Creating Requisitions Using the Fluid User Interface

The general steps to create a requisition in Fluid are:

1. Access the Create Requisition page.

2. Select a Requisition Type (Standard, Bill Only, and Bill and Replace) from the drop-down.

   Note: Requisition Type will not appear on the page unless at least one other requisition types (besides Standard) is chosen on the ePro Installation Options Page. If any item is already added to the Shopping Cart, the Requisition Type is grayed out. Remove the item from the cart to select the Requisition Type.

3. Add items to the cart using any of these navigation options, which are located in the left pane:

   Term	Definition
   Browse Catalogs	Select to display catalogs in the right panel.
   Item History	Select to display the Item History page in the right panel. The Item History page displays a list of recently ordered items. The number of items displayed depends on the value in the Max Rows to Retrieve for Search Results field on the ePro Installation Options Page.
   Favorites	Select to access the Favorites page. This page displays a list of items that have been marked as a favorite. You can enter a quantity, add items to the cart, add items to templates, delete items from your favorites, and view the item description and item details. Select the Manage Favorite Groups button to access the Favorite Groups window, where you can modify the Favorite Group name, description, and sharing information.
   Templates	Select to access the Templates page. This page displays purchasing kits and personal templates. For each template or kit. Use the quantity and Add to cart button to add the template or kit items to the cart. Select the Detail icon to view the items in the kit or template. Select the Manage Personal Templates button to access the Personal Templates window, where you can modify the template name, description, and sharing information.
   Web Suppliers	Select to access the Web Suppliers page. This page displays web suppliers only if the web suppliers are configured and the user has access to them. Additionally, users have the option to hide the navigation for web suppliers.
   Special Request	Select to access the Special Requests page. This page allows you to create special requests for an item that is not in a standard catalog and has no item ID. Use the Special Requests page (PV_MOB_SPECIAL_REQ) to create any special requests to requisitions if required. Use the Special Request page to create requisitions for items or goods that are not included in the standard catalog of items in PeopleSoft eProcurement and have no item ID. This special request can be for goods or services. Users can either select the items you want to add to the cart or select the add special request tab to create special request .
   Fixed Cost Service	Select to access the Fixed Cost Service page. This page allows you to create a service that is not in a company catalog and has a fixed cost.
   Variable Cost Service	Select to access the Variable Cost Service page. This page allows you to create a service that is not in a company catalog and has a variable rate.
   Time and Materials	Select to access the Time and Materials page. This page allows you to create time and materials that are not in a company catalog. The time charge uses a variable rate and the material charge is a fixed cost.
   Order Sheets	Select to access the Order Sheets page. This page allows you to view the order sheets assigned and add order sheet items to the cart when creating requisitions.

   Note: When you add the same item more than once using different navigation options (as described in the table above), the number of requisition line items in the cart increases instead of adding a new line.

4. Access the Shopping Cart page to verify items.

5. Access the Checkout page to verify requisition information, check budgets, or add documents.

Use the Requisition Defaults page (PV_MOB_855_SET_SCF) to enter default field values for new requisition lines and define requisition settings such as purchasing business unit and requester.

Navigation:

Fluid Home > Employee Self Service > eProcurement > Create Requisition

Click the Requisition Defaults hyperlink.

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

Before using this page, determine the features that your users can access by linking user roles to the following eProcurement role actions:

• The CHANGEREQBU role action is required to access the Business Unit and Requester fields on this page.

  Note: Fluid has a persistent cart. This means that if any items remain in the cart from the previous session, then you cannot change the requester/BU fields, even if you have the CHANGEREQBU role, until the cart is empty.

• When the new business unit is selected, the existing shopping cart items will be removed. You can add the new requisitions under new business unit.

Use the Default Entry page (PV_MOBREQ_ENTRY_FL) to enter the business unit and requester ID.

Navigation:

eProcurement Tile > Create Requisition Tile

This example illustrates the fields and controls on the Default Entry page.

If you have already specified the business unit and requester ID on the User Preferences – Procurement page, this page does not display.

