iProcurement for Requisitioners

Finance Training

Contents Page
Introduction to iProcurement ............................................................................................. 3 Chart of Accounts ............................................................................................................... 4 General Ledger Account Structure .................................................................................... 4 Research Grants and Project structure .............................................................................. 6 Logging into iProcurement ................................................................................................. 7 iProcurement Shop Page .................................................................................................... 8 Preferences.........................................................................................................................10 Procurement Overview ......................................................................................................12 Navigating the Marketplace Home Page ...........................................................................13 Searching and Raising a Requisition via the University of Cambridge Marketplace ....15 Filtering your Search ........................................................................................................16 Compare Products............................................................................................................16 Marketplace Delivery Charges...........................................................................................19 Checking Out ......................................................................................................................23 Checkout: Requisition Information ....................................................................................24 Delivery Section ...............................................................................................................24 Billing Section ...................................................................................................................24 Editing Lines .....................................................................................................................25

Delivery Tab ...................................................................................................... 25 Billing Tab.......................................................................................................... 25 Accounts Tab .................................................................................................... 27 Attachments Tab ............................................................................................... 29
Submitting your Requisition ..............................................................................................30 Requisition within approval limit? ......................................................................................31

Requisition outside approval limit? .................................................................... 32 What happens to my requisition once it is approved? ....................................... 32 What if the approver is away? ........................................................................... 32 How to redirect a requisition to another approver .............................................. 33 How do I know what my purchase order number is? ......................................... 33
Managing Requisitions ......................................................................................................34 My Requisitions ................................................................................................................34 Requisitions Tab...............................................................................................................35 Other Functions ................................................................................................................35

Complete ........................................................................................................... 35
Deleting Incomplete Requisitions .....................................................................................36 Amending Requisitions .....................................................................................................38 The Processes .................................................................................................................39

Withdrawing a Requisition to make changes ..................................................... 39 Amending a rejected requisition ........................................................................ 39 Cancelling a requisition and/or a requisition line ............................................... 39
Receipting and Returning ..................................................................................................43 What if I need to correct the receipt? ................................................................................44 Returning on CUFS ..........................................................................................................45 Further Guidance and Support ..........................................................................................46

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Introduction to iProcurement
What is iProcurement? It is on-line purchasing accessed via Cambridge University Finance System (CUFS).

The iProcurement Module This module enables you to raise requisitions via: Marketplace: Users can search for an item across a variety of suppliers. Once approved and created into a purchase order it will be transmitted direct to the supplier Non - Catalog: If a supplier is not on the Marketplace you can still raise a requisition as iProcurement links to our existing supplier database. Once approved and created into a purchase order it will be printed and faxed through to the supplier. CARE If your supplier is not listed in any of the above methods please refer to the guidelines on Adding a New Supplier which can be accessed via http://ufs.admin.cam.ac.uk/ssr/ Responsibilities and Buying Limit A lot of what you can do depends on your responsibility and buying limit. o o U.F.S XX iProcurement Requisitioner: This enables you to create a requisition and approve it if within limit. Approval Limits: for requisitioners these are 0, 100, 250, 500, 2500, 5000, 10000, 50000 and no limit. Your limit will be decided by your key contact. The system will automatically approve your requisition if it falls within your approval limit (this is the total cost including VAT). If it is outside of your limit you will have to forward it onto a colleague with the correct approval limit.

Help required on iProcurement? Please contact the iProcurement help desk:

01223 (7) 65101 UFS_PO@admin.cam.ac.uk REMEMBER!! More procedural guides e.g. receipting, returning can be found on the CUFS reference page http://ufs.admin.cam.ac.uk/reference/iproc.html

Top Tip!!! Work in caps lock throughout the whole module.

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Chart of Accounts
When you purchase an item or service, expenditure is allocated to your departments Chart of Account. Some departments have two options; it can either be coded to the departments budget/funds or to a Research Grant/Project.

General Ledger Account Structure

General ledger account codes are made up of six segments, usually written in a string format e.g. U.XX.XXAA.AAAA.ESBC.0000 (XX being your department code). Organisation Department Cost Centre Source of Funds Transaction Spare (1 character) (2 characters) (4 characters) (4 characters) (4 characters) (4 zeros)

Organisation Segment: This is used to split transactions by legal entity. Normally this will be U for departments within the University of Cambridge. Department Segment: This is used to define the Department who is processing the transaction, e.g. AG for the Finance Division. Cost Centre Codes: Cost centres enable departments to organise and group their accounts to reflect their own departmental activities e.g. administration, laboratories, conferences, canteens or specific courses. Expenditure (and income) is allocated to the appropriate cost centre. This enables departments to monitor income and expenditure, in some instances comparing to budget, for their specified cost centres. The Cost Centre code comprises four characters: the first two replicate the department code and the next two are selected by the department. The department then chooses a suitable description for each cost centre to identify the particular activity it represents. Source of Funds Codes: Funding for the Universitys activities comes from many different sources. The University has a responsibility to its sponsors, donors, and government funders to separate, manage and report (in most cases) on the activities based upon the source of funds. Source of Funds code is represented by four characters, which are the same across all departments. Refer to Financial Procedures manual chapter 3. Transaction Codes: Transaction Codes are used to describe the type of expenditure or income e.g. a book or room hire charges. Accurate selection of transaction codes is important for reporting and control purposes. The code consists of four characters. The first identifies the broad transaction category, the next three categorise the transaction in more detail. E.g. If you were ordering some box files you would select transaction code ESBC E: S: BC:
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Expenditure transactions codes starting with E***

