Questions and Answers
A catalog requisition is a request for items from existing University contracts with special pricing that are
loaded into the online eProcurement system called Show-Me Shop. A non-catalog requisition is a request
for items NOT covered by existing University contracts listed in the online eProcurement system called Show-Me Shop.
For now, encumbrances work similar to the regular requisition/purchase order process. As soon as the
requisition is budget checked a pre-encumbrance is established. When the PO is created, the pre-encumbrance
is released and an encumbrance is established.
These orders are set up for 2-way matching (PO and voucher are all that is needed for payment). Receiving is not
required so as soon as the invoiced is processed by AP the encumbrance will be released and the expense incurred.
This process may change when a new payment process is implemented in 2008.
No. If you think there will be a need to order the same items in the future, you can save a non-catalog
requisition as a template when it is created and refer to it for future use as needed. When using a template
you can add or delete items and change quantities and prices if need be. See the
ePro Requester Training Guide for more information about managing templates
No, not a template, but you can create favorites for catalog items in the Show-Me Shop. See the
Show Me Shop Quick
Reference Guide for instructions.
No. If you have multiple Approvers assigned to you in workflow, only one designated Approver's approval is needed
to approve a requisition. You have the ability to add other Approvers in addition to your workflow designated Approver
at the time you save your requisition. All ad hoc Approvers and at least one designated Approver must each approve the
requisition. Approvers receive an email notifying them a requisition requires their approval. See the
eProcurement
Requester Training Guide for detailed steps on how to add Approvers.
Requesters receive an email after the Approver(s) perform an action (approve or deny). You can also obtain the
requisition status using the requisition number in Manage Requisitions (menu path of eProcurement > Manage Requisitions)
If you are creating a catalog requisition, you will always know the current price for an item because it is
included in the eProcurement Show-Me Shop. If you are creating a non-catalog request, you should obtain the
cost from a vendor's quote or website before creating the requisition.
No. Each Requester has a default ShipTo code (aka delivery address) and a default chartfield string (aka funding)
associated with their user ID. Nothing needs to be entered, but you have the ability to change the defaults as needed.
See
Requester Funding and Shipping Modifications topics contained in the
ePro Requester Training Guide.
See
Requester Funding and Shipping Modifications topics contained in the
ePro Requester Training Guide.
See
Requester Funding and Shipping Modifications topics contained in the
ePro Requester Training Guide
If you had access and rights to create requisitions prior to October 1, 2007, you will have both the Purchasing and
Procurement menu items. You should use the eProcurement menu for all new requisitions, but history information for
requisitions prior to October 1, 2007 will only appear in functions that are part of the Purchasing menu link.
Use UM Print Req feature. Menu path is eProcurement > UM Print Requisition. Refer to "Printing a Requisition" section
of the
eProcurement Requester Training Guide for detailed steps.
A Procurement Services buyer should be indicated
only on non-catalog requisitions if known, but it is not required.
A buyer name is added to a non-catalog requisition by clicking on the Line Details icon
at the end of the line or
on Settings at the top and clicking the magnifying glass next to the buyer field to select the appropriate buyer.
A buyer name does not get added to catalog orders.
NOTE: If the Line Details icon is used, the buyer name must
be added to each line. If Settings is used, you must enter the information on the Settings page before adding your
line items.
Contact your campus procurement services office if a change needs to be made to a catalog order.
Contact the campus procurement services office if a change needs to be made to a non-catalog order.
You can view your PO history in the Show Me Shop. See the
Show Me Shop quick reference guide for steps.
It is not recommended to search using anything but the full PO number in Show Me Shop history. However,
if you want to search using criteria other than the PO number, you mark the filter check box and the criteria
at the bottom of the page become available for selection. It should be noted the dates default to the current
month.
When searching using filter criteria, your results cannot be narrowed down by Requester. There could be multiple
POs in the same status for a particular vendor on any given day for one business unit.
Do not search using "my purchase orders". Unfortunately, PO information in Show Me Shop history does not relate
back to the PeopleSoft Requester.
If you do not use the PO number and do not limit the criteria by Business Unit, your search results will show POs
for all business units.
The results page includes the PO number, Supplier, creation date/time, PO total, Requisition No., Requester, and
the status. The Requisition No. is NOT your PeopleSoft requisition number and the Requester name will show as
"Catalog Order, Dept". When POs are electronically transmitted, the Show Me Shop system assigns a separate requisition
number for the transmission that you do not need to be concerned with. The Show Me Shop requisition number should not
be confused with your PeopleSoft requisition number. In Show Me Shop history, you are only concerned with the PO number.
Yes, additional vendors will be added to the Show Me Shop in the future.
Try using Advanced Search options (click "advanced search options to the right of the search button), which may allow
you to be more specific. When using Advanced Search, checkmark "Include Similar Terms" if you are unsure of the
EXACT number.
The Basic Search searches across all categories, therefore produces more random results than a standard detailed search.
Only products containing ALL the words entered are returned in the search results. NOTE: Word order is not important.
When using the basic search options, enable/checkmark the "include similar terms" if you are unsure of the spelling
or partial terms are known. Do not use "include similar terms" when entering numbers in the product description.
SEARCHING RECOMMENDATIONS:
- Perform category-specific searches whenever possible.
- If you cannot find your item through a category-specific search, try All Category Search or enable "include similar terms" checkbox to expand your search results (NOTE: it is important that you choose ONE of these options, not both.)
