How To- Enter a Purchase Requisition - Financial …...Strategic Procurement/ McMaster University 1 How to Enter a Purchase Requisition 1. Login to MOSAIC 2. Select the NavBar Icon

Strategic Procurement/ McMaster University 1

HowtoEnteraPurchaseRequisition 1. Login to MOSAIC 2. Select the NavBar Icon at the top of the screen


3. Select ‘Navigator’, then ‘Finance’


4. Start a Requisition, by selecting: a. Purchasing b. Requisition c. Add/Update Requisition

5. CY

6. Mt

Click on the Add a You would select Fi

Modify the informato today’s period.

a. Origin‐ Deb. Currency‐

Step 6 a.

Step 6 b.

New Value tab andind an Existing Val

ation in the Heade efaults to ONL. Wi defaults to Canad

d select Add. lue if you wanted t

r. Modify by clickin

ill need to be chanian. Need to chang

Step 5

to look up a requisi

ng on magnifying g

ged to RSCH for Rege for other curren

5.

tion you entered p

glass next to each f

esearch accounts oncies.

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reviously.

field. Requisition D

or CAP for Capital a

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Date defaults to to

accounts (Facilities)

McMaster Univer

oday’s date. Accou

) where required.

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unting Date defaults

7. N

abc

de

f

Now enter the Line

a. Item‐ leave thib. Description‐ tyc. Quantity‐ this

1,000 (10 relead. UOM ‐ unit of e. Category ‐ clic

Example‐ lab supf. Price‐ rememb

a.

e item description o

is field empty. (Deaype a description ois the number youases x 100 units = measure. Most rek on magnifying glpplies such as beakerber to enter the pri

.

on the Details line.

ad Field‐ does not sof the item you areu are purchasing. F1,000 qty) equisitions will havass to view optionsrs should be 4110000ice without taxes.

b.

. All Line Informatio

show on PO) purchasing. If the

For Blanket Purcha

ve EA (each) as UOMs available. This is 0 Laboratory & ScienPeopleSoft calcula

c.

on

e supplier has provise orders enter th

M. Click on magnifcategory of goodstific Equipment, not Rates the taxes for y

d. e.

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ided an item numbe total quantity fo

fying glass to view s or services you arResearch Services. ou.

f.

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ber begin the descror the period the b

other options. re buying, not you

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ription with the supblanket PO covers.

ur department.

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pplier’s item numb For example‐ qty

ber. y

8. OOPTIONAL: To add additional lines hitt the + button at the end of the line.

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/To remove line

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es hit the – button

McMaster Univer

n at the end of the

rsity 6

line.

Add ad

Re

dditional line

emove line

9. C

Click on the Scheduule icon at the end of the line.

Strategiic Procurement/ MMcMaster Univerrsity 7

10. S

ab

Schedule‐ enter t

a. Ship to‐ shouldb. Due Date‐ click

the ‘Ship To’(deliv

d default to your lok on the calendar i

a.

very location) and

ocation & can seleccon to change due

d Due Date here.

ct other locations be date. The due d

by clicking on magnate is the date yo

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nifying glass. ou want the good

b.

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ds to be delivered

McMaster Univer

d to your location

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n.

11. C

Click on the Distribbution icon at the eend of the line.



12. Enter your Chart field information in the Distribution fields.

a. Only populate the fields that apply to your Chart string. Click on the magnifying glass next to each field to find the appropriate information and select. b. Select Ok when done entering information.

a.b.

13. T

This will take youu one step back to

o Schedule. Clickk on Return to Maain Page.


14. CS

C

Repeat

Click on the SupplieSelecting: Supplier

Click on magnifying

t steps 9 to 14

er tab to select the Setup/Change Re

g glass to find the s

4 for each lin

e supplier. If the Suquest.

supplier.

e on your req

upplier is not listed

quisition.

d you will need to r

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request a supplier s

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setup by going to F

McMaster Univer

Finance‐Purchasin

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g‐Requisitions andd

C

15. Adding Attach

Click on Add Comm

hments: Purchase through a p

ments and a new P

e requisitions alwayprocess meeting cu

rompt box will app

ys need an attachmurrent Purchasing P

pear.

ment added as an APolicies. Please ref

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Approval Justificatiofer to the current P

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on to confirm the gPurchasing Policy f

McMaster Univer

goods/services havfor requirements.

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ve been procured

16. A

NI

Commen

Adding comments

Note the commentInactivate button a

ts Box

Who will se

:

t box is 1 of 1 and hand the comment b

ee comments – selec

hitting the + buttonbox will be remove

ct a box see definitio

n allows for additioed.

To add

ons page 15

onal comments to b

an attachment

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be added. If you a

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dded a comment b

McMaster Univer

box which you wan

To add add

Select Emattachmesupplier *Make suselected

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nt removed hit the

ditional comment/s

mail if you would likeent/s to be sent to thwith the Purchase Oure you have also Send to Supplier

e the he Order.


Who will see the Comments: Whatever you type in the comment box is visible to the group(s) selected below the box.

Send to Supplier‐ comments get sent to the Supplier with the purchase order.

Show at Voucher‐ comments are visible to Accounts Payable when invoices are processed.

Show at Receipt‐ comments are visible to McMaster Receiving Departments when receiving the goods.

Approval Justification‐ comments are visible internally only. This comment is for internal backup to support purchasing policies. Multiple quotes and Sole Source documents are to be inserted here.

(All of the above options are found under the comments box)

17. Adding Attachments: (See visual page 14)

To add attachments hit the Attach button. Select Choose File to find the file to be attached and select Upload. The attachment gets attached to the comment box that is open.

