This guide will cover:
- How to create a requisition in Self Service Banner
- How to submit requisition attachments to Procurement Services using TDxRequisitionUpload
Information
The Requisition module in Self Service Banner (SSB) is a web-based form that allows users to create requisitions directly into the University's financial system. The steps listed below will assist you in completing a purchase requisition and submitting requisition attachments to Procurement Services.
How to Create a Requisition in Self Service Banner
Departments must create a requisition to initiate the procurement process for purchases that require an approved purchase order for the delivery of goods or services.
Step One:
- After logging to The Nest, click Administrative Services followed by Financial Information and access the Requisition module.
Step Two:
Enter the following parameters to start the requisition:
Enter Transaction Date, Delivery Date and Vendor ID – Transaction Date is the date the requisition is created, Delivery Date for when the goods / service is to be delivered (must be after the transaction date).
Enter Vendor ID and Click Vendor Validate – Enter Vendor ID and click Vendor Validate. This will populate vendor profile. Note: Vendors must register with Procurement Services to do business with SJU.
If Vendor ID unknown, you can search for a vendor using Code Lookup. (See Code Lookup section)
Requestor Information – Will default based on user profile in Banner
Organization Code – Will default based on user profile in Banner
Attention To – Will default to requestor’s name. You may enter the name of the requestor for whom the purchase is intended for.
Ship Code - For University City requestors only. Enter UCCFIN for the ship code.
Step Three:
The following screen will appear:
For text to print on the Requisition/PO, use the Enter Document Text, Print box. Example – quotation reference, packaging instructions, etc.
For text to not to print on the Requisition/PO, use the Enter Document Text, No Print box. Example – suggest supplier on a requisition or provide internal instructions to the Purchasing department.
Click Save and Exit Documentation
Step Four:
Enter the following parameters:
Commodity Description – This is the description of what you are buying
U/M Unit of Measure – Enter the unit of measure or select from the drop down menu
Quantity – Enter the Quantity (number) of the items you are purchasing
Unit Price – Enter unit price for each item you are purchasing. Note: When one line item will billed and/or received in several increments, the Quantity entered on the Requisition should equal the total dollar amount for the item and the Unit Price entered should be “1”. This allows the Accounts Payable department to post multiple invoices against one PO line.
Step Five:
Enter the necessary information to charge the expense to the appropriate FOAP. After entering all fields, click Validate.
Step Six:
By clicking Validate, you will be brought to the top of the Requisition Form and if all components of the Requisition are filled out appropriately, you will receive the following information.
Scroll back down to the bottom of the Requisition and click Complete. Note: the requisition can be saved in process for completion at a later time by clicking Save in Process. The following message will appear upon successfully completing the requisition. Record your requisition number for reference.
How to quickly look up a value for a field using the Code Lookup feature
Go to the bottom of the requisition page:
Click the Type drop down arrow and select vendor – Enter your search criteria in the Code Criteria field to search by Code (vendor number) or Title Criteria (vendor name)
Search using partial information and a wild card character (%) if you are unsure the exact criteria
A% - items that begin with the letter A in their Code or Title
%A - items that end with the letter A in their Code or Title
%A% - items that include the letter A in their Code or Title
Click Execute Query. The results will display at the top of the page.
How to submit your requisition attachments using the TeamDynamix / TDxRequisition Upload form
Departments are required to submit supporting documentation; (e.g. quotes, pro – forma invoices, estimates, or any pertinent information that supports purchase) when creating a requisition in SSB.
TDxRequisition Upload is SJU’s ticketing system for submitting requests to Procurement Services.
Once the requisition is created in SSB, the end user will log into TeamDynamix and access Procurement / Accounts Payable service catalog to upload the attachments.
Requestor and Acct / Dept. Will auto-populate based on your login credentials.
Requisition Number. Number assigned by Banner when a requisition is created in the system. (R00XXX)
Business Purpose of Expense. Must clearly show the reason for the purchase and how it directly benefits SJU.
Vendor Name. Company name or vendor ID # that SJU is doing business with.
PO Dispatch Email Address. Vendor email address where Procurement Services will send purchase order to.
Is your purchase request related to capital project / expense? This question if answered “yes” will route to Financial Reporting Director for approval prior to coming to Procurement Services.
Attachment. To load supporting documentation associated with requisition.
This completes all the processes for creating a requisition and submitting requisition attachments to Procurement Services.