A Audio-visual and Multimedia B Library and Publications C Catering Supplies and Services D Medical, Surgical and Nursing Supplies and Services E Agricultural/Fisheries/Forestry/Horticultural Supplies and Services F Furniture, Furnishing & Textiles H Cleaning Materials & Equipment, Janitorial supplies J Utilities K Computer L Laboratory & Animal House Supplies and Services M Workshop & Maintenance Supplies (Lab and Estates) P Printing Q Telecommunications, Postal and Mail Room Services R Professional & Bought in Services S Stationery & Office Supplies T Travel & Transport (incl. Vehicle hire and subsistence) U Safety & Security V Vehicles (Purchase, Lease, Contract Hire) W Estates & Buildings X Miscellaneous/unclassified

Spare Code: There is a spare field at the end of the coding string in case the University decides to expand the accounting code structure in future. However it still has to be filled in. 0000 (four zeros) is the only choice in this segment.

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Research Grants and Project structure

A grant consists of two main parts; The award - represents the sponsor who is doing the funding. The project - describes the way in which the funds are spent. In the main, a grant will have a single award and project. However it is worth being aware that one award may fund several projects and in turn one project may be funded by several different awards. The coding structure for Grants and Projects is set out differently to that for the General Ledger codes. The Grants/Projects coding consists of 5 segments: Project Code: Linked to an award the project code has the department code in the first four digits. i.e. XXAG/001 (XX being the department code). Task: Projects are broken down into tasks. Could be described as work parcels, they aid in managing the project. Every Project will have at least two tasks for direct and indirect costs. Award: This code links the project to the General Ledger. The Award is number issued by Research Services and will start with RG followed by 5 digits. (e.g. RG12345). Expenditure Type: This is the category heading that the item falls under, picked from the List of Values. They are broad headings such as Travel, Equipment, Staff, Other Costs etc. Organisation: The department or sub-department code. A General Ledger account code will be automatically generated from the above information. Never manually type in a GL code for a grant/project

Transactions that are entered for Research Grants require special Grant code combinations to record the type of specific information for their reporting purposes. However, when the information is transferred into the General Ledger it is then automatically summarised and converted into the string format

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Logging into iProcurement

The link below will take you to the CUFS home page. http://ufs.admin.cam.ac.uk/ From here you can access: o the LIVE system once you have a username and password which must be requested by your Key Contact. o the PLAY system can only be granted by finance training. o Reference documents. o Phone numbers for assistance. o Training manuals. Once you have logged into CUFS, the E-Business Suite home page will display, as per the screen below. When you click on the iProcurement responsibility for your department, two tasks will appear: o o Home Page will take you through to the iProcurement homepage where you can order your goods and services. Personal Profiles is a set up task that is not relevant to those who have an iProcurement Requisitioners responsibility so please do not click on it.

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iProcurement Shop Page

Once you have selected the relevant iProcurement responsibility the iProcurement shop screen will display.

DESCRIPTION
Home Logout Preferences Shop Tab Requisitions Tab Receiving Tab Shopping Lists This takes you to the E-Business Suite home page Logs you out of CUFS Set up default information specific to you. Always displays the main iProcurement home page This enables you to view your requisitions, receipts, invoices and payments. Receipt, Correct Receipts and return on CUFS. Not all users will have access to this tab, depending on the department. Add favourite non catalog items to your list to save time searching for them.

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Non-Catalog Request University of Cambridge Marketplace Suppliers Link My Requisitions

This is where you go to order items from suppliers that are not on the Marketplace This is the link to the Marketplace for ordering

This will display a list of Marketplace suppliers as well as access to the University Supplier database. Lists the last five requisitions you have created, description amount and status. You also have links through to copy, change and receive. Click on More to view more than five. To look at one in more detail click on the relevant requisition number. Will display requisitions where the approver requires more information and a summary of the requisition you have raised. Click on View Full List for all requisitions or Requisitions Tab. Set up out of office rules in iProc. This displays what items are currently in your shopping cart awaiting checkout. This provides links to Financial Regulations, purchasing policies, and acts as a notice board for displaying purchasing news.

My Notifications

Shopping Cart Purchasing News

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Preferences
Preferences enable you to set up and save specific defaults and is a one off task, though you can change it later. Any field marked with a * is a mandatory field. The information that you set up in Preferences will default in against the requisition when you are checking out. 1. Click on Preferences from the Shop page and the General Preferences screens displays.

2. You can amend the Start Page so that every time you log into CUFS it takes you straight
to a particular task within a responsibility without displaying the E-Business Suite home page.

3. If you amend the Start Page ensure you click Apply.

4. Click iProcurement Preferences to display the screen below.

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From this screen you can complete a number of set ups: o o o My Favorite Store: Must be University of Cambridge Marketplace Need By Days: Amend to what you would like to default in. If you dont then 7 days will be the system default. Deliver-To Location: Amend if applicable by either manually typing in the code or clicking on the Torch to search for your departments location codes.

