PeopleSoft Enterprise eProcurement 9.1 PeopleBook

Creating Requisitions in PeopleSoft eProcurement

This chapter provides an overview of requisitions and discusses how to:

Create requisitions.
Submit requisitions.

Understanding Requisitions

A requisition in PeopleSoft eProcurement is an online form for requesting items or services. After you enter and submit a requisition, you can route it for approval. Approved requisitions are then sourced to either:

A material stock request in PeopleSoft Inventory where warehouse personnel can fulfill the order.
A purchase order in PeopleSoft Purchasing. The purchase order is dispatched to the vendor who fulfills the order by shipping the requested items.

Before you enter requisitions into the system, you must be authorized to process requisitions on the User Preferences page. Also, the user ID must be identified as a requester on the Requester Setup page, where you add defaults for requisitions.

See Defining User Preferences for PeopleSoft eProcurement.

Requisition Navigator

When you create or change a requisition, a group of links appear above the requisition page. The links display the different stages of requisition creation: Define Requisition, Add Items and Services, and Review and Submit. As you go through requisition creation, the stage that you are currently using is highlighted. To advance or return to a stage, select the stage.

Requisition Summary

The Requisition Summary, or shopping cart, appears as a sidebar to the left and below the PeopleSoft menu. The requisition summary displays all of the items that you have added to the requisition (item description, quantity ordered, unit of measure (UOM)), plus the number of line items on the order and the total amount expressed in the transaction currency.

Requisition Item Browse and Search

PeopleSoft eProcurement uses browse and search features to help you find items to include in requisitions. A basic search enables simple browsing and searching of requisition items. In addition, you can perform a more advanced search, as well as a parametric search of selected attributes. You can update search settings and perform exact word searches.

Item Favorites and Favorites Groups

Item favorites are items that are frequently ordered and are maintained in a single location. You can reduce the time that is needed to find an item by using item favorites. The list of favorite items that you create is private, accessible only to you, and is stored by your user ID.

Favorites groups enable you to group your favorite items, which enables you to find the items quickly when creating a requisition. Favorites groups can be shared with other users, and a user can copy the favorite groups of another user.

See Managing Favorite Groups for a Profile.

Item Templates

You can reduce the time that is needed to enter requisitions by creating item templates, which consist of sets of items that you frequently order together. During order entry, use the templates to add these items to the requisition without searching the item catalog.

PeopleSoft eProcurement offers these templates:

Personal templates

Personal templates are private and accessible only to the user who creates them.

Company templates

Company templates, also called Purchasing Kits, are used throughout the business. Only users with the correct authority can create or change company templates, but all users in the PeopleSoft Purchasing business unit have access to them. To maintain company templates for PeopleSoft eProcurement, use the Purchasing Kits feature. To access the feature, select eProcurement, Administer Procurement, Maintain Item, Purchasing Kits.

After a template has been added to a requisition, you can change the quantity of any item, delete items, or add additional items to the request. When you add a template to a requisition, the system adds only the active items in the template to the requisition. Click the Expand Section button to see more information about items within a template and how many of each item are to be added to the requisition.

Enter the number of sets to add to the requisition in the Qty field, and click the Add button.

Note. Item templates, which can include items from the standard item catalog, special request items, or items from PeopleSoft Services Procurement, are designed for groups of items. To save a single item, use the favorites lists.

Attaching Role Actions to User Roles

Common Elements Used in This Chapter

AM Unit (asset management unit)	Select a PeopleSoft Asset Management business unit to capitalize all items on this requisition in PeopleSoft Asset Management. This entry overrides values that otherwise appear by default from the item definitions.
Account	Change this value only to change the standard accounting structure.
Accounting	Click to access general ledger information and define accounting rules for items that you are adding to a requisition.
Amount	Displays the total item price in the transaction currency from the requisition.
Apply	Click to apply the changes that you've made, for example, changes to shipping or accounting information.
Asset Profile ID or Profile ID	Select an ID to capitalize all items on this requisition in PeopleSoft Asset Management. This entry overrides values that otherwise appear by default from the item definitions.
Capitalize	Select to indicate that the items on this requisition should be capitalized in PeopleSoft Asset Management. This check box is available only if a PeopleSoft Asset Management business unit is selected.
Catalog	Displays the name of the PeopleSoft catalog in which this item is located. Define item catalogs with PeopleSoft Tree Manager.
Category	Displays the item category from the Item Definition - General page.
Consolidate with other Reqs (consolidate with other requisitions)	Select to consolidate multiple requisitions for the same vendor into one purchase order.
Delete	Click to remove a selected item from a requisition.
Department	Displays any default value from the requester definition.
Due Date	The date that the shipment is scheduled to arrive at the destination (ship to location).
Find Items	Click to add items to the requisition. As items are added to a requisition, they appear in the Requisition Cart component on the left side of the current page.
GL Unit (general ledger unit)	Displays the PeopleSoft General Ledger business unit that is defined on the Purchasing Definition - Business Unit Definition page.
IN Unit	The Inventory business unit where the items should be put away when they are received.
Location Code	Displays the internal location for the delivery of this requisition, for example, office number, lab name, and so on. The value comes from the requester setup definition.
Manufacturer	Indicates the manufacturer of the item, which is assigned on the Manufacturer's Item page.
Manufacturer's Item ID	Displays the item ID that the manufacturer uses, which is assigned on the Manufacturer's Item page.
Mfg ID (manufacturer's ID)	Identifies the manufacturer of the item. This value is supplied from the Vendor's Manufacturer Info page.
Mfg Itm ID (manufacturer item ID)	Displays the identifier that the manufacturer uses for this item when the suggested vendor supplies the item. This value appears from the Vendor's Manufacturer Info page.
Modify Shipping Address	Click to access the Shipping Address page, where you can change the shipping address.
Percent	Enter a percentage of the quantity or the amount to distribute. The system updates either the Amount or Quantity field value, depending on the selection in the Distribute by field.
Price	Displays the vendor's unit price and currency for the item, which are assigned on the Vendor's UOM & Pricing Info (vendor's UOM and pricing information) page.
Product	Identifies a product.
Project ID	You can enter any information that is relevant to the project.
Quantity	Enter the quantity of items that you want distributed on this distribution line. This field appears only if you select Qty as a distribution method in the Distribute by field. The system updates the value in the Percent field based on the entry.
Requester	The user ID of the person for whom the requisition is created.
Select All/Deselect All	Select to select all items or to deselect all selections in a list. The check box appears beneath the list to which it pertains.
Ship To	Displays the organization ship location that the vendor should use for delivery for this requisition. This field is populated from the requester definition.
Standard Price	Displays the standard price from the Purchasing Attributes page for the item.
Status	Displays the status of a requisition. Values are Open, Pending, Approved, and Complete.
Unit of Measure (UOM)	Displays the UOM from the Vendor's UOM & Pricing Info page for the item. The Units of Measure page (Items, Define Items and Attributes, Units of Measure) has a field labeled Default Req UOM. The UOM that appears to the requester is the one that is marked as the Requisition UOM. If this option is not selected, then the item vendor UOM or standard UOMappears. See Using Item Quantity UOM. Note. If the requester is assigned to the eProcurement role action of VIEW_ORDERING_UOM, and the item is set up with a default requisition UOM, the default requisition UOM will appear on the requisition. See Attaching Role Actions to User Roles.
UPN ID (universal product number ID)	Enter the UPN ID that is assigned to a unique combination of item ID, manufacturer ID, and UOM. The UPN appears on the Item Description page when it is associated to an item manufacturer.
Vendor	Displays the vendors that supply this item. This information appears by default from the Item Vendor page.
Vendor Item ID	Displays the ID that the vendor uses to identify this item on the Item Vendor page.
Vendor Loc (vendor location)	Displays the location of the vendor. The default is based on the value that is defined for the vendor.
(Vendor Look Up)	Click to access the Vendor Search page, where you can enter information to find a vendor.
Vndr Catlg (vendor catalog)	Displays the vendor catalog identifier that appears from the Purchasing Attributes - Item Vendor Priority page.

