Requisitions and Orders
The Requisitions and Orders feature is accessible from any web-enabled device and works in conjunction with J1 Desktop Purchasing, and allows authorized users to submit and monitor requisitions. Once entered, requisitions are automatically incorporated into J1 Desktop. If notifications have been configured in J1 Desktop for the requisition process, they are automatically sent when the requisition is created in CRM Staff.·
Create new requests from scratch or use frequently ordered items to create new requests.
Add a detailed description and supporting documentation to justify your request, including price quotes, discounts, and budget information.
Add and remove items as needed.
Incorporate feedback such as comments and attachments.·
Establish when the request is needed.·
Select and preview an approval track.·
Use an array of tools to easily complete the request form.In addition, this powerful feature will help you accomplish these tasks:·
Search and view requisitions and their status·
Prepare and submit a new requisition·
Complete and submit a previously started requisition·
Update and resubmit a returned requisition·
View, mark, or update items received·
Attach supporting documents·
View, add, and delete comments to requisitions and purchase orders·
View, add, and delete attachments to requisitions and purchase orders·
Automatically receive notifications·
Email other users working with the requisitions and purchase orders
Various settings established in the Purchasing module determine several feature capabilities. For more information, see the J1 Desktop Purchasing online Help.
To help you easily create a new request, the following tools are available throughout the request building process.
To base the new request on frequently ordered inventory, click Find frequently ordered items. The Inventory Search window appears where you can search by item description. If the item you are requesting exists, you can select it and close the Inventory Search window. Any existing information related to the item such as cost or catalog number automatically appears on the Request Line Items page.
Tip
Existing inventory automatically appears as soon you start typing. For a broad list, enter a few letters. For a more precise list, enter an exact name.
Depending upon your Campus Portal settings, you can select the budget account being used to pay for the item from a list of drop-down options or clicking the Search for account link. The Search for account link accesses the GL Account Selection window where you can search the accounts to which you have access by number, description, or component and make the appropriate account selection.
Notice
Selecting an account versus searching for an account depends upon the number of accounts configured to appear. This configuration is a part of the Campus Portal framework settings. Contact your IT manager or system administrator for more information.
Once an account is selected, the following icons appear to notify you if the account can cover the request cost.
If you select an account that can cover the request expense, the Under Budget icon appears.
If you select an account that cannot cover the request cost, the Over Budget icon appears.
If your organization is utilizing the J1 Desktop and Campus Portal Budget module and you are assigned to a worksheet as a Transfer or Adjustment Submitter, you can make adjustments to the budget to cover a requisition expense. Adjustments may be used to redistribute resources by transferring funds from or many line items to one or many other line items.
The Adjust budget link accesses the Line Items Details screen where you can request money be moved from one area of the budget to another, or for additional funds. Once an adjustment is requested for a line item by a submitter, it must be approved by a Transfer or Adjustment Approver prior to being applied to the current budget balance. Approvers can make adjustments without approval.
Note
Submitters can only submit or request adjustments; approvers can make an adjustment. For more information, see the Budget feature online help.
An approval track is a list of people required to approve your requisition before it is eligible to become a purchase order. Tracks vary according to your approval method established in Purchasing. To see who and in what order other approvers are within the approval track, select an approval track and click the Preview link. The Approval Track Details window appears.
Tip
It is highly recommended that you select an approval track. If an approval track is not selected, the requisition automatically goes from submitted to approved without any approvers reviewing.
Note
Updates to an approval track must be made in the Purchasing module.
To add supporting documents justifying a request, click the Add supporting documentation link. The Add Supporting Document window appears where you can locate your supporting document and add it to the item being requested. You can add several supporting documents as needed.
Note
The Module Manager or IT Department determines the types of files that can be attached and any file size limitations in the Purchasing module.
To search and choose the vendor from whom you are ordering goods or services, click the Search link next to the Vendor option. The Vendor Search window appears where you can search by vendor name. Once you select a vendor, their address automatically appears.
To search and choose a purchasing agent to manage the purchasing process, click the Search link next to the Purchasing Agent option. The Purchasing Agent Search window appears where you can search by purchasing agent name.