5. To set up a favourite project code: o o o o o o o o Type in your department code or project code and Tab to list all your departments project codes. Click on Quick Select for the relevant code Click on the Torch for the Task field and click Go and Quick Select the relevant task number Click on the Torch for the Award field and click Go and Quick Select the relevant award number Click on the Torch for the Expenditure Type field and click Go to view all types or enter in a key word followed by the wildcard % to help search. Click Go and Quick Select the relevant expenditure type. Type in your department code and Tab and Quick Select the relevant Organization. Click Apply Changes and all the fields should be completed as per example below. This code will take preference when checking out and you can amend this project code when checking out.

6. You can set up to 50 favourite charge account codes, this is useful for selecting a complete GL code combination for regular purchases not coded to research grants. o o o o o o Click on the Add Another Row button. Enter a Nickname for your code, (this is what you will select at checkout to populate the GL code). Enter the Accounting Flexfield including the spare segment. Click Add Another Row to add further favourite change accounts. Select which charge account you wish to set as primary and click the Set as Primary button. Click on the Apply Changes button.

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Procurement Overview
The flowchart below guides you through the procurement process to assist you in completing the relevant fields.

Click on University of Cambridge Marketplace

Search for your item whether by description, product No, manufacturers No, chemical No. Is the item on the Marketplace? Yes NO

Once you have found your item complete the Quantity field and click on the Shopping Basket Icon

Click on Non-Catalog Request

You can re-search for another item to add to your basket. Once all items are in your shopping basket click Check out

Click Checkout again

Describe the item you wish to purchase Select item type Enter item description Category code Enter quantity Enter/select UOM Enter Unit price per UOM Select Currency

Complete suppliers name and site will default in Enter supplier item number if known Select Add to Cart. Repeat process if you wish to add more Non-Catalog items to the same cart

Checkout: Requisition Information The following fields may require completing/amending: Need by Date Deliver-To Location Project information Tax Information Charge Account

Once all items are in your cart click on View Cart and Checkout and click on Checkout

To

make the following changes click on Edit Lines Split between codes Add attachments Track items as assets

Yes, click Submit. If you are a buyer the system will generate the Purchase Orders. If it is Marketplace, the order transmits directly, if Non-Catalog, the order will print and needs to be faxed. If you are a requisitioner, a buyer in your department will create the purchase orders.

Once changes have been made click Return to go back to the Checkout: Requisition Information screen No, click Next and complete the following fields: Add one or more approvers Add Note to Buyer if applicable Add Attachments if applicable Print off the page if applicable Review requisition Click Submit The approver will receive the requisition and action it accordingly. Once approved, it will create into purchase order(s) and be sent to the supplier.

Is Requisition within your limit?

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University of Cambridge Marketplace

The University of Cambridge Marketplace enables you to: Search the suppliers listed on the Marketplace Add items to your basket Compare products and prices The system will indicate with a as to whether the item is a preferred item from preferred supplier View detailed product information Check availability of stock for some suppliers Create template shopping baskets Create favourites

If your supplier is not on the Marketplace you also have the option of creating requisitions using Non Catalog Requests.

Navigating the Marketplace Home Page

1. From the iProcurement Shop page click on the University of Cambridge Marketplace link. The following screen will display.

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LINK
Marketplace home

DESCRIPTION
At any time you click on this link it displays the main marketplace search screen.
This provides links to your orders, where you can search for previous requisitions, view your saved baskets and favourite products. This is also where you can go to raise requisitions for Oligos. If when navigating the Marketplace you require help, click on this icon which is always displayed within the banner at the top of your screen. Please note that the help information is not bespoke to the way the University uses the marketplace. In addition to guides there are some flash demonstrations e.g Oligos

My Account

Logout View Basket Checkout Search

Supplier Offers Marketplace News Dell Punchout Oligos Browse Categories Browse Suppliers

Exits the Marketplace and displays the iProcurement shopping cart page. Shows items in your basket awaiting check out. This takes you to the shopping cart screen in CUFS ready to checkout your items. Enables you to search for an item in a variety of ways e.g description, product No, manufacturers No
Link through to special offers with the suppliers on the Marketplace. A notice board with up to date information. This link takes you straight to the dell website This link takes you through to the Oligo request screen Enables you to search for an item via Product Category Index e.g. P for Pens Lists all the suppliers on the marketplace Once your requisition has been approved orders relating to the marketplace can be viewed under Recent Orders. The status field will indicate the progress made with the order by the marketplace supplier.

Recent Orders

Saved Baskets

This used to be known as Templates. Lists the baskets you have created and enables you to set permissions for other colleagues.
Lists your favourite Marketplace items.

Favourite Products

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Searching and Raising a Requisition via the University of Cambridge Marketplace

Please note: Marketplace suppliers systems are unable to cope with the direct transmitting of Marketplace orders where there is more than one type of VAT e.g. paper at SR20% and a book at NO-UK VAT to the same supplier. Please ensure Marketplace orders to the same supplier do not have mixed VAT items. A separate requisition must be raised. If you are ordering several items from the same Marketplace supplier you can only enter one delivery to dept code, you cannot have multiple delivery addresses. A separate requisition will need to be raised.

1. Enter your search criteria and click on the search icon

2. A screen similar to the next one will display the items matching your search criteria.

Depending on the number of items you may have to click on Next to view the other suppliers, or amend the Number of Results Per Page. Information on delivery charges can be found on page 19.

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Viewing detailed product information

To view detailed information click on the product description. You can then view available quantity and there are some tabs that provide you with more information. From here you can add the item to your favourite list or add it to a saved basket. If you do not wish to filter or compare your search results proceed to step 3 on page 17.

