Fluid Non-Catalog Requisitions in NUFinancials (Training Guide)

The Guide will walk a Requester through the process of creating a Fluid Non-Catalog Requisition.

Fluid Non-Catalog Requisition – Getting Started

 Are attachments required for a non-catalog requisition?

• BD-1 or SSJ-1 is required for non-catalog requisitions (excluding grant subcontract requisitions) of $25,000 or more. See the NUPortal under the Purchasing tab to find these forms.
• PPS approves requisitions of $25,000 or more.

Who creates non-catalog requisitions?

• Users with the Requester procurement security role.

What is a non-catalog requisition?

• A purchase request for goods or services not found in iBuyNU. Approved requisitions are automatically sourced into one or more purchase orders by NUFinancials.
• To learn how to complete a special non-catalog requisition including a blanket, grant-subcontract, or Receive by Dollar Amount requisition, see the Knowledge Base articles for those specific training materials.

Step 1: Create a Standard Non-Catalog Requisition

Navigate to Fluid Non-Catalog Requisitions

1. Log in NUFinancials.
2. If it's not already selected, select the Employee Self Service Home Page from the drop-down menu.

3. Click the eProcurement tile.

 

4. Click Create Requisition tile.

5.  Click Special Requests to create a non-catalog requisition.

Step 2: Enter Standard Non-Catalog Information Fields

Item Details:

These fields provide information that NUFinancials includes on the purchase order after the requisition is approved. Fields that are denoted by the asterisk * are required.

1. Enter *Item Description. (The description you enter should match the source description of the product)
2. Enter *Price. (Zeros after the decimal are automatically added if you do not provide them)
3. Enter *Quantity. (The quantity must be at least 1)
4. Click the *Unit of Measure magnifying glass to open a Look Up window.

5. Enter the first two letters of the unit into the Unit of Measure field.
   • Alternatively, click the magnifying glass to see the list.
6. Expand the Search Criteria to search.
7. Select the Unit of Measure for your desired measurement.
8. Click the Category magnifying glass to look up the categories.

9. Click the Category link that best describes the kind of non-catalog item you are requisitioning (see example):

  

 

Supplier Information

10. Click the Supplier ID magnifying glass to run a search for the supplier directly from this field.
11. Click the triangle to expand the Search Criteria section to search by Supplier Name. Enter the name of the Supplier that you need in the Supplier Name. Then Click Search.
    • If the supplier is found but the address is wrong, update the address through Supplier Change Request process.
    • If no results are found for your supplier, you can request to add the supplier to NUFinancials using Supplier Registration process.
12. Click the Supplier ID/Supplier to select the Supplier.
13. For the Supplier Location field, click the Location magnifying glass to run a search for the supplier location directly from this field.

 

14. In Supplier Item ID, type the supplier catalog identification, if applicable. This could be the catalog number, quote number, or other unique identifier provided by the supplier. Not all suppliers utilize a supplier catalog ID, so you may not need to enter it.

Not all suppliers utilize a supplier catalog ID, so you may not need to enter it.

 

Manufacturer Section-NOT in use.

 

Additional Information Section

15. Optional: Enter comments into Additional Information. Comments are applicable to the line item and not the entire requisition.
16. Click the Send to Supplier checkbox ONLY if the comments should be sent to the vendor on the purchase order.

• Show at Receipt box is not typically used or generally recommended.
• Show at Voucher is not used.

17. Click Add to add the item to your shopping cart.

  

18.  Your item will appear in the shopping cart icon at the top right.
19. When you are finished adding line items, click Checkout at the top of the page.

  

Step 3: Checkout

The Checkout step is where you enter ship to codes, chart strings, budget check, and save and submit the requisition.

1. Enter Requisition Name (maximum of 30 characters).
2. Select Requisition Type as ONL, the Standard Requisition type. No other Requisition should be selected unless you wish to:
   •  Hold PO from Further Processing. Please refer to the Appendix for more information regarding Hold PO for Further Processing.

Requisition Lines Section

Optional: Adding Attachments

3. To add an Attachment, click the Line Comments button below the line item.
   • Click Add Attachment > My Device > Select File > Open > Upload > Done.
4. Once you’ve uploaded the attachment, click Done.

 

Step 4: Enter Ship to Codes and Chart String Fields

Schedule Details (Within Requisition Overview Lines Section)

1. To view the hidden section that contains the Ship to and chart string fields for a line item, click the Schedule Details next to that line item in order to open the section.

