Galaxy On-Line Requisitioning How To.doc Page 2 of 33
TABLE OF CONTENTS
Page No.
Instructions for Requisitioners . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Logging On . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Preparing an On-Line Requisition for a Regular (One-Time) Purchase Order . . . 6
Preparing an On-Line Requisition for an Open Purchase Order . . . . . . . . . . . . . 11
Preparing an On-Line Requisition for a Contract . . . . . . . . . . . . . . . . . . . . . . . . 17
Preparing an On-Line Requisition for an Encumbrance Change . . . . . . . . . . . . ... 22
Budget Account Code Favorites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Instructions for Approvers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Flow Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
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R E Q U I S I T I O N E R S
Logging on to Galaxy
Double click on the Galaxy
icon on your desktop
Click the Menu button to
log on to Galaxy
Enter employee number (User ID)
then tab and enter password
Click OK
Check availability of funds using Galaxy, with the following menu choices:
Click Find after
entering your search
criteria
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After verifying availability of funds, determine if requisition is for 1Regular (one-time) Purchase Order,
2Open
Purchase Order, 3Contract or
4Encumbrance Change.
See attached instructions for:
1. Preparing an On-line Requisition for a Regular (one-time) Purchase Order
Used for a purchase or expenditure that is specific in nature.
Examples: Purchase of a desk; payment for conference fee.
2. Preparing an On-line Requisition for an Open Purchase Order
Used for entire fiscal year to purchase / pay for similar items or services.
Examples:
- Office Supplies
- Lab Supplies
- Repairs
- Monthly Services
- Routine Services
3. Preparing an On-line Requisition for a Contract
Used for purchase or payment for services accompanied by a contract that specifies the terms of the
agreement. Contracts are approved by the Vice President, Dean of Business Services, and submitted
separately to the Board of Trustees for approval.
OR
4. Preparing an On-line Requisition for an Encumbrance Change
To add funds or additional budget code to an existing regular purchase order, an open purchase order or
a contract.
In Galaxy,
Go to Purchasing System
Purchase Requisition Management
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1PREPARING AN ON-LINE REQUISITION FOR
A REGULAR (ONE TIME) PURCHASE ORDER
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1 Preparing an On-line Requisition for a Regular (One-Time) Purchase Order
Used for a purchase or expenditure that is specific in nature.
Examples: Purchase of a desk; payment for a conference fee.
Select Modify Purchase Requisition menu option
Computer will assign a
Purchase Requisition Number
Leave Purchase Requisition
Prefix as R
ADD (or copy from previous
requisition and ADD)
Note: At any time prior to the requisition being turned into a purchase order, the requisition can be retrieved
and modified. Modification of the vendor, dollar amount, or budget code will require that the requisition go
through the approval process again. Only the originator can change the PR.
Category field –
Must enter a Category
from drop down menu
Enter Name, Campus, Dept
of person requesting the order
(Contact person for questions
regarding the order) (End User)
Approval List field -
Leave blank
Contact Phone Number –
Enter extension of person
requesting the order (End-User)
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Date Due defaults to 10 days from
the date requisition is entered
Enter Vendor (required) (Search for vendor name using View Vendor
(under View Purchasing) – If new vendor
use *temporary* (see FAQ))
Bill To Location – Defaults to
SBU - Do Not Change
Ship To Location – Defaults to
WHS - Change to MVC as needed
Worksite Location – Defaults to
SJC – Enter MVC, TVC, or BBO
(Beaumont) as needed
Board Rpt Description – Select SAVE
Leave Blank
Department -Enter Department
Order Type – Leave Blank
Click OK to confirm your changes
The system will change to the Items Tab and
will prompt you to enter a Line Item
Click OK
ITEMS Tab
Click on the Acct Dist button -
If only one budget code will be used
for all items on the requisition.
If more than one budget code is
required, please see additional
instructions
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Note: If you do not enter the budget code under Account Distribution, you will need to enter a budget code
after entering each line item.
Click ADD to enter budget code(s).
Enter budget code
Click SAVE
to confirm changes
Add freight here – if applicable
Freight should only be added
after all lines have been entered
Select Add Line
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Enter Item Number / Product number
(If there is no item number, use a one word
description or N/A)
Enter Full Description – name and complete
description of item
Quantity, Unit Price, Unit Measure (U/M)
Check discount if appropriate
Deselect Freight if appropriate (Freight must be entered only after entering all lines in order
to distribute across all lines)
Deselect Taxable, if appropriate Click Save
Delivery Instructions – Leave Blank – Use Internal Notes for delivery information
Asset Location Code - Leave Blank
Add Acct. (budget code) (only if Acct Dist was not used or if
budget code needs to be changed)
Add as many lines and
accounts as needed
Enter an amount for each
budget line or a percent
(not both) (1.000 = 100%) (.5000 = 50%)
Go to NOTES tab
Internal Notes – Enter delivery
info here (Name, Campus, Dept,
Room Number). Enter Quote
Number and Attachment Info.
