This guide is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to create an After-the-Fact Requisition.

Deliver-to Location and Charge Account information must be set up as preferences, prior to initiating a requisition. Watch this video for additional details on setting preferences.

After-the-Fact requisitions are an exception-based purchasing channel intended for emergencies.

 

• Purchase Requisition: A request to order goods or services from a supplier.
• Non-Catalog Requisition: A requisition that is created via an Oracle Smartform for goods or services not included in a catalog.
• Procurement Category: Categories are used to classify goods or services on a requisition. The procurement category selected by the requester drives the “Account” segment of the chart of accounts COA for that transaction. Users can find the “Account” value associated with each procurement category in the category description.
• Chart of Accounts (COA): A 10-segment combination of accounts composed of primary and secondary segments. The primary segments define the business transaction (Entity, Org., Account, Fund, Purpose). The secondary segments allow us to define why the transaction is being incurred (Purpose, Program, Activity, Site).
• POETAF: A 6-segment combination of Project Cost Collection values that are used to code transactions against projects defined within the Project Portfolio Management module (Project Number, Expenditure Organization, Expenditure Type, Task Number, Contract Number, Funding Source). All transactions coded with POETAF must also have a COA defined.
• After-the-Fact: An After-the-Fact (ATF) purchase occurs when an organization orders or receives goods or services prior to a purchase order being issued. An ATF is an unapproved obligation to purchase goods or services.
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1. Select Company Single Sign-On to access your Oracle account.

 

2. Navigate and select the Procurement module. Navigate and select the Procurement module.
3. Select Purchase Requisitions (New).

 

4. Select Non-Catalog Goods & Services.

 

5. Select Goods - After the Fact or Services - After the Fact.

 

6. Enter Item Description, Category Name, Quantity, UOM Name, Price, and Currency.
   1. Select the dropdown icon to search for a Category Name.
   2. If you are selecting a foreign currency, leave the Conversion Rate Type as "Corporate" and the Conversion Date as the requisition date.

 

1. Select Supplier and Supplier Site from the dropdown.

1. 1. If nothing populated in the Supplier Site box, select the dropdown arrow to choose the appropriate site. Utilize the Supplier Profile Report in Orbit to view site options. Do not select the Punchout Only or Local Cat only as the supplier site.
   2. Add a Supplier Item code if applicable. This would be a reference to the supplier of what good and/or service the order is for. This value is listed on the Purchase Order.

Note: The Supplier must exist in Oracle prior to completing a requisition. To add a Supplier, complete the Supplier Set-up or Modify Form in ServiceNow.

8. Add Attachments. Use the category dropdown and select To Approver. The supplier’s invoice must be attached to the requisition in order for the After-the-Fact to process.

1. 1. Attach procurement documentation (price reasonableness/justification forms) if the transaction is greater than $10,000.

 

9. Review the information added for this requisition line. Select Add to Cart.

 

10. If you need to add a second line to the requisition, select Create another request. Only select this if it is the same supplier and same smartform. Then, repeat steps 6-10. Once all requisition lines have been added, select View Cart.

Note: Only one invoice can be applied per requisition. If there is another invoice that needs to be processed as an After-the-Fact, complete the steps in this guide for the first invoice, then go to step 4 create a separate requisition.  

 

11. Select the Pencil Icon to update the Requisition Summary.

 

12. Enter a Description for the requisition. Use the optional Justification box to add information as to why this requisition had to be created as an After-the-Fact.
13. Update Requester, Requested Delivery Date, and Deliver to Location if needed.

Note: The deliver to location cannot be Default Location.

 

14. For Project related purchases, enter the Project Number then fill in the rest of the POET(AF) segments.
15. Verify the COA listed under Charge Account and update as necessary.
16. Fill in the Additional information if needed.

 

17. Add Attachments as necessary
18. Select Update.

 

19. Select Submit.

You have now completed the process of creating an After the Fact Requisition.