Creating a Requisition for Staples-PS Financials

OVERVIEW

Department Requestors create a DPT requisition to order office supplies from Staples Advantage.  The requisition goes through approval processes.  After the requisition is approved it is sourced into a Purchase Order then dispatched to Staples.  Note:  Do not process Change Orders on Staples requisitions as the Change Order does not punch out to Staples.  Process a new requisition for additional items and/or follow the instructions for returns if an item needs to be sent back.

Note for Staples Purchases on Grant Accounts:

General-purpose office supplies are usually considered facilities and administrative costs, and are therefore not allowed as direct costs. When items normally considered office supplies are purchased for technical or scientific use on a project, charges may be allowable as direct costs if appropriately justified.  Additional information can be obtained at http://nau.edu/postaward/



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CREATE REQUISITION (Staples)

Create Requisition: Go to-->eProcurement>Create Requisition

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DEFINE REQUISITION TAB

The "Define Requisition" (highlighted in yellow) will be the first pagelet to which you are prompted:

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Accounting Date: Defaults to current date.  It is only necessary to change the date during fiscal year end processing.

Origin: Defaults to DPT.  DPT is used for Departmental PO’s.

Requisition Name:  Optional.  Use a description that that will aid in searching for the requisition.  Example: FY13 – Staples Office Supplies.  If no a requisition name is not entered, the requisition number will populate. 

Ship To: - Select the address the merchandises is to be delivered

Continue



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ADD ITEMS AND SERVICES TAB

  • eProcurement>Create Requisition (Add Items and Services)
  • Web Tab
  • Staples Office Supplies hyperlink
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  • Staples Catalog

Select the Staples Office Supplies hyperlink to be routed to the Staples on-line catalog.  Search items from the catalog and add to the shopping cart.  Orders must be greater than $30.  Once the items are selected, select the shopping cart, check out and submit the order.  Once submitted, the order is populated on the PeopleSoft eProcurement requisition and automatically creates the Add Items and Services page.  In the event the Staples Office Supplies link is clicked again to add items, Staples thinks it is a new order and will test for the $30 minimum order.  The best way to add overlooked items that are less than $30 to the requisition is to delete the initial item and link back out to Staples.

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REVIEW AND SUBMIT TAB

  • eProcurement>Create Requisition (Review and Submit)
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Triangle: Expands the Line section

SpeedChart:  Select a SpeedChart to change the accounting distribution (Using a SpeedChart will not change the Account.)

“+” or “-“: Choose “+” to split funding distribution or “-“ to remove an accounting distribution line.

Attention To:  Enter the Building and Room number where goods are to be delivered.  IMPORTANT – Use only this format, 001/229.  See example in above picture.  There must be 3 leading numerical characters for the building, so building 98B, front office would be 098B/Front Office.

Comments:  Comments related to the entire requisition can be entered here.  Check the boxes, Send to Vendor, Show at Receipt, Shown on Voucher and/or Approval Justification to determine at what stage in the purchasing process the comments will be shown.  If no box is checked the comment is strictly informational and only shown on the Requisition.

Save and Preview Approvals

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  • Submit


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ADDITIONAL INFORMATION

 As items are added to the requisition the Requisition Summary, or shopping cart, appears as a sidebar to the right of the screen. The Requisition Summary displays all of the items that have been 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.

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Training & Documentation


When goods or services are needed, the first thing that needs to be done (if not using a Purchasing Card) is to Create a Requisition. Once the Requisition is submitted and approved, it will then be converted (sourced) into a Purchase Order from which vendors may be authorized to provide goods and services. View these "How-To" guide Creating Requisitions.


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