After entering the details, you can proceed with creating requisitions. If you have already defined the business unit and requester ID on the User Preferences – Procurement page, and enabled the LAND_ON_REQ_SETTINGS_PG role action on the Assign Role Action To Roles page, the Requisition Defaults page is displayed as the landing page.

Use the Create Requisition: Browse Catalogs page (PV_MOB_CATBROWSE) to search for items.

Navigation:

eProcurement Tile > Create Requisition tile

Select a Requisition Type (Standard, Bill Only, and Bill and Replace) from the drop-down.

Select Catalog in the left pane.

This example illustrates the fields and controls on the Create Requisition - Browse Catalogs page.

The Add to Cart button is not available on the Favorites and Item History pages for inactive items.

If one of the item suppliers on the Item details page is not available to be added to the cart, the Add button is hidden. The categories displayed on the Requisition page are visible or hidden, based on the settings on My Preferences page. The Checkout button is enabled only when items are available in the cart.

Click the Shopping Cart icon to get an overview of the items in the cart.

This example illustrates the fields and controls on the Create Requisition - Cart Overview page.

Click Edit Cart button to view the Shopping Cart page and the Checkout button to access the Checkout page. For additional details, see Shopping Cart Page and Checkout Page. You can also delete items from the cart here. Click outside the overview page to return to the requisition page.

Use the Create Requisition: Search Results page (PV_MOB_855_SRCH) to search for items based on the Search field.

Navigation:

Select a category and enter text in the search field.

This example illustrates the fields and controls on the Create Requisition: Search Results Page.

You can search for an item across all categories (All) or select a specific category (Catalog, Favorites, Templates, Web Suppliers, and Order Sheets). At the top of the Search Results page, the categories or types that contain the item matching your search criteria are displayed. In this example, the Catalog Items category is selected by default and the items within this category are displayed. Select another category to view the results within it.

The left pane displays the Item Category, Manufacturer Name, Supplier Name, and Preferred Supplier details when a catalog item is searched. In the right pane, the search results display the purchase order ID, item name, and supplier name. The Related Actions icon allows you to perform the Add to Compare, Add to Templates, and Add to Favorites actions. The links such as Inventory, Price Breaks, Contract, and Substitute Item appear for each item as applicable.

Item level and supplier level attributes are displayed in the search result. To configure which attributes to be displayed on the search result, see Manage Weighted Sort Rules Page.

Select any of the sort options (Description, Price - high to low, Price - low to high, and Relevance) in the Sort By drop-down to reorganize the search result. To configure the sort options, see Search Settings Page and Manage Weighted Sort Rules Page.

Select the ePro Home button to navigate back to the Create Requisition page.

Use the Advanced Search link next to the search box to perform more complex searches by entering the required search criteria. You can save the search criteria by clicking the Save Search Criteria link.

For more information about performing advanced search, see Advanced Search — Create Requisition Page.

Use the Item Details page (PV_MOB_855_ITEMDET) to view item details.

Navigation:

Select a catalog and select an item row.

This example illustrates the fields and controls on the Item Details page.

The Item Details page displays all potential suppliers for the item if the role action VIEW_ALL_SUPPLIERS is enabled. If there is a preferred supplier, it is listed at the top. You can add the item, with the preferred supplier, to your favorites list or to a template.

If you want to add this item to the cart, verify the quantity and unit of measure (UOM) and select the Add button.

To return to the list, select the Search Results button. The Browse Catalogs option in the navigation menu returns to the initial Browse Catalogs page where you can select another catalog.

Use the Shopping Cart page (PV_MOB_855_SR_CART) to view and modify items in your cart. Select the Checkout button to check out items and save or submit requisitions.

Navigation:

eProcurement Tile > Create Requisition tile > Shopping Cart

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

Use this page to make changes to the requisition and submit it again. You can perform the following operations:

Users can access the Edit Requisition page, make changes to the requisition, and submit it again. These operations can be performed when editing a requisition:

• You can modify the Quantity if the requisition line is not multi-scheduled.