Please Note: Any pricing information should not be disclosed to anyone outside of the Universitys employment, to do so would constitute a breach of the Universitys confidentiality agreement with the supplier and could potentially lead to further legal action being taken against the University and/or the individual. Any requests for information on this agreement from outside of the University should be immediately referred to Procurement Services.

Filtering your Search

Once the list of items is displayed the Filter options can be used to tailor your search results further, by category description, supplier and/or pack size. Click to expand the list and check the categories you require. The screen will then display those items that match your search criteria.

Compare Products
Following a search, you can compare the details of up to four items from any page of the search results. Check the compare box for the relevant items, they will be listed at the top of the search results as they are selected. Click on the compare button to display the product details.

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The items you are comparing are displayed.

You can input quantity required, add an item to your shopping basket, view delivery charges for that supplier and see available stock. 3. Once you have found the items you wish to buy enter the amount in the Quantity field and click on add to basket. You can do this from the compare screen or the original search screen that listed all the items before you compared.

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4. A running total of the number and value of items in your shopping basket is displayed in the header bar, click on view basket to view the contents.

From your shopping basket you can:

Continue shopping Checkout your requisition and then add Non-Catalogue items to your cart Checkout your requisition and approve/forward for approval Amend the quantity Empty the basket Delete selected items Add the contents of the basket to a saved basket

Please be aware that the Marketplace timeout is 30 minutes of inactivity.

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Marketplace Delivery Charges

It is important that the cost for a delivery charge is taken into account at the Requisitioning stage, especially if it relates to a project as funds are checked at this stage of the purchase. 1. Search for your item in the Marketplace. 2. Click on the Delivery Charge may apply. Click for details to view the delivery charge but do not add the delivery charge at this point. If you do, the delivery charge is added and you then have to search for the item again to add it. 3. Add the item to your shopping basket 4. Click on View Basket.

5. Once the item is in your basket, click on Delivery Charge may apply. Click for details 6. Click Add to Basket 7. Both the item and the delivery charge should now be in your basket ready for you to check out. Refer to page 23

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Searching and Raising a Non- Catalog Requisition

You can raise a non-catalog requisition to an internal department and/or to a supplier that is not available through the Marketplace. You can also use this function if you wish to raise a requisition to a supplier that is on the Marketplace but the item is not in the catalogue of items as it is a more specific product. Once logged on the iProcurement shopping screen will display.

1. Click Non-Catalog Request to display the template.

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Remember! Anything with a * is a mandatory field. When searching use the wildcard % at the start and end to assist with your search.

2. Item type defaults in as Goods billed by quantity. Amend if required using the drop down list. 3. Enter the item description (this will appear on the Purchase Order). Ensure detailed information is given here. 4. Click on the torch to search for the Category code by description. Enter part or all of the description and click on Go. Select the relevant code for the item. If you can manually type it in, it must be in upper case. 5. Enter a quantity. 6. EA will default in as the Unit of Measure. Use the torch to complete the UOM field if required. 7. Enter the unit price (sterling, foreign or discounted). If it is a foreign currency the system will convert it using the exchange rate loaded. 8. Currency will default in as GBP. If its a foreign currency requisition click on the drop down list and select the correct currency. Care! Foreign Currency requisitions must be approved the same day. 9. Enter the suppliers name and tab or use the torch to find the name and site of the supplier. If it is an internal department the site address will pull through as MAIN.

10. Input supplier item or product reference number if you have one. 11. Click Add to Cart. 12. To add more Non-Catalog items to the cart repeat the process. Delivery charges will need to be added on as a separate Non-Catalogue requisition line. 13. Once all Non-Catalog items and delivery charges are in your cart click on View Cart and Check out.
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Non-Catalog Favourites You can also add the item to your favorites by clicking on Add to Favorites. This will save you time when requesting that item again. This is not the same as Favourites in the Marketplace and the two lists can not be merged. Once you have completed steps 1-10 of creating a Non-Catalog requisition you can add the item to your favorites by clicking on Add to Favorites. A message will display advising you that the item has been added to your favorites list. To add a favourite item from this list to your cart 1. 2. 3. 4. 5. Click on Shopping Lists from the iProcurement Home Page. List of favorite items will display. Amend the quantity. Click on Add to Cart for a specific item or click Add All Items To Cart, if applicable. Once the items are in your cart you can amend the Price if it has changed since the last time you ordered it. You can also amend the quantity and item description as well.

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Checking Out
There are two methods of checking out: If requisition is within your limit If requisition is outside your limit

Regardless of which check out method, you must ensure that the correct account code and tax codes are used. In addition to this you can also specify different Need-By dates, Location codes, split cost of an item over a variety of codes, add notes to suppliers and add attachments. If you are splitting over a variety of codes please refer to the following pages: More than one project code (refer to step 17 on page 33). More than one GL code (refer to step 23 on page 34). Between a GL code and a project code (refer to step 30 on page 35).

Checking out within limit: The requisition will approve when checking out and fall into a pool of requisitions awaiting creation into a purchase order by a buyer. Outside Limit: During the checkout process you will have to forward it to a colleague for approval. Once approved by a buyer it will fall into a pool of requisitions awaiting creation into a purchase order by a buyer. Once your requisition is created into a purchase order and its been approved it will transmit direct to the supplier if it was a Marketplace supplier. If it is a non-catalog it will be printed and faxed. Pre-Requisite: Items in your shopping cart
If you can amend the item description, quantity or price that indicates its a NonCatalog item.