If you want the attachment Sent to the Supplier be sure you click off Email, otherwise the file won’t emailed to the Supplier when the purchase order is dispatched by the system.

Types of documents that should be attached if applicable:

Quote or Sole Source (Remember Sole Source documents require signatures with the exception of the CFO who approves electronically through PeopleSoft.)

Contract (Remember contracts require physical signatures as per Execution of Instruments.) ICQ‐ Independent Contractor Questionnaire‐ (For orders over $10,000 ICQ form approved by ICQ Administrator with assigned ICQ number)

In additioComment

ABCD

E

on to being able to ts. Click on the m

A. Click on the mB. Once the commC. Select Ok and D. For US Orders

box. Be sure tE. Incoterms‐ Wh

Incoterms are SDDF

add custom commagnifying glass to s

agnifying glass nexment type is choseit will be pasted inonly‐ Select Shippo select Send to Suhen entering requiterm used by the iSome examples of DAP‐ delivered at pDDP‐ delivered dutyFOB‐ free on board

Use Standard

ments to the requisiselect the commen

xt to Comment Typen then click the Co your main commeping Comments andupplier and click ofsitions for goods itndustry to clearly Incoterms are: (Inlace y paid

d Comments

itions there are Stant. Select the comm

pe and then chooseomment ID you woent box. d Customs as the Cff Email so it is sent is important to listcommunicate the tcoterms are not fo

andard Comments ment from the drop

e your Comment Tyould like to use

Comment ID. This t to the supplier wt the Incoterms in tasks, costs, and risound within the Sta

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which can be inserpdown list.

ype

will paste the McMwith the purchase othe Header and sesks associated withandard comments,

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rted into the comm

Master custom’s brorder. elect Send to Supplh the transportatios, these need to be

McMaster Univer

ments section. Sele

roker information i

lier. on and delivery of gadded as commen

rsity 16

ect Use Standard

into the comment

goods. nts manually)

List of Comment T

Types to choose frrom – once the Commment Type is selcommen

ected you will nownts box.

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w select the comm

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ment ID which, will

McMaster Univer

populate in the

rsity 17


Routing a Sole/Single Source Form to the AVP of Admin & CFO:

18. Adding a Sole Source to a requisition‐ How to guide a form to the AVP of Admin & CFO (Refer to SP01 to see if your order meets the required thresholds): http://www.mcmaster.ca/bms/policy/purchase/SP‐01.pdf (Example over $10,000 a Sole Source would be required if you are unable to obtain 2 competitive quotations).

To be compliant with laws, regulations, public policy and McMaster University’s Strategic Procurement Policy SP‐01, all acquisitions must be subject to competitive bidding. In rare, specific or exceptional circumstances, only one supplier or consultant may be able, or capable, of providing goods or services.

When a competitive bid cannot be completed for an acquisition the purchaser must complete a Single/Sole Source Certificate and get appropriate approval signatures. The AVP Administration & CFO is to be completed electronically via PeopleSoft.

Ensure you have attached your Sole Source to the “Approval Justification” in the comments portion of the requisition. (Instructions as listed above within page 15 & 16 to add attachments)

a. Sb. H

f

Select Requisition Hype in the words for review/approv

Activities in the He“Sole Source” undval.

eader. er Comments and then click off “Donne” so a check mar

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k appears. This w

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will route the requis

McMaster Univer

sition to the AVP of

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f Administration/CCFO

c. T

VA

The AVP of Admin/View Approvals fouAdministration/CFO

/CFO will now be lisund within the maiO (D. Henne.)

sted as one of the n page of the requ

approvers on the ruisition. Once the V

requisition once thView Approvals is se

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e requisition is savelected you will th

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ved and submitted en be able to see t

McMaster Univer

for approval. To sthe name of the AV

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see the routing go VP of

to

FINALIZI

Save – B

19. S

NG YOUR REQUI

udget Check – Gr

Select the Save but

STION: (It’s impo

reen Checkmark

tton. A requisition

ortant to follow t

: to submit for ap

number will be ge

these steps as lis

pproval

enerated next to Re

ted to ensure yo

equisition ID.

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ur requisition is s

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submitted correc

McMaster Univer

ctly)

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20. C

Click on the Budgett Check button. Thhe budget check will be performed annd budget check st

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tatus will change fr

ic Procurement/ M

rom Pending to Ap

McMaster Univer

proved.

rsity 22

21. C

Click the green cheeckmark to submit

the requisition to bbe routed to the neext approver.

Strategiic Procurement/ MMcMaster Univer

rsity 23

This will

22. C

The flow

show you the na

Click on the View A

w of the RequisitiOnce approvals aSourced into a P The Purchase OrPeopleSoft systeThe Goods or Serunless the goodsHSC or General Rthe Purchase ordin PeopleSoft.

ames of the indiv

Approvals button.

ion: are complete, the urchase Order. rder will be sent tom or by a Procurervices are then recs you had purchasReceiving. A Receipder once the Good

viduals that need

You have

Requisition will b

o the Supplier by tement Specialist. ceived by you the ed had come direcpt ID Number is asds or Services are r

d to approve the

e now comple

e Auto

the

end‐user, ctly to ssigned to received

purchase requisi

eted a requis

Requisition

Remembprocesse

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ition and where

ition. What n

Number P

ber there are 3 keyed before payment

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it is in the appro

next?

urchase Order Number

y numbers tied to t:

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oval process. (App

Receipt Id N

one order

rsity 24

proval Route):

Number

How To- Enter a Purchase Requisition - Financial …...Strategic Procurement/ McMaster University 1 How to Enter a Purchase Requisition 1. Login to MOSAIC 2. Select the NavBar Icon

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