To search colleagues, enter their name in the Just start typing the name of the colleague you are looking for column. Existing purchasing agents defined as active employees in HR automatically appear as soon as you start typing. For a broad list, enter a few letters. For a more precise list, enter an exact name.
To perform a more comprehensive search of colleagues, enter their name in the Perform a broader, more expansive search and click the Search further button. These results may include people not officially designated as active employees in HR; review your final selection carefully. For a broad list, enter a few letters. For a more precise list, enter an exact name.
From the search results, select the appropriate purchasing agent and click the OK button. The Purchasing Agent Search window automatically closes and the selected colleague's name automatically appears.
From the Requisitions and Orders feature, click the Make new request link. The Request Line Items page appears.
Enter the details.
Complete the request or save it to complete later.
To complete the request and submit for approval, click the Submit for approval button.
To save the request and complete it later, click the Save, and submit later link.
Tip
For detailed instructions on completing a request, see the Complete a Request task.
Tip
For detailed instructions on completing a request, see the Complete a Request task.
Locate your saved requisition on the Main View page in the Unsubmitted section or search for it using the Request and Order Search page. To search for a requisition:
Click the Search your requisitions link. The Request and Order Search page appears.
Narrow your search by using one or all of the requisition criteria.
Click the Search button. Any requests matching your criteria appear.
Tip
The search only retrieves requests that fit your combined selection requirements. The fewer criteria used, the more results the search returns. To view all requests, do not specify any search criteria.
Click the link of the saved request you want to complete and submit. The Submit Request page of your saved request appears.
Start a new request from scratch or open a saved request.
Enter the details, beginning with the Request Date.
Note
Click the Calendar icon, and make the appropriate selection.The request date determines the budget to be used and which projects are available.
In the Item column, enter the name of the item being ordered or select a commonly ordered item. To select a commonly ordered item:
Warning
If you select a frequently ordered item, any previously entered item information is lost.
Click the Find frequently ordered items link. The Inventory Search window appears.
In the Item description includes column, start entering the name of the commonly ordered item. Related inventory automatically appears.
Tip
Existing inventory automatically appears as soon you start typing. For a broad list, enter a few letters. For a more precise list, enter an exact name.
To sort the inventory, click any column heading along the heading row.
From the Select column, select the inventory item.
Click the OK button. The Inventory Search window closes and the details of the item automatically appear on the Request Line Items page.
If the item you are searching for didn't appear, click the Cancel, go back link or the Close icon.
In the Quantity and Price columns, enter the quantity and price of the item being requested.
Note
If you selected a commonly ordered item, the price automatically appears. The price can be updated, but only applies to this request.
In the Shipment container and Catalog # columns, enter how the item is to be shipped or the catalog number, if known.
Note
If you selected a commonly ordered item, the Shipment Container and Catalog # may automatically appear. These can be updated, but the updates only apply to this request.
From the Budget account drop-down options, select the budget account being used to pay for the item or click the Search for account link to search accounts by number, description, or component
Note
.Selecting an account versus searching for an account depends upon the number of accounts configured to appear. This configuration is a part of the Campus Portal framework settings. Contact your IT manager or system administrator for more information.
If the request is over budget and you are using J1 Desktop and Campus Portal Budget, you can submit a budget adjustment to cover the cost of the request:
Note
To make adjustments, you must be assigned to a worksheet as a Transfer or Adjustment Submitter.
Click the Adjust budget link. The Line Items Details screen appears.
In the How much column, enter the amount to be transferred.
From the Where section, click Look for a transfer. The Available Line Items screen appears displaying the worksheets and line items available for transferring.
Select the checkboxes of the line items from which you transferring.
In the Transfer $, enter the amount to be transferred from the line item.
From the From drop-down list options, select the budget period from which you want to transfer the amount.
Click the Add to your request button. The Submit Transfer Request screen reappears.
From the When drop-down list options, select the budget period for when you want to apply the adjustment.
To include the amount as a permanent part of the budget (when approved), select the This need is permanent. Include this increase in next year's budget checkbox. If the adjustment is temporary, do not select this checkbox.
In the Why column, enter a reason for making the adjustment.