See Also

Defining Purchasing Item Attributes

Defining Purchasing Processing Options

Creating Requisitions

This section provides an overview of requisition creation and discusses how to:

Define requisitions.
Find requisition items.
View item details.
Select favorite items and item groups to include in requisitions.
Use template items to create requisitions.
Select forms to include in requisitions.
Select direct connect suppliers or the Oracle Supplier Network for requisitions.
Add special requests to requisitions.

Understanding Requisition Creation

PeopleSoft eProcurement enables users to create requisitions in an efficient manner. The key to entering requisitions quickly is defining a proper default structure which prevents you from changing information on the requisition. For a requisition with no changes to the default structure, you can enter the items, review the request, and submit it using two PeopleSoft pages: the Add Items and Services page and the Review and Submit page. For more complex requisitions, PeopleSoft eProcurement provides a number of links to additional information.

Pages Used to Create Requisitions

Page Name	Definition Name	Navigation	Usage
Define Requisition	PV_REQ_HDR_DEFAULT	eProcurement, Create Requisition	Define requisitions, including the purchasing business unit and the requester for the requisition. You can also define default values for requisition lines.
Vendor Search	PV_VNDR_LOOKUP_WRK	Click the Vendor Lookup button on the Define Requisition page.	Search for requisition vendors. This page is accessible from numerous requisition creation pages.
Shipping Address	REQ_DFLT_ADDR	Click the Modify Onetime Address link on the Define Requisition page.	Temporarily override shipping address information. See Modifying Line, Shipping, and Accounting Information.
Catalog	PV_SRCH_REQ_PARAM	eProcurement, Create Requisition, Add Items and Services Select the Catalog tab.	Find requisition items.
Search Settings	PV_SRCH_REQ_PREF	Click the Search Settings link on the Catalog page.	Define the number of rows of results that you want to display per page.
Item Description	PV_ITM_DESCR PV_NEW_ITM_DESCR	Click the description link for the item on the Catalog page. Click the description link for the item on the Review and Submit page. Click the description link for the item on the Favorites page.	View item details.
Favorites	PV_REQ_ITM_FAVS	eProcurement, Create Requisition, Add Items and Services Select the Favorites tab.	Select favorite items and item groups to include in requisitions. Add items to your favorites list, and group favorite items into favorite groups.
Templates	PV_REQ_TEMPLATES	eProcurement, Create Requisition, Add Items and Services Select the Templates tab.	Use template items to create requisitions. Create new templates and add items to existing templates.
Services	SPF_REQ_INFO_PG	eProcurement, Create Requisition, Add Items and Services Select the Services tab.	Include services in requisitions. This page is used for Service Procurement only. See Understanding How to Create a Services Resource Requisition Line.
Suggest a Vendor	SPF_SUG_VENDOR	Click the Suggest Vendor link on the Services page.	Suggest a vendor for this requisition line. Use this page when the suggested vendor is not defined in PeopleSoft in the Vendor Information component (VNDR_ID). This page is used for Service Procurement only. See PeopleSoft Enterprise Services Procurement 9.1 PeopleBook, "Creating and Managing Service Procurement Requisitions" chapter
Forms	PV_REQ_SR_WIZ_MAIN	eProcurement, Create Requisitions, Add Items and Services Select the Forms tab.	Select forms to include in requisitions.
Web	PV_MERCHANTS	eProcurement, Create Requisition, Add Items and Services Select the Web tab.	Select direct connect suppliers for requisitions.
Special Request	PV_REQ_SPECIALREQ	eProcurement, Create Requisitions, Add Items and Services Select the Special Request tab.	Add special requests to requisitions.

See Also

Attaching Role Actions to User Roles

Requisitions

Defining Requisitions

Access the Define Requisition page (eProcurement, Create Requisition).

This page enables you to define information for a new requisition. As you add items to the requisition, they appear in the Requisition Summary along with cost information.

Before using this page, determine the features that your users can access by linking user roles to the following eProcurement role actions:

The CHANGEREQBU role action is required to access the Business Unit and Requester fields on this page. For users without this role action, these fields cannot be changed. The values in these fields default from the User Preferences component.
The ALLOW_DEFAULT_OPTIONS role action enables a user to select between the default options of Default or Override within the Line Defaults group box of this page. Without this role action, the user can only enter default values, not override values.
Requesters with the eProcurement role action of NOVICEREQSTR cannot access this page.

See Maintaining System Users and Roles.

Requester	Enter the name of the person requesting these materials or services. This can be your name or you can purchase on behalf of another person. For you to purchase on behalf of another user, these requesters must be defined on the User Preferences page.
Requisition Name	Enter a description of the request to help you identify this requisition as it flows through the system. If this field is left blank, the system uses the requisition ID as the name.
Currency	Displays the currency that is selected for the business unit. This can be overridden if the business unit allows for multicurrency processing.
Priority	Enter a priority for reporting or query purposes.

See Attaching Role Actions to User Roles.

Defining Requisition Line Default Values

The fields that you enter on this page can be applied to the entire requisition at the line, shipment, or distribution levels.

Default Options	Determines how your entries in the Line Defaults group box are applied. The options are: Default: The values that you enter in the Line Defaults group box are applied to the entire requisition (i.e. at the line, shipment schedule, or distribution line levels) only if there is no default value from the item default hierarchy in PeopleSoft eProcurement and Purchasing. When a value comes from the default hierarchy, it is displayed in this group box and any change to this value is ignored. When no predefined values exist, the data that you enter in the line defaults section replaces blank fields as defaults. The Default option is the only available choice if your user ID is not linked to the ALLOW_DEFAULT_OPTIONS eProcurement role action. If you have selected the default option and need to override values at the line level, use the Modify Line/Shipping/Accounting page within this component. See Purchasing Item Default Hierarchy. Override: The values that you enter in the Line Defaults group box are applied to the entire requisition (i.e. at the line, shipment schedule, or distribution line levels). When a value comes from the item default hierarchy, it is displayed in this group box and any change to this value will override the default value for this requisition. The Override option is only available if your user ID is linked to the ALLOW_DEFAULT_OPTIONS eProcurement role action.
Vendor	Select the vendor for the items on this requisition. The default location for the selected vendor appears to the right of the Vendor field. You can select a different location. However, use caution when changing the vendor location. Purchase orders are not sent to marketplace unless the vendor ID and vendor location match those values that are defined on the Linked Supplier Setup page. To access the page, select eProcurement, Administer Procurement, Maintain Supplier Integration, Linked Suppliers.
Vendor Location	View the location of the vendor. The default is based on the value that is defined for the vendor.
Buyer	Select a buyer for this requisition. At the requisition line level, the system uses the buyer from the item definition or item vendor.
Category	Define a default category for this requisition.
Unit of Measure	Define the UOM for use on this requisition.
Ship To	Select the standard address to which most of the requisition is delivered.
Modify Onetime Address	Click to access the Shipping Address page, where you can override a shipping address that is not in the standard ship to location codes.
Due Date	The standard date in which the customer wants to receive the items on this requisition.
Attention	Enter the name of the individual who should receive the items or services. Once the shipment is received, this individual should record the receipt, enabling the buyers to track the quality and promptness of the vendor.
Accounting Defaults	Enter ChartField and asset management information. Note. The ChartField values on this page are described further in the preface of this PeopleBook.

See Also

Defining and Using ChartFields

Setting Up Basic Commitment Control Options

Importing Vendor Information

Attaching Role Actions to User Roles

Finding Requisition Items

Access the Catalog page (eProcurement, Create Requisition, Add Items and Services. Select theCatalog tab.

Use this page to find items for a new or existing requisition. You can search for items to include in a requisition by:

Using the Search field to enter key words or phrases for a search.

This search looks for items in catalogs, favorites list, templates, services, forms, and the web and displays the results of the search in collapsible grids.
Browsing catalogs.

This search method defines which catalogs the system uses when checking for an item. Using a tree, you can further define catalog categories.
Searching catalogs for item attributes such as manufacturer, item ID or vendor name, and price ranges.