1. From the shopping cart screen click on Checkout to display the Checkout: Requisition Information screen.

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Checkout: Requisition Information

PLEASE NOTE: Marketplace suppliers systems are unable to cope with the direct transmitting of Marketplace orders where there is more than one type of VAT e.g. paper at SR20% and a book at NO-UK VAT to the same supplier. Please ensure Marketplace orders to the same supplier do not have mixed VAT items. A separate requisition must be raised.

Delivery Section
2. Requisition description defaults in with description of first item line, this can be amended by overtyping it. 3. Bill to location defaults in, this can be changed to be an alternative bill to location for your department if required. To change enter your department code and press tab, select from the list. 4. Need-By date will default in depending on your set up in Preferences as will the DeliverTo Location. This can be amended by using the icons at the end of the fields or over typing. 5. Requester will default in with your username. 6. Deliver-To Location will default in with your department code, this can be changed for the whole basket or for each item line. 7. If you wish to amend any of the delivery information per item line refer to page 32 otherwise refer to page 37 for submitting your requisition.

Billing Section
8. If you set up a favorite project code in Preferences then this will default in here and you must complete the Expenditure Item Date. 9. If you wish to code the cart to a completely different project code, simply delete the project information in and re-input by partially completing the fields and tabbing or otherwise search for the information using the torch icon.
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10. The tax code that defaults in is for the cart, amend if the items are not the default tax code but are all the same tax code. If you have different items to different suppliers with different codes, then refer to Editing Lines. 11. Charge account field will vary depending on the set up in Preferences. 12. GL Date is to be left as the default. 13. If you wish to amend any of the billing information per item line or track an item as an asset, refer to Editing Lines. Otherwise refer to page 37 for submitting your requisition.

Editing Lines
14. When checking out if you wish to edit any of the information for the cart or an individual item line you must click on Edit Lines. Within that screen you can carry out the following functions per item: Delivery Tab

14. You can amend the: o Need-By Date by selecting a different date from the calendar icon. o Deliver-To Location code by manually typing the code in or clicking on the torch and Quick Select the correct location code. Either click on the other tabs to make more changes or click Return and Return again to take you to the Checkout: Requisition Information for submission. Refer to page 37.

Billing Tab

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15. You can amend the: o Tax Code per item line by deleting the completed field and using the torch to research the correct tax code. When the search screen displays click on Go to display all tax codes, then Quick Select the correct code. o Amend the project code per item line by partially typing in a word and pressing tab or by using the torch to re-search project information: Project: Enter your department code and tab and Quick Select the correct project code. Or you can manually type it in. Task: Click on the Torch, click Go, click Quick Select for the relevant task number. Award: Click on the Torch, click Go, click Quick Select for the relevant award number. Expenditure Type: Partially type in a keyword e.g. Other% and press Tab or click on the Torch, click Go, click Quick Select for the relevant expenditure type. Expenditure Organization: Enter your department code and tab and Quick Select the correct project code. Expenditure Item Date: Use the calendar to select todays date.

Split the cost over more than one project code 16. To split the individual item cost over more than one project code, once you have completed all the fields for one of the project codes, click on Split to display the Requisition Information: Split Cost Allocation screen

17. Amend the Percent, Quantity or Amount field for the first project code you would like the expense to go to and Tab.

18. Click on Add Another Row to display a blank second line for another project code that
you wish the expense to go to. You can split over as many project codes as you wish.

19. Complete the fields for the project and again amend the Percent, Quantity or Amount
field that you would like the expense to go to and Tab.

20. Once totals equal 100% click on Return to display the Requisition Information: Edit Lines
screen. Either click on the other tabs to make more changes, the track as asset field is
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on the Accounts Tab under the split icon or click Return and Return again to take you to the Checkout: Requisition Information for submission. Refer to page 37. Accounts Tab

21. You can amend the GL code per item: o Click on the GL account code string and either manually overtype the cost centre or source of funds or click on the torch icon at the end of that field and search for the correct information. Do not amend the E transaction code that the system has generated. o If you have favourite charge accounts set up in Preferences click on the dropdown arrow of the Nickname field to select your charge account from the list. 22. Track the item as an asset by entering Y or N in the Track As Asset field. If you are splitting the cost of the asset ensure the field is completed for all lines.

Split the cost over more than one GL code 23. Ensure that all project information in the Billing screen has been deleted, therefore the system generated code will default in. 24. Ensure line 1 has one of the correct GL codes you wish to use by clicking on Split and amending it. 25. Update either the Percent, Quantity or Amount field accordingly and Tab

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26. Click Add Another Row to display line 2, the outcome as to which code populates depends on what set up you did in Preferences: o Project code was set up in Preferences: Even though you deleted the project information in the billing screen it will still pull through from your preference set up. Click on Projects and delete all project information for the relevant line. Complete the Percent field and Tab. Click on Charge Accounts and the system generated GL code has populated. Amend the GL code accordingly. Project code was not set up in Preferences: The system generated GL code has populated, amend to the GL code you wish to use and update either the Percent, Quantity or Amount field accordingly and Tab

27. Totals must equal 100%. 28. Click Return and Return again to display the Requisition Information: Edit Lines screen. The charge account should display as Multiple. 29. Click Return to display the Checkout: Requisition Information screen for submission. Refer to page 37. Split the cost over a GL and project code 30. Split the individual cost over more than one GL and project code. Ensure that there is no project information in the Billing screen.