- Using the Basic search AND enabling the "include similar terms" checkbox may result in random results, therefore it is not recommended.
- Weighting is only accurate for the category that the item is found in. Weighting is not affected by recurring word usage.
- Generally speaking, do not enter partial words.
- The more information, the better.
- Multiple supplier names, manufacturer names, or catalog numbers can be entered into the appropriate search criteria field and searched simultaneously.
USE OF "INCLUDE SIMILAR TERMS":
- Use "include similar terms" when
1) you do not know the spelling of the product description or supplier,
2) performing Catalog number or SKU searches, or
3) when you do not find your item through a search performed with the option turned off.
- Do not use "include similar terms" when
1) if you feel confident in the search criteria entered, i.e. product description, supplier, etc. or
2) for descriptions with numbers.
A cart that was in process and/or a cart successfully returned to a PeopleSoft requisition can be found in Show Me Shop History. You’ll need to begin by creating a new requisition, but you can access the “lost” cart without having to re-search and add those items again.
Click here for instructions
No, in order to place an order for items from a custom or special quote received from a catalog supplier sales rep, it must be entered as a Non-Catalog requisition.
No. Funding on a requisition cannot cross business units, meaning the business unit identified at the beginning of req creation 1) matches the GL unit on each line’s distribution, 2) is associated with a DeptID for the originating business unit, and 3) matches the project business unit. For example, if UMSYS is identified when starting a new req, the GL unit on each line’s distribution must be UMSYS, each DeptID must start with “A”, and each project business unit must be UMSYS.
One particular field that is easily overlooked is project business unit. For instance, assume a user has COLUM defaults. If the user is creating a UMSYS req and the project ID is 00, the same as his COLUM default project ID, he sees the project ID 00 displayed and thinks no change is needed; however, it would be necessary to click on project ID hyperlink 00 to access the page with the project business unit to change it to UMSYS or verify the field is populated with UMSYS.
Use only one Ship To code per vendor on a single requisition.
The system displays a rounded unit cost on some pages and not others; however, good news is the system calculates the extended cost using the actual and correct unit cost entered. For example, you can enter $.0175 as the unit cost and enter the quantity is 50,000 for line item total amount of $875. After adding the item and going to the review and submit page, the unit cost is displayed as a rounded amount three decimal places out ($.018) with an extended total price of $875. If the system calculated $.018 x 50,000, the total would be $900. The line item distribution detail (accessed via the truck icon on the line item row) shows the correct and actual unit cost of $.0175 and correct extended amount of $875. If you save the req and go to Manage Requisitions, click on the req name/number to see the requisition details, a rounded unit cost of $0.010 is displayed, but again the extended amount is shown correctly as $875. When the Approver views line detail information before approving the req, the unit cost of $.0175 is displayed correctly there too. If you print the req using the UM Print Req process, it will display the correct unit cost as entered.
Requesters cannot delete or cancel a requisition. Contact procurement services if a requisition needs to be canceled. A requisition can only be canceled by procurement before a PO is issued. If a PO has been issued, procurement would need to cancel the PO and the requisition.
It might be due to your search parameters. The date fields for searching in Manage Requisitions default one week from the current date, so you might try expanding the date range used for your search or delete the information in the date fields and then click the Find button. Also, if an order has been paid in full and in a "Complete" status, it may not be displayed in your requisition list. It is recommended that you expand "More Find Options" located under the Requester field and change the status in the Show Status field and then click the Find button. We have found that the status "All" does not retrieve all requisitions as one would think. Use the status "Searched" to find requisitions in any status. If you search using "Complete" status, you'll retrieve a list of only the requisitions associated with fully paid orders. For definitions of other statuses, review the Checking the Status of a Requisition section of the
Requester Training guide.
Yes, if an item is no cost, the system will display a question when adding the item. Click the yes button to confirm the item is zero dollars and to continue with the requisition creation process.
Yes, enter the item with a dash before the digits in the price field and the system treats it similar to a no charge item. When an item is entered with a negative dollar amount, the system displays a question after you click Add Item. Click the yes button even though the question is about the item being no charge and the amount is not zero. The discount/credit amount is calculated in the total and the correct requisition total amount displays on the Review and Submit page and on the confirmation page after saving and submitting the requisition to the Approver. Be aware the system does not display the correct requisition total amount in Manage Requisitions or on the Approval pages. If your request includes a discount/credit line, it is recommended to include a note to the Approver indicating there is a credit line and state the correct total requisition amount in the justification comments section. The resulting PO will take into account the credit/discount amount when calculating the PO total amount.
No, do not place the order again with customer service because it may result in duplication of your order. Instead, contact your campus procurement services office for assistance. If after following up with the appropriate supplier representative it is determined the order needs to be resent to the vendor, procurement services will handle that for you.
You can view your Show Me Shop purchase orders after they have been dispatched to the vendor. See page 3 of the
Show Me Shop Quick Reference Guide for instructions.
In Show Me Shop, pull up the PO history (see above question regarding
Show Me Shop Quick Reference Guide). Click on the History tab. Look for the line with the Action “PO Sent via . . .” and view the date and time to the left. To confirm the vendor received the PO, review the information in the Note column on the right. The note “200: Success” confirms the vendor’s receipt of the PO.
Unfortunately, not all Apple/Mac browsers work with the Show-Me Shop. We've found little to no problems if you use Mozilla Firefox and Netscape. Most problems connecting to the Show-Me Shop occur with Safari.