After you enter search criteria, click the Search button to complete the search.

Search	Enter a value to search on from the item description. The system searches all catalogs for items that match the criteria that you enter. Other fields that are defined for the item, such as vendor name, manufacturer name, item ID, manufacturer ID, vendor ID, vendor item ID, or manufacturer item ID, can also be located from here depending on the setup of the system. Use any combination of letters, numbers, and spaces. The field is not case-sensitive. Don't use quotation marks, Boolean search qualifiers, wildcards, punctuation marks (except for the apostrophe), or special characters, such as %, \|, ^, #, @, $, (, and ). To initiate a search, click the Search button. Note. Consecutive words are treated as a phrase, and the search finds words that appear in that order. For example, a search for bike frame finds results such as bike frame, steel and bike frame, and aluminum, but not auto frame or frame support. Note. If you use the Verity search engine, you can use Boolean search terms such as AND, OR, and NOT as connectors.
Search Catalog	Enter search criteria in the appropriate search fields to search through the item catalogs. Note. To use the browse functionality, you must create item catalogs using a PeopleSoft tree. Then attach the item catalog to each business unit or requester who should have access.
Show Additional Attributes	Click to display additional attributes based on category. Note. Attributes must be loaded for both the item and the category for this link to work.
Hide Additional Attributes	Click to hide any additional attributes.
Include Images	Select if you have image files associated with the item, and you want to display the image during your search. If images are defined at the item vendor and at the purchasing attributes levels, the image that is displayed is the image that is defined at the item vendor level. If an image is defined at the purchasing attributes level only, then this image is displayed.
Match Case	Select if you want to have the search engine locate exact lower and upper case matching. Note. This is valid only when you are using Verity.
Exact	Select if you want the system to match the exact wording of the requester when conducting a search. Note. This is valid only when you are using Verity.
Search	Click to perform a search using the catalog and categories that you selected. You can further define the search criteria using the fields in the Search Catalog group box. After you perform the search, you can use the results to incorporate into a requisition or add to the favorites list.
Search Settings	Defines how the search page appears. You can specify how many result lines appear, whether the search criteria appears, and whether to have a message appear that indicates when selection criteria will no longer be valid. If you have set up the installation options for Verity, you can also then select fields for searching. These fields vary depending on the setup. See Implementing the Verity Search Engine.

Search Results

The search results appear after you enter criteria and click the Search button.

To view the items within a section, click the Expand button. You can also perform another search on this page.

Add Items	Click to add items to the requisition along with the item quantities that you defined. The items with a defined quantity are added to the requisition. Then you are automatically taken to the Review and Submit page. If the quantity you enter is below the minimum quantity or above the maximum quantity of the vendor item, then an error message is displayed. Correct the quantity before proceeding.
Forms	Based on the setup for item searches, the system could display any express forms that meet the search criteria.
Web	Based on the setup for item searches, the system could display any items from direct connect suppliers that meet the search criteria. You can link directly to their web sites and enter orders. The system transfers the orders back and automatically creates a PeopleSoft eProcurement requisition. Using a similar process, buyers can then create a purchase order from the requisition and source it to the supplier.
Sort Items	Select to sort the search results byItem Description, Manufacturer, Price, or Vendor.
Hide Image	Click to prevent item images with the description from appearing.
Show Image	Click to display item images with their description. Images appear only if they are available.

Items might appear in this area before a search is performed if they are in the All Items category.

Search results include:

Item Description	Click the description for the item to access the Item Description page, where you can view details about the item.
Vendor	Displays the name of the vendor who supplies this item. The system uses the vendor's default location. You can change to another location with the Requisition Defaults page. If more than one vendor supplies the same item, you might see multiple rows for the item. To view more than one vendor, you must have the eProcurement VIEW_ALL_VENDORS role action.
(Preferred Vendor icon)	Appears next to any row with a preferred vendor in the Vendor Name column.
Add Multiple Items	Click to add multiple items to requisitions. When you click the button, the system adds items to the requisition that has a check mark in its corresponding check box. Items with a defined quantity are added to the requisition. If you are using the PeopleSoft eProcurement role action of NOVICEREQSTR, then you are automatically taken to the Review and Submit page.
Add to Favorites	Click to add selected items to the favorite's list. A message appears confirming that the item has been added to the favorites list.
Compare	To compare two items side by side, select the check boxes to the left of the item descriptions and click this link. This enables you to compare the item results with other items from the selected category that share the same attributes. Note. To use this feature, you must load or enter attributes into the PeopleSoft Item Master tables. After attributes are loaded or entered, users can view a comparison matrix at the bottom of the Search Catalog page.

See Also

Implementing the Verity Search Engine

Attaching Role Actions to User Roles

Viewing Item Details

Access the Item Description page (Click the description link for the item on the Catalog page).

Use the Item Description page to view price, item ID, primary vendor, manufacturer, and item category. When you are adding an item using favorites, searching, or browsing, then you can also view all vendors and the available quantities in the Inventory business units. Click the Show Image link to display images if they are available.

Selecting Favorite Items and Item Groups to Include in Requisitions

Access the Favorites page (eProcurement, Create Requisition, Add Items and Services. Select the Favorites tab).

The Favorites page has two functions:

You can add items to the requisition.
You can organize favorite items into favorite groups or templates.

Favorites are frequently ordered items and groups of items that you can maintain in a single location. You can create a list of items that are frequently ordered and you can organize them by creating favorites groups. You can use the list to add items to a requisition without searching the item catalog.

Ungrouped items are private, accessible only to you, and are stored under the user ID. The list can be built from items in PeopleSoft eProcurement or PeopleSoft Services Procurement.

Favorites groups can be shared with other roles and users, and are stored by user ID. You create favorites groups by using the Favorites tab on the Add Items and Services page.

This page displays the most current favorite items and favorites groups defined.

To add a favorite item or groups of items to this requisition, select the check box to the left of the item or item group, and click the Add button. You can update quantities when you access the Review and Submit page.

Note. To save a group of items that are ordered together, use the Add to Template(s) button.

The Status and Type Columns

Information about the Favorites include the current item status and the type of item.

Status

Displays one of these values:

Active: the item is available for the user to order.

Inactive: the item is active at the business unit level, the set ID level, or both levels.

Unavailable: the user does not have access to the item.

Vendor Item Inactive: the item is inactive for the vendor.

The Type column displays to the left of the Description column and indicates where the item originated. Drag the cursor across the icon to see where the item originated. To view more information about an item, click the Item Description link.

(Catalog Item)	Item is from the PeopleSoft item tables.
(Special Request)	Item was created on the Special Request tab of this component.
(Express Form)	Item is an express form from the Forms tab of this component.
(Web Vendor Update)	Item is a direct connect item using PunchOut. Click this icon to be transferred to the supplier's website in edit mode. On the supplier's website you can inspect the item and change the quantity. After you check out from the supplier's website, the item is added to the requisition with the latest price and item description. In order to access the supplier website, the Supplier Properties page must have the ALLOW_EDIT and ALLOW_VIEW properties for the supplier.
(Web Vendor)	Item is a direct connect item using RoundTrip. The item price and description are validated in the background against the supplier's online catalog. In order to validate and update the item, the supplier catalog must support the validate function.

Adding Items to a Favorites List

You can add items to the favorites list during requisition entry by using the Search field at the top of the page, the Search Catalog group box on the Catalog tab, or the Review and Submit page. After your search:

Select one or more items using the check box to the left of the item description.
Click the Add to Favorites button.

A message appears confirming that the items have been added to the favorites list.

Adding Items to Favorites Groups

To add items to a favorite group, the items must be in your favorites list.

Select the items from your favorites list.
Click the Add to Favorites Group(s) button.
Select a favorite group, or enter the group name and description to create a new favorite group.
Click the OK button.

Note. When an item is added to a favorites group, it no longer appears as an ungrouped item.

Deleting Items from a Favorites List

You can delete favorite items and favorites groups by using the Favorites page. To delete a favorite item or item group, select it and then click the Delete from Favorites button.