31. Click on Edit Lines, Accounts Tab and click on the Split icon for the relevant item.

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32. Amend the GL code string to the code you wish to use as well as either the Percent, Quantity or Amount fields. 33. Click Add Another Row and then click Projects tab. 34. Do not input anything in Line 1 on the projects tab as that relates to line 1 which is the GL code. 35. Complete Line 2 with the project information and update the Percent field and Tab. 36. Totals must equal 100%. Click Return to display the Requisition Information: Split Cost Allocation screen and lines will be coded to GL and project. 37. Click Return and either complete remaining tabs if required or click Return to display the Checkout: Requisition Information screen for submission. Refer to page 37. Attachments Tab You can add an attachment to the entire cart or to an individual item line.

38. To add to the entire cart click on Add Attachments or if you want to attach to an individual item click on the icon. Either way the following screen will display

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39. Description is a mandatory field and you can summarise what the attachment relates to. 40. Category, amend accordingly as to who the attachment is for. 41. You can attach either a file, URL or simply complete the text box. Please note that for marketplace orders attached files and URL will not transmit to the supplier with the order 42. You can add more than one attachment. Once completed click Apply.

Attachment for the cart Attachment for an item

43. Either click on the other tabs to make more changes or click Return and Return again to take you to the Checkout: Requisition Information for submission. Refer to Submitting your Requisition.

Submitting your Requisition

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Requisition within approval limit? 44. Click on Submit. The requisition will now be in the pool of requisitions awaiting creation into a purchase order by a buyer.

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Requisition outside approval limit? 45. Click Next to display the Checkout: Review Approver List.

46. Click Add Approver and type in the surname of the colleague you wish to send it to, tab and click Quick Select. 47. You can repeat the process and add more than one approver and then indicate the order you would like them sent to. 48. You can also add a Note To Buyer and add an attachment for the entire cart. 49. Once completed click Next to display the Checkout: Review and Submit requisition screen. To view line information click on Show. 50. Click Submit. The requisition will now be sent to the relevant people in the order you stipulated for approval, they will receive an e-mail notification and it will display in their My Notification screen. What happens to my requisition once it is approved? Once they have approved your requisition you will receive an e-mail advising you that the requisition has been approved. The approved requisition will fall into the requisition pool for the department awaiting creation into a purchase order by a buyer. You will receive a further e-mail once the requisition has been created into a purchase order. If it was a Marketplace supplier the purchase order will transmit electronically to the supplier, if it is a Non-Catalog requisition it will be printed and faxed by the buyer. The approver may reject or request more information on the requisition before they approve it. What if the approver is away? The approver has the option of setting up a rule which automatically forwards a requisition/order to another colleague for approval. If you send an order to a colleague who is away their rule will automatically forward your order to the person they have reassigned their work to. If after 3 days the requisition/order is not approved an e-mail will automatically
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be sent to the originator advising it has not yet been approved. If another 2 days pass and the requisition/order is still not approved a further e-mail will be sent to the originator advising of this. If a further 2 days pass a final reminder will be sent to the approver. After seven days the requisition/order will go back to the preparer and appear in their Saved Cart to be re-submitted. Please note that foreign currency requisitions must be approved the same day due to changes in exchange rates. If the requisition has been sent to someone and you do not receive an e-mail notification advising that it has been approved you must follow instructions on page 43.

How to redirect a requisition to another approver If a requisition needs to be withdrawn from the approval process to either have some changes made or to be sent to another approver, then follow instructions on page 47.

How do I know what my purchase order number is? To view the number once the requisition is created into a purchase order you can either go to My Requisitions or Requisitions Tab. If there is no Purchase Order number, your requisition is still awaiting creation into a Purchase Order.

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Managing Requisitions
There are various ways that you can view and manage your requisitions.

My Requisitions

From the shop page under My Requisitions you can view your last 5 requisitions. From here you can Copy, Change and Receive your items (refer to other sections). By clicking on the Requisition number the screen will display basic requisition details, including your purchase order number as per the next screen.

To view more information, click on the Details icon. The details icon will display information on the receipt, invoice and also the payment of the item once it has gone through the pay process. Click Ok and Return to get back to the home page.

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Requisitions Tab
Whether you click on this tab or Full List in My Requisitions at a Glance the following screen will display.

It displays your last 10 requisitions, and to view more you would need to click on Next 10. You can click on Search if you wish to search via supplier, requester, description, requisition status. To simply look at a requisition in more detail, click on the requisition number or description. And you can view the same information that can be accessed from My Requisitions.

Other Functions
Complete You can use complete where you have a requisition which has not yet been checked out and therefore the status is incomplete. o o Click on the requisition number Either click Complete to complete the checkout process if the requisition is still required or click Delete. If you click delete you will get a confirmation message which you need to either click Yes or No.

For information on cancelling and changing requisitions refer to the next section on amending requisitions.

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Deleting Incomplete Requisitions

It is important that any incomplete requisition is deleted from the system. This is to ensure that monies arent marked against GL or grant codes, when the requisition was either raised in error, copied then not used or saved and forgotten. These processes must be carried out on a regular basis. It is also recommended that if a requisitioner leaves the department and/or the University then this should be included as part of a leaving procedure. If the requisitioner still works in the department then it is their responsibility to ensure they carry out this process. Finding your incomplete requisitions 1. First step is to find all your incomplete requisitions. Click on Requisitions tab and click on Search.