• You can add or remove requisition line items, and split quantities into multiple schedules and distribution lines.

• You can perform budget checking and pre-checking process.

• You can either cancel the edit operation or save changes and submit the requisition.

• After the requisition is saved or submitted, you can view the My Requisition and Create New Requisition buttons from the Confirmation page.

Use the Checkout page (PV_MOB_NEW_CHEKOUT) page to verify and perform various actions to the requisition and requisition lines.

Navigation:

eProcurement Tile > Create Requisition tile > Shopping Cart > Checkout

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

Requisition Summary

Field or Control	Description
Requisition Name	Select to enter a description of the request to help you identify this requisition as it flows through the system. If this field is left blank, the system uses the requisition ID as the name.
Priority	Select an option of High, Medium, or Low to indicate the priority to the approver.
Header Comments	Select to access the Requisition Header Comments and Attachments window. Use this page to enter comment text and indicate whether to send the comment to the supplier, show the comment at receipt, and show the comment at voucher. Select the comments and attachments to view the collated header comments and attachments for the requisition. You can also add multiple comments and attachments for the requisition. MULTI_COMMENTS role action controls whether the user can add multiple comments and attachments for the requisition or not.
Card Number	Select to enter a credit card number
Use Procurement Card	Select to indicate that a Procurement card is to be used.

Additional Fields

Additional Fields provides the drop zone custom fields configured on the Requisition Type Template Page.

Justification Comments

Enter comments to justify the need for the requisition. These comments appear on the Requisition Approvals page.

Requisition Lines Overview

Use this section to apply the selected action to one or many lines. Click on an item name link to access the Item Description window.

Field or Control	Description
Select All	Select this check box to select all line items.
Actions	Select the check box against the required requisitions to collectively perform the following actions: Add to Favorites: Adds the selected requisitions to the favorites list. Add to Template(s): Adds the selected requisitions to the templates list. Delete: Deletes the selected requisitions from the shopping cart. Mass Change: Displays the Mass Change page, where you can change the information for the selected requisition lines. For more information, see Edit Lines/Shipping/Accounting for Selected Lines Page. Different options to apply distribution changes to the lines of your requisition are All Distribution Lines, Matching Distribution Lines, and Replace Distribution Lines. Select the Load Values From Defaults button to populate distribution line values. Populating distribution lines on the Mass Change page can also be done by manually entering accounting tags. For more information, see Submitting Requisitions. Select to access the Mass Change page (PV_MOB_855_MAS_SCF) where you can change the following: Line Information such as Supplier ID, Supplier Location, Category, and Buyer. Shipping Defaults such as Ship To, Comments, Due Date, and Attention Distribution Information such as ChartField and Asset information.
Amount Only	Select Yes to indicate that the line is an amount only line. Note: The Amount Only toggle button is displayed for the requisition lines if the AMT_ONLY_LINES role action is assigned and enabled for the requester. The ePro administrator can provide this access.
Quantity	Modify the quantity if required. Note: If the Amount Only toggle is set to Yes for any requisition line, the Quantity value is set to 1 and becomes display only for that line. You can modify the quantity if Amount Only toggle is either disabled or set to No.
UOM	Modify the UOM if required.
Schedule Details	Select to access the Schedule Detail page, where you can review and modify schedule details for an item. Use the Distributions section to modify ChartFields, and access Budget and Asset information. Note: Based on the setting of role actions SCHEDULE_DISPLAY, ACCOUNTING_DISPLAY and ENFORCE_RGN_SECURITY the Schedule Detail section can be visible and can be edited.
Line Comments	Select to access the Requisition Line Comments and Attachments page. Use this page to enter comment text, view the collated comments, and indicate whether to send the comment to the supplier, show the comment at receipt, and show the comment at voucher. You can also add and view attachments at the line level.
Delete	Click to delete the selected line item.
View Details icon	Select to access the Line Details Page.

