2002 30 MAY 2002 Approval FO Requisition 29 MAY 20N7 N MAY 2NN Approval 3 Select the notification that you wish to view by clicking on the radial button under Select Select Respond Note You may sort your notifications by using criteria defined in the Sort by drop down e g Type Subject Date etc Priority is a feature of the system that is not used at Rutgers 4 The Notifications Details window for the notification you selected will appear The Notifications Details window provides you with pertinent information about the requisition including requisition creation information approval history and requisition summary and lines Notification Details Normal Priority To Markey Eileen F Respond By Date 29 JUN 2002 11 40 24 Subject Final reminder Requisition 994
22. Street Address e Line 4 City State Zip 6 Verify whether the delivery information applies to all the items on your requisition by clicking on the appropriate radial button Yes or No Note If you wish to denote different delivery information by item ensure that you have the items listed on your requisition on separate lines If you selected No once you selected Continue the Enter Delivery Information for Individual Line Items screen is displayed Modify the Deliver To Location on each applicable requisition line as described in step 4 above Delivery Billing Notes Review amp Submit Enter Delivery Information for Individual Line Items You can edit lire item delivery values by entering them directly below or by clicking a line number to view the details in a single page format Line Item Description Need By Date Deliver To Location Model DC550 Digital Copicr 20 JUL 2002 Contin Michele S flv 4086 S S Add One Time Address Model 3023 98 Digital Scanner fe0 JUL 2002 onlin Michele S Lv 4086 S Add One Time Address Clear Checkout Changes and Return to Shopping Cart Continue 7 Click Continue 8 Proceed to Step 3 Enter Billing Information Step 3 Enter Billing Information Scope This procedure covers the third step of the requisition creation process All segments of the charge account will default to 0 which must be altered to reflect your actual charging instructions If you do no
23. University These items should normally be procured by using University purchase orders The TABER can also be used to reimburse non employees for their out of pocket expenses incurred in connection with University business For non employees however the TABER can only be used in instances where the non employee is receiving payment exclusively for expense reimbursement If the non employee is receiving a fee for services rendered in addition to the expense reimbursement then both the fee and the expense reimbursement must be combined and paid in accordance with the University s policy governing payments to individuals UR amp PM Book 6 Section 6 1 4 1 Complete the Travel and Business Expense Report TABER form that is available on the RIAS web site at http rias rutgers edu formsrequirements html The form is available in both Adobe Acrobat and MSWord fill in formats The TABER must contain an explanation of the business reason or purpose for the expenditure 2 Attach original receipts for all itemized expenses of 25 00 or more 3 The individual requesting reimbursement must sign the TABER Alternatively some departments have developed internal forms to report reimbursable expenses In these instances the individual must sign the departmental form and attach it to the TABER If the requester s signature is included on the departmental form indicate See Attached Departmental Form in the employee s signature block o
24. ads le cue tas cn to nai Wess ae ire nyt ce bere as do thins gas ewt ld be en ply e cone a pre adn cis be Lel recat happ e Subs Bai Zeiss Sous e Cie Shuppiny Cuit Eile 15 Select the cart you would like to open by clicking on the radial button to the left of the requisition number and cart description Click Open Note You may only open one shopping cart at a time THE STATE LNVERSITV OF NEW JERSEY a amp Log Off Shopping Cart Help Shopping Cart Shopping Cart Delivery Billing Approvers Review amp Submit Saved Carts Ready to buy the items in a saved cart Select a saved cart and press the Open button to move its items to your shopping cart 11 APR 2002 11 APR 2002 1 2 Shown of 2 Home Shop Requisition Status My Profile Shopping Cart Help 16 On the Shopping Cart Contents screen select Open Saved Cart 16 m Log Off Shopping Cart Shopping Cart Delivery Billing Approvers Review amp Submit Ww Shopping Cart Contents Open Saved Cart n Description Extension Cord for PC projector Each fi 425 00 425 00 update Total 425 00 To view new totals after updating quantities click the update link Return to Shopping CHECK HERE FOR QUICK ORDERS AND CHECK REQUESTS ONLY Save Cart Proceed to Checkout Save the items in your Easy step by step cart and complete the checkout lets you enter checkout process at a detailed delivery and later time billing instructions
25. provide justification in the Note to Approver box below Special Check Handling Instructions if any E S Add notes and attachments Note to Buyer a Note to Approver Y e en Clear Checkout Changes and Return to Shopping Cart Continue Home Shop Requisition Status My Profile Shopping Cart Help 8 If you wish to indicate any special check handling instructions enter the in Special Check Handling Instructions if any select the flashlight icon then click Go 9 Click Select to the left of the appropriate instruction This will return you to the Enter Notes and AttachmeAltachments screen Search and Select Special Check Handling Instructions if any hoosing a value for the feld is a two step process First search for a value Second select a value from the search results Search Enter search criteria and press the Go button to find values Check Request Special Check Handing instructions E Go earch Results irass the Select button to choose a value If you cant find the value you want try searching again with different criteria Select Call department for check pick up Select Hold check for courier pick up Select Mail check back to department Select_ Send attachments with check 10 Complete Steps 5 and 6 Review Approver List and Review and Submit for Approval 11 If documentation is available to support the expenditure e g conference registration
26. s web site displayed in Internet Procurement THE STATE UNIVERSITY OF NEW JERSEY Catalogs Shopping Lists Non Catalog Request gt q G E Browse all categories Search American English So Search Tips Supplier Sites Your Purchasing department has established buying relationships with the following suppliers Click a supplier site link to view and buy the items sold by this supplier Exchange Oracle com The Exchange for Big Business Small Business All Business Staples Inc is a premier office supplier and can service all customers they way they want to do Staples Inc business Boise Cascade Office Products Corporate supplier of office supplies paper technology products and furniture MSC Industrial Supply Industrial Supplier WWWR International Punchout site The world s largest Life Sciences supplier catalog Contact AYR International WWWR Ebusiness to be approved as a punchout customer Cindi Hanley 610 429 5583 Sigma Aldrich develops manufactures and distributes the broadest range of high quality biochemicals organic chemicals chromatography products and diagnostic reagents available in Sigma Aldrich the world The Company s products are used in high tech research and development in universities and industry in the diagnosis of disease and as specialty chemicals for pharmaceutical and other manufacturing purposes in more than 160 countries isher Scientific Compa LE CDW G a wholly o
27. then Go d Click Select to the left of the individual you wish to add To Change the First Approver a Select change the first approver Review Approver List amp Enter Justifications Your requisition will be sent to the following list of approvers A Approver List Sequence Approver Name Lyons Kevin L Add Another Approver Reviewer Reset Approval List Press the Reset Approval List button to undo any changes you ve made to the Approval List b Enter search criteria using the wildcard e g Jones in New First Approver click on flashlight icon then Go Change First Approver Friter tie naw first approvar and press the OW hieren at tae huntam rfthr aage Indicates a required field Curren First Approver Lyons Kevin L New First Approver Cleer Crec out Changes and Retum to Thopainy Cart c Click on Select to the left of the individual you wish to indicate Search and Select New First Approver Choosing a value for the approver field is a two step process First search for approvers Second select an approver from the search results Search Enter search criteria and press the Go button to find approvers Employee Name smith Go Search Results Press the Select button to choose an approver If you cant find the value you want try searching again with different criteria Select Smith John ea O Previou 1 2 shown of2 ex rganization d S
28. 04 Practice 26353 00 USD requires ap Requisition 29 MAY 2002 30 MAY 2002 Approval 1 Select Requisition Status tab Click on Notifications to view all open notifications 2 Select Open To Do Notifications using the drop down next to View Select Go View Open ToDo Notficotiaas _ So Going away Click here o Slizk here to reaccign Ta Do antificct ons while youc out oftho cher Open To Do Notifications Select notification and Sort Ey Zete Ascendng Ee Cescending 1 D shown of 0 FO Requisition 29 MAY 2002 30 MAY 2002 Approval FO Requisition 29 MAY 20N7 N MAY 2NN Approval 3 Select the notification that you wish to view by clicking on the radial button under Select Select Respond Note You may sort your notifications by using criteria defined in the Sort by drop down e g Type Subject Date etc Priority is a feature of the system that is not used at Rutgers 4 The Notifications Details window for the notification you selected will appear The Notifications Details window provides you with pertinent information about the requisition including requisition creation information approval history and requisition summary and lines Notification Details Normal Priority To Markey Eileen F Respond By Date 29 JUN 2002 11 40 24 Subject Final reminder Requisition 994 for Fehn Bruce C 342 71 USD requires approval Requisition Summary
29. 2002 Receive Items 50 03 BOTLWM HDPE OBLNG C 10 JUL 2002 Return Need to send items back to the supplier Item Description BOTL WM HDPE OBLNG C 22 JUN 2002 26 SHAKER WTR BATH FRCE 22 JUN 2002 eturn Items Correct Did you record the wrong receipt quantity eee e Correct Receipts 2 Select Return Items link 3 Select your search criteria using the drop down box next to View and select Go or choose Expanded Search link If you wish to sort your search results select your criteria using the drop down next to Sort by select the Ascending or Descending radial button then Go THE STATE LNVERSITV OF NEW JERSEY Notifications Receiving Approvals View My Last 10 Receipts Go Expanded Search Requisition Status Receiving gt Retum Items Return Items My Last 10 Receipts Enter a quantity for the item s you need to return note that you may have created multiple receipts for a single requisition line Press the Return button below when you re done Sort by Receipt Ascending co Descending Indicates an adjusted receipt quantity 1 5 Shown of 5 Remus item Description it Apel d Supplier Dell Computer Model ABC Each 1 Computer Management Corp HP Printer Model ABC Each 1 Computer Management Corp 4 If you selected Expanded Search enter your search criteria then select Go Remember to select from the list of values for fields denoted with a flashlight icon Scroll d
30. Determine whether additional Approvers and or Reviewers are necessary A Preparer would add additional Approvers if e The requisition is charged to another organization s account A level 2 Approver is preparing the requisition A Preparer would add additional Reviewers if e In special circumstances departmental guidelines recommend additional review A Preparer would select the change the first approver link if e The default Approver is away if known nter Justifications Your requisition will be sent to Following list of approvers Approver List Click here to change Approver Name Required Jones Eileen F No Delete S No Delete Add Another Approver Reviewer To add a Reviewer Approver a Select Add Another Approver Reviewer b Select Sequence using the drop down menu Note Before y Where y is the required Approver will send the requisition to the Approver Reviewer indicated on that line prior to the requisition being approved After y Where y is the required Approver will send the requisition to the Approver Reviewer indicated on that line after the requisition has been pre approved A pre approved status will be reflected on a requisition if an authorized approver has approved the requisition and has forwarded the requisition to an additional individual c Enter search criteria using the wildcard e g Smith in Approver Name click flashlight icon
31. QUICK ORDERS AND CHECK REQUESTS ONLY No need to check this box if using an RU Exchange Supplier Save Cart Proceed to Checkout Save the items in your cart Easy step by step checkout and complete the checkout lets you enter detailed process at a later time delivery and billing Learn more instructions Home Shop Requisition Status My Profile Shopping Cart Help 13 If you wish to add another item to your requisition from the supplier you indicated in step 4 or include shipping and handling charges select Return to Shopping link and repeat steps 8 through 12 If you wish to add an item from a different supplier complete this requisition and create a new requisition for the other supplier Only one supplier should be referenced on a requisition Otherwise continue to step 14 Note If you select Return to Shopping you will return to the Non Catalog Request screen Erase the information displayed in Item Description and enter the new item description for your next item This does not delete the previous item description that you added to your shopping cart Continue to modify if necessary values displayed in Unit of Measure Quantity and Estimated Unit Price Estimated Amount Once completed select Add to Cart 14 If the requisition is either a Check Request or Quick Order select the checkbox next to Check Here for Quick Orders and Check Requests Only No need to check this box if using a RU Exchange Supplier 15 S
32. Requisition Details This is not a valid Purchase Order gt View Approval History Requisition 1659 In Process Total 26353 00 Created By 04 Practice Creation Date 29 MAY 2002 Description Lab 4 Edit Multi Org Deliver To 04 Practice Rutgers The State University of NJ 21 Road 1 Piscataway NJ 08854 8031 Note To Approver Note To Buyer Quick Order Check Request PO Attachments Items To view additional details for a line item click its View link in Guam Pice Tois 1 26353 DC550 Mass Spectrometer 19 JUN 2002 Each 26353 00 Item Description DC550 Mass Spectrometer Special Info None ltem Number Requester 04 Practice Supplies Equipment and u Category Merchandise Deliver To LIV 4087 Supplier Varian Analytical Instruments Need By Date 19 JUN 2002 Supplier Site Chicago 01 Supplier Contact Contact Phone Supplier Item Number To Supplier PO Number 811 Buyer Lyons Kevin L 00 424709 10299 71000 000000 000 26 562 00 201234 10531 71000 000000 000 73 438 me Anemono ype Patton Approve Reject Respond 7 When you are finished with your review select Respond This will return you to the Notifications Details screen Note If you select Approve or Reject you will not be given the opportunity to write notes Instead you will just receive a confirmation that the requisition has been approved or rejected 8 Scroll down page and select an Approver Action Optionally you may enter comments in
33. a requisition 2 View Last 10 Requisitions Go Expanded Search 3 Requisition Created will default to Today Use the drop down to select the appropriate timeframe Expanded Search Basic Search Requisition Created By S e g Last Name First Laat Requisition Created Today Requisition Status any El Requisition Number Requisition Description Fo Requester 7 S e g Last Name First Name Supplier Y Search Tips 4 Enter additional search criteria in any of the remaining fields displayed then select Go Remember to use the wildcard when searching for values in list of values for fields denoted with a flashlight icon 5 Scroll down page The requisitions that meet your search criteria will be displayed Search Results Requisitions select requisition and Sort by Creation Date Ascending Go Descending if Copyto Cart Resubmit Receive 1 7 Shown of Salect Requisition Description Total Creation Date Oi USA WCR 298 50 24 MAY 2002 rowed S O 562 9 26 2002 127 38 24 MAY 2002 n Process O 560 traini r 300 00 24 MAY 2002 In Process O 559 Subscription 127 38 24 MAY 2002 In Process O 556 Hewlett Pachard Model XYZ Laser Printer 350 75 24 MAY 2002 In Process 6 To sort your search results select Creation Date Requisition Number or Status using the drop down Click on the Ascending or Descending radial button then select Go 7 To view
34. space is needed include an attachment on Step 4 Enter Notes and Attachments If you need to indicate that payment for this purchase must be made in a foreign currency enter all the relevant information before entering the details of the item description in this field If you need to indicate that fixed recurring payments must be made to the supplier e g lease payments enter all the necessary information for the payments in this field complete with the recurring payment amount and due dates for each payment 9 Select the appropriate Unit of Measure using the drop down list if your billing method is Goods or Services by Quantity The value Each will be the default value Quanlily ops 10 Enter Quantity per Unit of Measure if your billing method is Goods or Services by Quantity 11 Enter the Estimated Unit Price Estimated Amount using the decimal point if cents will be indicated For example 500 25 should be typed in as 500 25 You do not need to type in the decimal point if there are no cents So an amount for 500 can simply be keyed in as 500 Do not include any other punctuation such as dollar signs or commas in this field If you wish to denote a discounted unit price for an item enter the net estimated unit price in this field then indicate all the details in a Note to Buyer in Step 4 Entering Notes and Attachments 12 Select Add to Cart to add the item information into your Shopping Cart Select the C
35. that will be displayed Once the requisition is approved you will be assigned a unique release number against the Contract Number This will be displayed with a dash then a number following the contract number which is your unique internal purchase order number For all Rutgers Internal Suppliers not reflected in RIAS continue to use the paper based Internal Purchase Order The internal suppliers available in RIAS are 1 New Brunswick Computer Support Services Rutgers Computer Store 2 New Brunswick Computer Support Services Rutgers Computer Repair 3 New Brunswick Computer Support Services Rutgers Computer Software 4 Facilities Maintenance Newark and Camden Campuses 5 Mail and Document Services 6 Material Services 7 Rutgers College Student Center Space Reservations 8 Administrative Computing Services SecurID Card 9 New Brunswick Dining Services Catering 10 Knight Express The most current listing of Rutgers internal suppliers reflected in RIAS is available on the RIAS web site at http www rias rutgers edu 1 Contact the internal supplier for an estimated quote and or reference number This can be accomplished either by phone email or by using their web site 2 Enter search criteria in Find a Product on your Internet Procurement homepage or Search if you have selected another shopping link using the wildcard Select Go Note For a complete listing of all internal suppliers enter IPO
36. the Note field Do not use the Reassign button Forward To Select Note Approval Action Approve y Approve E Approve And Forward Forward Reject Action Taken Upon Submission Result of Action Approve Requisition status becomes Approved Requisition eligible to become a purchase order Approve and Forward with Requisition status becomes Pre Approved The An individual s name indicated in the Forward individual that the requisition was forwarded to To field may perform any of the Approver Actions If the individual edits the requisition the requisition will return to the appropriate authorized Approver for approval Do not select the Approval Action of Approve and indicate an individual s name in the Forward To field since the requisition status will become Approved and the Forward To individual is ignored by the system Important Approvers are responsible for ensuring that the following conditions are met UR amp PM Book 6 Section 6 1 2 a The requisition is reasonable appropriate and necessary in order to achieve the goals or outcomes of the particular University program project or task An Approver is expected to exercise professional judgment and due diligence when determining if an expenditure is reasonable appropriate and necessary b The account s charged have sufficient funds available to cover the requisition during the budget period or project period For further details refer to B
