This guide explains how to create requisitions for non-catalog goods and services and Standing Orders via an Oracle Smartform.

Suppliers must already be set up in Oracle before creating a non-catalog requisition.

Requisition Preferences should be set prior to initiating a requisition. This includes a Deliver-to Location and at least one Primary Charge Account.

 

• Create a Punchout Catalog Requisition
• Create a Local Catalog Requisition
• Create a Non-Catalog Goods or Services Requisition
• Create a Standing Order Requisition
• Create an After-the-Fact Requisition
• Create a Requisition through the Residential Properties Smartform
• Create a Payment Request Requisition

 

• 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 a one-time order of goods or services not included in a catalog.
• Standing Order: An order established with a supplier for on-going purchases made throughout a specified period of time including a not-to-exceed purchase order value.
• Procurement Category: Procurement Categories are used to classify goods or services on a requisition. The Procurement Category drives the Account segment of the Chart of Accounts (COA) for that transaction.
• 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 (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.
• Supplier Site Naming Conventions:
  • Payment Request Only: Should only be used when creating a requisition for a supplier using a payment request Smartform. Should not be used for non-catalog orders.
  • Punchout Only: Supplier site associated with cXML PO communication setups. Should not be used for non-catalog orders.
  • Contract – Contract Description: Supplier site associated with a contract purchase agreement. When a requester selects this supplier/supplier site combination, the agreement will auto-populate on the requisition.
  • Subawards: Supplier site associated to a subaward. Should not be used for non-subaward purchase orders.

 

1. Open Oracle and select Company Single Sign-On to access your Oracle account.
2. Navigate and select the Procurement module.
3. Select Purchase Requisitions (New).

 

4. Select 1. Non-Catalog Goods & Services.

 

5. Select either 1. Goods – Non-Catalog or 2. Services – Non-Catalog.

 

6. Fill out the Smartform for the first non-catalog item in the requisition. Add a description for the line item.
7. Select the Procurement Category that best fits the requisition item.

Note: Only use a Services Procurement Category for the Services – Non-Catalog Smartform

8. Add the Quantity and Price (goods) or Amount (services).

Note: Do not change the currency from USD unless the supplier is set up to receive payments via Wire. In the Orbit Supplier Profile Report, the Site Default Payment Method must be listed at AUTOFX. If you do change the currency from USD, leave the Conversion Rate Type as Corporate and the Conversion Date as the requisition date.

9. Add the Supplier. If the Supplier Site does not automatically populate, open the dropdown and choose the appropriate site.
10. If needed, add a Supplier Item. This is an optional field that appears on the Purchase Order.
11. Add any supporting documentation for the line item. Review the required documentation standards. The Attachment Category should read To Approver. If the supplier also needs a copy of the attachment, change the Attachment Category to To Supplier and upload the document again.
12. Select Add to Cart.

 

13. If more items need to be added, select Create another request. Once all items have been added, select View Cart.

Note: Do not combine different Smartforms or different suppliers into one requisition. Different Procurement Categories can be used in one requisition.

 

To edit line details, follow steps 14-16.

To edit line delivery and distribution information, follow steps 17-20.

To edit details for multiple lines, follow steps 21-25.

If no line level information needs to be edited, go to step 27.

14. Select the Pencil Icon on the line item.

 

15. Edit any of the information originally added to the Smartform.
16. Select Update.

 

17. Select the Truck Icon on the line item.

 

18. If needed, edit the Delivery information.
19. To change the distribution information, select the three dots and choose either Edit or Split. This will only change the distribution information of the specific line item. Review the Creating a Split Distribution in Oracle guide for more information.
20. Select Update.

 

21. Select the checkboxes of the line items that need to be edited.
22. Select Edit Multiple.

 

23. Open the Selected lines section to see which lines are being edited.
24. Edit the Quantity. Add delivery and/or distribution information.
25. Select Update.

 

26. To duplicate a line item, select the Two Boxes Icon.
27. Select the Pencil Icon in the Requisition summary.

 

28. Add the overall description for the requisition.
29. If needed, edit the delivery and/or distribution information. Edits made here will apply to all requisition lines.
30. Add any supporting documentation for the requisition. Review the required documentation standards. The Attachment Category should read To Approver. If the supplier also needs a copy of the attachment, change the Attachment Category to To Supplier and upload the document again.
31. Select Update.

 

32. After all requisition details have been reviewed, select Submit.

 

You have now completed the steps to submit a Non-Catalog Goods or Services requisition.

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1. Open Oracle and select Company Single Sign-On to access your Oracle account.
2. Navigate and select the Procurement module.
3. Select Purchase Requisitions (New).

 

4. Select 1. Non-Catalog Goods & Services.

 

5. Select 3. Standing Order.

 

6. Fill out the Smartform for the first non-catalog item in the requisition. Add a description for the line item.
7. Select the Procurement Category that best fits the requisition item.
8. Add the Amount of the line item.

Note: Do not change the currency from USD unless the supplier is set up to receive payments via Wire. In the Orbit Supplier Profile Report, the Site Default Payment Method must be listed at AUTOFX. If you do change the currency from USD, leave the Conversion Rate Type as Corporate and the Conversion Date as the requisition date.

9. Add the Supplier. If the Supplier Site does not automatically populate, open the dropdown and choose the appropriate site.
10. If needed, add a Supplier Item. This is an optional field that appears on the Purchase Order.
11. Add any supporting documentation for the line item. Review the required documentation standards. The Attachment Category should read To Approver. If the supplier also needs a copy of the attachment, change the Attachment Category to To Supplier and upload the document again.
12. Select Add to Cart.

 

13. If more items need to be added, select Create another request. Once all items have been added, select View Cart.

Note: Do not combine different Smartforms or different suppliers into one requisition. Different Procurement Categories can be used in one requisition. For Standing Orders, each fiscal year for the order should be represented by its own requisition line.

 

To edit line details, follow steps 14-16.

To edit line delivery and distribution information, follow steps 17-20.

To edit details for multiple lines, follow steps 21-25.

If no line level information needs to be edited, go to step 27.

14. Select the Pencil Icon on the line item.

 

15. Edit any of the information originally added to the Smartform.
16. Select Update.

 

17. Select the Truck Icon on the line item.

 

18. If needed, edit the Delivery information.
19. To change the distribution information, select the three dots and choose either Edit or Split. This will only change the distribution information of the specific line item. Review the Creating a Split Distribution in Oracle guide for more information.
20. Select Update.

 

21. Select the checkboxes of the line items that need to be edited.
22. Select Edit Multiple.

 

23. Open the Selected lines section to see which lines are being edited.
24. Add delivery and/or distribution information.
25. Select Update.

 

26. To duplicate a line item, select the Two Boxes Icon.
27. Select the Pencil Icon in the Requisition summary.

 

28. Add the overall description for the requisition.
29. If needed, edit the delivery and/or distribution information. Edits made here will apply to all requisition lines.
30. Add an Effective Start and End Date for the Standing Order.
31. Add any supporting documentation for the requisition. Review the required documentation standards. The Attachment Category should read To Approver. If the supplier also needs a copy of the attachment, change the Attachment Category to To Supplier and upload the document again.
32. Select Update.

 

33. After all requisition details have been reviewed, select Submit.

 

 

You have now completed the steps to submit a Standing Order requisition.

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