Field or Control	Description
Check Budget and Pre-Check Budget	Select the Check Budget link to initiate the Budget Processor and commit funds to pre-encumberance amount for this requisition. Select the Pre-Check Budget link to initiate the Budget Processor and check the budget without reserving funds for this requisition. Note: You can run the Check Budget and Pre-Check budget processes after saving the requisition. For information, see Submitting Requisitions.
Budget Checking Status	The Budget Checking Status is updated as Valid or Provisionally Valid after you run the Check Budget or Pre-Check Budget processes. The status is reset to Not Checked if you make any changes to the requisition and it needs to be budget checked again.
Add Request Document	Select to access the Add a Document Page, where you can create and associate an authored document with the requisition. PeopleSoft Supplier Contract Management must be installed.

Use the Schedule Details page (PV_SCH_DIST_SCF) to review and modify schedule details for an item.

Navigation:

eProcurement tile > Create Requisition tile > Shopping Cart > Checkout. Select the Schedule Details icon for a line. You can also access the Checkout page from the Browse Catalogs and Cart Overview pages.

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

You can access the schedule details for each time by clicking the item row on the left panel. Alternatively, you can use the Next or Previous icon on the top right to review each line item. You can modify the Ship To, Quantity, Due Date, and Attention To fields. You cannot edit Ship To field if ENFORCE_RGN_SECURITY role action is enabled.

Total is updated whenever there is quantity or price change.

Use the Distributions section to access Accounting Tag information, modify ChartFields, and access Budget and Asset information.

This example illustrates the fields and controls on the Schedule Detail - Distributions page

Use the Accounting Tag page (ACCTG_TAB_SEL_SCF) to add accounting tags to the requisition line.

Navigation:

eProcurement tile > Create Requisition tile > Shopping Cart > Checkout > Schedule Details icon > Accounting Tag

By adding accounting tags the system automatically prorates the amount and quantity of an accounting line according to the proration percentages defined on the Accounting Tag. Accounting tags are used to populate ChartFields on the transaction distribution lines as well.

For additional information about accounting tags, see Setting Up Accounting Tags

Use the Line Details page (PV_SCH_DIST_SCF) to confirm requisition checkout information and edit additional details for a line, such as the buyer, supplier, and other line-specific information.

Navigation:

eProcurement tile > Create Requisition tile > Shopping Cart > Checkout. Select the View Details icon for a line.

This example illustrates the fields and controls on the Line Details Page (1 of 4). You can find definitions for the fields and controls later on this page.

This example illustrates the fields and controls on the Line Details Page (2 of 4). You can find definitions for the fields and controls later on this page.

This example illustrates the fields and controls on the Line Details Page (3 of 4). You can find definitions for the fields and controls later on this page.

This example illustrates the fields and controls on the Line Details Page (4 of 4). You can find definitions for the fields and controls later on this page.

If you have substitute items defined for the original item, the Substitute icon appears next to the Original Substituted Item field. Click the Substitute icon to access the Substitute Items window to override any auto-substituted item. Only those items that are available for Manual Substitution and Automatic and Manual Substitution types are listed for your selection.

Item Summary

Field or Control	Description
Physical Nature	Indicates whether the requisition is for goods or services.
Buyer	Select the buyer name.
Buyer Information	Select to access the Buyer Telephone Information window, which displays the buyers name, telephone, and fax number.
Show Configurator	Select to access the Item Configuration Information window, where you can select an Inventory Unit and Configuration Code.
Attributes	Item level and supplier level attributes are displayed based on weighted sort rule setup. To configure Weighted Sort Rules, see Manage Weighted Sort Rules Page.

Additional Line Fields

Additional Line Fields provides the drop zone custom fields configured on the Requisition Type Template Page.