37. the order date revision total amount supplier and buyer s name is displayed 19 7 Select the link displayed under PO Number Additional information can also be found if you select any of the links under Ship to Location Buyer Compare to Original PO Compare to Previous PO or Show all PO Changes 8 To view additional information on each line select any of the links or buttons displayed Type Standard Purchase Order B urrency USD Total 3762 40 i Coleman Culpepper Steph Balt Triple Laser Dot Matrix Printer Stand Gray Use as a dual laser or dual dot matrix stand with bottom and rear feed capabilities Three 24 W x 20 D platforms and bottom metal plates that adjust up to 10 front to back Preparing a Change Order to a Purchase Order Scope This procedure covers how to prepare a change order to a purchase order A purchase order is a contract between Rutgers University and a supplier When changes are made that affect the contract certain procedures must be followed depending on the type of change required A change order is a mechanism that should be used for changes that affect the supplier Shipping and Delivery Costs are considered part of the contract and do not generally require a change order even when they exceed the original purchase order amount For changes in unit price of an item decrease the quantity delete an item or cancel a purchase order 1 Complete the Cha
38. to find the receipts you want to view Received By Sf Items Received Receipt C j Requisition ll PO Number C j Supplier S Today y Go Search Tips 5 To view receipt details select the link displayed under Receipt To view the requisition details select the link displayed under Item Description A blue dot in Quantity Received if displayed indicates an adjusted receipt quantity To view details select the link displayed under Quantity Received View Receipts My Last 10 Receipts Click an item description link to view requisition line details Click a receipt link to view additional receipt information Sort by Receipt Ascending Go Descending Apple Computer Preparing Travel and Business Expense Reports Scope This procedure covers how to prepare a travel and business expense report TABER for an individual s out of pocket expenses incurred while traveling on University business or otherwise conducting University business See University travel policies in UR amp PM Book 6 Section 6 1 10 The amount of the reimbursement will depend of course on the nature and necessity of the expenditures claimed as well as the reimbursement guidelines established by the University and the employee s department As a general rule however employees should not personally purchase and then seek reimbursement for materials supplies services or equipment for the benefit of the
39. 00 Line Default Charge Accounf Future 00 O Etate Recruit Im Grant ERT Proj foo gt AMA Add Another Row ES 0 9 Click Add Another Row for additional rows to add more charge accounts To delete a favorite charge account select garbage can icon on the line you wish to delete 10 Select Apply Changes Apply Changes My Favorites Scope This procedure covers creating retrieving and deleting items in My Favorites List My Favorites is a personalized shortcut you define to frequently requested items in Internet Procurement Non catalog internal and Oracle Exchange supplier items can be saved to My Favorites To create when using Non Catalog 1 Click Create Non Catalog Request Complete the first step in creating a requisition when preparing a non catalog request See Step 1 Non Catalog procedure for further details stalogs Shopping Liss Non Catalog Request Non Catalog Request Indicates a required feld Select Billing Method if different than default Selected Billing Method 1 GOODS or SERVICES BILLED BY QUANTITY Default Exampis 10 books at 25 sach 2 Click below to select a different Billing Method gt Selaci Reseed for future use Do not use gt Select 2 GOODS or SERVICES BILLED AS AN AMOUNT pp es NO Oreline recer Example 10 000 worth of miscellaneous su Select a Supplier using the Flashlight Required for Quick Orders and Check Re
40. 1 5 Shown of 5 7 Review the correction details then select Submit To make corrections use your browser s back button make your corrections select Continue until you reach the Review and Submit Correction s screen Review and Submit Correction s Review your correction quantity and press the Submit button when you re done Use your browser Back button if you need to make changes Submit Hem Description Correct Quantity Change Quantity Received Supplier 46 Dell Computer Model ABC Eac 2 i Computer Managemant Corp Submit Home Shop Requisition Status My Profile Shopping Cart Help 8 Upon submission you will receive a confirmation of the correction To continue select Return to Receiving KE Confirmation Your correction s have been submitted Return to Receiving 9 Contact Disbursement Control to notify them that you entered a correction to ensure payment is not released for the corrected items Viewing Receipts Scope This procedure covers how to view receipts with all associated returns and corrections 1 Select Receive Items from the Internet Procurement homepage or Receiving if you selected another receiving link A Items to Receive receiving proce ss Click an item description link to receive the selected item or click a requisition link to receive any of the requisition s items Receive Requisition PO Number Item Description Need By Record receipt of the items you or
41. Clear All e 1 2 Shown of 2 r Wilson Tennis Court Line Chalk Lime item 32980 487 For use on Grass and Each 26 53 Sports Authority PARAMUS Clay Courts 01 R Xerox Colorgrafx SAN JOSE Xerox Color Copier toner Black 238883674 Each 48 95 Systems 01 Select All Clear All 1 2 Shown of 2 Home Shop Requisition Status My Profile Shopping Cart Help Note Internal and Oracle Exchange supplier item descriptions will be underlined If you click on the description of these items the item detail will be displayed Non Catalog item descriptions will not be underlined 5 Click Add to Cart to continue the requisition process To create when using Internal Supplier 6 Enter search criteria in Find a Product on your Internet Procurement homepage or Search if you have selected another shopping link using the wildcard Select Go 7 Review the listing of matched items To view additional items select the Next link on the bottom or top right of your screen if displayed To review previous items select the Previous link earch Results for N Select item s and C Ascending Filter Results or Sort by None E mg So Descending Select All Clear All Unit t i O select j sete Category for Internal IPO Mail and Document MAIL amp DOC e Each 1 00 Samos sves 21 1 Purchase Order Suppliers 4 Category for Internal IPO Rutgers College RC SPACE
42. E Each fi 162 1 62 Business HACKENSACK Advantace 01 update Total 2 017 05 To view new totels after updating quantities click the update link Return to Shopaing CHECK HERE FOR QUICK ORDERS AND CHECK REQUESTS ONLY No need to check this box if using an RU Exchange Supplier Save Cart Proceed to Checkout Save the iterns in your Easy step by step cart and complete the checkout lets you enter checkout process at a detailed delivery and later time billing instructions Learn more 3 Continue to Step 2 Enter Delivery Information Note If you wish to add additional items from the RU Exchange supplier you just checked out of before you continue to next step select Save Cart and follow the Shopping Cart Management procedure Return to the Internet Procurement home page and repeat the above steps Once you return to the Internet Procurement Shopping Cart Contents screen follow the steps to combine shopping carts in the Shopping Cart Management procedure Note Do not add a non Rutgers Exchange good service item to this requisition since only lines selected using the Rutgers Exchange will be automatically sent to the supplier once approved Step 1 Rutgers Internal Suppliers Scope This procedure covers the first step of the requisition creation process when doing a catalog request for a Rutgers internal supplier in Internet Procurement Each internal supplier in RIAS will be assigned a unique contract number
43. Non Catalog for creating a requisition procedure for details In Step 4 Enter Notes and Attachments indicate in a Note to Buyer that the order is an emergency with an explanation 5 Contact your authorized approver to advise them to review the emergency requisition 6 Upon approval the approver contacts the responsible buyer in UP amp C to provide him her the requisition number for the emergency order 7 The responsible buyer will then create an emergency purchase order as a priority the same day and send the purchase order to the supplier Note Alternatively you may wish to call the order in to the supplier and utilize a previously established blanket purchase order when applicable Emergency Purchase Orders and Assistance during Non Working Hours If a situation such as a life safely hazard keeping vital equipment operative or preventing the deterioration of an experiment occurs after normal working house departments may immediately make the necessary purchase s directly with the supplier by phone or by pickup at the store The University Procurement and Contracting department is to be contacted the next workday with the details See steps 4 through 7 above Because purchase order numbers are not generally available after normal work hours individuals will place verbal orders with suppliers and advise that a purchase order is forth coming Follow up procedures are the same as those outlined above In case of an emerge
44. RUTGERS THE STATE UNIVERSITY OF NEW JERSEY RIAS PHASE I User Guide Procure to Pay Table of Contents Introduction ODJECU VES tibia AERA RIER E 1 Requisition vs Purchase Order ai distancia deena teased ka 3 Requisition Approval Hierarchy Key ConNcCeptS ccoooccoocccoooncnonncnoncncnonncnonononnncnoncncnnnnnnnns 3 Basic Expectations for APprovets ccccccccsssccssssessscessseceesecessseceesaecesseeeesseeensecseseeeeeeeees 5 Professional Judgment and Due Diligence Approver Rol6 oooococcnnoccccoccccoocncconnncnnnnos 7 Basic Expectations for Preparers ccccccsscessssessecessseceeseeeesseeesseceseceseeeeseeeesesenseeeesaes 9 Paper Forms being replaced by the RIAS Procure to Pay Process 11 The Procure to Pay Process ccccccsscssssccssseeeeseeeesseceeseecesseeessseseseeessseeeseeeeeeeesseeeeseeeees 13 University Information Protection and SecurltY oooocnnccinccnonnnocnnonanonnnnnncnnnannnaroncnnncnnnno 15 Logging on to RIAS Procure to Pay Applications ueesseesseesseesssesnnensnennensnennnnnnn 17 Internet Procurement Navigation cccccsccccesscessseeeessceeesecessteeeseeeeseeesseeeeeseeeeseeenseeee 19 Internet Procurement Home Page OvervieW ccccocccoocccoooncnononcnoncncnnn conan oncnnn ccoo nncnnnnnnnnnss 21 RIAS Procure to Pay Process Help ResourceS oococnoocccoocncnoncnononncconononononconnnoononcnnn noo 23 Requisition Fields Printed on Purchase OrderT oooconoccconocccooononon
45. To Select Note Y Approval Action Approve Approve i Approve And Forward Forward Reject 9 Once you have selected an action click Submit to return the requisition back to the Preparer 10 Once you select an action the notification you selected is no longer included in your listing of tifications worklist You will receive a confirmation that vour notjfication resnonse has been 1 has been submitted visition Status Notifications gt Notification Details Confirmation Your notification response has been submitted 11 Select Requisition Status Notifications link to return to your Open To Do Notifications Forwarding Requisitions as an Approver Scope This procedure covers how to forward a requisition as an Approver RIAS creates two types of notifications FYI and To Do FYT notifications are for informational purposes and do not require action other than closing To Do notifications require action on the part of the recipient D O Exit Shopping Cat Help Requisitiuns Nutificatiuns Receiving App uvals View Open To Do Notifications Go Going away Click here to Click here to reassign To Do notifications while you re out of the office Open To Do Notifications Select notification and Sort by Date Ascending G Descending 1 0 shown of 0 Select Priority Subject pe ate BESO REY PO ol Normal Requisition 1659 for
46. UL 2002 Return Receipts at a Glance Need to send items back to the supplier z item D n Receipt Date paum tong BOTL WM HDPE OBLNG C 22 JUN 2002 SHAKER WTR BATH FRCE 22 JUN 2002 Correct Did you record the wrong receipt quantity Correct Receipts 2 Select Correct Receipts link 3 Select your search criteria using the drop down next to View and select Go or choose Expanded Search link If you wish to sort your search results select your criteria using the drop down next to Sort by select the Ascending or Descending radial button then Go View My Last 10 Receipts Go Expanded S Requisition Status Receiving gt Correct Receipts Correct Receipts My Last 10 Receipts Change an inaccurately recorded receipt by entering the correct quantity below Press the Correct button at the bottom of the page when you re done Surl by Receipt Ascending Go Descending Indicates an adjusted receipt quantity 1 5 Shown of 5 uisition Item cones Quan Dell Computer Model ABC Computer Management Corp HP Printer Model ABC Computer Management Corp Dell Computer Model ABC Computer Management Corp 4 If you selected Expanded Search enter your search criteria then select Go Remember to select from the list of values for fields denoted with a flashlight icon Scroll down page to view your search results Requisition Status Receiving gt Correct Receipts Correct Receipts Expanded Search Return t
47. al Purchase Order Suppliers 87 Category for Internal Purchase Order Suppliers 126 Category for Internal Purchase Order Suppliers lt er Home Shop Requisition Status My Profile Shopping Cart Help 1 10 shown of 17 Nex Addo age Compare Supplier Matches Exchange Oracle com 3 Review the listing of matched items To view additional items select the Next link on the bottom or top right of your screen if displayed To review previous items select the Previous link 4 If you wish to filter or sort your results select Filter Results or Sort by criteria Description Supplier or Category using the drop down box clicking on the radial button Click Go Select either ascending or descending by C Ascending Descending Filter Results or Sort by Description 7 Go None Description Supplier Category Select All Clear All 5 Click Select check box to the left ofthe item you wish to add to your requisition Note If your item is not displayed check and or modify your search criteria and repeat the above steps 6 Click Add to Cart to add the item information into your shopping cart Select Add to Favorites if you wish to add this item to your Favorites list If you select Add to Favorites refer to My Favorites procedure 7 Enter the reference number you were provided with when you contacted the internal supplier and other required information displayed in the Spec
48. allons per hou Each 479 28 USD Drinking fountains or bubblers Grainger Premium Vandal Resistant Outdoor Floor Water Cooler 13 5 Each 950 00 USD Drinking fountains or gallons per hour 1 3 horsepower bubblers Grainger Yandal Resistant Outdoor Water Cooler 13 5 gallons per hour 15 Each 760 48 USD Drinking fountains or horsepower bubblers Grainger Hasley Taylor Deluxe Water Cooler 13 5 gallons per Hour 40 inch Each 472 86 USD Drinking fountains or eight bubblers Didn t find it Try browsing below or click here for other suggestions on what to try next Category Matches e Drinking fountains or bubblers Welcome Shopping Purchases Intelligence Copyright 2002 Oracle Corporation All Rights Reserved For use under U S Pat 4 799 156 Legal Notices and Terms of Use Privacy Policy 12 Enter search criteria in Search field using the wildcard You may search either by supplier name item number or description Select Go Note You must enter at least one character with the wildcard to execute a search 13 Review the listing of matched items To view additional items select the Next link on the bottom or top right of your screen 1f displayed To review previous items select the Previous link Items denoted with a blue dot that Indicates Negotiated Prices does not reflect Rutgers discount pricing 14 If you wish to filter or sort your results select Filter Results link or Sort by criteria Description Supplier or C
49. already been submitted for approval Withdraw it Learn more Sort by Creation Date Ascending Go Descending 1 10 Shown of 10 Requisition Description Total Creation Date O 741 test one time address 50 85 22 JUN 2002 Approved C 719 work supplies 157 50 22 JUN 2002 Approved 685 SHAKER WTR BATH FRCE RECIP120V 3651 96 21 JUN 2002 Approved O 682 Trim T C 5GAL Pail Ma CHEM Flui 715 00 21 JUN 2002 Approved O 681 Computer monitor 295 00 21 JUN 2002 Approved Requisition Status Descriptions include the following In Process Requisitions that are in the queue of the next person in the requisition approval hierarchy Approved Requisitions that have been approved by an authorized Approver in the requisition approval hierarchy Cancelled Requisitions that have been cancelled by the Preparer Pre Approved Requisitions that have been approved by an authorized Approver in the requisition approval hierarchy and have been forwarded to another individual Rejected Requisitions that have been rejected by a Reviewer or Approver 2 Select your search criteria using the drop down next to View and select Go or choose Expanded Search link 3 If you wish to sort your search results select your criteria using the drop down next to Sort by select the Ascending or Descending radial button then Go 4 If you selected Expanded Search enter your search criteria then select Go Remember to select from the list of values for fields d
50. anded Search Return to Quick Search Search Enter search criteria and press the Go button to find items to receive Requester S e g Last Name First Name Requisition Number EJ Supplier 7 S PO Number Items Due Today Enter at least one additional search criteria when selecting Items Due Anytime Go Search Tips 3 Enter the total number of items received in the Receipt Quantity field then select Receive View My tems ta Receive Go Expanded Search Requisition Status Receiving gt Receive Items Receive ltems My ltems to Receive Enter a quantity for each itern you want to receive and press the Receive button below when you are done Express Receive allows you to receive items more rapidly By selecting this button you will bypass the Ente and Submit Receipt screens Cant find the item you need to receive Click the Expanded Search link above to enter more specific search Sort by Need By y Ascending so Descending 1 1 Shown of1 Receipt Qu ee Ord Requisition Item Description Need By 2731 Dell Computer model 1234 21 MAY 2002 Each y 5 3 1 1 Shown of 1 Receive Express Receive Clear Changes Home Shop Requisition Status My Profile Shopping Cart Help 4 The Receipt Date will default to the current date Enter Packing Slip information and or Receipt Comments then select Continue Enter Receipt Inform
51. ard your work and close the approver shopping cart Complete your edits and submit the revised requisition Home Shop Requisition Status My Profile Shopping Cart Help 9 To add items click on Return to Shopping link To change a quantity enter your revised quantity in the Quantity field Select Approver Checkout This will take you through each of the steps for creating a requisition Indicate your changes in the appropriate fields using the buttons on the bottom of each screen to progress through the requisition data entry process For more details on creating a requisition see the Requisitions section 10 After selecting Submit on Step 6 Review and Submit of creating a requisition the Approver Edit Confirmation will be displayed Select Continue You will be returned to the Notifications Detail form THE STATE UNIVERSITY OF NEW JERSEY Review amp Submit Approver Edit Confirmation 10 Your edits to Requisition 312 have been saved Now that you ve updated the requisition press the Continue button to return to the notification and complete your approval response Note that the notification was generated based on the original requisition and won t reflect the edits you ve just made Continue Home Shop Requisition Status My Profile Shopping Cart Help 11 Scroll down page and select an Approval Action See Managing To Do Notifications as a Reviewer or Approving Requisitions as an Approver procedur
52. asic Expectations of Approvers in this manual 9 Once you have selected an action click Submit to process 10 Once you select an action the notification you selected is no longer included in your listing of notifications worklst You will receive a confirmation that vour notification response has been 1 has been submitted visition Status Notifications gt Notification Details Confirmation Your notification response has been submitted 11 Select Requisition Status Notifications link to return to your Open To Do Notifications Rejecting Requisitions Scope This procedure covers how to reject a requisition RIAS creates two types of notifications FYI and To Do FYT notifications are for informational purposes and do not require action other than closing To Do notifications require action on the part of the recipient D O Exit Shopping Cart Help Requisitiuns Nutificatiuns Receiving App uvals View Open To Do Notifications Go Going away Click here to Click here to reassign To Do notifications while you re out of the office Open To Do Notifications Select notification and Sort by Date Ascending _ zn Descending so 1 0 shown of 0 Select Priority Sube Te De BESPOO UEY PO ol Normal isition 1659 Practi i requi pa Requisition 29 MAY 2002 30 MAY 2002 Approval 1 Select Requisition Status tab Click on Notific