Using Direct Connect Items on a Favorites List

To add direct connect items to a favorites list:

Place direct connect items on an eProcurement requisition by using the Web page of the Create Requisition component. The Web page enables you to access the supplier's online catalog. You can browse the catalog, find the items to order, and then use the supplier's shopping cart to collect one or more items. When you check out on the supplier's website, you return to PeopleSoft and the items are added to the eProcurement requisition.
On the Review and Submit page, select the direct connect item and click the Add to Favorites button.

Note. Direct connect items cannot be added to the favorites list unless this feature has been enabled on the eProcurement Installation Options page.

To use a direct connect item that has been saved as a favorite:

When creating a new requisition, go to the Favorites page and select the desired direct connect item. Use the Type column to identify a direct connect item by dragging the cursor across the icon.
Click the item description of the direct connect item or the Add button:
- (PunchOut items only) If the Web Vendor Update icon type is displayed for the direct connect item, then you are transferred to the supplier's website in edit mode. On the supplier's website you can inspect the item and change the quantity. After you check out from the supplier's website, the item is added to the requisition with the latest price and item description. In order to access the supplier website, the Supplier Properties page must have the ALLOW_EDIT and ALLOW_VIEW properties for the supplier.
- (RoundTrip items only) If the Web Vendor icon is displayed for the direct connect item, then the item price and description are validated in the background against the supplier's online catalog. In order to validate and update the item, the supplier catalog must support the validate function.
- For all other direct connect items and suppliers without the edit, view, or validate properties, click the Add button on the Favorites page to add the item to the requisition without verification from the supplier that the item information is current. Click the item description on the Favorites page to display the catalog description.
Once you have completed your requisition, access the Review and Submit page and click the Save button. The requisition is now saved and, in addition, any new information obtained from the supplier's website, such as a price change, is used to update the direct connect item on the Favorite list.

Keep in mind the following points when working with direct connect favorite items:

Direct connect items from multiple suppliers cannot be added to a requisition in one step. If you select multiple items from the Favorites list and add them all at one time by clicking the Add button at the bottom of the Favorites page, then the system can only validate the items if you have selected Punchout items using the same supplier. You are taken to the supplier's website to view and edit all of the selected items.
Direct connect items and Services Procurement items cannot be added to a requisition in one step.
Non-direct connect items can be part of the items to be added along with direct connect items and Services Procurement items.
If there are multiple suppliers or non-PunchOut direct connect items, then the item data is not verified against the supplier's website.
If you need to add direct connect items from multiple suppliers to one requisition, it is recommended that you add each favorite item individually.

Using Template Items to Create Requisitions

Access the Templates page (eProcurement, Create Requisition, Add Items and Services. Select the Templates tab).

Click the Expand Section button to view items that belong to the template.

Purchasing kits and templates are included in this list. Purchasing kits display the item, quantity and UOM. Templates display the same information as Purchasing Kits, plus the vendor, status, price, and currency.

After expanding the section, you can select the Description column heading to sort the items and view the quantity of each item. Use the Quantity field to enter the number of sets that you want.

Click the Add button to add all items in the template to the requisition.

Creating Personal Templates

To create a personal template:

Access the Favorites page or the Review and Submit page.
Select the items that you want to add to an existing template or a new template.
Click the Add to Template(s) button.
Select a template or enter the template name and description to create a new template.
Click the OK button.

Using Direct Connect Items on a Personal Template

To add direct connect items to a personal template:

Access the Favorites page or the Review and Submit page.
Select the direct connect items that you want to add to an existing template or a new template. For one template, all direct connect items must come from the same supplier. You can mix direct connect items with non-direct connect items; however, you cannot add Service Procurement items into the same personal template with direct connect items.
Click the Add to Template(s) button.
Select a template or enter the template name and description to create a new template.
Click the OK button.

Note. Direct connect items cannot be added to a template unless this feature has been enabled on the eProcurement Installation Options page.

To use a direct connect item that has been saved in a template:

When creating a new requisition, go to the Templates page, find the template and enter the quantity desired.
Click the Add button:
- (PunchOut items only) Any non-direct connect items are added to the requisition; then, if the Supplier Properties page has the ALLOW_EDIT and ALLOW_VIEW properties for the supplier, you are transferred to the shopping cart of the supplier's website. You can use the shopping cart to review the PunchOut items from your template and change the quantities. After you check out from the supplier's website, you are returned to PeopleSoft eProcurement and the PunchOut items are added to the requisition with the latest price and item description.
- (RoundTrip items only) Any non-direct connect items are added to the requisition; then, if the supplier catalog supports the validate function, the price and description of the RoundTrip items are validated in the background against the supplier's online catalog.
- For all other direct connect items and suppliers without the edit, view, or validate properties, the direct connect items on your template are added to the requisition without verification from the supplier that the item information is current.
Once you have completed your requisition, access the Review and Submit page and click the Save button. The requisition is now saved and, in addition, any new information obtained from the supplier's website, such as a price change, is used to update the direct connect item on the template.

Selecting Forms to Include in Requisitions

Access the Forms page (eProcurement, Create Requisitions, Add Items and Services. Select the Forms tab).

Express forms enable you to use a standardized form to order products that might need additional supporting information.

If you set the system up for express requisition, requesters with the eProcurement role action of EXPRESSREQ_ENTRY are able to access the express requisition links. These links enable the requester to create requisition lines by directly entering the item ID, description, category, quantity, UOM, price, vendor, vendor location, vendor item ID, vendor catalog, manufacture ID, and manufacture item ID

Ordering Items from Express Forms

Understanding Express Requisitions

Attaching Role Actions to User Roles

Selecting Direct Connect Suppliers or the Oracle Supplier Network for Requisitions

Access the Web page (eProcurement, Create Requisition, Add Items and Services. Select the Web tab).

Use this page to select a direct connect supplier or the Oracle Supplier Network from which you can select items to add to this requisition.

See Integrating with the Oracle Supplier Network.

See Integrating with Direct Connect Suppliers.

Adding Special Requests to Requisitions

Access the Special Request page (eProcurement, Create Requisitions, Add Items and Services. Select the Special Request tab).

Use the Special Request page to create requisitions for items or goods that are not included in the standard catalog of items in PeopleSoft eProcurement and have no item ID. This special request can be for goods or services.

Requesting Special Items

Requesting Special Services

Submitting Requisitions

After defining items for a requisition, use the Review and Submit link to review the contents of the requisition, make final adjustments, or add last-minute items to the requisition.

This section discusses how to:

Review, edit, and submit requisitions.
Add comments to the requisition lines.
Modify line, shipping, and accounting information.
Change distribution information.
Maintain value added tax details for shipping lines.
Add multiple comments at the requisition header.
Confirm requisition checkout information.