Click the Make adjustment now button. The Request Line Items page reappears.
If the account is related to a specific project, select it from the Project code drop-down options.
Tip
If you select an account that can cover the request expense, the Under Budget icon appears. If you select an account that cannot cover the request cost, the Over Budget icon appears.
Arkansas and Oklahoma schools with J1 Desktop state reporting licenses:
Arkansas only: Select the Procurement Code, State Account Code, and Cost Center Code from the drop-down lists.
Oklahoma only: Select the OK State Object Code from the drop-down list.
In the Detailed description column, enter any relevant details about the item being requested to help approvers in the process.
To add supporting documents such as price quotes, purchase justifications, budget information, etc.:
Click the Add supporting documentation link. The Add Supporting Document pop-up window appears.
Click the Choose File button. The Open window appears.
Locate and select the appropriate supporting document attachment.
Click the Open button. The file is selected and the Open window closes and the supporting document appears on the Add Supporting Document window.
Click the Save button. The Add Supporting Document window closes and the supporting document is now included with the request.
To add additional supporting documentation, repeat steps a - e.
To save this request and add another line item, click the Save, add another link. Repeat steps 2 - 8.
To continue completing the request, click the Done, proceed to checkout button. The Submit Request page appears.
To add another item to the request:
Click the Add another item link. The Request Line Items page reappears.
Complete steps 3 - 11 as many times as needed.
In the Request name column, enter a brief description of the request.
In the Purchasing Agent column, enter the purchasing agent's ID number or search for the purchasing agent. To search for a purchasing agent:
Click the Search link. The Purchasing Agent Search window appears.
In the Just start typing the name of the colleague you are looking for column, start entering the purchasing agent's name. Existing purchasing agents defined as active employees in HR automatically appear as soon you start typing.
Tip
For a broad list, enter a few letters. For a more precise list, enter an exact name.
To perform a more comprehensive search of colleagues, enter their name in the Perform a broader, more expansive search and click the Search further button.
Important
These results may include people not officially designated as active employees in HR; review your final selection carefully.
From the search results, select the appropriate purchasing agent and click the OK button or cancel by clicking the Close icon. The Purchasing Agent Search window closes.
In the Need by date, enter or select the date when you want the requested item.
Tip
To select a date, click the Calendar icon and make the appropriate selection.
To select the approval track for the request when utilizing manual tracks, select the approval track from the Approval track drop-down options. If automatic tracks are being used, the approval tracks are automatically assigned when the request is submitted.
Warning
It is highly recommended that you select an approval track. If an approval track is not selected, the requisition automatically goes from submitted to approved without any approvers reviewing.
Note
To preview the approval track, click the Preview link. The Approval Track Details window appears where you can see who is involved in the approval process and in what order. Approval tracks are created in Purchasing. For more information about the available approval tracks, contact your module manager.
In the Vendor column, enter the vendor's ID number or search for the vendor. To search for a vendor:
Click the Search link. The Vendor Search window appears.
In the Vendor name includes column, start entering the vendor's name. Existing vendors automatically appear as soon you start typing.
Tip
For a broad list, enter a few letters. For a more precise list, enter an exact name.
Make the appropriate selection and click the OK button. The Vendor Search window closes.
From the Ship order here drop-down options, select where the item is to be delivered.
To add a comment to the request:
Click the Add a Comment link. The Enter a Comment window appears.
Enter your comment.
Click the Save button. The Enter a Comment window closes.
To add an attachment to the request:
Note
The module manager or IT Department determines the types of files that can be attached and any file size limitations in Purchasing.
Click the Add a file link. The Upload a File window appears.
Click the Choose File button. The Open window appears.
Browse to where the file to be attached is located.
Select the file to be attached.
Click the Open button. The Open window closes and the Upload a File window reappears.
Click the Save button. The Upload a File window closes and the attached file automatically appears on the page.
To add a comment to an item in the request:
From the specific item, click the Add Comment or Comments icon. The Comments window appears.
Enter your comment.
Click the Add Comment button. The comment appears at the top of the Comments window.
To close the Comments window, click the Close icon.