53. ategory using the drop down box Click Go 15 If your item is reflected click Select check box to the left of each item you wish to add to your requisition 16 If your item is not displayed check and or modify your search criteria and repeat the above steps If your item is still not reflected you may wish to create a non catalog request Refer to Step 1 Non Catalog procedure for details Hint Click Select All link 1f you wish to select all items Click Clear All link 1f you wish to deselect all items 17 Select the Add to Favorites See steps 3 through 5 to continue the requisition creation process To Retrieve 18 Select My Favorites List on the Internet Procurement Home Page 19 To sort your items select criteria in Sort by using the drop down select the appropriate radial button next to Ascending or Descending then click Go 20 To add items to your shopping cart see steps 4 and 5 to continue the requisition creation process THE STATE UNVERSIIV OF NEW JERSEY Welcome Tim Smith we Purchasing News RU Internet Procurement Link to University Procurement Services e 2 New to 3 To Do List e Check Frequently Asked Questions Going away Click here to reassign To Do notifications while e Review Purchasing policies you re out of the office Or ready to You have no open To Do notifications Y get started A Requisitions at a Glance Just click a task in the Purchasing process flow and you re on y
54. ation Ireisaces e requird held Receipt Lete JU2 JUL 2332 Sample 30 47R 20C 2 Farking Slip Reve pl Curmr ents irmar 240 chais a Does this information apply to all items you want to receive Yes Co sure reca pl infuirialion d fers by ilem Centinue Note If you selected a purchase order in step 2 that has multiple lines to receive you will see displayed Does this information apply to all items you want to receive It will default to Yes To change select the radial button to the left of No some receipt information differs by item If No is selected the below screen will be displayed Enter the Packing Slip and Item Comments for each line then select Continue lect items Receipt Information Review amp Submit Enter Receipt Information by Item _ 2 Requisito item Description nit i Waybill Packing Slip Item Comments super Comput 464 Jwaybill Banana Corp Computer wayoi Management Corp Continue 5 Review the receipt details then select Submit To correct use the browsers back button to make your change and select Continue until you reach the Review and Submit Receipt screen Select items Receipt Informatio Review amp Submit 5 Review and Submit Receipt Review your receipt details and press the Submit button when you are done If you need to make changes use your browser s Submit Back button gt Receipt Date 01 MAY 2002 Receipt Comments Requisition Home
55. ations to view all open notifications 2 Select Open To Do Notifications using the drop down next to View Select Go View Gpen To Do Notificatisas So Going away Click here 0 Slizk here to reaccign Ta Do antificct ons while you c out of Open To Do Notifications Select notification and Sort ky Pate Ascendng Ee Cescending 1 D shown of 0 FO i Ncrrel Pequisition 1359 for E T Requisition 29 MAY 2002 30 MAY 2002 Approval FO c Nerrzl Pequisition 1455 for 4 Practica 26363 10 USD ernis ap _ Requisition 9 MAY NNZ N MAN gt NN Approval 3 Select the notification that you wish to view by clicking on the radial button under Select Select Respond Note You may sort your notifications by using criteria defined in the Sort by drop down e g Type Subject Date etc Priority is a feature of the system that is not used at Rutgers 4 The Notifications Details window for the notification you selected will appear The Notifications Details window provides you with pertinent information about the requisition including requisition creation information approval history and requisition summary and lines Notification Details Normal Priority To Markey Eileen F Respond By Date 29 JUN 2002 11 40 24 Subject Final reminder Requisition 994 for Fehn Bruce C 342 71 USD requires approval Requisition Summary n Total 342 71 USD Bookshelves for offi
56. ault Approver to a peer Approver for approval A listing of all authorized Approvers is available as a link in Internet Procurement If an Approver has an expected absence e g vacation the Approver is expected to re assign his her requisitions to automatically route to a backup Approver for the specified time e If an Approver has an unexpected absence e g sick who has not re assigned his her requisitions the Preparer will be sent a notification if the Approver has not taken an action after 3 days Basic Expectations for Approvers Approval authority for requisitions should reside with regularly appointed employees Type 1 whose job descriptions are formally designated as a business manager accountant an equivalent title or who have supervisory authority These individuals typically have independent fiscal authority and are charged with administrative and financial functions that include budget approval and in many cases budget development They are accountable for determining the appropriateness of expenditures for monitoring and reporting of funds availability and other related duties consistent with the following basic expectations that describe the role of Approvers e Appreciation and acceptance of the responsibility and accountability implicit in an Approver role e Working knowledge of basic accounting and budgeting concepts as well as familiarity with the University s accounting and budgeting systems and structures
57. be sent with the purchase order To Approver Items To view all the information for a line item click its View link Y Hide 1 Xerox Copier Model Number 12345 and Stapler attachment number 432 Each 1 10000 00 10 000 00 Item Description Xerox Copier Model Number 12345 and Stapler attachment number 432 Item Number Requester Smith Tim Category Description All Equipment Location LIV 4087 Supplier Xerox Corp Need By Date 16 JUL 2002 Supplier Site SAINT PETERS 01 Special Info Supplier Contact Contact Phone Unit Each Supplier Item Quantity 1 Price USD 10000 00 Total 10 000 00 P Card Used No Charge Account 00 288491 10531 21000 000000 000 Taxable No Estimated Tax Recoverable Tax Work Order Add Attachments yp Description Clear Checkout Changes and Return to Shopping Cart Home Shop Requisition Status My Profile Shopping Cart Help 2 To return to the previous summary page select Hide 3 If you wish to make any changes use your browser s back button to the screen you wish to make the modification on enter the changes then select the appropriate button OK or Continue on each step to return to the Review and Submit Requisition screen 4 To submit the requisition for approval select Submit 5 Upon submission you will receive a Confirmation indicating where the requisition has been sent for approval THE STATE LINVERSITV OF NEW JERSEY 6 Exit Shopping Cart Help Checkout Review am
58. cccesseessseeeseeeeseeeeseeeeseeeseeeess 153 Preparing a Change Close Commitment ForM oooocnnocccnonncnonononnnnnonononononcnnnnnnonnconnnnnnns 155 Entering Receipts A A R E ENE E T E ARE Ea 157 Entering Reta en a a eee 163 Entering Receipt Corrections rd 169 Viewing Receipts oiean nan eener eeraa ne 173 Preparing Travel and Business Expense Repotts cecccesecesteesteeeeeeeseeeseeeeeeseeenneees 175 Requ stine Trave A di ade 177 Glossary OS A TAA 179 Internet Procurement Application User Manual This manual has been prepared for users of the RIAS Internet Procurement application The Internet Procurement application is the end user component in the RIAS Procure to Pay Process The application is used to create Quick Regular and certain Internal purchase requisitions as well as check requests This manual will help users e Understand the University s Procure to Pay Process e Understand how to log on and log off from the Internet Procurement application e Understand the following Internet Procurement roles Requisition Approver Requisition Preparer Requisition Receiver Requisition Requester Requisition Reviewer e Understand how to create a requisition online with catalog and or non catalog items e Understand how to research requisition and purchase order information online e Understand Approver Actions Approve Reject Forward Approve and Forward and Edit e Understand the process to change purchas
59. ce Fehn Bruce C Fehn Bruce C Requisition Lines The first five requisition lines are summarized below For additional information click the View Requisition Details link View Requisition Details Edit Requisition ine sai CNN ic iii 1 Bookcase Open 5 Adjustable Shelves 15x36x80 1 2 Arbee Associates 10531 Each 1 342 70999 USD 342 71 Supplier Approval History Markey Eileen F Fehn Bruce C Forward 27 JUN 2002 Fehn Bruce C Reserve 27 JUN 2002 Fehn Bruce C Submit 27 JUN 2002 Open Document Some buttons are disabled because your responsibility does not allow you to launch these forms If you want to reassign the notification so someone else can respond on your behalf press the Reassign button Forward To Select Note E Approval Action Approve Submit _Reassign 5 To view the details of a requisition click View Requisition Details link 6 The View Requisition Details screen will appear Review the information displayed To obtain more details such as the charging instructions select the View link displayed to the left of each reo ati wn taen Tequisiu on LIne E Items To view additional details for a line item click its View link PO Quantity Number Bookcase Open 5 Adjustable Shelves 15x36xB0 1 2 18 JUL 2002 Each 1 342 70999 342 71 View Requisition Details This is not a valid Purchase Order gt View Approval History Requisition 1659 In Proce
60. ch by then click Go Select a Supplier using the Flashlight Required for Quick Orders and Check Requests Name S Site Supplier Address NOTE Ifthe Supplier or Site is not found you must complete a New Supplier Request Form and proceed with your Requisition by indicating the name of the new Supplier in the Note to Buyer field on the Enter Notes amp Attachments screen ThE STATE UNIVERSITY OF NEW JERSEY Bs RUTGERS y mm Y Exit Shopping Cart Help Requisition Status Catalogs Shopping Lists Non Catalog Request Shop Non Catalog Request gt Search and Select Search and Select Name Choosing a value for the supplier field is a two step process First search for suppliers Second select a supplier from the search results Search Enter search criteria and press the Go button to find suppliers Search By Supplier eras Go Supplier Supplier Site Supplier Address Cancel S Supplier Bite p Supplier Address 4 If the supplier site is not found and you have verified your search criteria refer to the RIAS forms page on the RIAS web site at http www rias rutgers edu and select the New Change Supplier Request Form Copy the new form to your desktop using the Save As function 5 Select Cancel then Clear All to cancel the request in Internet Procurement 6 Complete the New Change Supplier Request Form that has been saved to your desktop e If the new supplier site is required
61. competitively and on an equitable basis without undue delay C To comply with all policies and laws pertaining to the procurement of all supplies equipment and services The Procure to Pay Process Step 1 Requisition Preparer creates requisition electronically Step 2 Requisition Preparer electronically submits requisition to the Requisition Approver Step 3 Requisition commitment is reflected on the Online Financial Information System OFIS the following day Step 4 Requisition Approver receives requisition electronically reviews and takes the appropriate action Approve Reject Forward Approve and Forward or Edit Step 5 Once requisition is approved Quick Orders A purchase order is created in Adobe Acrobat and emailed to the Requisition Preparer to print fax or mail to supplier Rutgers Exchange and Internal Suppliers A purchase order is automatically generated and sent to the supplier Oracle Exchange and Non Catalog Upon review and approval by buyer a purchase order will be automatically generated and sent to the supplier Step 6 Requisition commitment reversed and purchase order commitment reflected on OFIS the following day Step 7 Supplier ships goods or performs service Step 8 Requisition Receiver acknowledges receipt for purchases over 1 000 Step 9 Supplier sends invoice to Disbursement Control Step 10 Disbursement Control submits payment to the supplier University Information Protection and Security
62. ct Rutgers discount pricing Caution Some RU Exchange suppliers may also be found on Oracle Exchange Requisitions created using Oracle Exchange will require the review of a Procurement amp Contracting Buyer unless it is a Quick Order 1 Select the More link under Shop Supplier Sites Click on Exchange Oracle com 2 Enter search criteria in Search field using the wildcard You may search either by supplier name item number or description Select Go Note You must enter at least one character with the wildcard to execute a search Search Results for Water Spiess Inma and ECE a tata E Sapplier mi Cana 3 mm Orten un ee Manhar Review the listing of matched items To view additional items select the Next link on the bottom or top right of your screen if displayed To review previous items select the Previous link Items denoted with a blue dot that Indicates Negotiated Prices does not reflect Rutgers discount pricing If you wish to filter or sort your results select Filter Results link or Sort by criteria Description Supplier or Category using the drop down box Click Go 3 If your item is reflected click Select check box to the left of each item you wish to add to your requisition If your item is not displayed check and or modify your search criteria and repeat the above steps If your item is still not reflected you may wish to create a non catalog request Refer to Step 1 Non Catalog p
63. d Attachments indicate in a Note to Buyer that a payment must accompany the purchase order enter the amount of payment required and any other required information needed ThE STATE LNVERSITY OF NEW JERSEY Y A Exit Shopping Cart Help Checkout Notes Approvers Review amp Submit Enter Notes amp Attachments Indicates a required field Describe your requisition Requisition Description Kerox Copier model number 12345 with additiona Click here to automatically default the requisition description based on the first line itern s description You can always edit this default If check request complete the following F Check this box if you will not be submitting paper supporting documents to the Disbursement Control office If not provide justification in the Note to Approver box below Special Check Handling Instructions if any S Add notes and attachments Note to Buyer A deposit of 1 000 must be enclosed 2 with the purchase order when it is sent to Xerox A Note to Approver a Add Attacl it Attention To Description Clear Checkout Changes and Return to Shopping Cart Continue Home Shop Requisition Status My Profile Shopping Cart Help 3 Continue with Steps 5 and 6 of creating a requisition Note Once the requisition is approved the responsible buyer in UP amp C will take the appropriate steps to have both the check and purchase order sent to the supplier The paym
64. default illing Method 1 GOODS or SERVICES BILLED BY QUANTITY Default Example 10 books at 25 each Click below to select a different Billing Method gt Select Reserved for future use Do not use gt Select 2 GOODS or SERVICES BILLED AS AN AMOUNT Example 10 000 worth of miscellaneous supplies No on line receiving Manual Certification if 1 000 or more Select a Supplier using the Flashlight Required for Quick Orders and Check Requests Name Xerox Corp S Site DALLAS 01 Supplier Address Omnifax Division NOTE Ifthe Supplier or Site is not found you must complete a New Supplier Request Form and proceed with your Requisition by indicating the name of the new Supplier in the Note to Buyer field on the Enter Notes amp Attachments screen Describe Your Item Category Equipment S item Description Xerox Copier model 12345 and Sthpler Attachment 345 E Item description is limited to 240 characters Include an attachment on the Enter Notes amp Attachments screen if additional space is needed 12 Unit of Measure Each Quantity 1 9 Estimated Unit Price 10000 Forms and Attachments Clear All Add to Cart Add to Favorites Home Shop Requisition Status My Profile Shopping Cart Help Select Billing Method if different than default Selected Billing Method 1 GOODS or SERVICES BILLED BY QUANTITY Default Example 10 books at 25 each
65. dered 474 1238 computer 11 JUL 2002 Receive Items 260 303 BOTLWM HDPE OBLNG C 10 JUL 2002 Return Receipts at a Glance Need to send items back to the supplier Receipt Date 22 JUN 2002 22 JUN 2002 Return Items Correct Did you record the wrong receipt quantity Correct Receipts View View receipts with all associated returns and corrections View Receipts 2 Select View Receipts link 3 Select your search criteria using the drop down next to View and select Go or choose Expanded Search link If you wish to sort your search results select your criteria using the drop down next to Sort by select the Ascending or Descending radial button then Go View My Last 10 Receipts Go Expanded Search Requisition Status Receiving gt View Receipts View Receipts My Last 10 Receipts Click an item description link to view requisition line details Click a receipt link to view additional receipt irformation Sort by Receipt Ascending Ge Descending Indicates an adjusted receipt quantity 1 5 Shown of 5 um Bez oe Computer aN T Management 495 Corp 4 If you selected Expanded Search enter your search criteria then select Go Remember to select from the list of values for fields denoted with a flashlight icon Scroll down page to view your search results View Receipts Expanded Search Return to Quick Search Search _ i i Enter search criteria and press the Go button
66. diture is required to achieve the expected goals or outcomes of the program project or task For example it may be appropriate and necessary for an academic department to conduct a luncheon meeting to interview prospective faculty candidates because that is the only time during the day that all members of the search committee could be scheduled to attend The cost of the luncheon however might be considered unreasonable if the cost were to exceed more than 25 per person Basic Expectations for Preparers The authority to prepare requisitions should be assigned to regularly appointed employees Type 1 and 6 employees who are capable of performing at a level that will meet the following basic expectations e Willingness and ability to learn and use desktop computing tools including web browsers email and word processing applications as well as maintain respect for system security measures and the confidentiality of certain types of information e Willingness to attend training programs designed for the use of the RIAS applications and other professional development activities sponsored by the University e Willingness and ability to complete basic Oracle navigation and I Procurement training e Working knowledge of University Procurement amp Contracting policies and procedures e Willingness and ability to prepare requisitions in an accurate and complete manner Preparers will be required to enter account numbers and organization identif
67. e 10 Review the return details then select Submit To make a correction use the browser s back button then select Continue until you reach the Review and Submit Return s screen Review amp Submit 10 Review and Submit Return s Review your return details and press the Submit button when you re done Use your browser Back button if you need to make changes Submit Receipt Item De n ch er Dell Computer Computer Tre computer monitor g Model ABC Management Corp was damaged Damaged RMA 112 Submit 11 Upon submission you will receive a confirmation of the return To continue select Return to Receiving F iD Confirmation Your return s have been submitted 12 Contact Disbursement Control to notify them that you entered a return to ensure payment is not released for the returned items Entering Receipt Corrections Scope This procedure covers how to indicate a receipt correction of an item if you recorded the wrong quantity 1 Select Receive Items from the Internet Procurement homepage or Receiving if you selected another receiving link Items to Receive receiving proce ss Click an itern description link to receive the selected item or click a requisition link to receive any ofthe requisition s items Receive Requisition PO Number Item Description Record receipt of the items you ordered 474 1238 11 JUL 2002 Receive Items 260 303 TL Wi PEO G C 10 J
68. e Order List of Values Online Financial Information System Portable Document Format Purchase Order Purchasing Application Rutgers Integrated Administrati ve System Request for Information Request for Proposal Request for Quotation Unit of Measure University Procurement and Contracting Uniform Procure to Pay User Guide
