This document explains how to search for supporting information obtained or created throughout the life cycle of a purchase.

Note: this document will not walk users through the steps of editing a requisition or completing a change order.  To learn how to take these steps, please view the guide Modifying a Requisition or Change Order in Oracle.

Security Access

The actions in this document can be completed by the Requisition’s Owner, an Oracle Procurement and Payables Viewer, and some key Central Finance Users. All other users would need the Procurement and Payables Viewer role in Orbit.

1. Log into Oracle.
2. Select Procurement from the menu.
3. Select Purchase Requisitions (New).

4. Select My Requisitions.

5. Enter Requisition Number (users can also look up by username, purchase order number, supplier name, procurement category, and other procurement information).

Note: If you are not the requisition owner, remove your name from the search box.

Once you search for the requisition, you can find various purchasing documents and details on the Requisition Summary Line or the Requisition Line Details.

The requisition summary line is the first line of the requisition search. To access the available actions a user can complete, they will select the ellipses (three dots) located on this line. To learn the details available in each action, select the actions listed below:

• View Details
• View Approvers
• View Document History
• View Life Cycle (including PO and Invoice documents)

Users must search for the Requisition prior to accessing these actions.

View Details

The View Details screen provides users with a requisition’s status, line level details, and charge account information.

Users can select the following hyperlinks available on this screen

• Purchase Order hyperlink will take users to the View Order screen.
• Fund Status hyperlink will take users to the funding status associated with the requisition.  The learn more about fund statuses see the Shopping and Procurement Glossary.

View Approvers

The View Approvers action is only available for requisitions that are in the status Pending Approval.

Note: if a requisition is waiting for a member of an approval group to take action, a person’s name will not be associated with the approval step.  Once an approval in this group claims/approves the requisition approval that user’s name will appear on this screen.  If you need to find details about who will need to approve your requisition, you can learn more about which users are in this approval group by viewing by reviewing the Security and Project Team Member Reports in Orbit, select this link to learn more.

If the requisitions are no longer in this status, you can find details about the requisition approvals in the View Document History screen.

View Document History

The View Documents History screens allow users to see the history of the requisition.  Any approvals or changes to the requisition will be represented on this screen. 

Note: if the document is pending approval, it will not show approval details until that approval action is completed.  If you need to see where the requisition is in the approval workflow, you will need to take the View Approvers action.

View Life Cycle

The View Life Cycle action allows users to see the life cycle of a purchase.  The details available on this screen inform users of the following details:

• Purchase Order Details
• Invoice and Payment Status

Note: users will not be able to take this action for requisitions that are in the following statuses – Pending Approval, Draft, Rejected, or Withdrawn.

View Purchase Order Icon

By selecting View Purchase Order, the user's screen will open to the View Order’s screen. Select this link to jump to the View Orders section of this document.

Note: If you need a copy of the Purchase Order distributed to the supplier, you will need to search for the Purchase Order in the Purchase Order module.  Only users with Central Finance Roles and the Oracle Procurement and Payables Viewer will be able to access this information.  Details listed on the supplier’s purchase order are available through the View Order screen.

Order Status Bar Graph

The Order Status Bar Graph details the purchase requisition’s life cycle.  Each line of the bar in the graph will have an accompanying color code on the graph’s key.  Listed below describes each status:

• Ordered: the requisition has an accompanying Purchase Order, and the goods/services are now Ordered.
• Delivered: For UChicago’s Oracle configuration, we do not utilize this system functionality and there will not be a bar depicted on your graph.
• Invoiced: Once an invoice is received with the Purchase Order details connected to the requisition, a bar will appear including the invoice amount. Below describes each payment status:
  • Paid: the invoice amount depicted is paid.
  • Partially Paid: A partial payment sent based on the depicted amount listed.
  • Unpaid: No payment sent based on the depicted amount listed.

Note: if a partial invoice is received, the bar graph may have the particulars shaded to depict how much of an invoice would be in each status.