Indicate if a budget transfer is
being sent to Business Services.
External Notes – Do Not Use –
For Purchasing Use Only
Click Save
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Purchasing maintains a list of standard notes that can be accessed by selecting ATTACH (If you have a comment that you would like
added, email [email protected] with your request)
SAVE to confirm changes – Note that the computer has assigned a number to the requisition.
Select Yes to send the requisition
through the approval process.
Confirm
After requisition has been
saved and submitted
for approval, the
APPROVAL tab will
list who needs to approve
It is very important to
note the requisition number
assigned to each PR
.
PRINT requisition
Click Details Tab
Select Print
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2PREPARING AN ON-LINE REQUISITION FOR AN
OPEN PURCHASE ORDER
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2 Preparing an On-line Requisition for an Open Purchase Order
An Open Purchase Order is used for an entire fiscal year to purchase / pay for similar items or services.
Examples: Office or Lab Supplies for the fiscal year; Repairs, Monthly or Routine Services during
the fiscal year.
Select Modify Open Purchase Requisition menu option
Computer will assign an Open
Purchase Requisition Number
Leave Open Purchase Requisition
Prefix as R
ADD (or copy from previous
requisition and ADD)
Note: At any time prior to the requisition being turned into an open purchase order, the requisition can be
retrieved and modified. Modification of the vendor, dollar amount, or budget code will require that the
requisition go through the approval process again. Only the originator can change the PR.
Enter PR dollar amount
Select PR Description from
drop-down menu – Original (for new)
Increase (for add-on) or
Decrease (to disencumber)
Original, Leave Blank
Increase or Decrease – MUST
enter PO Number here
Category –
Must enter a Category
from drop down menu
Enter Name, Campus, Dept
of person requesting the order (Contact person for questions regarding
the order) (End User)
Approval List – Leave Blank Contact Phone Nbr – Enter extension of person requesting the order
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Date defaults to end of FY (Change to May 31 of current fiscal
year for all deliverables)
Enter Vendor name (required) (Search for new vendor using View Vendor
(under View Purchasing) – If new vendor,
use *temporary* (See FAQ))
Bill To Location – Defaults to
SBU, Do Not Change
Ship To Location – Defaults to
SJC - Change to MVC as needed
Worksite Location – Defaults to
SJC - Enter MVC, TVC or BBO
(Beaumont) as needed
Board Rpt Description – Leave Blank
Department – Enter Department
Order Type – Leave Blank
Click SAVE
The system will prompt you to enter
a Line Account. Click OK
ACCOUNT DISTRIBUTION
Tab
Select Add Acct button
and enter budget code.
Enter as many lines as needed.
Enter an amount for each
budget line or a percent
(not both) (1.000 = 100%) (.5000 = 50%)
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Go to NOTES Tab
Internal Notes – Enter Order info
(Open PO for…). For ROS orders
include delivery info (Name,
Campus, Dept, Room Number).
Indicate if a budget transfer is being
sent to Business Services.
External Notes – Do Not Use -
For Purchasing Use Only
Purchasing maintains a list of standard notes that can be accessed by selecting ATTACH (If you have a comment that you would like
added, email [email protected] with your request)
AUTHORIZED PURCHASER
Tab
List name(s) of all staff approved to
make purchases under this PO –
Please assign at least two authorized
user names on each open order (Select “Add” button to add each name)
Click Save and send for approval.
Select OK to confirm
Once the requisition has been saved, a requisition number is assigned and the APPROVAL tab will list who
approves. It is very important to note the requisition number assigned to each PR.
In order to PRINT the requisition, go to the Details Tab and select Print.
After selecting PRINT from Details screen, select the print icon on tool bar for item to print.
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3 Preparing an On-line Requisition for a Contract
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3 Preparing an On-line Requisition for a Contract
If you typically have a contract or agreement for goods or services that specifies the terms of the agreement, a
contract purchase order is assigned for tracking purposes. Contracts are approved by the Vice President of
Business Services, and submitted separately to the Board of Trustees for approval. This purchase requisition
will not take the place of the Contract Request Form. This PR must be in place first to encumber the funds.
Print a finished copy of the PR and attach to the Contract Request Form before sending to the Business Office.
Select Modify Purchase Requisition menu option
Computer will assign a
Purchase Requisition Number
Change Purchase Requisition
Prefix to A (User Define Requisition)
ADD (or copy from previous
requisition and ADD)
Note: At any time prior to the requisition being turned into a contract purchase order, the requisition can be
retrieved and modified. Modification of the vendor, dollar amount, or budget code will require that the
requisition go through the approval process again. Only the originator can change the PR.