69. e returned to the Preparer Reviewers are encouraged to only use Approve or Reject actions If a Reviewer rejects a requisition it is recommended that he or she enter a note explaining why the requisition has been rejected 9 Once you have selected an action click Submit to process 10 Once you select an action the notification you selected is no longer included in your listing of tifigations worklst You will receive a confirmation that vour notjfication resnonse has been 1 has been submitted visition Status Notifications gt Notification Details Confirmation Your notification response has been submitted 11 Select Requisition Status Notifications link to return to your Open To Do Notifications Approving Requisitions as an Approver Scope This procedure covers how to approve a requisition as an Approver RIAS creates two types of notifications FYI and To Do FYT notifications are for informational purposes and do not require action other than closing To Do notifications require action on the part of the recipient D O Exit Shopping Cat Help Requisitiuns Nutificatiuns Receiving App uvals View Open To Do Notifications Go Going away Click here to Click here to reassign To Do notifications while you re out of the office Open To Do Notifications Select notification and Sort by Date Ascending G Descending so 1 0 shown of 0
70. e Open 5 Adjustable Shelves 15x36x80 1 2 Arbee Associates 10531 Each 1 342 70999 USD 342 71 Supplier Approval History Markey Eileen F Fehn Bruce C Forward 27 JUN 2002 Fehn Bruce C Reserve 27 JUN 2002 Fehn Bruce C Submit 27 JUN 2002 Open Document Some buttons are disabled because your responsibility does not allow you to launch these forms If you want to reassign the notification so someone else can respond on your behalf press the Reassign button Forward To Select Note E Approval Action Approve Submit _Reassign 5 To view the details of a requisition click View Requisition Details link 6 The View Requisition Details screen will appear Review the information displayed To obtain more details such as the charging instructions select the View link displayed to the left of each reo ati wn taen Tequisiu on LIne E Items To view additional details for a line item click its View link PO Quantity Number Bookcase Open 5 Adjustable Shelves 15x36xB0 1 2 18 JUL 2002 Each 1 342 70999 342 71 View Requisition Details This is not a valid Purchase Order gt View Approval History Requisition 1659 In Process Total 26353 00 Created By 04 Practice Creation Date 29 MAY 2002 Description Lab 4 Edit Multi Org Deliver To 04 Practice Rutgers The State University of NJ 21 Road 1 Piscataway NJ 08854 8031 Note To Approver Note To Buyer Quick Order
71. e To access RIAS you must have a Rutgers Net ID RCI Crab or Andromeda If you don t have a NetID go to http netid rutgers edu and create one e Select a good password and refrain from sharing your password You are accountable for transactions submitted under your password In selecting a good password you should use a combination of upper and lower case letters numbers and special characters It is recommended that you change your password before Go Live Do not save your password to your Internet browser e Be aware of Social Engineering and attempts by unauthorized personnel to gain system access by impersonating bona fide employees Logging on to RIAS Procure to Pay Applications Scope This procedure covers logging on to Internet Procurement s Home Page 1 Open web browser and type in http www riasapps rutgers edu 2 Enter your NetID RCI Crab or Andromeda user name and password Note For procedures on establishing a University ID network NetID see http netid rutgers edu RIAS Rutgers Integrated Administrative System Procure to Pay Applications _ _ e LISD I atric THE STATE LNVERSITV OF NEW JERSEY Password Connect Note A user name is a unique identifier for each person who uses RIAS The password field does not display the characters that are typed in order to protect the confidentiality of the password Users must keep passwords confidential to prevent unauthorized
72. e orders and commitments e Understand how to enter receipts returns and corrections against purchase orders e Understand how Travel and Business Expense Reports TABERs and travel advances will be handled in Phase I of the RIAS Project e Know where to go for assistance if necessary When you use the Internet Procurement application please remember that all purchases of goods and services must be in accordance with the policies and procedures contained in the University Regulations and Procedures Manual the Faculty and Staff Buying Guide and the Standards for University Operations Handbook For additional purchasing related information see the web site for University Procurement Services at http www rci rutgers edu procure New forms are available on the RIAS web site at http rias rutgers edu formsrequirements html in both Adobe Acrobat and MSWord fill in formats This manual is subject to revision the most current version is available on the RIAS web site at http www rias rutgers edu Requisition and Purchase Order Overview Requisition vs Purchase Order e A Requisition is an internal electronic request for goods and services that is assigned a system generated number during the requisition creation process Requisition commitments will be displayed in OFIS as R XXXXXX the following day upon submission e A Purchase Order is a legally binding document to a supplier for goods and services that provides the
73. een saved for a long period of time remember to verity that your need by date is still accurate If your shopping cart has been saved for a long period of time the price of your items may no longer be accurate Verify the pricing information before proceeding to checkout Editing Default Information in My Profile Scope This procedure covers editing your default profile information in Internet Procurement THE STATE LNIVERSITV OF NEW JERSEY A y Exit Shopping Cart Help My Profile Edit your profile information and press the Apply Changes button below to save your changes Indicates a required field Delivery Defaults The delivery values you enter will default during the Checkout process Requester Name Smith Tim S Deliver To Location uv 4086 S avorite Charge Accounts Define a list of frequently used charge accounts by specifying a name and the complete account combination Your favorites may be accessed during the checkout process If the system is unable to generate a charge account for the item s in your shopping cart the default favorite account will be used 3 hi 8 e al E E E Add Another Row Preferences Result Set Size ro Apply Changes Clear Changes Home Shop Requisition Status My Profile Shopping Cart Help My Profile contains two sections Delivery Defaults and Favorite Charge Accounts To change delivery defaults 1 Enter your search criteria usin
74. elect OK Change First Approver Enter the new first approver and prass the OK button at the bottom of the page Indicates a required field Currant First Approver Lyons Kevin L New First Anprmver Rmith inhn S Clear Checkout Changes and Return to Shopping Cart OK Cance e Continue with Step 6 Review and Submit for Approval Step 6 Review and Submit for Approval Scope This procedure covers the sixth and final step of the requisition creation process At this step you will be assigned a requisition number A listing of the recent requisitions you prepared will appear in chronological order with the most recent one listed first under Requisitions at a Glance on your Internet Procurement Home Page Note Requisition commitments will be reflected in the Online Financial Information System OFIS the following day of requisition submission Once a requisition has become a purchase order a purchase order number will be assigned Important The purchase order number will not be the same number as the requisition number These purchase order commitments will be reflected in the OFIS System and its corresponding requisition commitment reversed the following day once it has been approved _ Checkout Fumaw amp Submit Review and Submit Requisition Please renew your soquistisa carofully to vorify that ovorythving s OK Roady to complete this transaction Pr
75. elect Proceed to Checkout Note To save the items in your cart and complete the requisition at a later time select Save Cart button If you selected Save Cart refer to Shopping Cart Management procedure 16 Continue to Step 2 Enter Delivery Information Step 1 Rutgers Exchange Scope This procedure covers the first step of the requisition creation process when requesting from a Rutgers Exchange supplier A Rutgers Exchange supplier is an external supplier who has agreed to offer discount pricing to Rutgers and whose goods can be accessed directly through a web link through Internet Procurement Requisitions created using a Rutgers Exchange supplier will not require the review of a Purchasing Buyer regardless of the total purchase Once the requisition has been approved your request will be automatically sent to the supplier The following suppliers will participate as a Rutgers Exchange supplier 1 Arbee Associates 2 Boise Cascade Office Products 3 CDW Government 4 Fisher Scientific 5 MSC Industrial Supply 6 Sigma Aldrich 7 Staples 8 VWR Scientific The most current listing of Rutgers Exchange suppliers is available on the RIAS web site at http www rias rutgers edu 1 Select the More link under Shop Supplier Sites Click on the specific supplier link you wish to use This will take you directly to the supplier s web site Note Rutgers discount pricing will be reflected if you select the supplier
76. enoted with a flashlight icon Scroll down page to view your search results Expanded Search Basic Search Requisition Created By S e g Last Name First Name Requisition Created Today El Requisition Status any E Requisition Number Bn Requisition Description Requester L S e g Last Name First Name Supplier S Go Search Tips 1 1 Shown of 1 Requisition Description Total Creation Date Status 298 50 24 MAY 2002 Approved 1 1 Shown of 1 5 To view requisition details select either the link displayed under Requisition or Description The View Requisition Details screen appears To view additional information such as the billing information select the View link View Requisition Details This is not a valid Purchase Order gt View Approval History Requisition 571 Approved Total 298 50 Created By Smith Tim Creation Date 24 MAY2002 Description VOR Deliver To Smith Tim Rutgers The State University of NJ 27 Road 1 Piscataway NJ 08854 9031 Note To Approver Please Check the natural account Note To Buyer Quick Order Check Request 319 Attachments To Approver Text Infomation an VER Items To view additional details for a line item click its View link gt View 1 319 Sony VCR model 453704765 AS90 14 JUN 2002 Each 1 205 2050 Total 298 50 Copy to Can iew Requisition Details This is not a valid Purchase Order gt View Approval History Requisition 571 Ap
77. ent Form from Disbursement Control 2 Complete the form and deliver directly to Disbursement Control for input Entering Receipts Scope This procedure covers how to receive items online In order to ensure that the University is paying for only those goods or services properly ordered and authorized received and accepted Disbursement Control is required to match invoice information with underlying purchase order information University policy requires a receipt for all purchase orders of 1 000 or greater before payment can be made to the supplier Purchase order lines of 1 000 or greater will appear in the Requester s receiving queue entitled Items to Receive until all the items have been received Purchase orders of 1 000 or greater for the below purchases will be acknowledged with a paper invoice certification form 1 New Blanket Orders 2 Subcontracts Sponsored Programs 3 Consulting Professional Services and other Fixed Price Agreements 4 Paper Purchase Orders converted into RIAS 1 After you verified the number of items received with the description and quantities on the purchase order and packing slip select Receive Items from the Internet Procurement homepage or Receiving if you selected another receiving link 2 Items to Receive gt recei V i ng proce ss Click an item description link to receive the itern or click a requisition link to receive any of the requisition s items Receive a O NAT E
78. ent that will be paid against the purchase order will be reflected in OFIS Creating Emergency Requisitions Scope This procedure covers how to make a placement of an emergency order with a supplier The university defines emergencies as life safety hazards keeping vital equipment operative or preventing the deterioration of an experiment In those instances where there is a need to place an emergency order with a supplier directly listed below are two methods one for working hours 8 30 a m 4 30 p m Monday through Friday and one for non working hours Emergency Purchase Orders and Assistance during Working Hours Orders for 1 000 or less 1 Create a Quick Order requisition in Internet Procurement See Entering Quick Purchase Orders procedure for details 2 Once your requisition has been approved the Requisition Preparer will be emailed the Quick Purchase Order as an Adobe Acrobat attachment This attachment is the final Quick Purchase order containing the standard Rutgers terms and conditions 3 Upon receipt of your approved Quick Purchase Order choose one of the following e Print Quick Purchase Order attachment to your local printer and mail deliver to supplier e Print Quick Purchase Order attachment to your local printer and fax to supplier e Email Quick Purchase Order attachment to the supplier if they will accept email Orders for more than 1 000 4 Create a non catalog requisition in Internet Procurement See Step 1
79. er is T Match case Search Clear Advanced Search 3 Select your search criteria using the drop down arrows If you know the exact value you are looking for using is or starts with will return results more quickly is not contains starts with Release hurmber Order Date Revision Revised Date Type Bil to Location Ship Via Supplier Buyer ends with greaterthan 4 Enter the value you wish to search in the blank field To view purchase orders established in RIAS select PO Number is then enter the purchase order number as displayed below Note To view a purchase order that was converted to RIAS enter the purchase order form identification letter as shown below then the complete purchase order number For example to view an external blanket order 500776 select PO Number is then B500776 All converted purchase orders will indicate UPC Conversion as the Ship to Location the Item Description as FY02 Conversion and the total dollar amount converted Purchase order line detail will not be displayed Regular Requisitions R and B Quick Orders Q Plant Fund Requisitions C Request for Consulting IPSP Form P Note Internal Prurbase Lider vers wot converted ta RIAS var _ a gme 57 Yu roar 7 la 1 E Wah cass Search Ademar Seal 5 Click on checkbox to the left of Match case then click the Search button to invoke the query 6 The following information such as
80. es for further details Notification Details Normal Priority To Markey Eileen F Respond By Date 29 JUN 2002 11 40 24 Subject Final reminder Requisition 994 for Fehn Bruce C 342 71 USD requires approval Requisition Summary Requisition Total 342 71 USD Bookshelves for office Fehn Bruce C Fehn Bruce C Requisition Lines The first five requisition lines are summarized below For additional information click the View Requisition Details link ARDE MEAR Line Item Description upplie L mount USD 1 Bookcase Open 5 Adjustable Shelves 15x36x80 1 2 Arbee Associates 10531 Each 1 342 70999 USD 342 71 Approval History 4 Markey Eileen F 3 Fehn Bruce C Forward 27 JUN 2002 2 Fehn Bruce C Reserve 27 JUN 2002 1 Fehn Bruce C Submit 27 JUN 2002 Open Document Some buttons are disabled because your responsibility does not allow you to launch these forms If you want to reassign the notification so someone else can respond on your behalf press the Reassign button Forward To Select Not ote E Approval Action Approve Submit _Reassign Sa A 12 Once you have selected an action click Submit 13 Once you select an action the notification you selected is no longer included in your listing of notifications worklist You will receive a confirmation that your notification response has been submitted equisition Status Notifications gt Notification Details Co
81. f 8 Supplier Supplier Site Supp 21 Addr Cheshire A Xerox Co Mundelein 01 404 Washington Boule Xerox Colorgrafx Systems San Jose 01 5853 Rue Ferrari Xerox Corp Dallas 01 Ormnifax Division Xerox Corp PRINCETON 01 100 Overlook Center 5 Enter search criteria using the wildcard in Category then click Go Search Enter search criteria and press the Go button to find categories Search By Category Name Pequip Go Category Name Cancel 6 Select Search By criteria either Category Name or Category Description then click Go 7 Click Select to the left of the appropriate category classification for your purchase This will return you to the Non Catalog Request screen Note For requisitions with multiple lines do not combine a Check Request category with any other type of category on the same requisition Search Enter search criteria and press the Go button to find categories Search By Category Name equip Search Results Press the Select button to choose a category If you cant find the value you want try searching again with different criteria 1 1 shown of 1 Select Category Name Category Description Select Equipment All Equipment 1 1 shown of 1 8 Enter a complete description of the goods or services you are requesting in Item Description The description should include size model number and any other pertinent information Note This field is limited to 240 characters If additional
82. f the TABER When departmental forms are used the TABER must still contain the name and address of the requester and the complete billing information and amounts to be charged Other required details of the reimbursement need not be on the TABER if they are on the departmental form 4 The completed original TABER and its corresponding receipts are to follow the same approval path as purchase requisitions and check requests except the routing will be a manual process That is an individual will need to deliver or mail his or her TABER along with receipts to an authorized Approver for the organization to which the reimbursement is being charged 5 Upon review and approval the authorized Approver will sign the TABER and deliver or mail the TABER and original receipts to Disbursement Control for payment and retention Requesting Travel Advances Scope This procedure covers how to prepare a travel advance request for a Rutgers employee Travelers may request cash advances for travel when necessary Generally advances are to be requested only for meals and incidentals Advance requests for more than 100 per day of travel must have a justification letter attached to the request Advance requests are to be received in Disbursement Control no later than two weeks prior to departure Travel advances will be issued no earlier than two weeks prior to the traveler s departure date Travel advances are considered a personal charge to the individua
83. ferent Organizations 77 Creating Requisitions as a Level Two Approvet cccsccecsssceesseeseeeeseeeeseseeseeeeeeeeees 79 Requisition Status InqUiIs e nn nn en ad 81 Shopping Cart Management ccccccscccssssccsssecesecesseeeeesecesseeceeseeceseeesseeeeseseesseeeseeeees 85 Editing Default Information in My Profile cece eeeceeeseeeseceseeeseeceeeeaeeeseeeseseeeeeneees 95 My Fav rltessa 2s2 hi hhh AA AKAAAAGRAN aaa anaa daceteeed ige 97 Requesting New Update Suppliers and SIt8S ooooocnnococioncccoooncnononononononcncnnnncnnnonononnnnns 103 Requisition Withdraw Cancel and ResubMit ooooooococnococcnoccnooonononcnononcncnnncnonononnnnnos 107 Notifications Managing F YT NOt Cations e elo 113 Managing To Do Notifications as a RevieWeT ooooccnnocccoooncnonncoonnnonnnncnononcnnnnnnnnncnnnnnnnns 117 Approving Requisitions as an Approve ccccccccccessseeessceesseeeeseecesesesseeeesseeesseeeseeeees 121 Rejecting Requisitions ocn 127 Forwarding Requisitions as an AppTOVeT cooococnoocnnonncoonnnnonononononcnoncnononcnnnnnnnnnncannncinnss 131 Editing a Requisition Received as a NotifiCatiON oooooocnoconocaconncoonononanonacoononanacononanenns 137 Reassigning Notifications ne diana add 145 Purchase Orders Receipts and Travel Viewing Purchase Order Information Online cei ceeeeeseesseeseceseeeeeeeneeesseceaeeneeenneees 149 Preparing a Change Order to a Purchase Ordet cccc
84. file you attached indicates one of the following after the file name xls Excel doc Word pdf Adobe Acrobat or vsd Visio If not please assign the appropriate extension to the file name if not already displayed If you selected Text enter your free form text d Select OK 9 If you wish to add another attachment repeat steps 6 through 8 Once completed select Continue 10 Continue with Step 5 Review Approver List Step 5 Review Approver List Scope This procedure covers the fifth step of the requisition preparation process The Approver List displays your default Approver defined in the requisition approval hierarchy who has the authority to approve the requisition based upon the organizational value s indicated in Step 3 and the total dollar amount of the requisition automatically THE STATE LNVERSITV OF NEW JERSEY 6 2 Exit Shopping Cart Help Checkout Review amp Submit Review Approver List amp Enter Justifications Your requisition will be sent to the following list of approvers Approver List Click here to change the first approver Sequence 1 Jones Eileen F Delete Add Another Approver Reviewer Additional Information for Approvers Note to Approver Please check the natural account zZ Attach Justifications To Approver Clear Checkout Changes and Return to Shopping Cart Continue Home Shop Requisition Status My Profile Shopping Cart Help 1
