Creating Requisitions

Defining Requisition Line Default Values

The fields that you enter on this page can be applied to the entire requisition at the line, shipment, or distribution levels.

Shipping Defaults

Distribution Defaults

Accounting Defaults

Item Search

You can search for items to include in a requisition by:

• Basic Search: Enter either a keyword or a phrase and click the Search button. You can choose to search against all the categories or select any specific category/option from the Search drop—down list. If Search framework search is enabled, then indexed fields to search against can be configured on the Search Settings page in eProcurement Installation Options.

  Any changes made to items such as price or any of the purchasing attributes requires the catalog information to be exported. This includes changes made to the suppliers as well. This is achieved by performing the Search framework index update. Once catalog export is done the marketplace makes necessary updates to the catalog information including the facets.

  Note: None of the basic search criteria is carried over to advanced search.

  For more information on Search framework search settings, see Setting Up Installation Options.

• Browsing Catalogs: You can browse catalogs either from the left navigation or the All Request Options page. Clicking a catalog or category will initiate a search and return all items in that particular catalog or category.

• Advanced Search: You can click the Advanced Search link, which opens the advanced search criteria page in a modal window. Enter the search criteria for required search fields. You can save the search criteria by clicking the Save search Criteria link. Basic search criteria is independent of advanced search criteria.

  You can narrow your search to contract by making use of Search By Contract ID. Contract search is independent of advanced search.

  This example illustrates the fields and controls on the Advanced Search page.

  

  Based on the category attribute defined, Search By Attribute will appear in the Advanced Search page. If no category attributes are defined, it will be hidden.

  Click the Search Tips link to view a window that explains how to format searches in the Keywords field.

  For the Price Range field, you can specify the price in any currency because it will be converted to the common currency specified in the search settings in the eProcurement Installation Options page.

  Options for the Search Contains field perform in the following manner:

  • All — If selected, will combine all the search criteria specified in the Advanced Item Search page to perform the search AND operator will be used during the search.

  • Any — If selected, will perform the search for any of the search criteria specified in the Advanced Item Search page OR operator will be used during the search.

  This is common for both Search framework and SQL searches.

  For the SQL search, the search operators that appear in the drop-down list for the search fields are Begins With, Contains, and Equals. As an example, consider the search result displayed for the following search field—search operator—search data:

  • Description – Begins with – Long Sleeve

  • Manufacturer ID – Equals - BICY-10000

  • Manufacturer – Contains - Bicycle

  Note: Due to the highly complex nature of universal product identifiers and the fact that they are unique to a particular item, the UPN ID can only be searched using the Equals operator. This means that the entire identifier must be entered in order to search.

  This example illustrates the fields and controls for Search result - SQL search.

  

  For the Search framework search, the available search operators are Begins With, Contains All, Contains Any, and Equal. Here you have the option to search based on All or Any of the search criteria specified in the search fields.

  For example, consider the search result when search operator for the Description field is selected as Contains Any and search criteria is given as “Desktop, monitor”:

  This example illustrates the fields and controls for Search result - Search framework search - Contains Any.

  

  Next consider the search result when the search operator for the Description field is selected as Contains All and search criteria is given as “Desktop, monitor”:

  This example illustrates the fields and controls for Search result - Search framework search - Contains All.

  

  Next consider the search result for the following search field—search operator—search data:

  • Manufacturer – Contains Any – Bicycle

  • Supplier – Equal – BIKE SHOP

  Note: Advanced search will not return transparent punchout items.

  Note: Modal and Price Range fields are not available for a SQL search.

Search Results

The search results will appear after you enter search criteria and search using basic search, advanced search, or by browsing catalogs. It will appear in the workspace area. You can select only multiple items to add to the cart when the user has the ADD_MULTI_ITEMS role action enabled.

This example illustrates the fields and controls on the Search Results page. You can find definitions for the fields and controls later on this page.

This example illustrates the fields and controls on the Price Adjustment List page.

This example illustrates the fields and controls on the Item Description Page. You can find definitions for the fields and controls later on this page.

If Search framework search is selected as the preferred search type, then facets will be used to narrow the search results more precisely. When facets are used, locator links will appear. You can remove any unwanted facets by closing the appropriate locator link or you can return to the original search result.

If the search returns results from multiple sources, then the search result will appear in separate tabs for each source. In the search result, item images will appear if you selected that option in the My Preferences page or Customize Search Results page in eProcurement Installation Options.

This example illustrates the fields and controls on the Multi Image — Item Description. You can find definitions for the fields and controls later on this page.

See the product documentation for

PeopleTools: Search Technology

Understanding Financials and Supply Chain Search

Click to watch a short video about PeopleSoft eProcurement User Interface and Application Search .

Click to watch a short video about PeopleSoft eProcurement 9.2.

Status and Type Columns

Information about the Favorites includes the current item status and the type of item.

The Type column displays to the left of the Description column and indicates where the item originated. Drag the cursor across the icon to see where the item originated. To view more information about an item, click the Item Description link.

