REQUISITIONS - Baylor UniversityRequisition 9.2.doc Page 5 of 64 Enter Header Information Confirm Requester The User ID defaults in the Requester box. Verify Requisition and Accounting

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Requisition 9.2.doc Page 1 of 64

REQUISITIONS

REQUISITION PROCESS 2

ENTERING A REQUISITION 3 Decide How to Purchase Item Important Policy Notes

Step 1: Enter and Save the Requisition 4 Page 1: Enter Header Information Valid Origin field values for a Requisition Enter Line Information Select a Ship To Address

Select a Supplier Enter a Line Comment Page 2: Schedule Page 3: Distribution Save

Add Lines

Step 2: Comments/Attachments 12 Add Header Comments

Attachments Line Comments Add Standard Comments

Step 3: Budget Check the Requisition 20 Review Budget Check Exceptions (optional) Print the Requisition (optional)

Step 4: Submit for Approval 21 Review the Approval Path Ad-Hoc Approval

SPECIAL CONSIDERATIONS 29 Finding a Supplier

Supplier Registration Adding Lines Review Budget Check Exceptions Print the Requisition View/Update a Requisition

Changing A Req After It Has Passed Budget Check Cancel a Req Entering a Request for Check Entering a Req for a Standing Order

Entering a Req using Grant Funds Personalize Distribution Lines

TRACKING REQS THROUGH THE SYSTEM 52 Requisition Document Status

Requisition Inquiry

TRACKING A PO THROUGH THE SYSTEM 58 PO Document Status PO Inquiry



Requisition Process

Requester: Enter: Header Line(s) Schedule Distribution Comments Save

Requester: Select: Purchasing Add/Update

Requisitions

Requester: Attachments Budget Check Print (optional)

Requester: Get Quotes

Requester: Submit for

Approval

Approver: Approval

Purchasing: Create

Purchase Order Send Purchase

Order to Supplier

Supplier: Ship product Mail invoice

Requestor: Sign and copy

invoice Send invoice to

A/P

A/P: Create Voucher Mail Check to

Supplier



Entering a Requisition

Decide How to Purchase Item Technology Purchases: See Technology Procurement Website

(www.baylor.edu/techprocurement/)

Related to Travel: See Travel Policy (www.baylor.edu/travel)

Less than $10,000: Use the Purchasing Card or a voucher

More than $10,000: Enter a Requisition in TRAX *NOTE: See Purchasing Policy for more detail

Important Policy Notes:

Requisitions must be entered before the product is ordered from the supplier.

When the purchase price will be paid in installments, the Requisition should be for the entire amount of the purchase. This will encumber the entire amount the university will ultimately need to pay and prevent it from being spent on something else.

In order to make sure Baylor is getting the best deal for its money, any purchase over $10,000 must have bids from at least three different suppliers. The supplier quotes will be documented in the comments of the Requisition.

Purchase Amount Sponsored and Non-Sponsored Project Expenditures $0-$10,000 Purchase is made using Purchasing Card

$10,000-$25,000 Department obtains three written quotes $25,000-$100,000 Procurement Services obtains three written quotes

$100,000 and above Procurement Services will conduct formal purchasing process

*Note: If quotes are not available, or possible, a sole source form, or letter of exception to policy may suffice.

If the requisition involves a contract, a scanned copy of the signed document will be necessary.

If the requisition involves some aspect of risk, it should include the supplier’s certificate of insurance.



Scenario: Billy Bear’s department needs four new chairs and a table for a conference room. He’d like to buy four Aeron Chairs (catalog number: 123CHAIR) from the Total Office Solutions catalog. They will each cost $696.20. The catalog number for the table is 345TABLE. It will cost $7,000.00.

Step 1: Enter and Save the Requisition

Select the following from the menu Purchasing

Add/Update Requisitions

The Requisition ID should always default to Next. (Do not change this field.)

Click Add



Enter Header Information

Confirm Requester The User ID defaults in the Requester box.

Verify Requisition and Accounting Dates. The Accounting Date determines the budget month and year and will almost always be today's date. A warning message is displayed if the Requisition Date is more than thirty days in the past or thirty days in the future.