85. for Fehn Bruce C 342 71 USD requires approval Requisition Summary n Total 342 71 USD Bookshelves for office Fehn Bruce C Fehn Bruce C Requisition Lines The first five requisition lines are summarized below For additional information click the View Requisition Details link View Requisition Details Edit Requisition ine sai CNN ic iii 1 Bookcase Open 5 Adjustable Shelves 15x36x80 1 2 Arbee Associates 10531 Each 1 342 70999 USD 342 71 Supplier Approval History Markey Eileen F Fehn Bruce C Forward 27 JUN 2002 Fehn Bruce C Reserve 27 JUN 2002 Fehn Bruce C Submit 27 JUN 2002 Open Document Some buttons are disabled because your responsibility does not allow you to launch these forms If you want to reassign the notification so someone else can respond on your behalf press the Reassign button Forward To Select Note E Approval Action Approve Submit _Reassign 5 To view the details of a requisition click View Requisition Details link 6 The View Requisition Details screen will appear Review the information displayed To obtain more details such as the charging instructions select the View link displayed to the left of each reo ati wn taen Tequisiu on LIne E Items To view additional details for a line item click its View link PO Quantity Number Bookcase Open 5 Adjustable Shelves 15x36xB0 1 2 18 JUL 2002 Each 1 342 70999 342 71 View
86. for a Quick Order email the completed form to University Procurement amp Contracting at procure rci rutgers edu If the new supplier site is required for a check request email the completed form to Disbursement Control at payables Orci rutgers edu The person submitting the request will be notified when the supplier site has been established Note For check requests and Quick Orders this step must be completed before you prepare your request 7 Upon notification that your supplier site has been established follow the appropriate steps on how to create a requisition 8 If you are preparing a non catalog request that is not a check request or a Quick Order and would like to suggest a supplier site that is not reflected in RIAS follow the steps below a Refer to the RIAS forms page on the RIAS web site at http www rias rutgers edu and select the New Change Supplier Request Form Copy the new form to your desktop using the Save As function Complete the New Change Supplier Request Form that has been saved to your desktop b Prepare and submit your non catalog request with the following conditions e The Supplier Name Site Address fields should be left blank e Indicate in Note to Buyer that you are suggesting a supplier site for this requisition and the new change supplier request form is attached to the requisition 1 Select Add Attachments on Step 4 Enter Notes and Attachments 2 Select To Buyer in The Attention
87. form membership dues notice or petty cash receipts the documentation must be delivered or mailed to the designated Approver for review The documentation must be attached to a screen print of the View Requisition Details screen for the check request The screen shot contains the requisition number that will be used by the Approver and Disbursement Control to locate and match the document with the associated requisition in the system If for some rare and unusual reason the original or underlying documentation can not be attached to the check request documentation held at departmental locations must be retained for a period of ten 10 years and may be subject to examination by University officials and internal and external auditors 12 If approved the supporting documentation and the attached screen shot must be forwarded to Disbursement Control where it will be matched with the check request to release payment and filed for retention Entering Quick Purchase Orders Scope This procedure covers the creation of a quick purchase order A quick purchase order is used for purchases to external suppliers that do not exceed 1 000 with a single transaction and a single invoice Quick purchase orders do not require a Buyer s review As a reminder quick purchase orders have the following restrictions and cannot be used to purchase 1 Alterations or Repairs to Buildings 2 Blanket Orders 3 Building Graphics Interior and Exterior
88. g the wildcard in Requester Name then select flashlight icon Select Go 2 Click on Select to the left of the Requester you wish to use as your default 3 If you changed the Requester in the step above the Deliver to Location will change to reflect the Requester s location To change to another location enter search criteria in Deliver to Location using the wildcard then select flashlight icon Select Go 4 Click on Select to the left of the Deliver to Location you wish to use as your default 5 If you wish to enter favorite charge accounts continue to step 6 Otherwise select Apply Changes To enter favorite charge accounts 6 Designate a charge account as your default by clicking on Default radial button next to the line number 7 Create a brief description for your charge account in Charge Account 8 Enter the appropriate values in Fund Source Organization and Natural Account Remember to enter the appropriate number of zeros in all the future segments Favorite Charge Accounts Define a list of frequently used charge checkout process Ifthe system is counts by specifying a name and the complete account combination Your favorites may be accessed during the Able to generate a charge account for the item s in your shopping cart the default favorite account will be used Delete T 10531 21000 000000 po T 0 Fund Source Account Organization Natural Account Future 000000 Future 0
89. has been deleted ThE STATE LNIVERSITV OF NEW JERSEY 2 Log Of Shopping Cart Help Shopping Cart Shopping Cart Delivery Billing Approvers Review amp Submit Saved Carts ib Confirmation The selected saved cart has been deleted Ready to buy the items in a saved cart Select a saved cart and press the Open button to move its items to your shopping cart 11 APR 2002 ooo 1 1 Shown of 1 Home Shop Requisition Status My Profile Shopping Cart Help To Access a Saved Shopping Cart 9 Select Shopping Cart on the home page Return to Portal Shopping Cart Help 10 Select Open Saved Cart THE STATE LNVERSITV OF NEW JERSEY T 7 Log Of Shopping Cart Help Shopping Cart Shopping Cart Delivery Billing Approvers Review amp Submit O Confirmation The shopping cart has been saved Shopping Cart Contents Your shopping cart is empty To put something in your shopping cart start by selecting the Shop tab or click the Return to Shopping link below also open a saved cart if you are ready to buy the items it contains gt Open Saved Cart If you are trying to add items and dont think your cart should be empty please contact your support administrator Return to Shopping Home Shop Requisition Status My Profile Shopping Cart Help 11 Select the cart you would like to open by clicking on the radial button to the left of the requisition number and cart description Click O
90. he State University of NJ 21 Road 1 Piscataway NJ 08854 8031 Note To Approver Note To Buyer Quick Order Check Request PO Attachments Items To view additional details for a line item click its View link Y Hide DC550 Mass Spectrometer 19 JUN 2002 Each 1 Item Description DC550 Mass Spectrometer Special Info None Item Number Requester 04 Practice Supplies Equipment and ae Category Merchandise Deliver To LIV 4087 Supplier Varian Analytical Instruments Need By Date 19 JUN 2002 Supplier Site Chicago 01 Supplier Contact Contact Phone Supplier Item Number To Supplier PO Number 811 Buyer Lyons Kevin L 00 424709 10299 71000 000000 000 26 562 00 201234 10531 71000 000000 000 73 438 OS O Patton Approve Reject Respond 7 When you are finished with your review select Respond This will return you to the Notifications Details screen Notification Details Normal Priority To Markey Eileen F Respond By Date 29 JUN 2002 11 40 24 Subject Final reminder Requisition 994 for Fehn Bruce C 342 71 USD requires approval Requisition Summary 342 71 USD Bookshelves for office Fehn Bruce C Fehn Bruce C ition Lines The first five requigttwssdges are summarized below For additional information click the View Requisition Details link Yiew Requisition Details Edit Requisition Bookcase Open 5 Adjustable Shelves 15x36x80 1 2 Arbee Associates 10531 Each 342 70999 USD 342 71 Ap
91. he Supplier or Site is not found you must complete a New Supplier Request Form and proceed with your Requisition by indicating the name ofthe new Supplier in the Note to Buyer field on the Enter Notes amp Attachments screen Describe Your Item Category Check Requests i Item Description Honorarium for William Taylor ll Forms and Attachments Clear All AddtoCart AddtoFavorites Home Shop Requisition Status My Profile Shopping Cart Help Estimated Amount e500 1 Follow Step 1 Non Catalog procedure 2 Confirm that the following are true e You have selected Billing Method GOODS or SERVICES BILLED AS AN AMOUNT e You have chosen a valid supplier name and site e You have chosen a Check Request category Note The Category Check Request Non Resident Alien must be selected if you are requesting payment to a Non Resident Alien 3 If any of the above criteria is not met use the browser s back button to make the required modifications Enter the appropriate information once you receive the Special Item Information screen then select Done TAE STATE LNIVERSITV OF NEW JERSEY gt Ww RUTGERS AA See Exit Shopping Cart Hel Requisition Status Catalogs Shopping Lists Non Catalog Request Special Item Information The item you selected requires additional information before it can be added to your Shopping Cart Please enter the following information and press the Done bu
92. ial Information screen Click Done 8 Change the quantity of 1 displayed to the total estimated dollar amount of your purchase Select the update link to view the updated total Select Proceed to Checkout 9 Continue to Step 2 Enter Delivery Information ae 17 177773 te TASA A Ta Harz ande Ihz yan moan a t ste e Dunn N G lia gt am iar fele ba Sewers LI a Polea steci ta rg IPA Dining Services Catering Orire Nante E Aru Shey ERES Shopping Cart Delivery Billing Approvers Review amp Submit Shopping Cart Contents gt Open Saved Cart IPO IPO as 3 7 Dinin DINING Dining Services Catering NB Campus Ser Each fi 1 00 1 00 T a SERVICES Catering Catering update Total 1 00 To view new totels after updating quantities click the update link I CHECK HERE FOR QUICK ORDERS AND CHECK REQUESTS ONLY No need to check this box if using an RU Exchange Supplier Save Cart _ Proceed to Checkout Save the iterns in your Easy step by step cart and complete the checkout lets you enter checkout process at a detaled delivery and later time billing instructions Step 1 Oracle Exchange Scope This procedure covers the first step of the requisition creation process when doing a catalog request using Oracle Exchange Suppliers on Oracle Exchange will not reflect Rutgers discount pricing Only Rutgers Exchange suppliers specifically listed under the heading Shop Supplier Sites will refle
93. ication numbers on requisitions before they can be submitted for approval Preparers are also expected to document the reason for the request in the Notes to Approver section of the requisition as well as the name of the requestor 1f not entered directly into the Requestor field e Willingness and ability to acknowledge the receipt of goods and services when assigned the default Requestor Receiver role and to initiate the return of goods or services if defective Student employees Type 5 will not be granted authority to prepare requisitions or given access to the RIAS I Procurement application Also casual employees Type 4 7 and 8 will not be granted authority to prepare requisitions unless the unit can document a compelling need that would justify the special set up and maintenance activities associated with the assignment Paper forms being replaced by the RIAS Procure to Pay Process 9 Part Requisition R and B 9 Part Requisition for Plant Funds C e Quick Orders Q e Check Requests Billheads e Internal Purchase Orders T or D for purchases from l Za 9 10 New Brunswick Computer Support Services Rutgers Computer Store New Brunswick Computer Support Services Rutgers Computer Repair New Brunswick Computer Support Services Rutgers Computer Software Facilities Maintenance Newark and Camden Campuses Mail and Document Services Material Services
94. ide an En the rule will remain in effect until you discontinue it Start Date fi 8 MAY 2002 Example 30 APR 2003 End Date 25 MAv 2002 Example 30 APR 2003 Notification Recipient Select the name of the person who will receive these notifications while you re away Recipient Coniin Michele S Additional Information The comments you enter will appear on each reassigned notification Comments As discussed am routing these requisitions to you while am on vacation i OK Cancel 5 Select the name of your backup by entering search criteria using the wildcard then select the flashlight icon in Recipient Select Go Click on the Select button to the left of employee name who will be receiving the notifications 6 Optionally enter any remarks you wish to appear on each reassigned notification in the Comments field These comments will be displayed on each notification the recipient you indicated in step 5 receives 7 Select OK Notification Reassignments You can reassign To Do notifications if you re unable to respond for any length of time Select notification type s and press the Edit Rule buttcn to create a new reassignment rule or update an existing one Requisition Approval MT Confirm Receipts 8 To review the reassignment rule click on the link entitled Reassigned to Name of Recipient To delete the rule click on the Delete Rule link 9 Once you have entered a rea
95. k 9 Optionally enter free form text in Dept Activity 1 and or Dept Activity 2 10 If you wish to apply this same account information to all requisition lines listed select Check Here to Apply this Account to all Requisition Lines If not select OK and repeat steps 4 through 9 for each requisition line 11 Select OK This will return you to the Review Charge Account screen to verify the charge account information is correct If you have allocated costs to multiple accounts it will display Multiple under Charge Account 12 Select Continue 13 Continue to Step 4 Enter Notes and Attachments Step 4 Enter Notes and Attachments Scope This procedure covers the fourth step of the requisition preparation process Exit Shopping Cart Help Checkout Approvers Review Submit Enter Notes amp Attachments Indicates a required field Describe your requisition Requisition Description Xerox Copier model number 12345 with additiona Click here to automatically default the requisition description based on the first line item s description You can always edit this default If check reque au plete the following F Check this box if you will not be submitting paper supporting documents to the Disbursement Control office If not provide justification in the Note to Approver box below Special Check Handling Instructions if any S Add notes and attachments Note to Buyer a deposit of 1 000 must be sent wi
96. k View Requisition Details Edit Requisition tine Item Description Supplie UOM Line Amount USD 1 Bookcase Open 5 Adjustable Shelves 15x36xB0 1 2 Arbee Associates 10531 Each 1 342 70999 USD 342 71 Approval History Markey Eileen F Fehn Bruce C Forward 27 JUN 2002 Fehn Bruce C Reserve 27 JUN 2002 Fehn Bruce Submit 27 JUN 2002 Open Document Some buttons are disabled because your responsibility does not allow you to launch these forms If you want to reassign the notification so someone else can respond on your behalf press the Reassign button Forward To Select Note F Approval Action Approve Submit _Reassign 5 To view the details of a requisition click View Requisition Details link 6 The View Requisition Details screen will appear Review the information displayed To obtain more details such as the charging instructions select the View link displayed to the left of each rani tim taen TequisiU on Ine Items To view additional details for a line item click its View link 2 tem Description Jnit Quantity Number Bookcase Open 5 Adjustable Shelves 15x36x80 1 2 18 JUL 2002 Each 1 342 70999 342 71 View Requisition Details This is not a valid Purchase Order gt View Approval History Requisition 1659 In Process __ Total 26353 00 Created By 04 Practice Creation Date 29 MAY 2002 Description Lab 4 Edit Multi Org Deliver To 04 Practice Rutgers T
97. l requesting the advance and should be settled by submitting a TABER with appropriate receipts within 10 days of the traveler s return to work Outstanding travel advances for completed trips must be settled before subsequent advances will be issued See University Travel Policies in UR amp PM Book 6 Section 6 1 10 for further details The University will no longer accept or process travel advances on check requests all employee travel advances must be submitted on the Employee Travel Advance Request form TAF 1 Complete the Employee Travel Advance Request form that is available on the RIAS web site at http rias rutgers edu formsrequirements html The form is available in both Adobe Acrobat and MSWord fill in formats The request form must indicate the departmental account to charge the advance with the natural account subcode 34900 The form must contain an explanation of the business reason or purpose for the advance Note The travel advance account 012056 1400 will no longer be used Once Disbursement Control has processed the travel advance the advance will now be reflected on your departmental account under the new subcode 34900 in OFIS Once a Travel and Business Expense Report TABER has been completed upon return of the business trip the advance will be reversed under subcode 34900 and the actual expense reflected under the subcodes referenced on the TABER e g 35000 35200 35300 2 The individual requesting the ad
98. lds e Use the Continue Proceed OK or similar buttons to progress through the requisition data entry process e Underlined words represent links e An asterisk denotes a required field e Flashlight icon denotes a List of Values LOV field e The percent symbol serves as a wildcard to search for data in fields denoted by the flashlight icon Smith Jo Internet Procurement Home Page Overview Welcome Eileen Jones N Purchasing News RU Internet Procurement ink to University Procurement Services un New to Purchasing El To Do List ae 5 i 3 2 e Check Frequently Asked Questions Going away Click here to reassign To Do notifications 5 B ooo Review Purchasing policigs Requisition 315 for Smith Tim 357 60 USD a 7 OY ready to requires approval W get star ted Requisition 312 for Smith Tim 10000 00 USD requires approval E P y Just click a task in the Purchasing process flow and you re on your a Requisitions at a Glance way scription Creation Date Status B go shopping iProcureme 2 Status 219 All Brand 16 MAY 2002 In Process O s 211 test 16 MAY 2002 In Process D Pensions Mm rs O J A check requisition a O status 2 T o Q de receive items D A ote Home Shop Requisition Status My Profile Shopping Cart Help N 74050 E 1 Exit Use this link to close your RIAS session and return to
99. lear All button to clear all the information displayed and begin again Select Add to Favorites button if you wish to add this item to your Favorites list If you select Add to Favorites refer to My Favorites procedure Based upon the category you selected in step 7 after you selected Add to Cart a Special Item Information screen may be displayed If so enter the appropriate information requested on this screen then select the Done button This will take you to the Shopping Cart Contents screen On the Shopping Cart Contents screen several features are introduced a Requisition Step Indicator shows you the step you currently are in and the overall requisition creation process b Quantity field allows you to update the quantity of your item on this screen Select the Update link to view the updated totals c Select the Garbage Can Icon to delete a requisition line from your cart d If displayed select the link under Special Information on a line to view or update special item information for your item THE STATE LNIVERSITY OF NEW JERSEY B Exit Shopping Cart Help Shopping Cart Shopping Cart Delivery Billing Review amp Submit Shopping Cart Contents n Description Xerox Copier model number 12345 with additional stapler f Xerox PRINCETON attachment number 232 Each fi 10000 00 10 000 00 Car or update Total 10 000 00 To view new totals after updating quantities click the update link TF CHECK HERE FOR