Adding Items to a Favorites List

You can add items to a favorites list during requisition entry by using the Search field at the top of the page or the Review and Submit page. After your search:

1. Select one or more items using the check box to the left of the item description.

2. Click the Add to Favorites link.

A message appears confirming that the items were added to the favorites list.

Adding Items to Favorites Groups

To add items to a favorite group, the items must be in your favorites list.

1. Select the items from your favorites list.

2. Click the Add to Favorites Group(s)link.

3. Select a favorite group or enter the group name and description to create a new favorite group.

4. Click the OK button.

   Note: When an item is added to a favorites group, it no longer appears as an ungrouped item.

Deleting Items from a Favorites List

You can delete favorite items by using the Favorites page. To delete a favorite item, select it and then click the Delete from Favorites link. To delete a favorites group, click the Manage Favorites Groups link.

Using Direct Connect Items on a Favorites List

To add direct connect items to a favorites list:

1. Place direct connect items on an eProcurement requisition.

2. On the Review and Submit page, select the direct connect item and click the Add to Favorites button.

To use a direct connect item that was saved as a favorite:

1. When creating a new requisition, go to the Favorites page and select the desired direct connect item. Use the Type column to identify a direct connect item by dragging the cursor across the icon.

2. Click the item description of the direct connect item or the Add button:

   • (Punchout items only) If the Web Supplier Update icon type appears for the direct connect item, then you are transferred to the supplier's website in edit mode. On the supplier's website, you can inspect the item and change the quantity. After you check out from the supplier's website, the item is added to the requisition with the latest price and item description. To access the supplier website, the Supplier Properties page must have the ALLOW_EDIT and ALLOW_VIEW properties for the supplier.

   • (Roundtrip items only) If the Web Supplier icon appears for the direct connect item, then the item price and description are validated in the background against the supplier's online catalog. To validate and update the item, the supplier catalog must support the validate function.

   • For all other direct connect items and suppliers without the edit, view, or validate properties, click the Add button on the Favorites page to add the item to the requisition without verification from the supplier that the item information is current. Click the item description on the Favorites page to display the catalog description.

3. Once you have completed your requisition, access the Review and Submit page and click the Save button. The requisition is now saved and, in addition, any new information obtained from the supplier's website, such as a price change, is used to update the direct connect item in the Favorites list.

Keep in mind the following points when working with direct connect favorite items:

• Direct connect items from multiple suppliers cannot be added to a requisition in one step. If you select multiple items from the Favorites list and add them all at one time by clicking the Add button at the bottom of the Favorites page, then the system can only validate the items if you have selected Punchout items using the same supplier. You are taken to the supplier's website to view and edit all of the selected items.

• Direct connect items and Services Procurement items cannot be added to a requisition in one step.

• Non-direct connect items can be part of the items to be added, along with direct connect items and Services Procurement items.

• If multiple suppliers or non-Punchout direct connect items exist, then the item data is not verified against the supplier's website.

• If you need to add direct connect items from multiple suppliers to one requisition, you should add each favorite item individually.

Create or Add Item to Personal Template

To create or add items to a personal template:

1. Access the Review and Submit page.

2. Select the items that you want to add to an existing template or a new template.

3. Click the Add to Template(s) button.

4. Select a template or enter the template name and description to create a new template.

5. Click the OK button.

You can also add items to templates from the Search Results page.

You can view and add personal templates by clicking the Manage Personal Templates link on the Templates page. On clicking this link a modal window opens, where you can view the details of the available templates and add new templates. You can also copy another user’s personal template.

Using Direct Connect Items on a Personal Template

To add direct connect items to a personal template:

1. Access the Favorites page or the Checkout — Review and Submit page.

2. Select the direct connect items that you want to add to an existing template or a new template. For one template, all direct connect items must come from the same supplier. You can mix direct connect items with non-direct connect items; however, you cannot add Service Procurement items into the same personal template with direct connect items.

3. Click the Add to Template(s) button.

4. Select a template or enter the template name and description to create a new template.

5. Click the OK button.

To use a direct connect item that has been saved in a template:

1. When creating a new requisition, go to the Templates page, find the template, and enter the quantity desired.

2. Click the Add button:

   • (Punchout items only) If the Supplier Properties page has the ALLOW_EDIT and ALLOW_VIEW properties for the supplier, you are transferred to the shopping cart of the supplier's website. You can use the shopping cart to review the Punchout items from your template and change the quantities. After you check out from the supplier's website, you are returned to PeopleSoft eProcurement, and the Punchout items are added to the requisition with the latest price and item description.

   • (Roundtrip items only) If the supplier catalog supports the validate function, the price and description of the Roundtrip items are validated in the background against the supplier's online catalog.

   • For all other direct connect items and suppliers without the edit, view, or validate properties, the direct connect items on your template are added to the requisition without verification from the supplier that the item information is current.

3. Once you have completed your requisition, access the Review and Submit page and click the Save button. The requisition is now saved and, in addition, any new information obtained from the supplier's website, such as a price change, is used to update the direct connect item on the template.

Item Information

Click on the Item Information Tab to view or update item details.