To add an attachment to an item in the request:
Note
The module manager or IT Department determines the types of files that can be attached and any file size limitations in Purchasing.
From the specific item, click the Add Comment or Comments icon. The Comments window appears.
Click the Add a file link. The Upload a File window appears.
Click the Choose File button. The Open window appears.
Browse to where the file to be attached is located.
Select the file to be attached.
Click the Open button. The Open window closes and the Upload a File window reappears.
Click the Save button. The Upload a File window closes and the attached file automatically appears on the Comments window.
To close the Comments window, click the Close icon.
If you are making this request for someone else, select their name from the drop-down options or search for it. To search for the appropriate person:
Click the Search link. The Requester Search window appears.
In the Just start typing the name of the colleague you are looking for column, start entering the name of the colleague for whom you are making the request. Existing colleagues defined as active employees in HR automatically appear as soon you start typing.
Tip
For a broad list, enter a few letters. For a more precise list, enter an exact name.
To perform a more comprehensive search of colleagues, enter their name in the Perform a broader, more expansive search and click the Search further button.
Important
These results may include people not officially designated as active employees in HR; review your final selection carefully.
From the search results, select the appropriate colleague for whom you are making the request and click the OK button or cancel by clicking the Close icon. The Requester Search window closes.
To save the request and complete it later, click the Save, and submit later link. The request is saved. To complete the request and submit for approval, click the Submit for approval button.
Click the Find frequently ordered items link. The Inventory Search window appears.
In the Item description includes column, start entering the name of the commonly ordered item. Related inventory automatically appears.
Tip
Existing inventory automatically appears as soon you start typing. For a broad list, enter a few letters. For a more precise list, enter an exact name.
To sort the inventory, click any column heading along the header row.
From the Select column, select the inventory item.
Click the OK button. The Inventory Search window closes and the details of the item automatically appear on the Request Line Items page.
If the item you are searching for didn't appear, click the Cancel, go back link or the Close icon.
Access the request to which you want to add another item. The Submit Request page appears.
Click the Add another item link. The Request Line Items page reappears.
To add the comment to the whole request:
Click the Add a Comment link. The Enter a Comment window appears.
Enter your comment.
Click the Save button. The Enter a Comment window closes.
To add the comment to a line item:
From the specific item, click the Add Comment or Comments icon. The Comments window appears.
Enter your comment.
Click the Add Comment button. The comment appears at the top of the Comments window.
To close the Comments window, click the Close icon.
To add the attachment to the request:
Click the Add a file link. The Upload a File window appears.
Click the Choose File button. The Open window appears.
Browse to where the file to be attached is located.
Select the file to be attached.
Click the Open button. The Open window closes and the Upload a File window reappears.
Click the Save button. The Upload a File window closes and the attached file automatically appears.
To add the attachment to a line item instead of the whole request, click the Add a file link from the specific line item.
From the specific item, click the Add Comment or Comments icon. The Comments window appears.
Click the Add a file link. he Upload a File window appears.
Click the Choose File button. The Open window appears.
Browse to where the file to be attached is located.
Select the file to be attached.
Click the Open button. The Open window closes and the Upload a File window reappears.
Click the Save button. The Upload a File window closes and the attached file automatically appears on the Comments window.
To close the Comments window, click the Close icon.
Note
The search option is only available when the number of accounts exceeds the number configured to appear as drop-down options. For more information about this Campus Portal framework configuration, contact your IT manager or system administrator.
From the Budget account drop-down options, select the budget account being charged for the request cost.
Click the Search for account link. The GL Account Selection window appears.
To search by account number:
Select the Search by Account Number option.
Enter the full account number or any known part of the account number.
Click the Search button. The accounts to which you have access that match the numbers entered appear.
Select the appropriate account and click the Select Account button. If none of the accounts match, click the X button.
To search by account description:
Select the Search by Account Description option.
Enter the full account description or any known part of the account's description.
Click the Search button. The accounts to which you have access that match the description entered appear.
Select the appropriate account and click the Select Account button. If none of the accounts match, click the X button.
To search by account component:
Select the Account Component option.
In the Fund, Department, Cost Center, and/or Object columns, enter one or more of the account components.