100. lect Close Do not use the Reassign button 9 Once you select Close the notification you selected is no longer included in your listing of notifications worklist You will receive a confirmation that your notification response has been submitted 10 Select Requisition Status Notifications link to return to your Open FYI Notifications Managing To Do Notifications as a Reviewer Scope This procedure covers managing To Do notifications as a Reviewer A Reviewer is an individual outside the Preparer s direct requisition approval hierarchy to whom a requisition has been forwarded for review A Reviewer does not have final approval authority for that requisition RIAS creates two types of notifications FYI and To Do FYT notifications are for informational purposes and do not require action other than closing To Do notifications require action on the part of the recipient Requisitiuns Nutificatiuns Receiving Appiuvals View Open To Do Notifications Go Going away Click here to Click here to reassign To Do notifications while you r Open To Do Notifications Select notification and Sort by Date Ascending co Descending 1 0 shown of 0 PO amp isiti i i Requisition 29 MAY 2002 30 MAY 2002 Approval mn 1 Select Requisition Status tab Click on Notifications to view all open notifications 2 Select Open To Do Notifications using the drop down next to View Selec
101. n Yes No delivery information differs by item Clear Checkout Changes and Return to Shopping Cart Continue Home Shop Requisition Status My Profile Shopping Cart Help 1 Verify the Need By Date is accurate The default will be 21 days from the current date If not enter the new future Need By Date using the following format DD MON YYYY e g 01 JUL 2002 Note If a saved Shopping Cart is being used the screen will appear in a different format than example displayed 2 Verify the Requester field reflects the name of the individual who will be receiving the goods or services being ordered The default will be the Requisition Preparer s name unless otherwise defined in My Profile See related procedure entitled Editing Default Information in My Profile To change the Requester named enter search criteria using the wildcard e g Smith in the Requester field then click flashlight icon Click Go 3 Click Select to the left of the individual you wish to indicate as Requester 4 Verify the Deliver to Location reflects the code for the address you wish the goods or services to be delivered to The default will be the Requester s location To select another location enter search criteria using the wildcard in Deliver to Location then click on flashlight icon Search and Select Deliver To Location Choosing a value for the location field is a two step process First search for locations
102. n Internet Procurement or the RIAS web site at http www rias rutgers edu Level 1 approval represents approval authority up to 10 000 and Level 2 represents approval authority up to the departmental budget Search Enter search criteria and press the Go button to find approvers Employee Name AAMA i Go Search Results Press the Select button to choose an approver If you cant find the value you want try searching again with different criteria 1 1 shown of 1 Employee Number Employee Name Employee E Mail Select Fehn Bruce C FEHN RCIRUTGERS EDU 16049 ae E 5 Click Select to the left of the individual you wish to add 6 Repeat steps 2 through 5 for the Approver for each different organization you indicated in the billing instructions 7 Follow the Step 6 Review and Submit procedure to complete your requisition Requisition Status Inquiry Scope This procedure covers some of the common ways of gathering information about your requisition and purchase orders 1 Select the Requisition Status tab Notice this screen provides you with the Requisition Number Descrintioo Total Creation Date and Status S XI SS USOS y Gur ae yusoruciss iew Last 10 Requisitions Go Expanded Search Click a requisition number link to see its details Last 10 Requisitions uisition and Copy to Cart Cancel A Withdraw Resubmit Receive Need to change a requisition that s
103. ncy always contact directly the appropriate service department Facilities Police Emergency Services Housing Dining Services REHS or Transportation to expedite the timely resolution of your problem Creating Requisitions with Charge Accounts from Different Organizations Scope This procedure covers how to prepare a requisition when the charge account s that will be indicated in the billing information will reference different organizations The Approver List displayed during the fifth step of the requisition creation process will display the Approver defined in the requisition approval hierarchy who has the authority to approve the requisition based upon all organizational values s indicated in the billing instructions and the total dollar amount of the requisition automatically The default Approver who may be displayed is a University Procurement and Contracting individual e g Kevin Lyons The following steps must be adhered to ensure the authorized Approvers of each organization have reviewed the requisition 1 Follow the appropriate Steps 1 through 4 of creating of a requisition 2 During Step 5 Review Approver List select Add Another Approver Reviewer Review Approver List Enter Justifications Your requisition will be sent to the following lis Approver List Click here to change the first appr Sequence 1 Jones Eileen F before 1 y S No Delete Add Another Approver Reviewer Required N
104. nfirmation Your notification response has been submitted 14 Select Requisition Status Notifications link to return to your Open To Do Notifications Reassigning Notifications Scope This procedure covers how to reassign To Do notifications if you are unable to respond for a length of time To Do List notifications while you re out ofthe office 1 Select Reassign To Do Notification while you re out of the office link under your To Do List on the Internet Procurement home page 2 Select the checkbox to the left of Requisition Approval and or Confirm Receipts as the notification type then select Edit Rule Notification Reassignments Yi ran tease en To Co notifcations 1 you rs nabla lt sepond for r y len citime Select no icatiz 1ype s and pees the Edit Rule button to creaza eve sres gn rl role orupd 1 zn exis rg one Select Motitication lype Heassicniment Hule fF Requisition Apprnwal Monto ec pts ect Natitication ypeis and 3 Enter a future Start Date the re assignment rule should become effective in the format DD MMM YYYY 4 Enter the End Date the re assignment ends in the format DD MMM YYYY Reassignment Rule Enter reassignment information and press the OK button below when you re done Indicates a required field Notification Type Requisition Approval Reassignment Rule Duration Indicate when the rule should become effective If you dont prov
105. nge Order Request COR form that is available on the web at http rias rutgers edu formsrequirements html The form is available in both Adobe Acrobat and MSWord fill in formats 2 Email the completed COR to the authorized Approver s of the Organization s to which the original purchase order was charged 3 The Approver indicates his or her approval of the change in the body of the email and forwards the email to the appropriate Buyer in UP amp C for processing of the change order request Hint You may obtain the name of the responsible buyer by using RU View Purchase Orders Sce Viewing Purchase Orders On line procedure for further details For increase in quantity or amount changes 4 Prepare a new requisition indicating in a Note to Buyer if you wish have the requisition combined with an existing purchase order and which purchase order number you wish to have it combined with e g blanket supplements or additional items Preparing a Change Close Commitment Form Scope This procedure covers how to prepare a change close commitment form to close a paper based internal purchase order to an internal supplier that is not reflected in RIAS For all other changes see Preparing a Change Order to a Purchase Order procedure The most current listing of Rutgers internal suppliers that are reflected on RIAS is available on the RIAS web site at http www rias rutgers edu 1 Obtain a copy of the paper based Change Close Commitm
106. nk can also be used if you wish to select all items in your Favorites list A check mark will denote the specific items you have chosen To de select items click on the specific individual Select box to the left of the item description or use the Clear All link to remove all items marked The checkmarks will be removed 24 Select Delete Requesting New Update Suppliers and Sites Scope This procedure covers how to request new suppliers and or new locations sites for an existing supplier To prepare either a check request or Quick Order a valid supplier and site must be reflected on the requisition request If the supplier site is not reflected the Requisition Preparer is responsible for completing a New Change Supplier Request Form and submitting it to the appropriate office to be established before the Check Request or Quick Order is prepared If you are preparing a non catalog request that is not a Check Request or a Quick Order and would like to suggest a supplier you are not required to submit this request in advance of preparing your request See Step 8 for further details 1 Confirm that your supplier site is not reflected in RIAS by first selecting the Non Catalog Request link from Internet Procurement homepage 2 Enter search criteria using the wildcard in the Name field then click flashlight icon 3 You will be brought to the Search and Select Name page Select from the drop down list the criteria you wish to sear
107. nnonnnnnononononononononcnnnnnnns 25 Requisitions Creating Requisitions Step Non Catala at ee 27 Step 1 Rutgers Exchange uceseseesesseessneesnnnnnensnnnennennennnnennneenene essen 33 Step 1 Rutgers Internal SupplierS oooconocononocooocncnoncnononncnoncnonononononcnoncnconnnoo 37 Step 1 Oracle Exchange ssessseesseesssesssesssesseesseossressressseessressressressseessesseese 41 Step 2 Enter Delivery Informati0W ooooocnooccnoocncooncnoncncnonnnnonononononcnnnnncnnnncnnnno 43 Step 3 Enter Billing InformatioN oooooccnonccnononcnoncnononcnonnnnonononononcnnnnnnnnnncnnnnos 47 Step 4 Enter Notes and AttachmMentS oooooocnoocccononoonncnononononcncnonnnnononcnonnncnnnnnos 51 Step 5 Review Approver List ccccccceccssccssseceessesseeeeeseeesseeeseeeesteeenseeeeseees 55 Step 6 Review and Submit for ApproVal oooooonnocinococooocncononcnoncnononcnonnnncnancnnns 59 Entering Check Requests E shia O Eare daos Poou AES 63 Entering Quick Purchase Orders ccccccecessccesseceseceeeseeceseeceseeeeseeessseeeeeeeseeesseeeeaes 69 Preparing an Internal Purchase Order for a supplier not reflected in RIAS 71 Requesting a Payment to be enclosed with a Purchase Order uueeene 73 Creating Emergency Requisitions ccccccecssessscessseeeeseecesseceseeeseeessseeeeseeeesteeessseeeses 75 Creating Requisitions with Charge Accounts from Dif
108. ns review and respond to notifications and retrieve all requisitions requiring your approval RIAS Procure to Pay Process Help Resources Purchasing Help Desk Internet Procurement Navigation amp ApplicationQuestions and Other Purchasing Process Questions RUCS Help Desks NetID Web Browser Login and Password Questions Accounting Help Desk Invoice Processing TABER Processing OFIS Access Account Associations to Organizations and Other Accounting Questions Administrative Computing Help Desk SecurID Account Questions RIAS Project Web Site General Information and FAQ RIAS Procedures amp Forms RIAS Sandbox Practice Applications Hardware and Software Requirements Help Resources List of Approvers by Organization List of Accounts by Organization Number University Procurement Services Web Site Purchasing Information Helpful Reference Links Office of the University Controller Web Site OFIS Manual and Access Forms University Human Resources Web Sites RIAS Training Courses List of Organization Identification Numbers Agreement for Accessing University Information 732 932 8888 New Brunswick 856 225 6915 Camden 973 353 1931 Newark 732 445 4357 New Brunswick 856 225 6274 Camden 973 353 5083 Newark 732 445 1111 All Campuses 732 445 4638 All Campuses http rias rutgers edu http procure rutgers edu http www rci rutgers edu univcont http uhr rutgers edu profdev
109. o Delete 3 Select Sequence of Before y Where y is the default Approver 4 Enter search criteria using the wildcard e g Smith in the Approver Name field for the first appropriate authorized approver for the organization indicated in your billing instructions click the flashlight icon then Go Note A listing of all authorized Approvers for each organization and their approval limits can be found as a link in Internet Procurement or the RIAS web site at http www rias rutgers edu Level 1 approval represents approval authority up to 10 000 and Level 2 represents approval authority up to the departmental budget Search Enter search criteria and press the Go button to find approvers co Employee Name AGMA Search Results Press the Select button to choose an approver If you cant find the value you want try searching again with different criteria 1 1 shown of 1 Employee Name Employee E Mail Employee Number Organiz Select Fehn Bruce C FEHN RCI RUTGERS EDU 16049 oa 5 Click Select to the left of the individual you wish to add 6 Repeat steps 2 through 5 for the Approver for each different organization you indicated in the billing instructions 7 Follow the Step 6 Review and Submit procedure to complete your requisition Creating Requisitions as a Level Two Approver Scope This procedure covers how to prepare a requisition as a Level Two Approver The Approver List di
110. o Quick Search Search Enter search criteria and press the Go button to find receipts you want to correct Receipt Created By S lterrs Received Today h Receipt L Requisit on Number C PO Number C Supplier Be S Go Search Tips 5 To view receipt details select the link displayed under Receipt A blue dot in Quantity Received if displayed indicates an adjusted receipt quantity To view details select the link displayed under Ouantity Received rin OSE etek a anna wue 1 5 Shown of 5 46 464 Dell Computer Model ABC Each 1 Computer Management Corp 495 464 HP Printer Model ABC Each 1 Computer Management Corp 495 Dell Computer Model ABC Computer Management Corp 6 Enter the corrected quantity in the Correct Quantity then select Correct If you wish to clear the quantities entered select Clear Changes Correct Receipts My Last 10 Receipts Change an inaccarately recorded receipt by entering the correct quantity below Press the Correct button at the bottom ofthe page when you re done Sort by Receipt C Ascending Go Descending Indicates an adjusted receipt quantity 2 1 5 Shown of 5 Dell Computer Model ABC Each 2 Computer Management Corp HP Printer Model ABC Each Computer Management Corp Dell Computer Model ABC Each Computer Management Corp Dell Computer Model ABC Each Computer Management Corp Dell Computer Model ABC Each Computer Management Corp Correct Clear Changes
111. odifying any information required Once Submit has been chosen on the last step the requisition will be re sent to the Approver 11 If Withdraw and Cancel was selected a confirmation that the selected requisition has been canceled will be displayed The status of the requisition will change to Cancelled M Confirmation The selected requisition has been canceled To cancel a requisition 12 Select the radial button to the left of the requisition number then select Cancel The below warning message will appear IN Warning 13 Once this requisition is canceled it cannot be undone Do you still want to cancel this requisition 13 If you wish to continue select Yes Otherwise select No If Yes is selected the below confirmation will be received The status of the requisition will change to Cancelled En Confirmation The selected requisition has been canceled To resubmit a requisition 14 Select the radial button to the left of a requisition number that has the status Rejected or Returned then select Resubmit Proceed through each of the requisition steps modifying any information required Once Submit has been chosen on the last step the requisition will be re sent to the Approver Managing FYI Notifications Scope This procedure covers managing FYI notifications RIAS creates two types of notifications FYI and To Do FYT notifications are for informational purposes and do not requi
112. of information Units or departments which do not have a position meeting these requirements will establish a requisition hierarchy that routes purchase requisitions to the appropriate position with approval authority in their organization Professional Judgment and Due Diligence Approver Role The Approver is expected to exercise professional judgment and due diligence when determining if an expenditure is reasonable appropriate and necessary Professional judgment means that the individual will make a determination based on the application of knowledge and understanding of facts and circumstances Due diligence means that the individual has the authority and responsibility to pursue knowledge facts or both in order to make an informed decision Due diligence may require consultation with superiors or other informed parties such as a principal investigator the Office of Research and Sponsored Programs the Division of Grant and Contract Accounting University Procurement amp Contracting the Office of the University Controller and the Office of the University Counsel Reasonable means that cost of the goods or services is not excessive Appropriate means that the expenditure is consistent with objectives of the program project or task Appropriate also means that the expenditure is allowable under the terms and conditions of the underlying funding source and or policies established by the University Necessary means that the expen
113. ok 6 Section 6 1 4 3 Certain Statutory or Regulatory Obligations e g payroll taxes property taxes etc 4 Conference Registration Fees 5 Office Subscriptions e g Chronicle of Higher Education Wall Street Journal etc 6 Membership Fees 7 Postage The information requested on the check request is necessary to properly support the payment and when applicable capture information required by the Internal Revenue Service Check requests should include a written explanation and or the submission of documentation supporting the requested expenditure of University funds A check request is not be used to request employee travel advances See Requesting Travel Advance procedure TEE STATE UNIVERSITY OF NEW JERSEY gt w A Bit Shopping Cart Help Shopping Lists Non Catalog Request Non Catalog Request Indicates a required field Select Billing Method if different than default Selected Billing Method 2 GOODS or SERVICES BILLED AS AN AMOUNT Example 10 000 worth of miscellaneous supplies No on line receiving Manual Certification if 1 000 or more 6 Click below to select a different Billing Method gt Select 1 GOODS or SERVICES BILLED BY QUANTITY Default Example 10 books at 25 each gt Select Reserved for future use Do not use Select a Supplier using the Flashlight Required for Quick Orders and Check Requests Name Taylor William Site austin Supplier Address E04 Dry Cliff Cove NOTE Ift
114. on gt Open Saved Cart 1 Stop 1 Bell Atlantic Cell Phone 234251 Each fi 198 00 198 00 fg Gamera Great Computer update Total 198 00 To view new totals after updating quantities click the update link Return to Shopping Save Cart Proceed to Checkout Save the items in your cart Easy step by step checkout and complete the checkout lets you enter detailed process at a later time delivery and billing eam more instructions Home Shop Requisition Status My Profile Shopping Cart Help 7 Once your requisition has been approved the Requisition Preparer will be emailed the Quick Purchase Order as an Adobe Acrobat attachment This attachment is the final Quick Purchase Order containing the standard Rutgers terms and conditions 8 Upon receipt of your approved Quick Purchase Order choose one of the following Print Quick Purchase Order attachment to your local printer and mail deliver to supplier e Print Quick Purchase Order attachment to your local printer and fax to supplier e Email Quick Purchase Order attachment to the supplier if they will accept email Preparing an Internal Purchase Order for a Supplier not Reflected in RIAS Scope This procedure covers how to prepare the paper based internal purchase order for an Internal Rutgers supplier not reflected in RIAS The most current listing of Rutgers internal suppliers in RIAS is available on the RIAS web site at http www rias rutgers edu
115. oss the Submit button Submk Naed to make corrections Use your browser s Back button Requisition 769 Total 10 000 00 Created by Smith Tim Createn Dato 25 JUN 2007 Note lo Apprower Please check the natural account Note to Buyer A deposit of 1 000 must be sent with the purchase order Add Anachmeets AGREE Type Description To Approwr Ten heformation on Account Doleso Items To mew ail the ir cemation for a hee tom cick ite View link na em Dielen Suppor gt Viw 1 Xecox Copier Model Number 12345 and Stapler stlachmert number 432 Esch 1 1000 00 10000 00 Xerox Corp Total 10 000 00 subma Home Shop Requisition Status My Profle Shopping Cart Melo 1 Review your requisition carefully to verify that all the information is accurate Select View for more details on each line THE STATE LNIVERSITY OF NEW JERSSV B Exit Shopping Cart Checkout Review amp Submit Review and Submit Requisition Please review your requisition carefully to verify that everything s OK Ready to complete this transaction Press the Submit button e Need to make corrections Use your browser s Back button Sant e Want to print your requisition Click here for a printer friendly version of this page Requisition 769 Total 10 000 00 Created by Smith Tim Urgent Requisition No Creation Date 25 JUN 2002 Description Xerox Copier Note to Approver Please check the natural account Note to Buyer A deposit of 1 000 must