Leave this blank. Do not enter a Requisition Name.



Valid Origin field values for a Requisition Origin Description Use Example ADV Advance other

than Travel

Faculty/Staff member needs money before the purchase

My Supplier will only take cash and it's more than $10,000

CON Contract – Fax PO

Contract for goods or services (PO will be Faxed)

I contract with a consultant for 100 hours of consulting

RFC Request for Check

The department will come by Accounts Payable and pick up the check. The department will give it to the Supplier

I am paying an honorarium over $10,000 and I want to put the check in the Supplier's hands after the speech is given.

RSG Replace Stolen Goods – Fax PO

Replacing something which was stolen (PO will be Faxed)

I am replacing a grand piano stolen from the music department

SO Standing Order – Fax PO

Reserve an amount of money to be paid to a Supplier until the end of the fiscal year (PO will be Faxed)

Any time my cable company bills me, I want them paid

STD Standard Requisition – Fax PO

Standard Requisition for goods or services (PO will be Faxed)

Purchasing will FAX a PO to the Supplier, a check will not be cut until invoice is received by A/P and all items have been received

SUP Supplemental Order

Original requisition did not cover entire cost. This requisition makes up the difference.

I placed a requisition and forgot to include shipping costs. Accounts Payable can create a voucher for up to 10% or $250 above the original requisition amount

TA* Travel

Advance Faculty/Staff member needs cash money on hand while traveling

Faculty member is taking a group of students overseas and needs cash on hand to help cover meals and incidentals.

*Applies to group travel only. See Travel Policy for more information. Note: Do not use DPT or AP origin codes.



Enter Line Information

Enter the Description Describe the item. Give the Supplier enough information to correctly fill the order. Only the first thirty characters will show up on the budget panels. Include the catalog number, the item number and any other details the Supplier will need. You can also use the line comments for further detail.

Enter Requisition Quantity Amount of Item to be ordered

Enter UOM (Unit of Measure) How will the Item be measured? (Defaults to “Each”) Click the magnifying glass to see a list of valid measurement types.

Category is synched with Account. Indicate the Account to charge. What type of Expense is this? See the Budget Inquiry, the Appendix, or click the magnifying glass for a listing of valid Account/Category numbers.

Enter Price. Enter the cost for each unit. TRAX will multiply the Quantity by the Price to get the total cost.

Enter Due Date. When should the items be delivered? Ask the Supplier when Baylor can reasonably expect delivery. Do not use “ASAP”. If tomorrow's date is placed in this field, the department may need to pay extra freight charges for overnight delivery. Use Comments for additional information.

Enter Ship To: Address Where to deliver the product? (See next page for shipping guidelines)



Select a Ship To Address Where do we want this to come at the University? The Ship To address is the delivery address for external shippers. Location: The physical location of the department. Location

descriptions with an “L” refer to the physical location. Use the location for UPS or Freight Deliveries. This will probably be the default Location.

Mailing: The PO Box number of the department. Location

descriptions with an “M” refer to the mailing address. Use the mailing address for letters or very small parts.

CENREC Central Receiving can also receive the product and

deliver it. Use Central Receiving if the department cannot handle the delivery. For example: anything weighing more than 50 pounds or hazardous chemicals. Tell the Supplier to put the Baylor Purchase Order number on the packing slip and ATTENTION (recipient’s name and phone extension) so Central Receiving will know where to deliver the product.

N/A: “Not Applicable” means that no product will be

delivered. Requisitions with origins of Confirmation Order, or Request for Check should have a location of N/A.

*Contact Procurement Services if you do not find your Ship To Address listed.



Enter Supplier ID What organization will provide the product or service?

The user ID and name of the Buyer that is assigned to your Requisition

Line Comments. Use this to make comments about the item you are ordering. See page 16 for more details.

Click the Schedule Icon to confirm more important

details about your Requisition, including the department or project to be charged.

Schedule Information

Confirm the details on this page, including Ship To Location, Quantity, Price, and Due Date

If Attention To should be changed to another person, enter that change here.

IMPORTANT! Click the Distribution icon



Distribution Information

All of the information listed on this page defaults based on your settings associated with your User ID and information you entered on previous screens. Verify the information. Is the Account code correct (this is based on the Category code you selected on the first page – see Line Information on page 7)? Is your Department ID and Fund code correct? If not, you will need to change them here.