Pages Used to Submit Requisitions

Page Name	Definition Name	Navigation	Usage
Review and Submit	PV_REQ_FORM	eProcurement, Create Requisition Click the Review and Submit link.	Review, edit, and submit requisitions that have not been submitted for approval. Also, submit requisitions for approval.
Line Details	PV_REQ_LINE_DTLS	Click the Line Details icon on the Review and Submit page.	Confirm requisition checkout information and edit additional details for a line, such as the buyer, vendor, and other line-specific information.
Line Comments	PV_REQ_COMMENTS PV_REQ_COMMENTS_NW	Click the Comments button on the Review and Submit page.	Record one or more comments about an requisition line and add attachments. You are limited to one comment and one attachment unless your user ID is linked to the eProcurement role action of MULTI_COMMENTS.
Standard Comments	PV_STD_COMM_SEC	Select the Standard Comments link on the Line Comments page.	Use this page to apply a standard comment as a comment to the requisition line or requisition header. Standard comments are frequently used comments that have been defined in the system using the Standard Comments (STANDARD_COMMENTS) and Standard Comment Type (STD_COMMENT_TYPE) components. Enter search criteria of Comment Type, Comment ID, or Description and then click the Search button to display the standard comments. Select a standard comment and click OK to apply the comment to the requisition. See Setting Up Standard Comments.
Include Item Specifications	PV_ITEM_SPEX	Select the Use Item Specifications link on the Line Comments page.	Use this page to apply the item's specifications as a comment to the requisition line. The item specifications are defined on the Item Specifications page (ITEM_SPEX_PUR ) located in the item definition (Purchasing Attributes component). The item specifications are automatically included as a line comment if the Copy to Transactions check box has been selected on the Item Specifications page. See Entering Purchasing Item Specifications.
Requisition Ship To Comments	PV_REQ_COMMENTS_NW	Click the Edit Shipto Comments link on the Review and Submit page.	Record one or more comments with the Ship To value on the rquisition shipment schedule line. You can also include attachments.
Modify Line/Shipping/Accounting	PV_REQ_APLY_DEF	Click the Modify Line/Shipping/Accounting button on the Review and Submit page.	Modify line, shipping instructions, and accounting details for requisition lines.
Distribution Change Options page	PV_REQ_DIST_CHNG	After entering changes in the Accounting Information group box of the Modify Line/Shipping/Accounting page, click the Apply button.	Select how to apply distribution changes to the lines of your requisition.
Maintain Requisitions - VAT Information for Schedule (value added tax information for schedule)	REQ_SCHED_VAT	Click the Shipping VAT button on the Review and Submit page.	Maintain value added tax details for shipping lines.
Header Comments	PV_REQ_COMMENTS_NW	Click the More Comments link on the Review and Submit page.	Record one or more comments about a requisition and add attachments. You are limited to one comment at the header-level of the requisition unless your user ID is linked to the eProcurement role action of MULTI_COMMENTS.
Confirmation	PV_REQ_WF_PREVIEW	Click the Save and Preview Approvals button on the Review and Submit page.	Confirm requisition checkout information.

Reviewing, Editing, and Submitting Requisitions

Access the Review and Submit page (eProcurement, Create Requisition, Review and Submit).

Use this page to review, edit, and submit a requisition for approval.

Requester	Displays the name of the requester for this requisition. To purchase on behalf of another requester, you can change this field. However, you must have the CHANGEREQBU role action from the eProcurement Role Actions page assigned to the user roles in the user ID. Also, the user preferences for the user ID must specify that you are authorized to enter for other requesters.
Requisition Name	Enter a description of the request to help you identify this requisition as it flows through the system. If this field is left blank, the system uses the requisition ID as the name.
Currency	Select the base currency that is used to calculate pricing for each item on the requisition.
Priority	Select the urgency for a requisition workflow approval. Values are Low, Medium, and High.
Card Number	Select a valid procurement card.
Line	Displays the line number for this requisition item.
(Expand Section icon)	Displays information that pertains to this specific line.
Description	Click the description of the item to view the Item Description page for more information about the item.
Vendor Name	Displays the name of the vendor who supplies this item.
Quantity	Displays the units of this requisition item that you are ordering. You can change the value.
UOM (unit of measure)	The ordering UOM for this item.
Price	Displays the price per unit.
(Line Details icon)	Click to access the Line Details page, where you can modify additional details on the line, such as the buyer, vendor, and other line-specific information.
Amount Only	Select to indicate that the line is an amount-only line. If you select this option, the requisition quantity is set to 1 and the field becomes unavailable for entry. The Amount field on the line becomes available for entry. The line amount that you enter becomes the shipping line price and amount. Amount only lines can have only one shipping line.
(Add/Edit Comments icon)	Click to access the Line Comments page, where you can record a comment or attach a file to this requisition line. The eProcurement role action of MULTI_COMMENTS determines what features are available on the Line Comments page.
VAT Amount (value added tax amount)	Displays the amount of value added taxes (VAT) for this requisition.
Recalculate Source	Click to have the system recalculate and update VAT amounts for the requisition.
Total	Displays the extended price for this requisition line, which the system calculates by multiplying the unit price by the quantity that you order.
Add to Favorites	Click to add selected items to the favorites list. A message appears confirming that the item has been added to the favorites list.
Add to Template(s)	Click to add selected items to a template. The Add Selected Items to Template(s) page appears, where you can select an existing template or create a new template.
Modify Line/Shipping/Accounting	Click to access the Modify Shipping/Accounting page, where you can change the shipping location, delivery date, quantity in the shipment, and so on. You can also change the accounting information for this requisition line.
Delete	Click to delete selected items from this requisition. You select items using the check box to the left of the item description.
Comments	Enter an comment for this requisition at the header level. This comment can be viewed in several places depending on the check boxes selected below this field.
Send to Vendor	Select if you want the header-level requisition comment recorded above to appear on the purchase orders that are dispatched to vendors. If the comment is for internal use only, leave the check box deselected.
Show at Receipt	Select if you want the header-level requisition comment recorded above to appear on the receipt documents.
Show at Voucher	Select if you want the header-level requisition comment recorded above to appear on the vouchers.
Approval Justification	Select if you want the header-level requisition comment recorded above to appear on the workflow approval pages for the approvers to review.
More Comments	Select to access the Header Comments page where you can enter additional comments for the header level of this requisition and also include one or more attachments to your comments. To view the More Comments link, your user ID must be connected to the eProcurement role action of MULTI_COMMENTS.
Check Budget	Click this button to initiate the Budget Processor and apply a pre-encumberance or encumberance for this requisition. This button only displays if Commitment Control has been enabled for PeopleSoft Purchasing and eProcurement. The requisition is automatically saved before the budget check is performed.
Pre-Check Budget	Click this button to initiate the Budget Processor and check the budget without reserving funds for this requisition. This option enables you to check whether a budget exists for this requisition before committing amounts to a pre-encumbrance or encumbrance. The requisition is automatically saved before the budget check is performed. The button only displays if: You have enabled commitment control for PeopleSoft Purchasing and eProcurement by selecting the Purchasing check box in the Enable Commitment Control group box on the Installation Options-Products page. You have enabled the pre-check budget feature, by selecting the Purchasing check box in the Enable Budget Pre-Check group box of the Installation Options-Commitment Control page.
Budget Checking Status	Displays the results of a budget check initiated by clicking the Check Budget button or the Pre-Check Budget button. The options are: Valid: The requisition passed budget checking and the Budget Processor has updated the control budget ledger (LEDGER_KK) Not Checked: The Budget Processor has not processed the requisition. Error: The requisition failed budget checking. Provisionally Valid: The requisition passed budget checking but no pre-encumbrance or encumbrance was created in the control budget ledger. This status is used when you select the Pre-Check Budget button. Provisionally Error: The requisition failed budget checking when you selected the Pre-Check Budget button.
Save & submit	Click to save the requisition and submit it for approval, sourcing, and dispatching to a vendor. It remains editable while the status is Open or Pending. When you click this button, the system displays the Confirmation page to inform you that the request has been successfully saved and provide summarized information about the request including the requisition ID and total price.
Save & preview approvals	Click to access the Confirmation page, where you can view requisition details and approvers. Note. The approval monitor may not reflect the most current approver status until the requisition is actually saved and submitted.
Cancel Requisition	Click to cancel the entire requisition. The system displays a warning message before the cancellation.
Add Request Document	Click to access the Add a Document page, which provides information about the requisition. You must then select the document type that you want to use to create the document and respond to wizard questions concerning the new requisition document. A requisition document is one that contains responses to wizard questions. Contract specialists can use these responses to determine proper terms and conditions for a contract document when the requisition becomes a contract. This link is available when PeopleSoft Supplier Contract Management has been installed and the application installation options have been set to use document types and to use documents with purchase order requisitions. You must also setup document types to use only with purchase order requisitions and must also be set up. After you create the document, use the Modify Request Document link to update and edit the document. See Adding Requisition Documents and Wizard Responses.
Find More Items	Click to access the Catalog page, where you can browse and search for additional items.
Cancel Changes	This button is active only if you have saved the requisition and have edited it to make changes. Click the Cancel Changes button to revert to the last previously saved version.