116. our Easy step by step cart and complete the checkout lets you enter checkout process at a detailed delivery and later time billing instructions Learr more Home Shop Requisition Status My Profile Shopping Cart Help ThE STATE LNIVERSITY OF NEW JERSEY Shopping Cart Shopping Cart Delivery Billing Approvers Review amp Submit Save Cart 2 Enter a Cart Description and press the OK button when you re done Indicates a required field Cart Description Footballs Home Shop Requisition Status My Profile Shopping Cart Help 3 You will receive a confirmation that your shopping cart has been saved THE STATE UNIVERSITY OF NEW JERSEY 200 Log Of Shopping Cart Help Shopping Cart S e O_O 9 Shopping Cart Delivery Billing Approvers Review Submit D Confirmation The shopping cart has been saved Shopping Cart Contents Your shopping cart is empty To put something in your shopping cart start by selecting the Shop tab or click the Return to Shopping link below You can also open a saved cart if you are ready to buy the iterns it contains gt Open Saved Cart If you are trying to add items and dont think your cart should be empty please contact your support administrator Return to Shopping Home Shop Requisition Status My Profile Shopping Cart Help To Delete a Shopping Cart 4 Select Shopping Cart on the home page 5 Select Open Saved Cart
117. our way Description Creation Date VCR 24 MAY 2002 Approved GEN go shopping E 571 ORACLE act Y 2 9 26 2002 24 MAY 2002 In Process 1Procurement 2 en 5 approve 560 training w 24 MAY 2002 In Process WY requisitions 559 Subscripti 24 MAY 2002 In Process A f check requisition 556 Hewlett Pa 28 MAY 2002 In Process Status 3 5 lo receive items DE z ssaxoJd Surseyolnd To Delete 21 Select My Favorites List on the Internet Procurement Home Page 22 To sort your items select criteria in Sort by using the drop down select the appropriate radial button next to Ascending or Descending then click Go Exit Shopping Cart Help Catalogs Shopping Lists Non Catalog Request View My Favorites List Go Items in My Favorites List Select item s and Addto Cart _ Delete by Supplier Ascending Go Descending Select All Clear All e f 1 2 Shown of 2 r Wilson Tennis Court Line Chalk Lime item 32980 487 For use on Grass and Clay Courts Each 26 53 Sports Authority Xerox Colorgrafx Oo Xerox Color Copier toner Black 238883674 Each 48 95 Systems Select All Clear All E 1 2 Shown of 2 Home Shop Requisition Status My Profile Shopping Cart Help 23 To delete favorite item s from your shopping cart click the individual Select box es to the left of each item description s The Select All li
118. own page to view your search results equisition Status Receling gt Return Items Return Items Expanded Search Return to Quick Search Search vu search criteria and press the Go button to find receipts with items you want to return Receipt Created By L S Items Received AnyTime Receipt LC Requisition Number C j PO Number ps Supplier Go Search Tips 5 To view receipt details select the link displayed under Receipt To view the requisition details select the link displayed under Item Description A blue dot in Quantity Received if displayed indicates an adjusted receipt quantity To view details select the link displayed under Quantity Received Indicates an adjusted receipt quantity Q Previc 1 5 Shown of 5 Computer Managenent 495 Corp Computer HP Printer Model ABC Management 495 Corp Computer Dell Computer Model ABC Management 495 5 Corp 6 Enter the total number of items returned in Return Quantity then select Return This will take you to the Enter Return Information screen If you wish to clear the quantities entered select Clear Changes Indicates an adjusted receipt quantity Description Computer Management 495 Corp Computer Management 495 Corp Computer Management 495 Corp Computer Management 495 Corp Computer Management 495 Corp 1 5 Shown of 5 Return Clear Changes 7 Enter in Reason then select the flashlight icon Selec
119. p Submit Submit Confirmation Requisition 769 has been submitted to Jones Eileen F for approval To check on this requisition s status click the Requisition Status tab or look in Requisitions at a Glance on the Home page If you have any questions about your requisition please contact your Purchasing Department Continue Shopping Home Shop Requisition Status My Profile Shopping Cart Help 6 If you need to forward paper supporting documentation select Home tab to return to the Internet Procurement homepage Under Requisitions at a Glance click on the appropriate requisition number link This will open the View Requisitions Details screen Print this screen Attach the paper documentation to the screen shot and manually forward both to the authorized Approver Entering Check Requests Scope This procedure covers the creation of a check request previously referred to as a billhead or request for payment Generally the University procures and pays for goods or services through the use of a purchase order Occasionally there are circumstances under which a payment is required but for which the issuance of a purchase order is either inappropriate or unnecessary The following types of payments may be made using a properly completed check request 1 Petty Cash Reimbursements Refer to University Regulations and Procedures Manual UR amp PM Book 6 Section 6 1 7 2 Certain Payments to Individuals Refer to UR amp PM Bo
120. pen Note You may only open one shopping cart at a time 00 Log Off Shopping Cart Help Shopping Cart Shopping Cart Delivery Billing Approvers Review amp Submit Saved Carts Ready to buy the items in a saved cart Select a saved cart and press the Open button to move its items to your shopping cart CE Previous 1 2 Shown of2 Nek 62 i 11 APR 2002 11 APR 2002 25 00 1 2 Shown of2 Home Shop Requisition Status My Profile Shopping Cart Help 12 On the Shopping Cart Contents screen click Return to Shopping to continue shopping or you may click on Proceed to Checkout to complete the requisition Note If your shopping cart has been saved for a long period of time remember to verify that your need by date is still accurate If your shopping cart has been saved for a long period of time the price of your items may no longer be accurate Verify the pricing information before proceeding to checkout To combine or replace a shopping cart 13 SSelect Shopping Cart on the homepage 2 Returnto Portal Shopping Cart Help A AA TAN RUTGERS m ie LL pro vel Lely SShuppany Cait Leinen Dilig Les nappies A Y 3 Canfirrnstion The sh un ping cal has been sawed YY Shopping Cart Contents Yuu shup ping cal is erp ty In pil area in yaursteppies sia shis hy salary ve aa Ning ar elck a Marura in Shapping ink hal Yeu con cleo opty a savers crt ya a gt
121. pen To Do Notifications using the drop down next to View Select Go View Open ToDo Notficotiaas So Going away Click here o Slizk here to reaccign Ta Do astifiest ons whilc you c out oftho c icer Open To Do Notifications Select notification and Sort Ey Zete Ascendng zo Cescending Co 1 D shown of 0 ee Recep By Loney 29 MAY 2002 30 MAY 2002 Approval FO Reguisitinn 29 MAY 20N7 N MAY 2NN Approval 3 Select the notification that you wish to view by clicking on the radial button under Select Select Respond Note You may sort your notifications by using criteria defined in the Sort by drop down e g Type Subject Date etc Priority is a feature of the system that is not used at Rutgers 4 The Notifications Details window for the notification you selected will appear The Notifications Details window provides you with pertinent information about the requisition including requisition creation information approval history and requisition summary and lines Notification Details Normal Priority To Markey Eileen F Respond By Date 29 JUN 2002 11 40 24 Subject Final reminder Requisition 994 for Fehn Bruce C 342 71 USD requires approval Requisition Summary 342 71 USD Fehn Bruce C Fehn Bruce C Justification Requisition Lines The first five requisition lines are summarized below For additional information click the View Requisition Details lin
122. proval History 4 Markey Eileen F 3 Fehn Bruce C Forward 27 JUN 2002 2 Fehn Bruce C Reserve 27 JUN 2002 1 Fehn Bruce C Submit 27 JUN 2002 Open Document Some buttons are disabled because your responsibility does not allow you to launch these forms If you want to reassign the notification so someone else can respond on your behalf press the Reassign button Forward Tof Select Note El Approval Action Approve Submit _Reassign 8 Select Edit Requisition link The Approver Shopping Cart Contents form appears ThE STATE UNIVERSITY OF NEW JERSSV 6 7 Exit Shopping Cart Help Approver Shopping Cart Shopping Cart Delivery Billing Notes Approvers Review amp Submit Approver Shopping Cart Contents Requisition 312 While Requisition 312 is open for editing in your Approver Shopping Cart you can add or remove items and update quantities just as if you were working in your regular shopping cart When you re done adding items press the Approver Checkout button below Note Any changes made in the Approver Shopping Cart will not be saved until you check out Y Still have questions Click here to learn more about the approver editing process Quantity T Xerox Copier model number 12345 with additional stapler i Xerox PRINCETON attachment number 232 Been Ao eae li Corp 01 update Total 10 000 00 Return to Shopping Close Approver Cart Approver Checkout When you want to disc
123. proved Total 298 50 Created By Smith Tim Creation Date 24 MAY 2002 Description WCR Deliver To Smith Tim Rutgers The State University of NJ 27 Road 1 Piscataway NJ 08854 8031 Note To Approver Please Check the natural account Note To Buyer Quick Order Check Request PO 319 Attachments To Approver Text Information on VCR Items To view additional details for a line item click its View link Y Hide 1 Sony VCR model 453784765 AS98 14 JUN 2002 Each 1 298 5 298 50 Item Description Sony VCR model 453784765 AS98 Special Info None Need By Item Number Requester Smith Tim Category Supplies Equipment and Deliver To LIV 4086 Merchandise Supplier Ace Audio Visual Company Need By Date 14 JUN 2002 6 Supplier Site Woodside 01 Supplier Contact Contact Phone Supplier Item Number To Supplier PO Number 319 Approved Buyer Kevin Lyons 00 201234 10531 7 1000 000000 000 100 00 Attachments A Attention To Type Copy to Cart 6 If approved the purchase order number will be reflected next to PO Number found at the line item level of the View Requisition Details screen with the Status Approved following the number Note If the requisition is a Quick Order or Check Request a PO Number will be reflected next the Quick Order Check Request before it has may be approved Once it has been approved the Quick Order will be emailed back to the Preparer as an Adobe Acrobat document for issuance to the supplier
124. quests Name Sports Auhorty S Site PARAMUS Supplier Address TAS S Drive Describe Your item Category Equipment hem Description Wilson Tennis Court Line Chalk Lime tem 3230 487 For use on Grass and Ctay Courts nem 40 characters include an attachment on ine Enter Notes amp Attachment Unit of Measure Esch Quantity 5 Estimated Unit Price 2853 Forms and Attachments Clear All Add to Cart Add to Favorites Home Shop Requisition Status My Profie Shopping Cart Help 2 Click Add to Favorites This will take you to the Items in My Favorites List screen 3 To sort your items select criteria in Sort by using the drop down select the appropriate radial button next to Ascending or Descending then click Go 4 To select a favorite item s to your shopping cart click the individual Select box es to the left of each item description s The Select All link can also be used if you wish to select all items in your Favorites list A check mark will denote the specific items you have chosen To de select items click on the Select box to the left of the item description or use the Clear All link to remove all items marked The checkmarks will be removed ThE STATE LNIVERSITY OF NEW JERSEY Catalogs Shopping Lists Non Catalog Request View My Favorites List Go Items in My Favorites List Sort by Supplier Ascending co C Descending Select All
125. re action other than closing To Do notifications require action on the part of the recipient D O Exit Shopping Cart Help Requisitiuns Nutificatiuns Receiving App uvals View Open To Do Notifications Go Going away Click here to Click here to reassign To Do notifications while you re out of the office Open To Do Notifications Select notification and Sort by Date Ascending _ zn Descending 1 0 shown of 0 Er e N PO ol Normal isition 1659 Practi i requi pa Requisition 29 MAY 2002 30 MAY 2002 Approval 1 Select Requisition Status tab Click on Notifications to view all open notifications 2 Select Open FYI Notifications using the drop down next toView Select Go Going eway Cick here to Click he e tc reassicn To Do notificaticns while you re aut of the office Open FYI Notifications Sort by Dete Ascending y S Go Descencing 1 24 shown of 24 PO o Norral Rzquisilion 2036 has bcen approvec Requisition 12 JUN 2C02 Appvova PO O Norral Requisition 2035 has been appravec Requisition 12 JUN 2C02 Appvova 3 Select the notification that you wish to view by clicking on the radial button under Select Select Respond Note You may sort your notifications by using criteria defined in the Sort by drop down list e g Type Subject Date etc Priority is a feature of the system that is not used at R
126. request that the requisition be returned back to you after his her review Do not use the Reassign button Note A pprove Approve And Forward Forward Reject Submit Action Taken Forward with_ An individual s name indicated in the Forward To field who has the appropriate authority to approve in the requisition approval hierarchy Forward with An individual s name indicated in the Forward To field who does not have the appropriate authority to approve in the requisition approval hierarchy It is recommended that a note be added to return the requisition back to you after his her review Forward To IU Select Approval Action Approve Upon Submission Result of Action Requisition status becomes In Process Once the individual that the requisition was forwarded selects Approve the status will then become Approved Requisition status become Forwarded Once the individual that the requisition was forwarded selects Approve the status will become In Process Caution If the individual named in Forward To does not return the requisition back to you the requisition will continue up the requisition approval hierarchy until another authorized Approver is found 9 Enter the name of the individual you wish to forward the requisition to using the list of values and wildcard in the Forward To field then click on Select 9 Forward To conlin Select Note Act on Reject
127. requisition details click on the link displayed under Requisition or Description To view the approval history of the requisition click Status To withdraw a requisition 8 Select the radial button to the left of the requisition number you wish to withdraw then select Withdraw Note You may only withdraw one requisition at a time If the requisition has been processed into a purchase order the following message will appear You cannot withdraw Requisition XYZ because one or more of its lines have been placed on a purchase order If you receive this error see Preparing a Change Order to a Purchase Order procedure Requisition Withdraw Requisition 989 Indicate how you want to proceed after your requisition has been withdrawn from the approval process Press the Continue button below to withdraw your requisition Withdraw and Checkout Withdraw your requisition frorn the approval process and add it to the shopping cart so you can make changes and checkout C Withdraw and Cancel Don t need the items you ordered Withdraw your requisition from the approval process and cancel it Return to Orders Continue 9 Select the radial button to the left of Withdraw and Checkout if you wish to retrieve and modify a requisition Select the radial button to the left of Withdraw and Cancel to retrieve and cancel a requisition Select Continue 10 If Withdraw and Checkout was selected proceed through each of the requisition steps m
128. rocedure for details Hint Click Select All link if you wish to select all items Click Clear All link if you wish to deselect all items 4 Click Add to Cart to add the item information into your shopping cart Select the Add to Favorites if you wish to add this item to your Oracle Exchange Favorites list Select Compare if you wish to compare the items you selected Select Check Availability if you wish to confirm the availability of the items you selected 5 Select Done Shopping 6 Continue to Step 2 Enter Delivery Information Step 2 Entering Delivery Information Scope This procedure covers the second step of the requisition creation process The delivery values for Requester Name and Deliver to Location that are defined in My Profile will be the default information displayed All default values displayed can be changed TRE STATE UNVERSIIY OF ER BUD Exit Shopping Cart Help My Profile Checkout Delivery Billing Notes Approvers Review amp Submit Enter Delivery Information Indicates a required field need the items on your requisition Need By Date 13 JUN 2002 Example 30 APR 2003 2 is requesting the items Requester Smith Tim S Where are the items going Deliver To Location LIV 4086 S Need to have your items delivered to a special address that hasnt been predefined Enter a one time address Does this delivery information apply to all the items on your requisitio
129. roval History Requisition 1659 In Process Total 26353 00 Created By 04 Practice Creation Date 29 MAY 2002 Description Lab 4 Edit Multi Org Deliver To 04 Practice Rutgers The State University of NJ 21 Road 1 Piscataway NJ 08854 8031 Note To Approver Note To Buyer Quick Order Check Request PO Attachments Items To view additional details for a line item click its View link in Guam Pice Tois 1 26353 DC550 Mass Spectrometer 19 JUN 2002 Each 26353 00 Item Description DC550 Mass Spectrometer Special Info None ltem Number Requester 04 Practice Supplies Equipment and u Category Merchandise Deliver To LIV 4087 Supplier Varian Analytical Instruments Need By Date 19 JUN 2002 Supplier Site Chicago 01 Supplier Contact Contact Phone Supplier Item Number To Supplier PO Number 811 Buyer Lyons Kevin L 00 424709 10299 71000 000000 000 26 562 00 201234 10531 71000 000000 000 73 438 me Anemono ype Patton Approve Reject Respond 7 When you are finished with your review select Respond This will return you to the Notifications Details screen Note If you select Approve or Reject you will not be given the opportunity to write notes Instead you will just receive a confirmation that the requisition has been approved or rejected 8 Scroll down page and select Forward as your Approver Action Enter comments in the Note field explaining why the requisition is being forwarded to them and
130. specific links to their own web sites Use these links to search for a catalog item from the supplier s web site and obtain negotiated prices for Rutgers Create Non Catalog Request Use this link to begin the creation of a requisition to obtain items not available through the Rutgers or Oracle Exchanges or internal supplier lists Purchasing News reflects news updates provided by the University Procurement Services and provides a link to its web site To Do List reflects open notifications requiring your attention and will be used to reassign notifications while you are out of the office for a length of time e g vacation days Requisitions at a Glance reflects a partial listing of the most recent requisitions you have created and their status The most recent requisition will be listed first Frequently Asked Questions Use this link to search frequently asked questions Purchasing Policies Use this link to search University Procurement amp Contracting policies Go Shopping Use this link to begin the creation of any requisition catalog or non catalog Approve Requisitions Use this link to view and approve requisitions and review and respond to notifications Check Requisition Status Use this link to view and manage your requisitions review and respond to notifications and retrieve all requisitions requiring your approval Receive Items Use this link to view and acknowledge receipts view and manage your requisitio
