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Part 1: Requester creates and submits the requisition
Step 1: Open Purchase Requisitions (New)
Log in to Oracle as the Requester. On the Home page, click the Procurement tab, then click Purchase Requisitions (New).
You should see: the Self-Service Procurement page.
Step 2: Check your preferences
This is a onetime task; you don’t need to change the preferences every time when you raise a new requisition.
a) Preferences:
Click Preferences in the top-right corner.
b) Requisitioning BU:
Check the Requisitioning BU: select University Hospital Downstate BU for Hospital users, or Downstate Campus BU for Campus users.
c) Delivery-to Location:
Select Delivery-to Location, for example: Central Warehouse_bulk
d) Destination Type:
Select Destination Type is Inventory.
e) Sub-inventory:
Select the Sub-inventory from drop downlist.
f) Update:
Click Update to change your preferences. You should see: your preferences are saved.
You can search any item by the item number, manufacturing catalog number, supplier catalog number, item name, item category, supplier or manufacturer name. To search any item, follow the steps below:
a) Search by Item number:
Type the item number inside the inverted coma, for example “100005”
b) Search by Catalog Number:
Type a catalog name inside the inverted coma, for example “1538S-2”
c) Search by Item name:
Type an Item name inside the inverted coma, for example "Tape Umbilical 1/8X30In".
d) Search by Item category:
Search items by the category from dropdown list.
e) Search by Supplier and Manufacturer:
You can also search by Supplier and Manufacturer in the search box.
f) Search by Multiple Searching criteria:
You can search by multiple searching criteria together, for example: Category, Supplier, Manufacturer etc.
g) View:
You can see the items as card view or table view.
Step 4: Add the item to your cart
a) Item Selection:
Select the item à click view details.
b) Required Quantity:
Enter the required quantity, and click Add to Cart.
You should see: the item is added to your cart (the cart count goes up).
Step 5: Open the cart
a) Click on Cart:
Click Cart at the bottom of the screen. You will see the Deliver-to Location Charge To and destination type in the Requisition summary which will come automatically from preferences settings.
You will notice the charge to becoming multiple when you select multiple items
Step 6: Edit the requisition details
a) Click the pencil icon:
Click the pencil icon next to Requisition summary to edit and put more header level information.
b) Fill the blank fields:
(The numbers outside the red boxes indicate the sequences)
Update the following field one by one, you have to fill up required field.
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Field
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What to enter
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1. Description
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Write a description of the requisition. (Required field)
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2. Justification
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Write why the requisition is needed (Required field)
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3. Emergency purchase order request
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Tick only if it is urgent
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Requested Delivery Date
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Select your required delivery date
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4. Destination Type
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This will as Inventory from your preference settings
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5. Sub-Inventory
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Check the Sub-inventory. This will come from the preference settings.
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6. Urgent
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If needed urgently, click urgent button
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c) Additional information:
(The numbers outside the red boxes indicate the sequences)
Under Additional information, select:
1. Hospital Capital Purchase: Select No (this is required field)
2. Requisition Category: Select Procurement (this is required field)
3. Requisition Type: Select Standard, (this is required field)
4. Add a Note to Supplier.
5. Attachments if needed (drag and drop a file, or paste a link and click Add URL)
d) Update:
Once all the fields are filled in, click Update in the top-right corner.
You should see: the details are saved and you are back in the cart.
Step 7: View Approvers, View Requisitions in PDF and save for later (Optional)
a) Three-dot option:
Go to the three-dot Menu.
b) View Approvers:
Select View Approvers to check the approval hierarchy in approval path.
c) View PDF and save for Later:
You can see requisition as pdf, just click view PDF. Click save for Later if you want to submit later.
Step 8: Submit
a) Submit:
Click Submit in the top-right corner. You should see: a message that the requisition is submitted for approval, and a requisition number.
b. Funds check warning:
You may see a funds check warning. Review the details and click submit.
Part 2: Requester checks the requisition
a) Log in as the Requester and open Procurement à Purchase Requisitions (New), as in Step 1. (Ignore this step if you are already logged in)
b) Click My Requisitions at the bottom of the page.
c) Optionally, search by requisition number or other details to narrow the list.
d) Click the requisition to see its details.
e) You can see the requisition details.
You should see: all your requisitions, each with its status:
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Status
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Meaning
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Draft
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Not submitted yet
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Pending approval
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Waiting for approvers
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Approved
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Approved by everyone
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Ordered
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A purchase order has been created
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Find your requisition number and check that its status is Approved.
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