Click the Search button. The accounts to which you have access that match the component details entered appear.
Select the appropriate account and click the Select Account button. If none of the accounts match, click the X button.
Note
To make adjustments, you must be assigned to a worksheet as a Transfer or Adjustment Submitter.
If the request is over budget and you are using J1 Desktop and Campus Portal Budget, you can submit a budget adjustment to cover the cost of the request:
Click the Adjust budget link. The Line Items Details screen appears.
In the How much column, enter the amount to be transferred.
From the Where section, click Look for a transfer. The Available Line Items screen appears displaying the worksheets and line items available for transferring.
Select the checkboxes of the line items from which you transferring.
In the Transfer $, enter the amount to be transferred from the line item.
From the From drop-down list options, select the budget period from which you want to transfer the amount.
Click the Add to your request button. The Submit Transfer Request screen reappears.
From the When drop-down list options, select the budget period for when you want to apply the adjustment.
To include the amount as a permanent part of the budget (when approved), select the This need is permanent. Include this increase in next year's budget. checkbox. If the adjustment is temporary, do not select this checkbox.
In the Why column, enter a reason for making the adjustment.
Click the Make adjustment now button.
Click the Add supporting documentation link.
On the Add Supporting Documentation pop-up, click the Choose File button. The Open window appears.
Locate and select the appropriate supporting document attachment.
Click the Open button. The file is selected, the Open window closes, and the Add Supporting Document pop-up re-appears.
Click the Save button. The Add Supporting Document window closes and the supporting document is now included with the request.
To add additional supporting documentation, repeat steps 1 - 5.
Note
Approval tracks are created in Purchasing. For more information about the available approval tracks, contact your module manager.
Click the Preview link. The Approval Track Details window appears and approvers are displayed in descending order.
To sort the list, click any column heading along the top row.
Click the Close or X button.
From the Vendor column, click the Search link.
In the Vendor name includes column, start entering the vendor's name. Existing vendors automatically appear as soon you start typing.
Tip
For a broad list, enter a few letters. For a more precise list, enter an exact name.
Make the appropriate selection and click the OK button or cancel by clicking the Close icon.
From the Purchasing Agent column, click the Search link. The Purchasing Agent Search window appears.
In the Just start typing the name of the colleague you are looking for column, start entering the purchasing agent's name. Existing purchasing agents defined as active employees in HR automatically appear as soon you start typing.
Tip
For a broad list, enter a few letters. For a more precise list, enter an exact name.
To perform a more comprehensive search of colleagues, enter their name in the Perform a broader, more expansive search and click the Search further button.
Note
These results may include people not officially designated as active employees in HR; review your final selection carefully.
From the search results, select the appropriate purchasing agent and click the OK button or cancel by clicking the Close icon.
Marking items received allows the requester to identify update purchase order records as items are received or returned. This is especially useful in situations where items are shipped directly to the requestor as opposed to a central receiving location. Depending on your institution's policies, verifying the ordered items have been received is required before invoicing and payment actions can be initiated.
Note
The receiving requirements related to invoicing and cutting checks is configured in Purchasing. For more information, contact your module manager.
As you receive items in a requisition, you can mark them as Fully received, Partially received, Returned, Not received
Note
If multiple requisitions were consolidated into a single PO, you can only see those items you requested.
From the Purchase Orders - action needed section, click the Mark Received link for the requisition for which items were received. The Mark Items Received page appears.
Click the Mark All Items Received link. All items in the requisition are automatically updated as Fully Received.
Tip
If you inadvertently clicked the Mark All Items Received link and all items have not been received, click the Mark All Not Received link or update each item's status individually.
Click the Save button.
From the Purchase Orders - action needed section, click the Mark Received link for the requisition for which items were received. The Mark Items Received page appears.
From the Not Received section select the I received checkbox for each item received. The I received options appear.
From the I received drop-down option, select how much of the item was received.
Click the Save button. The Received section is automatically updated to show what items in the order have been received and the Not Received section is updated to reflect the new amount remaining or removed if no items remain to be received.