Reviewing and Modifying Requisition Line Information

Click the Expand Section icon on the Review and Submit page.

The requisition line section displays information that is specific to the expanded line.

Modify Shipping Address	From this link, you can elect to change the shipping address for this specific line. Click the Load Default Shipping Address button to revert back to the default shipping address. See Modifying Line, Shipping, and Accounting Information.
Maintenance WO	Associate a work order for maintenance repairs or service for the requisition line item.
Pegging Workbench	Use to link to items that are being received into an inventory business unit.
Add Shipto Comments	Select to access the Requisition Ship To Comments page where you can enter additional comments for the Ship To value on the shipment schedule level of this requisition and also include one or more attachments to your comments. To view the Add Shipto Comments link, your user ID must be connected to the eProcurement role action of MULTI_COMMENTS.
Accounting Lines	Use this section to create multiple ChartFields for a specific line.

See Also

Attaching Role Actions to User Roles

Viewing Requisition Line Details

Access the Line Details page (Click the Line Details icon on the Review and Submit page).

Confirm requisition checkout information and edit additional details for a line, such as the buyer, vendor, and other line-specific information.

Line Status

Displays the status of the requisition line. The statuses include:

Approved: The requisition line has completed workflow approval and is approved. The line is ready for sourcing.
Cancelled: The requisition line was entered and saved but then canceled. A canceled requisition line can be reopened within a certain number of days as specified for the Purchasing business unit; otherwise, it is closed permanently.
Complete: The requisition line is marked complete after the line is dispatched on a PO, the goods are received and the vendor is paid. A background process identifies the requisition lines and moves them to the complete status. Canceled requisition lines and those that are fulfilled by inventory stock are also identified as complete.
Denied: The requisition line has been denied in the approval process.
Open: The requisition line has been entered and saved but not yet submitted.
PO(s) Created: The requisition line has been placed on a PO that has been approved.
PO(s) Canceled: The requisition line has been placed on a PO that has been subsequently been canceled.
PO(s) Dispatched: The requisition line has been placed on a purchase order and the purchase order has been dispatched to the vendor.
Pending: The requisition line has been submitted and is awaiting approval.
Received: The requisition line has been placed on a purchase order, the purchase order has been dispatched to the vendor, and the goods have been fully received.

Item Details Group Box

The Item Details group box displays item information for this requisition line.

Merchandise Amt	Displays the vendor's unit price and currency for the item, which are assigned on the Vendor's UOM & Pricing Info (vendor's UOM and pricing information) page.
Category and Description	Displays the item category and the description of the item category from the Item Definition - General page.
Vendor	Displays the ID of the vendor that supply this item.
(Vendor Look Up)	Click the Vendor Lookup icon to access the Vendor Search page, where you can enter information to find a vendor.
Vendor Location	Displays the location of the vendor. The default is based on the value that is defined for the vendor.
Vendor Item ID	Displays the ID that the vendor uses to identify this item on the Item Vendor page.
Manufacturer ID	Identifies the manufacturer of the item. This value is supplied from the Vendor's Manufacturer Info page.
Manufacturer's Item ID	Displays the identifier that the manufacturer uses for this item when the suggested vendor supplies the item. This value appears from the Vendor's Manufacturer Info page.

Contract Group Box

The PeopleSoft eProcurement, PeopleSoft Purchasing, and PeopleSoft Payables applications are integrated with the procurement contract functionality to streamline the use of contacts with requisitions, purchase orders, and vouchers. As part of the contract functionality, you can set up requisitions to automatically search for a contract to use for requisitions. Applying default contract prices to requisitions enables you to receive contract prices for requisition items and to more accurately track budgets and pre-encumberance balances. Requesters, buyers, and administrators with the appropriate security can set to search for and use contracts on transactions at various levels.

See Applying Contracts to Requisitions.

Contract ID	Displays the purchasing contract used to price this requisition line. You can enter or change a contract ID in this field or a default value can be applied by the system. In order to apply a default contract, you must select the Default Contract On Req check box on the Purchasing Definition - Business Unit Options page.
(Contract Search icon)	Click to access the Contract Search page (CNTRCT_SRCH), where you can perform advanced searches for contracts to be applied to this requisition line.
Use Contract If Available	Select this check box to: Have the system use the contract ID that you have entered here in the Contract ID field. Have the sourcing process find the best contract for this requisition line when you have left the Contract ID field blank. Un-select this check box to not use contract pricing for the requisition line. Un-selecting this check box deselects the Contract ID field and prevents the sourcing process from adding a contract. Note that un-selecting this check box after a default contract has already been applied does not change the applied price. The system assumes the current price is an override value and does not change it. If the item requires a contract (the Contract Required check box is selected on the Purchasing Attributes - Purchasing Controls page) then the Use Contract If Available check box on this page is selected and cannot be changed.
Category Line	Apply a contract category to this line item.

See Using Voucher and Order Contracts.

Adding Comments to the Requisition Lines

Access the Line Comments page (Click the Comments icon on the Review and Submit page).

The user entering or changing this requisition can access one of two pages for line comments:

Line Comments page (PV_REQ_COMMENTS) is displayed when the User ID is not linked to the eProcurement role action of MULTI_COMMENTS. This user is limited to one comment per requisition line.
Line Comments page (PV_REQ_COMMENTS_NW) is displayed when the User ID is linked to the eProcurement role action of MULTI_COMMENTS. This user is can create multiple comments per requisition line. In addition, the user can copy standard comments and item specifications into this page. One or more attachments can be added to any comment.

(Add a New Row icon)	Select to add a new comment field. Comments are numbered as you add them.
Use Standard Comments	Click this link to access the Standard Comments page (PV_STD_COMM_SEC) where you can select a standard comment to be applied as a comment to this requisition line. Standard comments are frequently used comments that have been defined in the system using the Standard Comments (STANDARD_COMMENTS) and Standard Comment Type (STD_COMMENT_TYPE) components. See Setting Up Standard Comments.
Use Item Specifications	Select this link to access the Include Item Specifications page (PV_ITEM_SPEX) where you can select to include the item's specifications as a line comment. The item specifications are defined on the Item Specifications page (ITEM_SPEX_PUR ) located in the item definition (Purchasing Attributes component). If item specifications have not been defined for the item on the the Item Specifications page, then the link does not display on this page. The item specifications are automatically included as a line comment if the Copy to Transactions check box has been selected on the Item Specifications page. See Entering Purchasing Item Specifications.
(Spell Check Comment icon)	Click to perform a spell check on the comment.
Add Attachments	Click to access the File Attachments window where you can browse and select a file to be attached to this comment. Mulitple files can be attached to one comment. Once a file is attached, the Attachments group box displays the file details including file name, the user who attached it, and the date/time it was attached. The Send Vendor check box applies to each file separately.
Send to Vendor	Select if you want the corresponding comment to appear on the purchase order that is dispatched to the vendor. Attachments can be sent with the purchase order. If the comment or attachment is for internal use only, leave the check box deselected.
Show at Receipt	Select if you want this comment to appear on the receipt documents.
Show at Voucher	Select if you want this comment to appear on the voucher.
OK	Select the OK button to return to the Review and Submit page with the comments and attachments that you have added on this page.
Cancel	Select the Cancel button to return to the Review and Submit page without saving the changes added to this page.

Modifying Line, Shipping, and Accounting Information

Access the Modify Line/Shipping/Accounting page (Click the Modify Line/Shipping/Accounting button on the Review and Submit page).

The requisition line number that you selected on the Review and Submit page appears for you to work with.

