This guide walks through the steps to create requisitions related to Residential Properties. The Residential Properties Smartform is only available for specific roles. If you need to use the Smartform and do not have access, have a Role Assignment Owner complete the Oracle/Orbit Access form.

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.

 

 

• 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.
• 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 Residential Properties.

 

6. Fill out the Smartform for the first 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.

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. Enter the Residential Unit under Additional details. It should be listed as Building Code – Unit.
12. 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.
13. Select Add to Cart.

 

14. 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 15-17.

To edit line delivery and distribution information, follow steps 18-21.

To edit details for multiple lines, follow steps 22-26.

If no line level information needs to be edited, go to step 28.

15. Select the Pencil Icon on the line item.

 

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

 

18. Select the Truck Icon on the line item.

 

19. If needed, edit the Delivery information.
20. 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.
21. Select Update.

 

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

 

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

 

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

 

29. Add the overall description for the requisition.
30. If needed, edit the delivery and/or distribution information. Edits made here will apply to all requisition lines.
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 process of creating a Requisition through the Residential Properties Smart Form.

 

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