From the Purchase Orders - action needed section, click the Mark Received link for the requisition for which items were received. The Mark Items Received page appears.
From the Not Received section select the I returned checkbox for each item returned. The I returned and Expecting replacement options appear.
From the I returned drop-down option, select how many of the items were returned.
If you are expecting replacement items, select the Expecting replacement checkbox.
In the Why returned column, enter a brief reason for returning the item.
Click the Save button. The Returned sections are automatically updated to show what items in the order have been returned and are or are not expecting replacement and the Not Received section is updated to reflect the new amount remaining or removed if no items remain to be received.
Note
Depending upon your settings, a notification may be sent to the AP clerk to alert them a credit may be needed from vendor and the line items may potentially need to be removed from the original invoice.
From the Purchase Orders - action needed section, click the Requisition link or the Mark Received link for the requisition for which items were returned and no longer needed. The Mark Items Received page appears.
From the Returned, expecting replacement section, select the I no longer need checkbox for each item returned that is no longer needed. The I no longer need options appear.
From the I no longer need drop-down option, select how many of the items were returned and are no longer needed.
Click the Save button. The Returned sections are automatically updated to show what items in the order have been returned and are no longer needed and the Not Received section is updated to reflect the new amount remaining or removed if no items remain to be received.
Tip
Depending upon your settings, a notification may be sent to the AP clerk to alert them a credit may be needed from vendor and the line items may potentially need to be removed from the original invoice.
From the Purchase Orders - action needed section, click the Requisition link or the Mark Received link for the requisition for which replacement items were received. The Mark Items Received page appears.
From the Returned, expecting replacement section, select the I received checkbox for each item that was replaced. The I received options appear.
From the I received drop-down option, select how many of the replaced items were received.
Click the Save button. The Received section is automatically updated to show what replacement items have been received and the Not Received section is updated to reflect the new amount remaining or removed if no items remain to be received.
From the Purchase Orders - action needed section, click the Mark Received link for the requisition for which items were received. The Mark Items Received page appears.
Click the Mark All Not Received link. All items in the requisition are automatically updated as Not Received.
Tip
If you inadvertently clicked the Mark All Not Received link and some items have been received, click the Mark All Items Received link or update each item's status individually.
Click the Save button.
Click the Search your requisitions link. The Request and Order Search page appears.
Narrow your search by using one or all of the requisition criteria.
Click the Search button. Any requests matching your criteria appear.
Tip
The search only retrieves requests that fit your combined selection requirements. The fewer criteria used, the more results the search returns. To view all requests, do not specify any search criteria and click the Search button.
PO Description column, click the link of the purchase order for which you want to now return items. The Mark Items Received page of your saved request appears.
From the Received section, select the checkboxes of the items that were not received.
From the Mark received as not received drop-down options, select how many of the items were originally marked received but need to be updated as not received.
Click the Save button. The Not received section appears to show what items have not been received and the Received section is automatically updated to show what items in the order have been received.
Click the Search your requisitions link. The Request and Order Search page appears.
Narrow your search by using one or all of the requisition criteria.
Click the Search button. Any requests matching your criteria appear.
Tip
The search only retrieves requests that fit your combined selection requirements. The fewer criteria used, the more results the search returns. To view all requests, do not specify any search criteria and click the Search button.
From the PO Description column, click the link of the purchase order for which you want to now return items. The Mark Items Received page of your saved request appears.
From the Received section, select the checkboxes of the items that were not received.
From the Mark received as not received drop-down options, select how many of the items were originally marked received but need to be updated as not received.
Click the Save button. The Not received section appears to show what items have not been received and the Received section is automatically updated to show what items in the order have been received.
From the Not Received section select the I returned checkbox for each item returned. The I returned and Expecting replacement options appear.
From the I returned drop-down option, select how many of the items were returned.
If you are expecting replacement items, select the Expecting replacement checkbox.
In the Why returned column, enter a brief reason for returning the item.
Click the Save button. The Returned sections are automatically updated to show what items in the order have been returned and are or are not expecting replacement. Depending upon your settings, a notification may be sent to the AP clerk to alert them a credit may be needed from vendor and the line items may potentially need to be removed from the original invoice.