Verify/Change Account What type of Expense is this? Your Account should be the

same as the Category you entered on the first page under Line Information.

Verify / Change Department. Who is responsible for these funds?

Verify/Change Fund The Fund code is a group that the Department ID belongs to. The Fund is implied from the Department ID. After selecting the appropriate Department ID, the correct fund code should appear as a selection when clicking the magnifying glass.

Click OK



Click Return to Main Page or Save (the Save button will return you to the Main Page).

If there are a large number of rows to enter, click Save after

entering the first row. The Requisition ID should go from NEXT to a system-generated number.

(Optional) Click Add Multiple New Rows

Note: To charge one item to two separate departments, just add another line to the requisition. Enter a Line Comment with Send to Supplier so the Supplier will understand the format of the requisition.



Step 2: Adding Comments and Attachments There are two types of comments that can be entered on a Requisition – Header Comments and Line Comments. The Header Comments should be used for details about the Requisition as a whole. The Line Comments should be used for details about the item. Header Comments

Click Add Comments

Note: After adding a comment, Add Comments becomes Edit Comments



Enter the Justification. (Purchasing will not

process a Requisition unless it has a justification.)

Click Copy Standard Comments to add a “standard comment”

Click the Send to Supplier box to allow the

Supplier to see the comment. Click here if there is a comment for Accounts Payable needs to see when they create the voucher.

Click the Shown at Voucher box to have the

comment to appear on the printed Voucher. Voucher comments can only be 254 characters.

Click Add a New Row to add an additional comment

Type the Comment directly in the text box. (Optional) Use Windows cut and paste commands to copy information from other documents.

Things that go in the comments field: Sufficient justification for the purchase

(Who, What, When, Where, Why and How…) Request for Quote information

Note: Some types of purchases require a certain Supplier be used, i.e.

ARAMARK



Attachments

Click Attach to add required documentation / justification for the purchase.

Click Choose File to select the document you wish to upload

Click Submit File.

Click OK to go back to the Requisition

What should I attach to my Requisition? Sufficient justification for any given purchase.

Three competitive quotes If quotes are not available, or possible, a sole source form, or letter of exception to

policy may suffice. If the requisition involves a contract, a scanned copy of the signed document will

be necessary. If the requisition involves some aspect of risk, it should include the supplier’s

certificate of insurance.

What if I don’t attach the required information? These attachments are mandatory. The Requisition will be sent back to you or will be held until the required documentation is received.



Line Comments Use Line Comments for comments regarding a specific line item of the requisition. Use the Header Comments for information regarding the requisition as a whole.

(Optional) Click Line Comments

Click Copy Standard Comments to add a “standard comment”

Click the Send to Supplier box to allow the

Supplier to see the comment. Click here if there is a comment for Accounts Payable needs to see when they create the voucher.



Click the Shown at Voucher box to have the

comment to appear on the printed Voucher. Voucher comments can only be 254 characters.




Adding a Standard Comment (Optional)

Click on Use Standard Comments to insert standard comment text

Click Add a new Row to add an additional comment (if necessary)

Click Look Up Comment Type



Select the appropriate Standard Comment Type

Click Look Up Comment ID



Select the appropriate Standard Comment ID. There is normally just one of these for each Standard Comment Type

Click OK

Note: Do not try to update the standard comment here. The Comments field

is protected. The Comments can be edited on the next page.



Fill in the data requested by the standard comment.

Click the Send to Supplier box to allow the Supplier to see the comment. Click here if there is a comment for Accounts Payable needs to see when they create the voucher.

Click the Shown at Voucher box to have the comment to appear on the printed Voucher. Voucher comments can only be 254 characters.





Step 3: Budget Check the Requisition

Click Budget Check

After a few moments the page will be refreshed

Review the Budget Status: Not Chk’d - Budget Check has not been performed Valid – Budget Check was successful Error – Budget check was not successful

Note: When the Budget Check is successful:

The Budget Check Status will update from Not Chk’d to Valid

A Pre-encumbrance is established against the budget for the amount of the Requisition.

