To select a vendor on a new requisition, complete the following steps:

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To select the appropriate State of Texas Commodity Code to enter in the Category Field:

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To change a chartfield when the change applies to all lines of the requisition:

To change the chartfield distribution at the line item on a routine requisition:

To add additional distribution line (split funding) using a speedchart on a routine requisition:

To change the default chartfield to a new chartfield on a blanket requisition using speedchart on the distribution page:

To add additional distribution line on a blanket requisition using a speedchart on the distribution page:

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To build a template for those items you frequently order:

To create a new requisition using a template:

To delete existing templates:

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To create a requisition for a blanket purchase order:

To change the Ship To: location on your requisition, navigate as follows:

If a new ship to location needs to be added to the table, please email the Purchasing Help desk. For a location to be added, the Location Code must be provided.

To change the Location Code on your requisition, navigate as follows:

To add line items to a Special Request requisition:

To show receipt of item/items received at your desk top, follow the below navigation:

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CREATING ANIMAL ORDERS

To use the Animal Express form to place an animal order, please follow the below steps: 

• Using your menu, click on Create Requisitions
• Click OK to create a new requisition
• If you wish to name your requisition, type the name in the Requisition Title Box
• Change Origin Code to ARC by using drop down arrow
• Click Search Catalog
• Enter “animal” in the search field and click search
• Click on the Animal Express Form hyperlink
• Complete the information on the Animal Express Form as requested
• Click “Save”
• You will return to the New Requisition Page
• Click on the Comments icon
• Enter any special comments you wish to send to ARC
• Mark Box Send Comments to Vendor
• Click OK
• Click on Line Details icon to select Vendor
• Click on Magnifying Glass next to Default Animal Express Form Vendor
• Search by Short Vendor Name
• Use wildcard% and first few letters of Vendor
• Click Look Up
• Locate appropriate Vendor and click Hyperlink
• To select different vendor location Click on Magnifying Glass by Vendor Loc:
• Select appropriate Vendor location
• Click Return to previous Main Panel
• Click the Distribution icon (truck)
• Select Due Date
• To change cost distribution information Click on the $ icon
• Make appropriate changes to Chartfield
• Click Return to Requisition Summary
• Click Justification/Summary to send any comments to Approver
• Type in comments in Box
• Click Return to Previous Page
• Click Run Commitment Control icon to budget check
• Click Save and Submit  

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HOW TO USE PO INQUIRY IN EPROCUREMENT

All ePro end-users now have a new menu option – PO Inquiry.  This PO Inquiry option will allow the end-user to view all purchase orders (including those orders that have a status of “complete”) funded by any department the end-user is authorized to view.  The end-user has the ability to search by purchase order number, by department number, vendor name/number, or various other options.

Pathway:  ePro > PO Inquiry

 To view a specific purchase order, enter the appropriate Business Unit and PO Number.  Then click the Search button:

If there is only one line item on the PO, the PO will display upon clicking the Search button:

To view a listing of all purchase orders funded by a specific department, select or enter the appropriate department number and click the Search button:

A listing of all purchase orders (including “complete” orders) will be displayed.  Click the appropriate PO number to view the desired purchase order:

There are numerous hyperlinks that will provide the end-user with additional details regarding this specific purchase:

To easily locate the Requestor and Requisition number, click on the Schedule tab and then click the Req Details hyperlink:

Click the Requestor Details tab to view the Req ID and the Requester’s phone/fax numbers:

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PO Activity Summary in ePro

The PO Activity Summary option allows the end-user to view all purchase orders funded by any department the end-user is authorized to view. The information displays each line item of the purchase order including quantity received against each line item, and the quantity/amount paid against each line item. The end-user has the ability to search by purchase order number, by department number, by purchase order date, or by vendor name/number.

Pathway: ePro > PO Activity Summary

To view a specific purchase order, enter the appropriate Business Unit and PO Number. Then click the Search button:

Each line item of the purchase order will display. Note – the Receipt, Invoice, and Matched information at the bottom of the page is for the selected line item only:

To view the Receipt and Invoice information for a different line item of the Purchase Order, click the box to the left of the appropriate line item:

Note: For additionally information regarding the Receipt or Invoice, click the appropriate hyperlink at the bottom of the page

To view a listing of all purchase orders funded by a specific department, select or enter the appropriate department number and click the Search button:

A listing of all purchase orders will be displayed. Click the appropriate PO number to view the desired purchase order:

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For vendors paid through the Evaluated Receipt Settlement (ERS) process (e.g., Fisher Scientific and Boise Office Supplies), the automated payment process expects an Invoice ID to be specified on the receipt line. To fulfill this requirement, UTMB has added a new field entitled "Packing Slip" to the ePro receiving page.