131. splayed during the fifth step of the requisition creation process will display the Approver defined in the requisition approval hierarchy who has the authority to approve the requisition based upon all organizational values s indicated in the billing instructions and the total dollar amount of the requisition automatically As a Level two Approver the default Approver displayed will always be a University Procurement and Contracting individual e g Kevin Lyons The following steps must be adhered to ensure the authorized Approvers of each organization have reviewed the requisition 1 Follow the appropriate Steps 1 through 4 of creating of a requisition 2 During Step 5 Review Approver List select Add Another Approver Reviewer Review Approver List Enter Justifications Your requisition will be sent to the following list of approvers Approver List Click here to change the first appro _ Add Another Approver Reviewer Press the Reset Approval List button to undo any changes youve made to the Approval List 3 Select Sequence of Before y Where y is the default Approver 4 Enter search criteria using the wildcard e g Smith in the Approver Name field for the first appropriate authorized approver for the organization indicated in your billing instructions click the flashlight icon then Go Note A listing of all authorized Approvers for each organization and their approval limits can be found as a link i
132. ss Total 26353 00 Created By 04 Practice Creation Date 29 MAY 2002 Description Lab 4 Edit Multi Org Deliver To 04 Practice Rutgers The State University of NJ 21 Road 1 Piscataway NJ 08854 8031 Note To Approver Note To Buyer Quick Order Check Request PO Attachments Items To view additional details for a line item click its View link in Guam Pice Tois 1 26353 DC550 Mass Spectrometer 19 JUN 2002 Each 26353 00 Item Description DC550 Mass Spectrometer Special Info None ltem Number Requester 04 Practice Supplies Equipment and u Category Merchandise Deliver To LIV 4087 Supplier Varian Analytical Instruments Need By Date 19 JUN 2002 Supplier Site Chicago 01 Supplier Contact Contact Phone Supplier Item Number To Supplier PO Number 811 Buyer Lyons Kevin L 00 424709 10299 71000 000000 000 26 562 00 201234 10531 71000 000000 000 73 438 me Anemono ype Patton Approve Reject Respond 7 When you are finished with your review select Respond This will return you to the Notifications Details screen Note If you select Approve or Reject you will not be given the opportunity to write notes Instead you will just receive a confirmation that the requisition has been approved or rejected 8 Scroll down page and select Reject as your Approver Action Enter comments in the Note field explaining the reason for rejection of the requisition Do not use the Reassign button Forward
133. ssignment rule your To Do List will be displayed as follows q To Do List Your notifications are being reassigned Click here to view or edit your reassignment rules Viewing Purchase Order Information Online Scope This procedure covers how to view purchase order information online A requisition becomes a purchase order once the terms of the transaction have been approved by an authorized Buyer in UP amp C or an agent with buying authority University departments have buying authority limited to Quick Orders In addition to having purchase order information available online Requisition Preparers will receive acknowledgement copies of external purchase orders via email in an Adobe Acrobat document format The acknowledgement copies will be provided for both the regular and blanket purchase orders issued by UP amp C each day The copies will be distributed in an overnight process and will be available to Preparers the next business day 2 RU Internet Procurement El RU Notifications 2 RU View Purchase Orders 1 Select RU View Purchase Orders from the RIAS applications home page CT So RU Internet Procurement view Purchase Orders RU Notifications SETS ree PRU View Purchase Orders 2 Select View Purchase Orders Search Revised Purchase Orders Tf you know the exact value you are looking for using is or starts with will return results more quickly Selecting Match case also improves speed PO Numb
134. supplier with terms and conditions for goods to be received or services to be rendered Purchase Orders are assigned a system generated number upon approval Purchase Order commitments will be displayed in OFIS as P XXXXXX the following day upon approval Requisition Approval Hierarchy Key Concepts e A Requisition Approval Hierarchy is a structure that defines the default automatic routing of requisitions from a Preparer to an Approver e All authorized individuals e g Approver Preparer Requester Reviewer Receiver must be specifically defined in the Requisition Approval Hierarchy _ There are two levels of approval defined in the hierarchy Level one is an optional level for approval authority for requisitions from 0 to 10 000 that an organization may have defined Level two is for approval authority for requisitions from 0 to a department s total budget e All Level two Approvers have been assigned one backup Level two Approvers will serve as the Level 1 backup e An Approver will have the authority to approve all requisitions within an organization based upon the dollar limits defined in the level they are assigned to regardless of funding source One approval is required on each requisition e By default all Approvers are Preparers If an Approver creates his her own requisition it will be automatically routed to the next authorized Approver in the hierarchy All Level two Approvers must manually change the def
135. supporting documentation such as a quote is being forwarded in campus mail or if a deposit must be included with the purchase order 5 Enter any notes you wish to indicate to the Approver Reviewer in Note to Approver This field may contain up to 240 characters For example you may indicate that paper supporting documentation such as petty cash receipts is being forwarded in campus mail 6 To add an attachment to the requisition such as a completed form select Add Attachments continue with step 7 Otherwise select Continue and refer to step 10 7 To add an attachment a To Receiver Indicate the Attention to by using the drop down arrow Do not use Miscellaneous or Note When you select Attention to Supplier your attachment will print on the approved purchase order b Enter a Description of the attachment This will appear as the name of the attachment s link c Select one Attachment type by selecting either File or Text Do not use URL 8 If you selected File and selected the Browse button it will open all the files you have access to on your desktop Select the file you wish to attach then double click on the specific file name The file name should now be displayed in the field next to File in Internet Procurement Ensure that the file you selected conforms to one of the following standards 1 Microsoft Word 2 Microsoft Excel 3 Microsoft Visio 4 Adobe Acrobat Note Confirm that the extension of the
136. t Go Return Information Review amp Submit Enter Return Information _ Enter additional return information Press the Continue button below when you re done Indicates a required field Reason S Return Material Authorization Comments max 240 chars dl Continue 8 Click Select to the left of the best explanation as to why the items are being returned Search Enter search criteria and press the Go button to find reasons Search By Reason Name 2 Go Search Results Press the Select button to choose a reason If you cant find the value you want try searching again with different criteria 1 7 shown of 7 Select Damaged Damaged Item s Packaging etc Select Did Not Order Did Not Order Select Do Not Want Do Not Want Select Incorrect Incorrect Item s Color Size etc Select Other Use Comment Box Other Use Comment Box Select Overshipment Overshipment Select Shipped to Wrong Location Shipped to Wrong Location 9 Enter the Return Material Authorization number that was provided to you by the supplier then enter any Comments that you wish to indicate on the return Select Continue Enter Return Information Enter additional return information Press the Continue sutton below when you re done Indicates a required field Reason Damaged S 9 Retura Material Authorization RMA 112 Corrments max 240 chars The computer monitor was damaged E Continu
137. t Go View Gpon To Do Notfiostians So Sk Going away Click here o Dli Open To Do Notifications Select nutificatiun and Sam ky Eure Ascend riy So Cescending 1 D shown of 0 En Nerrsl Requisiti Requisition 29 MAY 2007 S0 M amp Y 2002 Approval FO Reguisitinn 29 MAY NN N MAY 2NN Appinval 3 Select the notification that you wish to view by clicking on the radial button under Select Select Respond Note You may sort your notifications by using criteria defined in the Sort by drop down e g Type Subject Date etc Priority is a feature of the system that is not used at Rutgers 4 The Notifications Details window for the notification you selected will appear The Notifications Details window provides you with pertinent information about the requisition including requisition creation information approval history and requisition summary and lines Notification Details Normal Priority To Markey Eileen F Respond By Date 29 JUN 2002 11 40 24 Subject Final reminder Requisition 994 for Fehn Bruce C 342 71 USD requires approval Requisition Summary n Total 342 71 USD Bookshelves for office Fehn Bruce C Fehn Bruce C Requisition Lines The first five requisition lines are summarized below For additional information click the View Requisition Details link View Requisition Details Edit Requisition ine sai CNN ic iii 1 Bookcas
138. t select the Charge Account link displayed to change the default 0 values upon submission your requisition will be automatically routed to University Procurement amp Contracting who will return the requisition back to you to modify Billing Approvers Review amp Submit Enter Billing Information This section is reserved for future use Accept the default of Yes click on Continue to proceed Yes No billing information differs by item Clear Checkout Changes and Return to Shopping Cart Continue 1 The above screen will appear when you first come to this step The sections displayed on this page are for future use Proceed to the next screen by selecting Continue Exit Shopping Cart Help Checkout Billing Notes Review Subrnit Review Charge Accounts Click on a Charge Account link to edit or allocate the item cost to multiple accounts Line Item Description Charge Account Each 1 10000 00 10 000 00 00 000000 00000 00000 000000 000 1 Xerox Copier model number 12345 with additional stapler attachment number 232 Total 10 000 00 Clear Checkout Changes and Retum to Shopping Cart Continue Home Shop Requisition Status My Profile Shopping Cart Help 2 Select Charge Account link displayed as 00 000000 00000 00000 000000 000 for the first item on the requisition There are only 3 required fields to be completed in Phase I They are
139. th the purchase order gt ll BL Please check the natural account _ Attention To Description To Approver Text Clear Checkout Changes and Return to Shopping Cart Continue PA Delete Home Shop Requisition Status My Profile Shopping Cart Help 1 Enter a description in the Requisition Description field or accept the description of the first line item by selecting the automatically default the requisition description link This description will be reflected under your Requisitions at a Glance on your Internet Procurement homepage Hint You may use this field to indicate the reason of the request and or the requester s name if you chose not to indicate it in the Requester field in the previous steps 2 If the requisition is a check request and you will not be submitting supporting documents to Disbursement Control click on check box next to Check this box if you will not be submitting paper supporting documents to the Disbursement Control Office 3 If the requisition is a check request and you wish to indicate special check handling instructions indicate the wildcard in Special Check Handling Instructions select flashlight icon then Go Click Select to the left of the instruction you wish to indicate 4 Optionally you may enter any notes you wish to indicate to the Buyer Disbursement Control in Note to Buyer This field may contain up to 240 characters For example you may indicate that paper
140. the RIAS Applications screen All unsaved shopping carts will be lost if you click on this link 2 Shopping Cart Use this link to retrieve saved shopping carts or return to the in process cart 3 Help Use this link to access help documentation 4 Home Use this tab to return to the Internet Procurement Home Page 5 Shop Use this tab to begin the creation of a requisition 6 Requisition Status Use this tab to view the status and manage all of your requisitions review and respond to notifications enter receipts and retrieve all requisitions requiring your approval 7 My Profile Use this tab to set default delivery information and default charge accounts 8 Find a Product Use this free form field to search for a catalog item from an internal Rutgers supplier and begin the creation of a requisition 9 My Favorites List Use this link to view the items you saved as Favorites and begin the creation of a requisition 10 Public Lists Future Use Use this link to retrieve items provided by University Procurement Services and begin the creation of a requisition 11 Shop Supplier Sites Use this link to search for a catalog item from an Oracle or Rutgers Exchange supplier and begin the creation of a requisition Quotation 10 11 12 13 16 17 18 19 20 21 12 13 14 15 16 17 18 19 20 21 Rutgers Exchange Suppliers will be reflected as
141. to field 3 Enter New Change Supplier Request in Description 4 Select File as your Attachment Type 5 Attach your completed New Change Supplier Form using the Browse button Upon receipt the buyer will have the recommended supplier site established prior to converting your requisition into a purchase order Requisition Withdrawal Cancel and Resubmit Scope This procedure covers the withdrawal cancel and resubmit process for a previously submitted requisition The withdrawal feature enables you to retrieve a requisition from its approval process make changes if necessary and resubmit for approval The cancel feature enables you to liquidate a requisition commitment on OFIS The resubmit feature enables you to submit a requisition that had been previously rejected or returned 1 Click Check Requisition Status THE STATE LNIVERSITV OF NEW JERSEY j Ww Exit Shopping Cart Requisitions Notifications Receiving Approvals View Lest 10 Requisitions Go Expanded Search Click a requisition number link to see its details Last 10 Requisitions Need to change a requisition that s already been submitted for approval Withdraw it Learn more Sort by Creation Date Ascending Go Descending a 1 1 Shown of1 Creation Date 10000 00 23 MAY 2002 In Process 1 1 Shown of 1 Home Shop Requisition Status My Profile Shopping Cart Help 2 Select Expanded Search to search for
142. tton below when you are finished Indicates a required field Honorarium for Wiliam Taylor Lecture US Dollar 1 00 Taylor William CR Check Request Information if any to be displayed on check stub Lecture Honorarium Home Shop Requisition Status My Profile Shopping Cart Help 4 On the Shopping Cart Contents screen select the checkbox to the left of Check Here for Quick Order and Check Request Only No need to check this box if using RU Exchange Supplier 5 Select Proceed to Checkout 6 Follow Steps 2 through 3 Enter Delivery Information and Enter Billing Information 7 In Step 4 Enter Notes and Attachments if you will not be submitting paper supporting documents to the Disbursement Control office e g for prepaid postage for a postage meter select the checkbox directly under the If check request complete the following heading Enter an appropriate justification in a Note to Approver Exit Shopping Cart Help Billing Notes Approvers Review amp Submit Enter Notes amp Attachments Indicates a required field Describe your req ription Honorarium tor William Taylor Click here to automatically default the requisition description based on the first line item s description You can always edit this default lowing Requisition If check request complete the I Check this box if you will not be submitting paper supporting documents to the Disbursement Control office If not
143. users from gaining access to the system Many browsers provide you the ability to locally store your password in the browser cache Please do not select this option because if your computer is compromised your password may be compromised also 3 Click Connect The RIAS Applications Homepage shown below will be displayed Welcome REQUISITIONER 7 amp ap Navigate Main Menu an RU Internet Procurement a E RU Notifications RU View Purchase Orders Note If you attempt to login when the system is unavailable or if you enter an incorrect password you will the see the below message ORACLE Your login is invalid Flease login again User Name l Password Y Connect If you need assistance logging in please contact a RUCS Help Desk RUCS Help Desks 732 445 4357 New Brunswick NetID Web Browser Login and 856 225 6274 Camden Password Questions 973 353 5083 Newark 4 Click RU Internet Procurement link My Horre Page RU Internet Procurement PRU Internet Procurement Home Page RU Notifications RU View Purchase Orders Organization Fund Source Cross Validation Rule Search Q Requisition Hierarchy by Approver or Oraganization 5 Click Home Page link to open the Internet Procurement Homepage Internet Procurement Navigation e Use scroll bars on right and bottom of screen e Use the Tab key to proceed through requisition form fie
144. utgers 4 The Notifications Details window for the notification you selected will appear Notification Details Normal Priority To Markey Eileen F Respond By Date 22 JUN 2002 16 30 14 Subject Requisition 685 has been approved Requisition Summary 3651 96 USD SHAKER WTR BATH FRCE RECIP120W Markey Eileen F Requisition Lines The first five requisition lines are summarized below For additional information click the View Requisition Details link View Requisition Details Supplie gt OR Quantity Unit Price SHAKER WTR BATH FRCE RECIP120W VWR Scientific Inc 10531 Each 3651 96 USD Approval History Fehn Bruce C Approve 22 JUN 2002 Stein Timothy L Approve 22 JUN 2002 Markey Eileen F Forward 21 JUN 2002 Markey Eileen F Reserve 21 JUN 2002 Markey Eileen F Submit 21 JUN 2002 This notification does not require a response Close Reassign _ _ KA 5 Confirm that the message line indicates that the notification does not require a response If you wish to view the details of a notification concerning a requisition continue to step 6 Otherwise continue to step 8 6 To view the details of a requisition click on the View Requisition Details link The View Requisition Details form will appear Review the information displayed To obtain more details on the requisition select the View link displayed to the left of each line 7 When you are finished with your review select Respond 8 Se
145. vance must sign the TAF Alternatively some departments have developed internal forms to request travel advances In these instances the individual must sign the departmental form and attach it to the Employee Travel Advance form If the requester s signature is included on the departmental form indicate See Attached Departmental Form in the preparer s signature block of the TAF When department forms are used the TAF must still contain the name and address of the requester and the complete billing information and amounts to be charged Other required details of the advance need not be on the TAF if they are on the departmental form 3 The completed original TAF is to follow the same approval path as purchase requisitions and check requests except the routing will be a manual process That is an individual will need to deliver or mail his or her TAF to an authorized Approver for the organization to which the advance is being charged 4 Upon review and approval the authorized Approver will sign the TAF and deliver or mail the TAF to Disbursement Control for payment and retention Acronym and Term Definitions RIAS Term ACRONYMS AP COA EUL FOB GL HRMS IP IPO LOV OFIS PDF PO PUR RIAS UOM UP amp C URL Definition Accounts Payable Chart of Accounts End User Layer Freight on Board General Ledger Human Resource Management System Internet Procurement Internal Purchas
146. wned subsidiary of CDW Computer Centers Inc Nasdaq CDWC provides COW G direct computing solutions to educational institutions and government agencies CDW G stands apart from the competition by offering expert advice superior customer support competitive pricing and a vast product offering tailored to fit the unique needs of education and government customers Home Shop Requisition Status My Profile Shopping Cart Help 2 Follow the supplier s instructions on how to go shopping on their web site completed your shopping proceed to check out of the supplier s web site Upon check out you will be returned to Internet Procurement to the Shopping Cart Contents screen with your selected items displayed Once you have Note You are encouraged to save your frequently purchased items on the specific vendor s favorites list before checking out of their web site Ww Shopping Cart Contents gt Open Saved Cart scription peck Price Delete Supplier Supplier Site Staples 5 S 2002 Daily 24 Hour Appointment Book 6 z 7 8 x 3 4 Black Each fi 16 43 16 43 N ada Staples S MP1200 Laser Pointer Plastic Each E 18 00 54 00 Business HACKENSACK Advantace 01 E gt p Staples S Sit Stand LCD Presentation Cart 37 W x A 22 1 2 D x 27 41 H Each 1 343 50 333 59 Business HACKENSACK Advantace 01 Staples S Flip Chart Mimio 268 57 1 611 42 Business HACKENSACK Advantace 01 R ia Staples 5 a

Procure to Pay User Guide - Program for Disability Research

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