University | Villanova University



Villanova University

Web Requisition



Creating a Purchase Requisition on the Web

NOVASIS Web Address:

• From NOVASIS home page, click Login to Secure Area

• Enter User ID and PIN, click Login button

• Confirm PIN

• A page similar to the following should appear:

• Click on Financial Information

• Click on Requisition Entry Form

• You are now ready to create a Purchase Requisition

Navigation Use the mouse for point and click navigation throughout the Requisition form. The Tab key may be used to move to the next field. Use Shift + Tab to return to a previous field.

Browser Either Netscape Navigator or Microsoft's Internet Explorer can be used to access the Web Req. form. Depending on the resolution setting on your computer, you may want to adjust the font size to "fit" the form to your computer screen. To do this, go to top of browser and click View > Decrease Font.

Instructions to complete a Purchase Requisition on the Web

|Step |Field |Instructions |

| | | |

|1. |Transaction Date |This field will default to current date. No changes are necessary. |

| | | |

|2. |Delivery Date |Enter desired date of delivery (must be later than transaction date). |

| | | |

|3. |Vendor ID |Enter the Vendor's ID, e.g. V12345. If you need to look up the Vendor's ID, scroll to the Code Lookup section|

| | |at bottom of form. (see below) |

|Step |Field |Instructions |

| | | |

| |Vendor Full Name |Do not enter information in this field if your vendor already exists in the system. If the Vendor is a new |

| | |vendor for the University, Enter the vendor's full name and leave the Vendor ID field blank. Use the Document|

| | |Level Text section to indicate this is a new vendor and enter the correct address. Procurement will add the |

| | |vendor to the system. |

| |Type: |Select "Vendor" from drop-down list. |

| |Code Criteria: |Leave blank (this is the Vendor ID you are looking for) |

| |Title Criteria: |Type in the name of the Vendor or a partial name followed by a wildcard "%". The example is searching for a |

| | |Vendor ID for Hewlett-Packard. Wildcards can also be used at the beginning of a title, ex, %Packard%. |

| |Max # of rows |Select the number of matching results |

| |Execute Query |Click the Execute Query button to see vendors that match your search criteria. (this may take several seconds|

| | |to run) Enter the ID of the vendor in the Vendor ID field. |

| | | |

|5. |Organization |Enter your 3-digit organization code. |

| | | |

|6. |Ship To |Enter the appropriate ship-to code. If you do not know the Ship To code, scroll to the Code Lookup section at|

| | |bottom of the form. (shown in Step 3.) |

| |Type: |Select "Ship" from drop-down list. |

| |Code Criteria: |Leave blank (this is the Ship To code you are looking for) |

| |Title Criteria: |Type in last name preceded by a wildcard. ex. "%Colleluori |

| |Max # of rows |Select the number of matching results |

| |Execute Query |Click the Execute Query button to see vendors that match your search criteria. (this may take several seconds|

| | |to run) Enter the code in the Ship To field. |

| | | |

|Step |Field |Instructions |

| | | |

|7. |Document Level Text |This can be used for any notes to Procurement, vendor addresses, phone numbers, special instructions, etc. |

| | |Note, text does not wrap, each line must be entered individually. |

| | | |

|8. |Code Field |Leave blank. |

| | | |

|9. |Description |Enter description of item |

| | | |

|10. |Quantity |Enter number of items being ordered. |

| | | |

|11. |Unit Price |Enter dollar amount of item. (no need for $ sign) |

| | | |

|12. |Unit of Measure |Enter EA for each, or use drop-down list for appropriate U/M. |

| | | |

|13. |Commodity |Optional. Enter additional description/information if necessary. |

| | | |

|14. |Dollars/Percents Buttons |Dollars will be selected by default. You may wish to use Percents to distribute the cost of a purchase to |

| | |multiple departments. |

|Step |Field |Instructions |

| | | |

|15. |Index |Select the appropriate Index from the drop-down list or enter the 6-digit Index code of the department to be |

| | |charged. (The Fund, Org, Program, Activity, and Location fields are not necessary if the Index is entered.) |

| | |If you do not know the Index number, you can use the Code Lookup section at the bottom of the page. |

| | | |

|16. |Account |Enter the expense account to be used. If you do not know the expense account code, your can use the Code |

| | |Lookup section or refer to the attached account code list. |

| | | |

|17. |Dollars |Enter the dollar amount (or percentage) associated with each accounting distribution. The total amount must |

| | |equal the total in the above commodity section. |

| | | |

| |Note: |All charges will be at Document Level Accounting. (cannot charge line by line to different Index numbers) |

| | | |

|18. |Save as Template |Optional. If you frequently complete reqs. that are similar, (same vendor, commodities, accounting) you can |

| | |save the req. you just completed as a template. You will then be able to retrieve the template and save time |

| | |entering data. |

| | | |

Important Note: You must click the "Complete" button for the requisition to be forwarded to the approval process. Although clicking on the "Validate" button will generate a document number, nothing is saved until "Complete" is clicked.

|Expense Accounts: | | | | |

|Supplies | | | | |

|Office |7311 | |Non-capitalized Equipment | |

|Instructional |7312 | |(less than $5,000 unit cost) | |

|Laboratory |7313 | |Computer Hardware and Software |7316 |

|Other |7319 | |Minor Equipment |7315 |

| | | |Office Furniture |7317 |

|Mail, Copying, Printing, etc. | | | | |

|Postage |7333 | |Capitalized Items | |

|Copy Charges |7331 | |(unit cost $5,000 or greater) | |

|Printing |7332 | |Computer Hardware |7513 |

|Bulk Mail Charges |7334 | |Computer Software |7517 |

| | | |Equipment -Audio Visual |7512 |

|Travel and Entertainment | | |Equipment -Dining |7516 |

|Conferences |7341 | |Equipment -Office |7514 |

|Business Entertainment |7344 | |Equipment -Sci/Lab |7511 |

|Special Events |7342 | |Equipment -Other |7519 |

|Other |7349 | |Furniture -Office |7532 |

| | | |Furniture -Classroom |7531 |

|Other General and Administrative | | |Furniture -Residence Hall |7533 |

|Advertising |7403 | |Furniture -Other |7534 |

|Consultants |7407 | |Vehicles -Automobiles |7541 |

|Dues/Memberships |7401 | |Vehicles -Trucks |7542 |

|Equipment-Rental |7351 | |Vehicles -Other |7543 |

|Equipment-Maint/Repairs |7357 | | | |

|Honoraria |7417 | | | |

|Office Equip-Maint/Repairs |7358 | | | |

|Recruitment |7343 | | | |

|Relocation |7345 | | | |

|Special Functions |7414 | | | |

|Staff Development |7404 | | | |

|Subscriptions |7402 | | | |

|Vehicle Maint & Repair |7361 | | | |

|Vehicle Gas & Oil |7362 | | | |

|Visa Purchasing Card |7445 | | | |

|Visiting Lecturers |7416 | | | |

|Contracted/Purchased Services |7363 | | | |

|Miscellaneous |7449 | | | |

| | | | | |

|Building Related Expenses | | | | |

|Building-Maint/Repair |7356 | | | |

|Locks and Keys |7364 | | | |

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