Item Additional Information

Field or Control	Description
Device Tracking	Displays whether a receipt line is device tracked. This field is available for items that are description-only. See Using Device Tracking
Stockless Item, RFQ Required, Inspection Required	See Purchasing Attributes - Purchasing Controls Page
Amount Only	Select Yes to indicate that the line is an amount only line. When you select Yes, these actions occur on the requisition: The requisition and schedule line quantity are set to 1 and become unavailable for entry. The Price field on the line is available for entry. The price amount that you enter becomes the schedule price and amount. The Distribute By option on the Schedule-Distribution page defaults to Amt. In the Line Details window, the Inspection Required, Consolidate with other Reqs, and Inventory Source Flag toggle buttons are disabled. The system prevents you from adding another schedule line by removing the Add Row button on the Schedule page. See also, Common Elements Used in the Sourcing Workbench Note: The Amount Only toggle button is always visible and available on the Requisition Line Details page.
Zero Price Indicator	See Common Elements Used in the Sourcing Workbench.

Contract Information

Click the Contract Search icon to access the Contract Search page, where you can perform advanced searches for contracts to be applied to the requisition line.

If you replace an existing contract or select another, the Supplier Information section reflects the modifications accordingly. You can confirm whether you want to proceed with changing the supplier when the message displays.

See Line Details Page for more information.

Supplier Information

Field or Control	Description
Supplier ID	Displays the ID of the supplier that supply this item.
Supplier Location	Displays the location of the supplier. The default is based on the value that is defined for the supplier.
Supplier Item ID	Displays the ID that the supplier uses to identify this item on the Item Supplier page.
Supplier's Catalog Number	Displays the Catalog Number that the supplier assigned for the item.
Item Supplier Priority	Indicates the supplier priority selected for the item. The value appears by default as a medium priority, but can be changed by the user. The updated priority appears on the Requisition Header.
Suggest New Supplier	Select this link to access the Suggested Supplier page (PV_MB_SUG_VNDR_SEC) where you can enter supplier name, address, and phone information.

Manufacturer Information

The Manufacturer information group box displays all information pertaining to the manufacturer.

Field or Control	Description
Manufacturer ID	Identifies the manufacturer of the item. This value is supplied from the Supplier’s Manufacturer Info page.
Manufacturer's Item ID	Displays the identifier that the manufacturer uses for this item when the suggested supplier supplies the item. This value appears from the Supplier's Manufacturer Info page.
UPN Type	Select applicable UPN Type Code.
UPN ID	Select applicable universal product number that is defined by a unique combination of item ID, manufacturer ID, manufacturer item ID, and Unit of Measure. On selecting the UPN ID, the item line information associated with the selected UPN ID will be populated.

See Line Details Page for more information.

Procurement Group Information

For additional information about Procurement Groups, see Understanding Procurement Groups in PeopleSoft

Field or Control	Description
Procurement Group ID	Select a Procurement Group ID to be displayed on receipt lines. Procurement groups are defined using the Procurement Groups Page.
Primary Unit	Select Yes or No to indicate that this is the primary unit for the Procurement Group.
Unit Allocation Qty	Enter a quantity that identifies the quantity to allocate per asset for the Procurement Group.

Sourcing Controls

Use this section to alter sourcing options for the selected requisition line. This section is controlled by role, therefore some options are display only.

Field or Control	Description
Consolidate with other Reqs (consolidate with other requisitions)	Select Yes to consolidate multiple requisitions for the same supplier into one purchase order. This is defined at requester setup.
Calculate Price	Select Yes to have the sourcing process recalculate the item price when this requisition line enters the sourcing stage.
Override Suggested Supplier	Select Yes to enable the sourcing process to override the suggested supplier. This is determined for purchasing order sourcing.
Inventory Source Flag	Displays whether eligible requisition items are sourced from PeopleSoft Inventory, which is determined in user preferences. Note: If the substitute item is valid for a particular supplier, then Inventory Source Flag and Override Suggested Supplier are set to No. If the substitute item is valid for all suppliers, it can be defined at the item definition level and the Override Suggested Supplier will be Yes.
Auto Item Substitution	Select Yes to indicate that item substitutions can be determined by the system. This is determined by Purchasing business unti.

Use the Save Confirmation page (PV_MOB_855_CONF) to view the final requisition details that have been submitted for approval.

Navigation:

eProcurement Tile > Create Requisition tile > Checkout > Submit

The message disappears after two seconds.