Category field – must select
from drop down menu
Enter Name, Campus, Dept of
person requesting the order (Contact person for questions regarding
the order) (End User)
Approval List – Leave Blank
Contact Phone Number –
Enter extension of person
Requesting the order (End User)
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Date Due defaults to ten days from
the date requisition is entered-
Please enter last day of the contract
Enter Vendor (required) (Search for vendor name using View Vender
(under View Purchasing) – If new vendor, use
*temporary* (see FAQ)) .
Bill To Location – Defaults to
SBU – Do Not Change
Ship To Location – Defaults to
WHS - Change to MVC as needed
Worksite Location – Defaults to
SJC – Change to MVC, TVC or
BBO (Beaumont) as needed
Board Rpt Description – Leave Blank Click SAVE
Department – Enter Department
Order Type – Enter “Contract”
Click OK to confirm your changes
The system prompts you to enter a Line Item
and changes the screen to the ITEMS Tab
Click OK
ITEMS Tab
Click on the Acct Dist button -
If only one budget code will be used
for all items on the requisition.
If more than one budget code is
Required, please skip to Add Line
section on next page
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Select ADD budget code(s)
Enter budget code(s)
SAVE
Select Add line
Item Name -
Enter “Contract” and FY (Example - Contract 10/11)
Enter Full Description –
Name and complete description of item
Enter Quantity, Unit Price, Unit Measure (U/M)
Deselect Taxable
Delivery Instructions- Leave Blank
Asset Location Code – Leave blank
Click Save
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Add Acct (budget code) (only if Acct Dist was not used or if
budget code needs to be changed)
Add as many lines and
accounts as needed
Enter an amount for each
budget line or a percent
(not both)
Go to NOTES Tab
Internal Notes – Enter Contract
Range indicating dates of service
(Example - Contract range =
11/01/09 – 3/20/10).
Indicate if a budget transfer is
being sent to Business Services
External Notes – Do Not Use –
For Purchasing Use Only
Purchasing maintains a list of standard notes that can be accessed by selecting ATTACH (If you have a comment that you would like
added, email [email protected] with your request)
SAVE and confirm changes – Note that the computer has assigned a number to the requisition.
Click Yes to
send the requisition through the
approval process.
Confirm
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After requisition has been
saved, and submitted
for approval,
APPROVAL tab will
list who approves
It is important to make a
note of the requisition number
assigned to each PR
To PRINT requisition
Go to Details tab
Select Print
Write the PR Number at the top of the Request for Contract. Send to Business Services. Do not send a copy of
the PR with the Request for Contract to Business Services.
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4Preparing an On-line Requisition for Encumbrance
Changes
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4Preparing an On-line Requisition for Encumbrance Changes
This special purchase requisition will take the place of the Encumbrance Change Form. Encumbrance Change
Forms will no longer be accepted by Business Services after January 31, 2009.
Encumbrance Changes to Regular PO or Contract Use Modify Purchase Requisition menu option
Follow steps for 1 – Preparing an On-line Requisition for a Regular Purchase Order or
3 – Preparing an On-line Requisition for a Contract….
Except Important!
Enter “Increase/Decrease PO#1234” (or C#1234) in Item Name field on ITEMS tab
Enter “Increase/Decrease– Date – PO#1234” (or C#1234) in INTERNAL NOTES – PLEASE
ENTER EXACT DIRECTIONS FOR CHANGE.
Follow remainder of steps for 1 – Regular PO or 3 – Contract - for remainder of information
Encumbrances Changes to Open PO
Use Modify Open Purchase Requisition menu option
Follow steps for 2 – Preparing an On-line Requisition for an Open Purchase Order
Except In PR description, use drop down menu and select Increase
Enter Open PO#
Enter internal or external notes as needed
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User SACS Account Favorites
(Budget Account Codes)
If you use the same budget codes frequently, you can store them using the “Modify User SACS
Account Favorites” found in the “User Security and Approvals” menu.
Enter your employee number
Click on FIND
Enter as many budget codes
as you need
Click SAVE
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A P P R O V E R S
Logging on to Galaxy
Double click on the Galaxy
icon on your desktop
Click the Menu button to
log on to Galaxy
Enter employee number (User ID)
and Password
Click OK
Note: If you do not know your User ID or Password, please contact Business Services. If you do not
remember your password, please contact the RCOE Helpdesk at 951-826-6800 or [email protected]
In Galaxy,
Go to Purchasing System
Purchase Requisition Management
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Select Approve Purchase Requisitions menu option
Select Purchase Requisition
Prefix –
R – Purchase Requisition or
A - Contract
Click on FIND
Enter Y to Approve
Enter comment if needed
Click on individual tabs for
additional information
Click SAVE
Click on OK to confirm
If there are insufficient funds, you will
get a warning message. Select No
and the requisition will be forwarded to
the next approver. Only Business Services
has override capability.