Vendor ID	Change the vendor for this specific line. When you click the Apply button, the vendor ID replaces the data on the selected lines.
Vendor Location	Change the vendor location for this specific line. When you click the Apply button, the vendor location replaces the data on the selected lines.
Buyer	Change the buyer for this specific line. When you click the Apply button, the buyer replaces the data on the selected lines.
Category	Change the category for this specific line. When you click the Apply button, the category replaces the data on the selected lines.
Ship To	Review or change the ship to location code. This code identifies the shipping address for this request.
Due Date	Review or change the arrival date of this shipment. The date that you enter here is a suggested date. When the purchase order is created, the system or buyer attempts to meet this date or changes it to a realistic due date.
Modify Shipping Address	Select this link to access the Shipping Address Default page where you can enter a shipping address that is not currently defined in the system as a ship to location. The system uses this feature for shipments to a location that will not be used again, for example, shipments to a construction site or other temporary location. Click OK to save the address. This link is not available if the user is linked to the eProcurement role action of NO_ONETIME_SHIPTO.
Attention	Enter the name of the individual who should receive the items or services. Once the shipment is received, this individual should record the receipt, enabling the buyers to track the quality and promptness of the vendor.

Accounting Information group box

Use this section only if you need to change the accounting information for the selected requisition lines. The default structure is derived from the user profile, the item category, and the Define Requisition page.

Select the appropriate values for the requisition line if you must deviate from the default accounting structure.

Note. The ChartField values on the tabs; Chartfields1, Chartfields2, and Chartfields3 are described further in the preface of this PeopleBook.

Asset Information Tab

Select the Asset Information tab.

AM Business Unit

Identify the Asset Management business unit that is responsible for tracking asset transactions.

Profile ID

Select a value that represents the default value from the Item Categories - Category Definition page. An asset profile ID on a purchase order, in conjunction with an asset business unit, indicates that PeopleSoft Asset Management is to be notified of the purchase of this item when it is received. To access the Category Definition page, select Items, Define Controls, Item Categories, Category Definition.

Capitalize

Select to indicate that the requisition item is capitalized.

Cost Type

Select the asset cost type, such as materials, labor, and overhead. Cost types are used with asset category and transaction codes to determine into which accounts the costs are entered in the general ledger.

Load Values from Defaults

Click this link to complete the fields with new default information after you add defaults on the Define Requisition page,

Changing Distribution Information

Access the Distribution Change Options page (After entering changes in the Accounting Information group box of the Modify Line/Shipping/Accounting page, click the Apply button).

When changing distribution information, you must click the Apply button, which displays the Distribution Change Options window. The options that appear in this window are dependant on the changes that you make. Select one of the following options, and click the OK button to apply the change.

All Distribution Lines	Select to apply changes to all existing distribution lies.
Matching Distribution Lines	Select to apply changes to each existing distribution lines by matching the distribution line numbers.
Replace Distribution Lines	Select to remove the existing distribution lines and replace them with the distribution line changes.

Maintaining Value Added Tax Details for Shipping Lines

Access the Maintain Requisitions - VAT Information for Schedule page (Click the Shipping VAT button on the Review and Submit page).

Use this page to make adjustments to VAT shipping details. Information that appears on the page relates to the item on the line number of the requisition and the shipping line that you selected on the Review and Submit page.

Before you can review VAT details on this page, make sure that you are an administrator:

Define VAT default value settings for the business unit.

To access the field, select eProcurement, Administer Procurement, Maintain Business Units, Processing Options, and click the VAT Default link.
Select the Calculate VAT on Req (calculate value added tax on requisition) check box.

To access the check box, select eProcurement, Administer Procurement, Maintain Business Units, Purchasing Definition, Business Unit Options.
Assign the user role action VAT Details to the role name.

To access the check box, select eProcurement, Administer Procurement, Maintain System Users and Roles, eProcurement Role Action, select VAT Details as the Action Name, and add the user role for the role action.

See Attaching Role Actions to User Roles.
Select the View/Override VAT Details check box to authorize a requester to view and update VAT information.

To access the check box, select eProcurement, Administer Procurement, Maintain Procurement Users, User Preferences, click the Procurement link, and then click Requisition Authorizations.
(Optionally) Select a value in the Allow Override Recovery/Rebate field to enable a requester to override system-created VAT recovery and rebate percentage values.

To access the field, select eProcurement, Administer Procurement, Maintain Business Units, Processing Options, click the VAT Default link, and select a value.

Values include:
- Do Not Allow Override.
- Override Both Recovy/Rebate % (override both recovery and rebate percentages).
- Override Rebate % Only (override rebate percentage only).
- Override Recovery % Only(override rebate percentage only).

Line	Displays the line number to which VAT information on this page pertains.
Schedule	Displays the schedule number from the requisition.
Return to Schedule Page	Click to access the Review and Submit page, where you can update shipping information.
Physical Nature	Displays whether the requisition is for goods or services. This is determined by the type of requisition that you created.

VAT Locations

Ship From Country	Select the seller's country from which the requisition item for this line is to be shipped.
Ship From State	Select the state, province, or area from which the item is to be shipped.
Ship to Country	Displays the buyer's country where the item is being shipped. You define this value on the shipping address.
Ship to State	Displays the state, province, or area where the item is being shipped. You define this value on the shipping address.

VAT Defaults

Reporting Country	Select the VAT registration country in which this transaction takes place.
Defaulting State	Select the state for recording VAT details.
Vendor Registration Country	Select the VAT registration country in which the seller does business.
Vendor Registration ID	Enter the VAT registration identifier for this vendor.
Exception Type	Select a value to indicate that an exception to the VAT was issued. Exception values are None, Exonerated, and Suspended.
Certificate ID	Enter a certificate ID if an exception was issued for the VAT.
Calculate at Gross or Net	Select to calculate the VAT. Values include: Net: When this option is selected, the early payment discount is applied to the goods amount before the VAT is calculated. The amount of VAT that is calculated using this method is the amount that is to be paid, regardless of whether the early payment discount is actually taken at the time of payment. Gross: When this option is selected, the VAT is initially calculated based on the gross transaction amount. The early payment discount is not taken into account at this point. However, in some countries an adjustment is made to the VAT amount at the time of payment if the early payment discount is taken.
Recalculate at Payment	Select to have the system recalculate VAT at the time of payment if a discount has been taken. This field value appears by default from the VAT entity. If the Calculate at Gross or Net field value is Gross, the check box is selected. If the field value is Net, the check box is deselected.
Include Freight	Select if the freight amount needs to be taxed. The system adds the freight amount to the gross or net amount before calculating VAT. This setting appears by default from the VAT entity.
Include Miscellaneous	Select if miscellaneous charges need to be taxed. The system adds the miscellaneous charges to the gross or net amount before calculating VAT. This setting appears by default from the VAT entity.
Declaration Point	Select when to declare VAT. Values are: Delivery: Declares VAT when shipments are received. Invoice: Declares VAT when a transaction is invoiced. Payment: Declares VAT when payment is tendered
Rounding Rule	Select the rounding rule for VAT amounts. Values are: Natural Round: Amounts are rounded normally (up or down) to the precision that is specified for the currency code. Up: Rounds up and limits rounding precision to one additional decimal place. Down: Rounds down. Rounding only affects VAT amounts, the currency numbers stored in the system, and how currency numbers are printed on reports.
Apply Domestic Reverse Charge	Select if this country requires the use of the domestic reverse charge provision.
Use Type	Determines VAT recoverability. The field value is retrieved from the VAT default hierarchy, but you can override this value. Use type is a type of activity in which a purchased good or service is to be used, and therefore, you use it to determine a recoverability percent and a rebate percent (when applicable) that is to be applied to a transaction line. Activities are categorized as taxable, exempt, or mixed. Where activity is mixed, you can associate either the ratio of taxable activity to exempt activity directly with the use type, or you can indicate that this ratio is determined at the ChartField level.
Treatment	Select a value that controls VAT default and transaction behavior. It is a description of how the transaction must be treated for VAT purposes. This is used to determine how VAT defaults are applied, what accounting entries are required, and how and whether the transaction is reported on the VAT return. You can override the value in this field. Values are: Domestic Goods Purchase Domestic Service Purchase EU Goods Purchase (European Union goods purchase) EU Service Purchase (European Union service purchase) No VAT Processing Outside of Scope Self-Assess Goods Import Self-Assess Service Import Zero-Rated Goods Import
Applicability	Select whether VAT should be calculated for this schedule. While most requisitions may be subject to VAT for any VAT countries, some items or item categories may be exempt or outside of scope for VAT. You can override the default value here.
VAT Code	Select the tax code that is used to define a percentage that the system uses to determine the VAT amount. The VAT code is similar to the sales and use tax code, with a few exceptions. The tax authority that is associated with the VAT code generally consists of a single authority, and the ChartFields for a VAT code don't reside with the tax authority but are determined by the combination of the VAT code, VAT account type, and VAT transaction type.
Record Output VAT	Select to have tax for this transaction charged on the supply of goods or services. You may want to select this check box for drop shipments.
Tax Rate	Displays the rate at which this item is taxed.
Transaction Type	Select a value to categorize VAT transactions according to particular VAT accounting and reporting requirements. The system uses the VAT code and transaction type in conjunction with the VAT account type to obtain the ChartFields for accounting entries.
Adjust Affected VAT Defaults	Click to adjust the VAT defaults on this page that are affected by changes that you have made on the page. Changes that you have made to the defaults that affect other VAT defaults are retained.
Levels	Displays the level of information (obligation) that intracommunity sales and purchases require. This information is used mainly in France to reduce the declarative workload for small- and medium-sized industries. PeopleSoft delivers the Intrastat form with the most restrictive level (Level 1), which covers all levels of obligation. This is an informational field that determines the level that is checked on certain Intrastat reporting forms.
Reset All VAT Defaults	Click to reset all the VAT defaults. Changes that you have made to VAT defaults are reset to their original values.