Once the requisition passes Budget Check, the money will be pre-encumbered in the budget and it cannot be spent on something else. If the accounting information on the Requisition is changed after passing budget check, Purchasing will not pick up the Requisition until it has passed Budget Check again. If your requisition fails Budget Check, see page 31 for further options.



Step 4: Submit for Approval

Click View Approvals to see a valid list of approvers for your department

The View Approvals page will show you the approval path for your Requisition. In this example, we see that the Req will first be routed to Dept Approver(s) and then to a Buyer Approver. The indication of Multiple Approvers shows us that more than one person can approve this Requsition (but only ONE approval is necessary for it to move forward to the Buyer).

Click Multiple Approvers link for a list of people who can approve the requisition

Click Close to return to the View

Approvals page



Optional: Click the icon to add additional approver(s). This will allow departments with a business process that includes multiple approvers the ability to define their approval path.

If multiple department approvers are needed, enter the User ID of the person you wish to add and click Insert

Click Apply Approval Changes

Click Return to go back to the main page

Click Save to commit any changes you may have made to the approval path. If you fail to click this button, you will lose any changes you may have made to the approval path.

Click Submit For Approval icon to send your Requisition on to your departmental approver (or if you are already are an approver, the Requisition will self-approve and go on to the Buyer approver).



Step Four: Approve the Requisition

The approval process will depend on departmental policies. Please check with the department to verify correct procedures.

After submission, TRAX will send an e-mail to an approver. The item will also appear in the approver’s Worklist.

Click on the link to log in to TRAX and pull up the Requisition

If you use the link embedded in the email notification, you should be taken directly to your Requisition.

If you did not receive an email notification, you can find the Requisition you need to approve by visiting your Worklist.

Select the following from the menu: Approvals



(Optional) Click Review Printable Req to print

the Requisition to the screen and review its contents

(Optional) Review Budget Check Status A requisition can be approved before it passes budget check.

Click Edit Requisition to go into the Requisition

page and make changes.

Mark checkbox and click View Line Details to go into the Requisition page and make changes.



Here you can verify important details about your requisition, including price, department, fund, and account. Review the Approval Path

Click Review/Edit Approvers to view and verify the approval path.



Ad-Hoc Approval (Optional)

Click the plus sign to insert an approver (optional).

Enter the User ID of the person you wish to insert as an Approver and click Insert.

Click Apply Approval Changes

Click Approve to approve the Requisition and send it on to the

next approver.

Click Deny to deny approval

Click Hold to hold the Req from further processing. If a

department has more than one approver, the hold button will ensure the Req is no longer available on other approvers’ worklist.



Finding a Req That Is Not In Your Worklist or Approvals Tab Occasionally a Requisition will need approval, but it will not appear in your Worklist. We see this occur most often on a Requisition that has been “Pushed Back” for additional corrections or modifications. When this occurs, try searching under NavBar > Navigator > Manager Self-Service > Procurement > Manage Approvals. On that page, search by Req number for the transaction you believe you need to approve.



Special Considerations

Looking Up A Supplier

Enter the Supplier ID OR

Click Look Up Supplier

Enter the first few letters of the Short Supplier name. (The naming standards for the Short Supplier name can be found in the Appendix of this manual.)

Click on the Look Up button



Select the desired Supplier

If you find that you are having difficulty finding the Supplier you wish to use, you may want to use the Supplier Search in the Accounts Payable menu. This search is much more robust and allows you to search for your Supplier by the full name, Tax ID number, active vs. inactive, address, etc. Be sure to save your Requisition before visiting the Supplier Search or you will lose your work.

If, after using the Supplier Search, you still do not find the Supplier you are looking for, you are likely working with a new Supplier that will have to be established in the system by either Accounts Payable or Purchasing. You will need to proceed with the Supplier Registration process. Instructions for doing this can be found in the Appendix.



