EZ Requisition and Continuation Form Instructions

The Excel version of the form, as retrieved from the website, is protected. After you have saved it to your desktop, you may unprotect it so that little tweaks may done such as inserting a line or other minor changes. Then you can protect it again to keep your template clean.

Header Information

PO REFERENCE NO.: This is an optional field. Enter the PO Reference number that is based on your legacy requisition number (i.e. 748001). The CMS records will show this number in the reference field of the resulting (on-line) Purchase Order. The PO Reference field does not print out on the actual PO but is a search field on the PeopleSoft Purchase Order Inquiry Screens.
DATE SUBMITTED: Actual date the requisition is submitted for departmental approvals. This date generally is not the actual date submitted to Purchasing.
DEPARTMENT:: Enter your Department name.
DEPTID: Enter your 5-digit PeopleSoft Department ID (e.g. 00748). The DeptID becomes part of the chartfield on the PeopleSoft Purchase Order and should identify the department that is actually paying for goods and services.
DELIVER TO: Enter the building, room number and person to whom deliveries should be made.
REQUISITIONER’S: Same as previous forms. Answering the questions will guide you through whether or not
CHECK LIST: supporting documentation is needed.
REQUESTOR/ APPROVER: Complete the Requestor line but leave the Approver line for a signature. The approval process has not changed and is done in accordance with Division policy.
PO ORIGIN: This is an optional field. An entry in this field may be used to identify the department that will actually receive goods or services. Enter the three-digit department code that is based on the last three digits of the PeopleSoft DeptID (without leading zeros). The “PO Origin” number will serve as an identifying attribute in CMS reports and queries. The “PO Origin” becomes a search field on requisition panels and is printed on the Purchase Order. Only one “PO Origin” per requisition. If no PO Origin is provided, Purchasing will not enter a value.
CMS PO/REQ NO.: Purchasing will write the resulting CMS document number on this line for communicating it to the end-user. If Purchasing converts the hard copy EZ Requisition to an on-line CMS requisition, the CMS requisition number will be indicated. If Purchasing enters the EZ Requisition directly as a CMS purchase order (no CMS requisition is created), then the CMS purchase order number will be indicated.
STANDARD COMMENTS/NOTES: This is an optional field, the same as on the previous form. Enter information such as “Internal Delivery Required” or other information pertinent to the requisition.
PURCHSING USE ONLY: Purchasing will use this box to record procurement notes and details.

Default Infromation

Chartfield information and the due date entered here will default to all lines of the requisition and the resulting purchase order. If multiple chartfield distributions are required, unprotect the document and insert additional lines on the Excel form.

On this EZ Requisition Form, multiple chartfield distributions must be limited to the following even distributions only: 50%, or 25%. For example if distributing costs by 25%, you would insert two additional lines so that a total of four lines are shown.

If chartfield information varies for even one line of the Requisition, then the FULL REQUISITION FORM should be used and the chartfields populated on a line by line basis on.

ACCOUNT: Required Field. Enter the 6-digit Account number.
FUND: Required field. Enter the 5-digit Fund.
DEPTID: Required Field. Enter the 5-digit DeptID for the department that is actually paying for the goods or services.
PROGRAM: Optional Field. Enter the 5-digit Program number if applicable. (For use at the discretion of the Department.)
CLASS: Optional Field. Enter the 5-digit Class number if applicable. (For use at the discretion of the Department.)
PROJ/GRT: Optional Field. Enter the 10-digit Project/Grant number if applicable. (For use at the discretion of the Department.)
DUE DATE: Required Field. Enter the date that requisitioned items are needed. The Term ASAP is not a valid value and will be interpreted to mean 30 days on the PeopleSoft Purchase Order.

The Body of the EZ Requistion

Information is provided on a line-by-line basis:

LINE NO.: This form has the line numbers provided.
QUANTITY: Enter the quantity to be ordered. (If you want 100 each, the quantity is 100).
UOM: This is an abbreviation for “unit of measure.” Enter the UOM (For example, if you want 100 each, the UOM is “EA” for “each.”). NOTE: The UOM for all blanket orders is DLR for “dollar” which indicates that so many dollars of unspecified goods or services are being Purchased.
UNIT PRICE: Enter the unit price of the items being ordered. The unit price should correlate to the UOM.
EXT PRICE: Extended Price – the calculated total price for the item being bought (quantity times the unit). This is a calculated field on each line in the Excel form.
CATEGORY: Enter the NIGP (commodity) code if known. (This is an optional field on the hard copy form only.) NOTE: This is a required field in PeopleSoft. Each category code has an associated default account that may be overridden on the line. The most prevalent default account is “Supplies and Services” 660003.
TAXABLE (Y/N): Enter Y for yes if the item is taxable. Enter N for no if the item is not taxable. NOTE: Sales tax AND freight costs are not pre-encumbered on a Requisition. They are calculated, if applicable, on each line of a Purchase Order.
ITEM DESCRIPTION: Enter the narrative description of the items to be procured. If more space is needed, additional lines may be inserted OR a detailed description and/or specifications should be attached to the requisition (please mark the Requisitioner’s Check List accordingly).

Bottom of the Requistion

SUGGESTED VENDORS: Enter suggested vendor(s) name, address, telephone, and name of point of contact.
EXT PRICE: Enter total of all items (quantity times the unit price for each line) exclusive of tax and shipping.
TAX: Enter calculated tax. This is for your records. CMS Purchasing does not add, or encumber, the tax until the Purchase Order is created.
SHIPPING: Enter the cost of shipping. This is for your records. CMS Purchasing does not add or encumber the shipping until the Purchase Order is created.
TOTAL: Enter total cost (all items plus tax and shipping).

EZ Req Continuation Form

The EZ REQUISITION CONTINUATION FORM is provided to include additional page(s) of line item requests. Refer to the instructions for the BODY OF THE REQUISITION to complete this section. Remember to number each additional line.