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Click on OK to confirm update
Note: At any time prior to the requisition being turned into a purchase order, the requisition can be retrieved
and modified. Modification of the vendor, dollar amount, or budget code will require that the requisition go
through the approval process again. Only the originator can change the PR.
To see who approves,
click on Approvals Tab
To PRINT requisition
Click Details Tab
Select PRINT
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F A Q
FREQUENTLY ASKED QUESTIONS
ABOUT ON-LINE REQUISITIONING
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MSJC DISTRICT
GALAXY On-Line Requisitioning
F A Q
(Frequently Asked Questions)
1. What if I need to use a vendor that is not in the system?
Before deciding that a vendor is a new vendor, please go to View Purchasing, click on View Vendor and
use the wildcard search to look up the vendor in a variety of ways (Example:*Reliable* or *Office* for
Reliable Office Supply). Only use the vendor number assigned to *temporary* vendor (7410) if you are
certain that your vendor has not already been entered in the Galaxy system. If the vendor is in fact new,
please be sure to include complete vendor information in the Internal Notes. Complete vendor
information includes vendor name, address, phone number, fax number, and a contact name.
2. What if I get the message “Insufficient Funds, Do you want to override? Yes or No?”
Only staff in Business Services can approve a budget override. Answer No (if you are an approver) or
OK (if you are a requisitioner) to the prompt and the requisition will still be sent to Business Services
where they will check availability of funds by major object code.
If you know that you do not have enough funds, you must submit a budget transfer before the requisition
can be approved. It is helpful if you enter an internal comment if you require special handling.
3. What if I have an emergency and need a purchase order and/or check immediately?
RUSH ORDER: Enter the on-line requisition, make a note of the requisition number assigned by the
computer, and e-mail Business Services to ask that the requisition be approved as soon as possible.
Every effort will be made to help you meet your deadline.
EMERGENCY ORDER: An order for a true emergency – Call the Purchasing Office for an Emergency
PO number. Please have the following information available: Vendor name, approximate or not to
exceed price, name of authorizing administrator, what the emergency purchase / service is for.
4. What if I don’t have access to Galaxy or I don’t have the menus that I need?
Contact Business Services.
5. What if I need help when entering a requisition on-line?
Contact staff in Purchasing or Business Services. (See names at end of document)
6. How do I track my requisition to see where it is in the approval process?
With the View Purchase Requisition menu option - Retrieve the requisition and click on the approvals
tab. There you can see who needs to approve the requisition. If it has been approved, the date and time
will be listed. Also, when the purchase order is created, you can go to the View Purchase Orders menu
option and enter the requisition number to find out the purchase order number.
Another method to track your requisition is the View Detail Account menu option. At the first
approval, the requisition will be encumbered and the encumbrance will be shown in the detail. When
the requisition is turned into a purchase order, the purchase order will replace the requisition in the
detail.
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7. What if I try to log on to Galaxy and forget my password or use an incorrect password?
Galaxy gives you three chances to log on. If you try three times and fail, then you will not be able to log
on until you call the Riverside County help desk to have your password reset. The RCC Business Office
does not have your password information. RCOE Password Reactivation: 951-826-6800
To avoid this situation, close out of Galaxy after your second failed attempt and then restart the Galaxy
program. The most common cause for a failed log on attempt is having the CAPS lock on when entering
your password or failing to remember your User ID or password.
8. What if my manager is gone and I need a requisition approved before he/she returns?
Since every department has its own unique requirements, each department will need to work out its own
way of handling such situations. Business Services can provide suggestions if needed.
9. What if I have a requisition number and I want to know what the purchase order number is?
Using the View Purchase Order screen (or View Contract), enter the requisition number and select
FIND.
Business Services:
Beth Gomez ([email protected])
Gail Jensen ([email protected])
Karen Owen ([email protected])
Lili Crandell ([email protected])
Purchasing Office:
Teri Sisco ([email protected])
Bruce Brady ([email protected]
Cheryl Ciarlo ([email protected])
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F L O W C H A R T
On-line requisition entered by department
into Galaxy purchasing system
Sent electronically to approver
and requisition is approved on-line.
Budget is encumbered at this point!
Sent electronically to Business Services,
requisitions are processed on-line
Sent electronically to Purchasing
and purchase order number is
assigned.
Purchase order is confirmed
with vendor. P.O. is processed
On-lineRequisition
Approver
BusinessServices
approvedPurchase
Req
Order Processed
Funds
yes
no
Dept.notified
Coding
yes
no
Changes made