New Supplier Request Process

Begin the process of requesting a new supplier at the beginning of the purchase cycle, instead of the end. This process is intended for regular suppliers, foreign suppliers, employees or students. There are over 15,000 suppliers in our system. Please make sure you carefully check the Supplier Search to ensure that the supplier doesn’t already exist in our system (see Voucher or Requisition documentation for more detailed instructions if you are not familiar with the Supplier Search). After ensuring the supplier does not exist, proceed with the New Supplier Request, as outlined in the steps below. This process should be started as far in advance of the purchase as possible in order to ensure the supplier information is made available from the TRAX supplier database for you to complete your requisition or voucher. Please allow up to two weeks for this process to be completed.

Suppliers Request New Supplier

Click Request Form to enter a new Supplier request. You can also click Search to find a previous requests in progress or completed. (You can only see requests you have initiated).



From the dropdown list, select the type of

entity (business, individual, employee, or student).

Begin entering the details about the

supplier. Fields marked with an asterisk (*) are required.

Profile

Foreign Entity checkbox – use this to designate this person or business as foreign

ACH (Direct Deposit) Enabled checkbox – use this to signify that the person or business has requested to be paid via ACH/Direct Deposit. The form can be found by clicking the link below and can be attached at the bottom of this page.

Name field – this is the name of the business (required)

URL field – this is the website of the business Purpose field – you intend to pay this person

via Voucher or Requisition (choose one) Tax Classification field – this can be provided

by the business Provision field – choose from the dropdown

list Provision Details field – Why are you paying

this person or business? Provide any additional details about the supplier that you feel will help Baylor administrative staff process the request.

Contact Information Provide contact information in this section.

Name, email, Address 1, City, State, Zip, and Country are required fields.



At the bottom of the form, click the Attach button to upload the necessary form(s) for your supplier. A W-9 is required on all new suppliers. You will also use this section to include Direct Deposit forms.

Click the Save button when complete.

After clicking the Save button, this message will appear. Click OK.

Click the Process tab. This area shows the approval path for this request. Note: the review process does not begin until the Submit button is clicked.



Optional: If your department has an internal process that requires a secondary reviewer, use the magnifying glass to select the appropriate budget manager. Only those individuals that have been designated as a Key Budget Contact will appear. If your department does NOT require this secondary review, simply skip this section.



When you are

ready for your request to be reviewed, click Submit to send it for processing.

Once you have clicked Submit the Approval Status will change from Initiated to Pending.

You will receive an email notification when the supplier is approved and ready for use in TRAX. At this point you can proceed with entering your voucher or requisition.



Note:

After your request has been saved a Delete button appears. If, for any reason, you need to Delete this request, you may do so by clicking this

button. If your request has been Denied for

any reason, you may find the details of the denial by revisiting your request, clicking the Process tab, and then clicking to expand the Comments section.



Adding Multiple Lines to a Requisition

Click Add New Multiple Rows The button is on the far right hand side of the screen. Scroll the screen to the right to see it.

Enter the Number of Rows to Add

Click OK

Proceed with entering line details just as you did with your first line.

Be sure to click through all three pages of the Requisition. See pages 8-12

(Optional) Click Save

DO NOT click on the Add button at the bottom right hand corner of the

screen. It tells the system to Add another requisition, but it will wipe out everything entered so far without warning.



Review Requisition Budget Check Exceptions (Optional)

Note: When the Budget Check is NOT successful, click Error to see the Requisition Budget Checking Error page

Review Exception Column See the list of Budget Checking Errors in the Appendix to see what the error means and what to do about it.

Note: Depending on the problem, do one of the following: Initiate a Budget Change Request (BCR) form Change the department or account on the Requisition

If initial budget problems have been resolved, click Budget Check Document

Click Show All Columns to view the Department and Account Information

Click View Exception Details for more information



Review information

Click OK

Click Exit to close the window and

return to the Requisition



Print the Requisition

Click View Printable Requisition

Another window displays with the following message:

After a few moments, this window is replaced by a PDF Print preview of the Requisition.

Click Print to send to the printer

Click Exit to Close the window



View / Update a Requisition

Select the following from the Menu Purchasing Add/Update Requisitions

Click Find an Existing Value

Enter the Requisition ID and click Search. If the Requisition ID is not available, enter as many of the following fields as possible:

Requisition Status Origin (STD) Requestor (the TRAX ID: BQB1) Requestor Name (The last name

bracketed by percent signs: “%Bear%”)

Requisition Date (Date Requisition was entered)



Click Search

Click the Requisition ID of the desired requisition. They are listed in reverse order, so the most recent one will be listed first.