When an end-user is creating a direct receipt in ePro for merchandise received from Boise or Fisher, the invoice number shown on the packing slip must be entered into this new Packing Slip field.

If the Packing Slip field is left blank when the "Save Receipt" button is clicked, the end-user will receive the following error message:

Click OK and enter the invoice number into the Packing Slip field. Then click Save Receipt.

Where do I get the invoice number?

The invoice number appears on the packing slip that comes from the vendor with your merchandise. Below are two examples of current packing slips.

On Boise’ Packing Slip, use the "Invoice Number" at the top middle of the page:

On Fisher Scientifics’ Packing Slip, use the "Order Number" at the top of the page:

Note: Currently, the Packing Slip field is required for only those purchase orders issued to Fisher Scientific or Boise; however, additional vendors may be added to the ERS process in the future.

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Funding on a requisition must be a valid chartfield combination to pass budget check. Those requisitions that do not have valid chartfield combinations will no longer pass budget check. Examples of invalid chartfield combinations include:

Remember: Requisitions cannot be processed into Purchase Orders until they are fully Approved and have a Valid Budget Status

When you run commitment control (budget check) or click the Save for Later button during requisition creation, you will get the following error message advising you of which line item’s funding needs to be corrected:

During the Budget Checking process, you will also see a message advising you that the Budget Checking Status is "Not Checked":

If you attempt to Budget Check this requisition from your Manage Requisitions page, you will also get an error message:

Regardless of which error message you get, you will need to correct your chartfield combination and re-run the budget check process. Once the requisition is fully approved and has a valid budget check status, the requisition can be processed into a purchase order.

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HOW TO ATTACH A CREATED OR SCANNED DOCUMENT TO AN ePRO REQUISITION

When creating a requisition in ePro, end-users can “attach” documents as “Header Comments” that will be available for review by the buyer and will copy into any associated purchase order as PO “Header Comments”. Examples of attachments include, but are not limited to, Microsoft Word documents (emergency justification, sole-source justification, etc.) and scanned documents (vendor quotes, etc.)

Before a document can be attached to an ePro requisition, end-users must scan or create the document and save it to any directory they have access to (hard-drive, server, etc.) End-users then log into PeopleSoft and create their requisition. Once the ePro requisition is created, end-users complete the following steps to attach their saved document to the requisition Header Comments.

From the Requisition Review & Submit page, click the Header Comments hyperlink.
Note: Attachments must be done as Header (not line) Comments.

Click the Attach button:

Click the Browse button to locate the document to be attached:

Locate and highlight the appropriate file and click Open:

Click the Upload button:

To validate the correct document was uploaded to PeopleSoft, click the View button:

Once you have reviewed the document, close this Internet Explorer window by clicking the “X” in the upper right-hand corner:

Click OK to save the attachment to this requisition:
Note – if end-users determine this is the wrong attachment, they simply click cancel to exit this page.

End-users then budget check, save and submit the requisition for approval.

Note: When using a saved template where the original requisition had an attachment, the new requisition (created from the template) will not have the document attached automatically. End-users will have to reattach any required documentation to the new requisition as outlined above.

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How to Add a Vendor Item ID to an ePro Special Requests – Goods Requisition

When creating a Special Request – Goods requisition in ePro, the end-user must include the vendor’s catalog number for each line item of the requisition. The vendor’s catalog number must be entered in the Vendor Item ID field located on the Line Details page.

From the Requisition Review & Submit page, click the Line Details icon:

Enter the vendor’s catalog number in the Vendor Item ID field and click the OK button:

Note: This step needs to be repeated for each line item on the Special Request – Goods Requisition. After all Vendor Item ID’s have been entered, the requisition can be budget checked and submitted for approval.

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How to Add a Manufacturer ID for UCLIN ePro Special Requests – Goods Requisition

When creating a UCLIN Special Request – Goods requisition in ePro, the end-user must include the manufacturer for each line item of the requisition. The manufacturer must be entered in the Mfg ID field.

Pathway: eProcurement > Create Requisition > Settings (optional) > Find Items > Special Request - Goods

When entering the item description for UCLIN Special Request – Goods, the end-user must select the appropriate Mfg ID. Click the Mfg ID look-up magnifying glass to display a listing of available manufacturers:

Enter part of the manufacturer’s name in the Description field and click the Look Up button:

When the appropriate manufacturer is located, click the Mfg ID or Description:

Note: if the manufacturer is not known, select the "UNIDENTIFIED MANUFACTURER" option.

Click the Add Item button:

The Mfg ID must be selected for each line item on all UCLIN Special Request – Goods Requisition. After all line items have been entered, click the Review and Submit hyperlink.

Note: The Vendor Item ID must also be entered for each line item on the requisition. Click the Item Details icon to enter the Vendor Item ID information. Once all line items have been updated with the appropriate detail information, the requisition is ready to budget check and submit for approval.

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