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Create a Product or Service Free Text Request

This section outlines how to create a Request for items or services that are not available in the Purchase Manager catalogs.

1. From the Homepage, click the Create Request icon on the blue navigation bar. The Create a Request page will appear.



2. The Request Name is defaulted to your name plus the Request Number—it is optional, but recommended, to rename this request to something more recognizable.
3. The Requester area defaults to your own name. If you are buying on behalf of someone else, enter their name. Approvers will be able to see that you have placed the Request on that person’s behalf.
4. Verify the defaulted Shipping Address. See the Change Shipping Address section for more information on how to change the address.
5. Enter the Reason for Request. This is optional.
6. Scroll down to reveal the Line Item Overview.



7. Click the Add Line Item button. The line items details screen will pop up to be completed.




8. The Show Optional Fields box can be left unchecked. You have the ability to check this box to reveal additional data such as the line item Long Text and Product ID fields.
9. Input the required General Information. The exact options may vary based on your organization’s protocols and administrative configurations.

     a. Type: The Line Item Type is either a Product, Service, Blanket or Invoice Plan. You may create mixed service and product requests, but Blanket and Invoice Plan line items may not be mixed with any other Type.
     b. Category: This lists all the preset options for your organization. Start typing in the first digits of the Category or Category description and make the selection using the drop down menu. Choose the Category that best fits what you are ordering.
     c. Description: Type in the description of the product or service being requested.
     d. Unit/Service Price: Input the value of the product or service, leaving off special characters like “$” and commas. Decimal points are OK.
     e. Currency: This area is defaulted, but can be updated if your organization’s Administrator has configured other Currency options for use.
     f. Quantity: The amount of the product or service to be used.
     g. UoM: The unit of measure is defaulted to each (EA) for products, and Activity Unit (AU) for Services, Blanket, and Invoice Plans. This drop down can be changed manually if needed.
     h. Recommended Supplier: The supplier you recommend to be used—start typing either the Vendor ID number or Vendor Name. You must make a selection from the drop down menu, as this area does not accept free text. If you cannot find the supplier you are looking for, contact your company’s internal Purchase Manager Administrator for assistance.
     i. Delivery Date/Service Period: For products, this is defaulted by your organization’s Administrator for 30 days in the future, which does not need to be changed. For services or Blanket Requests, select a Service Period using the calendar function. It is OK for the Date Range to be an educated guess of when a project or service will be taking place, and doesn’t have to be perfect.


10. If needed, input some or all of the following Accounting information:

     a. Split Account Assignment: Splitting the Account Assignment is optional to use when required for the Request. Choose how to split your Account Assignment—choices include None, by Quantity, by Value, and by Percent. If split, the fields will update and require more information based on your selection.
     b. Account Category: This will default to the Cost Object designated by your company’s Administrator. Your selection will update the following drop down menu to reflect your choice.
     c. Cost Object: This selection automatically populates to your default Cost Object, but will vary based on your selection of the Account Category. The Cost Object drop down can be updated by choosing the options on the drop down menu.
     d. G/L Account: If this is required by your organization, start typing the first few characters of the General Ledger Account number or description to reveal a drop down list provided by your organization. Make the appropriate selection using the drop down menu. If you don’t know what GL Account to choose, contact your finance team.



11. All of your Company Info is defaulted for you, but can be updated if needed.
12. Update the following required tax information (if needed):

     a. Tax Code: The Tax Code will automatically default, but you are able to make changes when necessary.
     b. Tax Value: No value needs to be entered in this area. If your instance of Purchase Manager is integrated with an external ERP system like SAP, the Tax Value will be calculated there.

13. Click the Save Item button. Your line item will be saved and reflected in the line item overview.
14. Repeat steps 7-13 until you have all the Free Text Line Items you need in the request, or use the duplicate function. See the Duplicate Line Item section for more information.



15. There may or may not be a notification prompting you to add an attachment at the line item or header level. Click the Add Attachment button and select a saved file off of your computer as supporting documentation. The system accepts most major file formats up to 100MB each.
16. Input any notes for the Approver or Supplier. This is optional.
17. Click the Submit Request button.
18. You will receive a “request submitted” notification at the top of the screen (not pictured). Once approved, you will receive a confirmation email.



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