Note: Move to the other requisitions in the selection list with the following

commands:

Button Description Function Key Action

Next in List

Alt + 3 Moves to next item

Previous in List

Alt + 4 Moves to previous item

Return to Search

Alt + 2 Redisplays list

These buttons work on any panel when items are selected from a list.



Change a Requisition after it has Passed Budget Check (Optional)

Pull up the Requisition in TRAX (See previous Section)

To change the Quantity, Unit of Measure, Amount or Supplier,

click Create Line Change (Blue Greek letter “Delta” by Ship To) on the line to change.

Change the field

To change the Account, Department, Due Date or Ship To, change only the field in question

Click Budget Check

After a few moments the page will be refreshed. The old Pre-encumbrance should go away and a new Pre-encumbrance will be established against the budget for the amount of the Requisition.



Cancel a Requisition (Optional) Pull up the Requisition in TRAX (See previous Section)

Click Cancel (Red ‘X’ by Requisition Status in top right-hand corner of Requisition page.)

Click Yes

Funds may not be returned to the budget until the next day. E-mail the Buyer in the Purchasing Office for faster return of funds.



Entering a Request for a Check Notes:

Use for an honorarium or situations where the check should not go directly to the Supplier.

If less than $10,000, enter a voucher and send supporting documentation to Accounts Payable.

Do not use for travel reimbursement, use an Expense Report instead. The check will be made to the Supplier not the requester. Accounts Payable must receive hard copy documentation with

appropriate signatures before the check can be created. Accounts Payable will hold the check until it’s picked up by the

Requestor

Purchasing Add/Update Requisitions

Click Add

Enter RFC (Request for Check) as the

Origin

Proceed with the Requisition as described beginning on page 8.

Proceed with the Requisition by Saving, Budget Checking, and Submitting the Req for Approval as described in pages 21-23.



Entering a Requisition for a Standing Order Notes:

Use a Standing Order to streamline the process of making multiple purchases from the same Supplier over the course of a year.

The amount of a Standing Order should roughly approximate the amount the department intends to spend with the Supplier between now and the end of the fiscal year.

When Supplier sends the bill, make sure the invoice has the Standing Order number and the appropriate approval signatures and send it to Accounts Payable.

Seek competitive bids and record

responses from Suppliers


Click Add

Enter SO (Standing Order) as the Origin

Proceed with the Requisition as described

beginning on page 8.



Enter a justification comment

Click Copy Standard Comments to insert standard comment text

Select SO (Standing Order) as the Standard Comment Type

Select SO (Standing Order) as the Standard Comment ID


Click View Printable Requisition. Print

copy for department and Accounts Payable (if necessary)

Approve the Requisition (See the Approve

a Requisition section of this manual.)

A Standing Purchase Order will be sent to the Supplier.



Entering a Requisition Using Grant Funds Notes:

A Requisition entered using Grant funds will follow the same procedures as a Requisition charged to a department. Keep in mind, purchases made using grant funds may follow different procedures and requirements. Check with The Office of Sponsored Programs for more details. In the TRAX system, you will charge your expenses to a grant by updating the appropriate information in the Distribution section of the Requisition.

Requisitions charged to a department will reflect the Department ID chartfield.

Requisitions charged to a grant, on the other hand, will reflect the Project ID chartfield.

Seek competitive bids and record

responses from Suppliers


Click Add

Proceed with entering your Req as

described in pages 8-10.



In the Distribution section, you will need to enter the Project number (and corresponding chartfield information related to the grant).

Order is extremely important here. Please ensure you are entering your information in this EXACT order:

PC Business Unit (will always be BEARS)

Select the correct Project ID number

From here, everything else that follows will be derived from the Project you selected. Use the magnifying glass next to each field to select the appropriate options.

Enter an Activity

Enter a Department

Enter a Fund



Proceed with adding comments and

attachments as described on pages 13-20.


Click View Printable Requisition. Print

copy for department and Accounts Payable (if necessary)

Approve the Requisition (See the

Approval section of this manual.)