2. Select Any Time in the Requisition Created field. 3. Amend the Requisition Status field to Incomplete. 4. Click Go. 5. Any incomplete requisitions will be displayed. The next step is to delete them if you no longer wish to check them out.

Deleting your incomplete requisitions 1. Once you have the requisition number/s that you need the screen on the next page will

display.

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Please note that the system wont allow you to cancel an incomplete requisition, so do not select the requisition and click Cancel Requisition.

1. Select the requisition to delete, and the screen will display the lines of the requisition.

2.

From here you click on the Delete button.

3. A warning message will display advising that once it is deleted it cannot be undone. Click Yes if you are happy to proceed. 4. The list of your requisitions will then display again and the requisition you have just deleted is no longer listed. 5. Repeat the process for any other incomplete requisitions.

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Amending Requisitions
Amendments can only be made to requisitions that have not yet been created into a purchase order, so this must be checked first. To check this, click on Requisitions Tab and find the requisition. In the far right hand column the purchase order number will be displayed. To make a change to a requisition you can either click on the: o o o Change icon from My Requisitions. Requisitions tab and the requisition number. Requisitions tab and select the requisition then click Change or Cancel.

Requisition not yet approved, In Process status: If the requisition has not been approved the requisitioner can cancel the entire requisition, a line or make any changes, checkout and resubmit it to an approver. Requisition Approved, Approved status: The requisition has been approved either by the person requisitioner or another colleague. The requisitioner can cancel the entire requisition, a line or make any changes, checkout and resubmit it to an approver if applicable. Requisition Rejected, Rejected status: If a requisition has been submitted for approval but it is incorrect the approver will reject it with a reason why and the requisitioner will receive an e-mail notification. The requisitioner must resubmit the requisition with the required amendments for the approver to approve. Requisition created into a purchase order, Approved status: If a requisition has been created into a purchase order no changes or cancellations can be made by the requisitioner. The requisitioner must contact the buyer to advise of the amendments to be made and the buyer will amend the order accordingly. Request Information, In Process status: A requisition may appear in My Notifications as the approver requires further information before they proceed with the approval. The requisitioner will receive an e-mail notification as well advising of this. The next page will guide you through how to cancel a line, requisition make a change and resubmit a requisition.

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The Processes
Withdrawing a Requisition to make changes 1. Find the requisition and click on the requisition number. 2. Click Change. 3. The system will advise you that you are withdrawing it from the approval process. Click Yes. 4. Items will be back in your shopping cart. 5. You can not make changes to the quantity or price if the item is from the Marketplace. If you need to change either of these then delete the line, click Shop, go back into the Marketplace, search for the item and add it to your cart. 6. If it is a Non-Catalog item then you can only amend the quantity, if its price delete the line and re-add the line via the Non-Catalog process. 7. Click Checkout to complete the process making any relevant changes as you proceed. 8. If the requisition is within your approval limit, click Submit. 9. If the requisition is outside your approval limit, click Next and complete the approval process before Submit. Amending a rejected requisition 1. Find the rejected requisition and click on the Rejected status to find out why and click Ok. 2. Follow the process on Withdrawing a requisition to make changes and make the relevant change to correct the rejection. Cancelling a requisition and/or a requisition line 1. Find the requisition and click on the requisition number. 2. Click Cancel Requisition. 3. If you have more than one line you can select a line and click Continue to cancel that line only or 4. Click on Cancel Entire Requisition. 5. Click Submit on the Review and Submit screen.

1. A message will display advising you that the cancellation has been submitted for processing. 2. Click Return to Requisition Details. Any lines that you have cancelled with be a nil value and will have the cancelled indicator icon 3. The line or requisition will no longer be able to be created into a purchase order.

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Actioning a requisition sent to you

Even if you just have iProcurement responsibility, you can still approve a requisition if it is within your approval limit. The requisition will then be created into an actual purchase order by a colleague with iProcurement Buyer responsibility. If you receive an e-mail notification advising you that a requisition is awaiting your approval you must action it as soon as possible, especially if it is a foreign currency requisition. The requisition will be listed in My Notifications. If you are going to be absent from the office ensure you set a rule in My Notifications, to ensure any requisitions sent to you for approval are automatically forwarded to another colleague. You can action a requisition away from your desk as long as you have remote access (refer to page 42). An automatic e-mail will be sent to the originator if you have not approved it within 3 days, a further e-mail will be sent 2 days later to the originator to advise the document has still not been approved and a further final reminder two days later if it still has not been approved. The requisition will then be in the saved cart of the person who raised it. At the bottom of the iProcurement shop screen is My Notifications, which lists any requisitions awaiting your approval.

Vacation Rules
Set this rule up when you are going to be away from the office so that any requisitions sent to you for actioning will be sent to another colleague to action in your absence. 1. Click on Vacation Rules and Create Rule. 2. Select Next on the Vacation Rule: Item Type screen to display the screen below.

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3. Complete the following fields: o Start Date o End Date o Message 4. In the blank delegate field enter the surname of the colleague and Tab. 5. If there is more than one member of staff with that surname Quick Select the relevant one. 6. Click Apply.

Actioning Requisitions
1. From My Notifications, click on the Requisition awaiting your approval and a screen similar to below will display with limited information, where you will have a number of actions you can carry out.