Line Details

The Line Details section of the View Life Cycle page provides users with a table to provide the Requisition, Purchase Order, and Invoice details available for each row listed on the table that represents a line item associated with the requisition. Listed below are the columns depicted in the table:

• Requisition Section: Provides the details entered on the requisition.
  • Description: each requisition line requires a description to be entered, this is the description the user entered when creating/modifying the requisition.
  • Line: each line on a requisition is assigned a line number, this is the line number the line item was assigned for the given requisition.
  • Amount: each line on a requisition will have a total line-item amount, this represents the amount entered on the given requisition.
• PO Line-Schedule: depicts the number associated with the line items on the requisitions assigned PO.
• Ordered Amount (USD): the total order amount represented on the PO associated with this requisition’s line item.
• Delivered: For UChicago’s Oracle configuration, we do not utilize this system functionality and there will not be any details represented.
• Invoiced (USD): the total amount invoiced to a PO Line associated with this requisition’s line item. Note: if there isn’t an amount depicted in this field, it is because there aren’t any invoices available for this requisition/PO.

Related Documents

The Related Documents section provides the system-related documents associated with a requisition.  When a document is available for a given requisition the document details will listed in the appropriate tab.

• Negotiation: For UChicago’s Oracle configuration, we do not utilize this system functionality and there will not be any details represented.
• Receipts: For UChicago’s Oracle configuration, we do not utilize this system functionality and there will not be any details represented.
• Invoices: this tab will depict the invoice(s) that are received in association to the requisition/PO.  The table listed will have rows representing each invoice line listed on the invoice(s) received for the Requisition/PO and columns representing details of each invoice line listed. Below is a description of each column:
  • Line Description: this is the description of the line item associated to the requisition/PO that is being invoiced/paid.
  • PO Line-Schedule: this aligns with the PO Line-Schedule listed on the line details section of a requisition/PO.
  • Invoice Number: the invoice number associated to the given invoice line. Each invoice number will have an embedded hyperlink, select the hyperlink to see details about the Payment and access a .pdf of the original supplier invoice (this action available for invoices received through cXML). To learn about the invoice screen, see the guide Understanding Invoices.
  • Status: the payment status of the associated invoice line.
    • On Hold: invoice is on hold because the Invoice and PO total do not match.
    • Paid: invoice is fully paid.
    • Unpaid: invoice payment is read but not yet sent and is awaiting net terms for payment distribution.
    • Approval: the invoice has been approved or not.

If you are looking for the reason for the Payment status hold, we recommend you use the Orbit Report Invoice On Hold and Closed Invoices and filter using the PO Number or Invoice Number.

• • Matched Amount: the amount that appeared on the invoice line items that is matched against its associated PO Line-Schedule.
  • Receipts: For UChicago’s Oracle configuration, we do not utilize this system functionality and there will not be any details represented.
  • Total Invoice Amount: total amount invoiced in association with the invoice number listed.

Requisition Line Items Actions

The line items listed on individual requisitions are represented below the Requisition Summary Line.  To access these actions you will select the ellipses (three dots) located on each individual line.

Depending on the requisition, you may need to take this action on each line item so you can find line-specific documents and charge account details.

• View Line Details
• View Order

Note: Users must search for the Requisition prior to access this screen.

View Line Details

When a user views the View Line Details screen, they can find the line details, supplier, PO number, delivery information, and line-specific Charge Accounts (COA or POETAF).

If a user selects the hyperlink embedded in the PO Number, they will be directed to the View Orders screen.

View Order

When a user views the View Order screen, they can find the details associated with the Purchase Order.  These details include the PO Schedules, Order Life Cycle, Additional Order Details, and Order History. The sections below will describe the information found within the View Orders screen.

Schedules

The schedules tab allows users to see the details of each line listed on the Purchase Order.  This is depicted by a table with each row representing a PO Line item, and each column representing the details of each PO Line item.  Below are the columns representing each PO Line item:

• Line – Schedule: The PO Line-Schedule associated to the Requisition. The Line-Schedule number will have a hyperlink embedded; selecting this link will allow users to see an overview of the details entered in the requisition, billing details (including charge account details and supplier net terms), and Notes and Attachments affixed to the requisition’s line item.
• Description: The description provided on the Requisition that is associated with the PO line item.
• Item: If an item description is available, details will appear in this column.
• Status: is the status of the Purchase Order.  To learn more about PO status, see the Shopping and Procurement Glossary.
• Supplier Item: If a supplier item number or description is listed on the requisition, this information will be represented in this column.
• Quantity: This is the total number of items ordered.
• Price: The total price of each item ordered on this PO line item.
• Ordered: The total value of Quantity x Price.
• Due Date: The due date listed on the order – the due date can match the ordered date.