A Purchase Order will be sent to the Supplier (if applicable).



Personalize Your Distribution Lines

The Req distribution lines contain many fields that you may or may not need depending on the types of transactions you enter. Do you spend grant money? If not, then you can hide PC Bus Unit, Project, and Activity, as these fields ONLY apply to users that spend grant money. Does your department use program codes? If not, then you can hide the program code field. Do you enter Open Item transactions for year-end pre-paid expenses? If not, then you can hide the Open Item field. By default, your distribution line will look like this:

Click Personalize to hide the fields you don’t need.



Select the items you wish to hide and click the Hidden checkbox. Click OK when complete.

Your line now contains ONLY the fields you need. Note: All distribution lines should have an Account, Department, and Fund field.



Tracking a Requisition through the System Requisition Document Status

Purchasing Requisition Document Status



Enter Requisition ID

(Optional) Enter Requisition Status

(Optional) Enter Requisition Date

(Optional) Enter Requisition Origin

(Optional) Enter Requester (This is the TRAX User ID.)

(Optional) Enter Requester Description. (This is the requester’s name. Enter the Last Name bracketed by percent signs.)

Click Search

Click to select the desired requisition



Click Requisition ID to go to Requisition Inquiry

Click on the Doc ID beside the appropriate document type to see the inquiry for the Purchase Order, Voucher or Payment

Click Go to Document Status Inquiry to go to a similar page for the Purchase Order, Voucher or Payment



Requisition Inquiry

Purchasing Requisition Inquiry

Enter Requisition ID

(Optional) Enter Requisition Status

(Optional) Enter Requisition Origin

(Optional) Enter Requester ID

(Optional) Enter Requester Name

(Optional) Enter Requisition Date

(Optional) Enter Supplier ID

(Optional) Enter Department

Click OK



Click Requisition to go to Requisition Line Details

Click Description to see the full length Description

Click Line Comments to see any comments for a line

OR Click Return to go back to Requisition Inquiry

OR Click Schedule Details to see the Shipment

Details for the line



Click Return to go back to Line Details

Click Distribution Details Display to see what department and account were charged

Click Return to go back to Shipment Details



Tracking a Purchase Order through the system Purchase Orders Purchasing will not pick up a requisition until: Budget Check = Valid Approval Status = Approved

Purchasing does not usually need hard-copy documentation. However, Purchasing will need to have copies of all contracts and agreements on file. Each weekday morning, the purchasing buyers create a list of requisitions to change to purchase orders. Requisitions that require no additional information tend to be turned into purchase orders first. TRAX should automatically send the requestor an e-mail when the Purchase Order is created. Use the Requisition Inquiry pages to view Purchase Order information. Purchase Order Document Status

Purchasing PO Document Status



Enter PO Number

(Optional) Enter Purchase Order Date

(Optional) Enter Origin

(Optional) Enter Purchase Order

Reference (Enter Requisition bracketed by percent signs.)

Click Search

Click PO Number to select the desired requisition



Click PO ID to go to the Purchase Order Inquiry page

Click on the Doc ID beside the appropriate document type to see the inquiry for the Requisition, Voucher or Payment

Click Go to Document Status Inquiry to go to a similar page for the Requisition, Voucher or Payment



Purchase Order Inquiry

Purchasing PO Inquiry

Enter PO Number

(Optional) Enter Purchase Order Date

(Optional) Enter Supplier ID

(Optional) Enter Buyer Name (Last name bracketed by percent signs.)

Click Search



Click PO ID to select the Purchase Order

Click Supplier Details to see additional Supplier information

Click Header Details or Header Comments to see Purchase Order header information

Click Document Status to go to PO

Document Status

Click Item Description to see the full length Description

Click Line Comments to see any comments for a line



Click Schedule to see the Schedules page

Click Return to Main Page to go back to Purchase Order Inquiry

Click Distributions / Chartfields to see what department and account were charged

Click Return to go back to Shipment Details



Notes:

Documents

REQUISITIONS - Baylor UniversityRequisition 9.2.doc Page 5 of 64 Enter Header Information Confirm Requester The User ID defaults in the Requester box. Verify Requisition and Accounting