Do not click Open Document

Edit Requisition Enables those items within the requisition to be displayed in your shopping cart screen with a view to amending them e.g. account code was incorrect, wrong tax code or a need to split over various account codes. o o o o Click Edit Requisition Approver Shopping Cart will display, click on Approver checkout and make any relevant changes as you check the requisition. Once changes have been made click Submit Click Continue to complete your approval response (refer to page 51)
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View Requisition Details Enables you to view requisition lines in more detail. o o o o o Click on View Requisition Details to display the details screen. Click on the Details icon for the first item line. This will show any receipts, invoices and payments made relating to the item line. Click Show Additional Information to review the requisition line e.g. tax codes, account codes. Once you have reviewed the information click on OK and OK again to display the purchase requisition screen. Complete your approval response.

Approval Responses o Approve: Select if requisition is correct. If the requisition was raised by a member of staff with Requisitioner responsibility, once approved the requisition will go into the pool for the department awaiting creation into an order by a buyer. If it was raised within a buyer responsibility, the system will approve it, create it into an order, approve the order and either transmit direct to the Marketplace supplier or it will be printed and faxed to supplier. Approve and Forward: Use if you wish another of member to review it even after you have approved it yourself. Ensure that you enter the Surname of the colleague in the blank Forward To field and Tab. Complete the Note field if applicable and click Approve and Forward. Forward: Use this is you wish to forward the requisition to another colleague. Ensure you complete the Forward To and Note field and then click Forward. Reject: Complete the Note field and then click Reject. Requestor will receive an e-mail notification and it will display in their My Notifications and in My Requisitions. Request Information: Use this If more information is required prior to approval. Click Request Information and complete the Information Requested field and click Submit. Requestor will get an e-mail notification and it will display in their My Notifications and in My Requisitions.

o o

Once you have carried out an action on a requisition, it will no longer be listed in My Notifications and the status will update on the requestors screen.

Actioning a requisition via remote access.

When you receive the email notification, you must click on the link Please click here to respond. You will then need to log into CUFS, and the screen where you approve or reject the requisition will display and you just simply follow the procedures above. Some users may experience problems when actioning remotely, and their cache will need to be cleared which can usually be accessed via internet options.

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Receipting and Returning

As well as raising a requisition in iProcurement you must receipt all internal and external items. The responsibility of the receipting will vary within departments as it maybe the requisitioner, the approver, stores department or another colleague. Once an item or service is receipted by an individual other than the requisitioner an e-mail notification will be sent to the requestor advising them that their goods/services have been received. 1. Click on the Receiving tab.

2. A list of requisitions you raised awaiting receipting will be listed in Requisitions to Receive. 3. If you are receipting on behalf of a colleague you can search by purchase order number as this will be on the delivery note. When you receipt on behalf of a colleague they will receive an e-mail notification. 4. If you are receipting a Blanket order that was raised via core purchasing, search by Purchase Order and in the blank search field enter the order and release number e.g. 1142181-1 and click Go. 5. Click on the receive icon for the relevant requisition and the following screen will display.

6. Select the line you are receiving.

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7. The supplier part number either pulls through from the Marketplace or the Supplier Item field in the non-catalog template. 8. Update the Receipt Quantity field if you are receipting a different quantity to what you ordered. 9. The person who requested the item will be displayed the far right hand side of the screen. 10. Click Next to display the following screen. If you have a delivery note number enter it in the Packing Slip field.

11. You can complete the Receipts comment box if you wish. Click Next. 12. You may get a warning message and this only relates to items you are receipting on CUFS that you have received before your specified Need-By Date. If this message displays click Yes. 13. The review and submit screen will display. Submit. To complete the receipt process, click

14. A confirmation message with your receipt number will display. 15. Click Return to Receiving and the item will be listed in My Receipts at a Glance. To view the receipt information you can click on the glasses icon for the relevant line.

What if I need to correct the receipt?

1. From the Receiving tab, Receiving Process, click on Correct Receipts 2. Items Received field is Last 7 days. This is from the date the requisition is raised so you may need to amend this accordingly. 3. Input the Correct Quantity for the relevant item and click Continue. 4. Correct Receipts: Review and Submit screen displays. Click on Submit. 5. Confirmation message displayed confirming the adjustment.

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Returning on CUFS
1. From the Receiving tab, Receiving Process, click on Return Items. 2. Items Received field is Last 7 days. This is from the date the requisition is raised so you may need to amend this accordingly. 3. Once you have found the item, input the Return Quantity and click Next and the Return Items: Enter Return Information screen displays. 4. Click on the Torch for the Reason field and click Go to Quick Select a return reason. 5. Input any comments if applicable and click Next. 6. The Review and Submit screen displays, click Submit. 7. No returns number is given. 8. Ensure you contact the supplier to arrange return of the item.

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Further Guidance and Support

Small changes may be made to the iProcurement module so please ensure that you are always referring to the most up to date training material.

Quick Reference Guides and Detailed Documentation http://ufs.admin.cam.ac.uk/reference/

On-line iProcurement course

http://www.admin.cam.ac.uk/offices/finance/training/courses/34.shtml

Course Training Manuals http://www.admin.cam.ac.uk/offices/finance/training/manuals/

iProcurement Help Desk 01223 (7)65101 Support for on-line training/course literature 01223 (7)65985

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