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

You can navigate to other pages from this page via the Action menu. See Approving Requisitions Using PeopleSoft Fluid User Interface.

Use Item History page (PV_MOB_RECENT_ORD) to view the list of recently ordered items.

The number of items displayed depends on the value in the Max Rows to Retrieve for Search Results field on the ePro Installation Options Page.

Navigation:

eProcurement tile > Create Requisition tile

On the ePro Homepage, select Item History from the left menu.

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

This page displays the list of recently ordered items along with their Item Description, Supplier Name, Manufacturer Name, Price, Currency, and UOM.

Use the Favorites page (PV_MOB_855_SRCHFAV) to add items to your Favorites list and group them.

Favorites are frequently ordered items and groups of items that you can maintain in a single location. You can create a list of items that are frequently ordered, and organize them by creating favorites groups. You can use the list to add items to a requisition without searching the item catalog.

Favorite-Ungrouped Items are private, accessible only to you, and are stored under the Requester ID. The list can be built from items in PeopleSoft eProcurement or PeopleSoft Services Procurement.

Navigation:

eProcurement tile > Create Requisition tile

On the ePro Homepage, select Favorites from the left menu.

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

Manage Favorites Group

Field or Control	Description
Group Name	Enter a group name.
Description	Enter a group description.
Allow Sharing	Set the toggle to Yes to allow the favorite groups to be shared with other user roles and requesters.
Allow Access	Select this button to enter the requester’s details, such as Role Name and User ID. The details are required when other requesters try to copy the group to their favorites group. The Allow Access button is enabled only after you add a group name.
Details	Click this button to view the group details. This is enabled only if you add items to the group.
Copy Favorites Group	Select this link to access the Copy a Favorites Group page. For more information on Copy a Favorites Group page, see Copy a Favorites Group Page.

For more information on Favorites, see Create Requisition — Favorites Page.

Use the Templates page (PV_MOB_TEMPLAT_FL) to add purchasing kits, company, and personal templates to your cart.

Navigation:

eProcurement Tile > Create Requisition tile

On the ePro Homepage, select Templates from the left menu.

This example illustrates the fields and controls on the Templates page.

Click the Manage Personal Templates button to add a new personal template or remove the existing templates.

Click on any template description from the list to view the template details.

Manage Personal Templates

This example illustrates the fields and controls on the Personal Templates page.

Field or Control	Description
Template Name	Enter a template name.
Description	Enter a template description.
Allow Sharing	Set the toggle to Yes to allow the templates to be shared with other user roles and requesters.
Share Details	Select this button to enter the requester’s details, such as Role Name and User ID. The details are required when other requesters try to copy a template.
Details	Click this button to view the template details.
Copy Personal Template	Select this link to access the Copy a Personal Template(s) page.
Return to My Profile	Select this link to return to the Templates page.

Template Details

This example illustrates the fields and controls on the Template Detail page.

Note: If any item status is inactive in the template and you add the template items to the cart, a confirmation message appears indicating whether you want to add other items to the cart excluding the inactive one.

For more information on Templates, see Create Requisition — Templates Page.

Use the Special Requests page (PV_MOB_SPECIAL_REQ) to order items that are not found in the item catalog.

Navigation:

eProcurement Tile > Create Requisition

On the ePro Homepage, select Special Requests from the left menu.

This example illustrates the fields and controls on the Special Requests page.

Specify the required requisition details and click the Add button to add the special item to the cart.

For more information on special requests, see Requesting Special Items.

While creating requisitions, requesters can integrate requisitions directly to a work order as needed. A requester with the CANLINK_WO role action can view the Peg Work Order option on the Schedule Details page.

Navigation

eProcurement Tile > Create Requisition

Add items to the shopping cart and proceed to checkout.

Select the Schedule Details button on a requisition line and click the Maintenance WO button.

This example illustrates the fields and controls on the Maintenance Work Order window.

After entering the details, click the Done button and go back to the Checkout page and submit the requisition. The Edit Requisition page will display the details entered.