See Also

Working with VAT

Adding Comments at the Requisition Header Level or Ship To Level

Both the Header Comments page and the Requisition Ship To Comments page use the same fields. Navigation is different and each page adds comments and attachments to a different part of the requisition.

Access the Header Comments page (click the More Comments link on the Review and Submit page) or access the Requisition Ship To Comments page (click the Edit Shipto Comments link on the Review and Submit page).

(Add a New Row icon)

Select to add a new comment field. Comments are numbered as you add them.

Use Standard Comments

Click this link to access the Standard Comments page (PV_STD_COMM_SEC) where you can select a standard comment to be applied as a comment to this requisition. Standard comments are frequently used comments that have been defined in the system using the Standard Comments (STANDARD_COMMENTS) and Standard Comment Type (STD_COMMENT_TYPE) components.

See Setting Up Standard Comments.

(Spell Check Comment icon)

Click to perform a spell check on the comment.

Add Attachments

Click to access the File Attachments window where you can browse and select a file to be attached to this comment. Mulitple files can be attached to one comment. Once a file is attached, the Attachments group box displays the file details including file name, the user who attached it, and the date/time it was attached. The Send Vendor check box applies to each file separately.

Send to Vendor

Select if you want the corresponding comment to appear on the purchase order that is dispatched to the vendor. Attachments can be sent with the purchase order. If the comment or attachment is for internal use only, leave the check box deselected.

Show at Receipt

Select if you want this comment to appear on the receipt documents.

Show at Voucher

Select if you want this comment to appear on the voucher.

Approval Justification

(Header comments only) Select if you want this header comment to appear in the workflow approval pages to be viewed by the requisition approvers and reviewers. The first comment on the Header Comments page is the only one that can be viewed during the approval process. This first comment is populated by any header comment on the Review and Submit page. In addition, if the header comment on the Review and Submit page is blank, then the first comment on the Header Comments page populates it.

OK

Select the OK button to return to the Review and Submit page with the comments and attachments that you have added on this page.

Cancel

Select the Cancel button to return to the Review and Submit page without saving the changes added to this page.

Confirming Requisition Checkout Information

Access the Confirmation page (Click the Save and Preview Approvals button on the Review and Submit page).

The Confirmation page displays basic information about the requisition and the number of items that it contains. It appears when you either submit a requisition or save it for later use.

Requested For	Displays the name of the person requesting these materials or services. This can be your name or you can purchase on behalf of another person. For you to purchase on behalf of another user, these requesters must be defined on the User Preferences page.
Number of Lines	Displays the number of lines on this requisition.
Requisition Name	Displays a description of the request to help you identify this requisition as it flows through the system. If this field is left blank, the system uses the requisition ID as the name.
Business Unit	Displays the PeopleSoft Purchasing business unit that holds this requisition.
Status	Displays the status of a requisition. Values are Open, Pending, Approved, and Complete.
Priority	Displays the priority of the requisition. The values are Low,Medium, or High.
Budget Status	If the Commitment Control feature is turned on, then this field displays the current budget checking status for this requisition.
Change Request/Line Approval Summary (group box)	This group box displays if you have changed an existing requisition. Each changed line in the requisition is displayed in this grid with any change request created for the line and the current workflow approval status. See Confirming Requisition Changes.
Approvalgroup boxes	If the Approval Framework is enabled for this business unit and this requisition requires approval, then the approval group boxes are displayed. These group boxes enable you to see the approval process. For more information on using the approval feature, see the Using the Approval Framework in PeopleSoft eProcurement chapter of this peoplebook. See Performing Approval Tasks for Requisitions.
Requisition Line(s), To. and Retrieve	Use the Requisition Line(s) field and To field to enter a range of lines to view within the approval group box. These chunking fields are displayed if you have selected the Display Approval Chunking check box on the eProcurement Installation Options page.
Submit	Click to submit requisition for further processing.
Edit Requisition	Click to access the Edit Requisition page, where you can make changes to the requisition and submit it again.
Apply Approval Changes	If you have added adhoc approvers or adhoc reviewers to this requisition, then click this button to save your approval changes. To have the authority to add adhoc approvers and reviewers, your user role must be linked to the ALLOW_ADHOC_ONPREVW and ALLOW_ADHOC_ONSUBMIT eProcurement role actions.
Check Budget	Click this button to initiate the Budget Processor and apply a pre-encumberance or encumberance for this requisition. This button only displays if Commitment Control has been enabled for PeopleSoft Purchasing and eProcurement. The requisition is automatically saved before the budget check is performed.
Pre-Check Budget	Click this button to initiate the Budget Processor and check the budget without reserving funds for this requisition. This option enables you to check whether a budget exists for this requisition before committing amounts to a pre-encumbrance or encumbrance. The button only displays if: You have enabled commitment control for PeopleSoft Purchasing and eProcurement by selecting the Purchasing check box in the Enable Commitment Control group box on the Installation Options-Products page. You have enabled the pre-check budget feature, by selecting the Purchasing check box in the Enable Check without Reserve group box of the Installation Options-Commitment Control page.
View a printable version	Click this link to review an online requisition that shows the layout of the printed version. The requisition opens up as a second window and can be printed. The Oracle XML Publisher is used to generate this report and you can customize it. You can choose to display this report with or without the distribution details.
Manage Requisitions	Click to go to the Manage Requisitions component, where you can further process the requisition.
Create New Requisition	Click to add a new requisition.
Return to Approve Requisition	Click this link to return to the Requisition Approval page. This link is only available is you entered this component using the Edit Requisition button on the Requisition Approval page and the approval workflow framework is not restarted for your changes to the requisition. In order to make changes to the requisition without re-initiating workflow, your user ID must be linked to the appropriate eProcurement role action; these actions include, CANCHANGEALL, CANCHANGEHEADER, CANCHANGELINE, CANCHANGESCHEDULE, or CANCHANGEDISTRIB.

AM Business Unit	Identify the Asset Management business unit that is responsible for tracking asset transactions.
Profile ID	Select a value that represents the default value from the Item Categories - Category Definition page. An asset profile ID on a purchase order, in conjunction with an asset business unit, indicates that PeopleSoft Asset Management is to be notified of the purchase of this item when it is received. To access the Category Definition page, select Items, Define Controls, Item Categories, Category Definition.
Capitalize	Select to indicate that the requisition item is capitalized.
Cost Type	Select the asset cost type, such as materials, labor, and overhead. Cost types are used with asset category and transaction codes to determine into which accounts the costs are entered in the general ledger.
Load Values from Defaults	Click this link to complete the fields with new default information after you add defaults on the Define Requisition page,