2. Click the magnifying glass next Ship To.

3. A lookup window appears. Expand the Search Criteria section to search by Ship to Location or Description.
4. Click Search and select the appropriate Ship to Location.

5. At this time, you can input the Attention To field, if it hasn’t already populated with the correct name.
6. Under Distributions, enter chart string fields for a line item, click Chartfields2.

7. In Account, enter in the Account code.
8. In Fund, enter the Fund code.
9. In Department, enter the Department code.
10. To add another Chart String, click on the "+" sign at the end of the Chart String row.

11. Click Done when all information has been entered.

To apply Ship To and Chartstring information to multiple line items, refer to the Appendix for more information regarding the Mass Change function.

Step 5: Adding Comments and Check Budget

Adding Comments

1. Header Comments:  Enter a Comment to explain the reason you are creating a requisition, and any other information that will assist in getting the requisition approved.  For example: Office Supplies as requested by Professor Smith.
2. Justification Comments. If you want your comments viewable on the Approval Pages for PPS and all other Approvers, you should enter Comments in the ‘Justification Comments’ section.
3. Click Save. Requisition ID is assigned.

Check Budget

1. Once Requisition is saved, click Checkout.
2. Check Budget.
   • The budget check ensures the chart string(s) is valid and has no spending controls against it that would prevent you from submitting the requisition.
   • Successful budget checking pre-encumbers or earmarks the funds.

3. A pop-up message appears regarding budget checking the transaction. Click Yes.

  

5. When finished budget checking, click Checkout. A Budget Check Status should now appear.

  

Step 6: Submit Requisition for Approval

1. Click Submit.

2. After you submit your requisition, a Checkout Confirmation page appears.
   • The Requisition ID is available on this page. This is for internal use ONLY.
3. The Requisition is submitted to workflow for approval. Click View Approval Chain to view approval workflow.
   • See the Approvals and Workflows articles for more information.

Appendix

Line Defaults

• In Default Settings (at top), Line Defaults may be used for non-catalog requisitions only -- do not use Line Defaults for catalog requisitions
• Enter applicable defaults for Supplier, Buyer, Category, Unit of Measure, Ship To, and/or Attention.
• If you use Line Defaults, it is not necessary to re-enter the same information in subsequent steps.

 Comments

• Requisition Header Comments on the Checkout page is where you enter comments that pertain to the requisition as a whole. If using these Comments to communicate to Approvers, ensure comments are entered in the Approval Justification comment box.

Shipping Charges

• Do not add a Line Item for charges associated with shipping, freight, or transport of goods.
• When an invoice is received, Accounts Payable will enter exact shipping charge which will be pro-rated across all chart strings in the requisition.
• Shipping charges do not impact matching tolerance thresholds, so it is not necessary to enter estimated charges at the requisition level.

 Ship To Codes

• If a ship-to location needs to be added or modified, fill out the Ship To Code Request Form located at NUPortal > Financials > Purchasing > Purchasing Resources and Forms.
• A list of ship-to codes with addresses is also available at NUPortal > Financials > Purchasing > Purchasing Resources and Forms.

Chart Strings

Entering a Chart String

Use for Single Line Item requisition and Single Chart String.

• Click the Schedule Details next to that line item in order to open the section.

• Click on Chartfields2 to fill in the Fund, Dept, Project/Activity (when applicable), and Account Codes.

  

Mass Change function for Chart String

Use to apply chart string information to multiple line items, if the same chart string information is used for more than one item.

• Click on Actions and select Mass Change.

• In the Shipping Information section, enter the Ship To code.

• In the Distribution Information section, enter the Chart String Account code under Chartfields1.

• Click Chartfields2 to apply the Chart String Fund Code and Dept ID.

• If applicable, click Chartfields3 to apply the Chart String Project ID, Activity code and/or Chartfield1.

• Click Done.
  • When adding multiple chartstrings, for the Apply Distribution Changes drop-down, select Replace Distribution Lines.

 

• A pop-up message appears regarding applying changes to selected lines. Click Yes.

Click here to continue with Step 5: Adding Comments and Check Budget.

Add an additional chart string to a single line item (distributed purchase):

• Click the + to create an additional line. You can add this line in either Chartfields1 or Chartfields2.

Chartfields1: Complete the Percent of distribution between the two lines when sharing the same Chart String information.

  

Chartfields2: Complete the Chart String information.

 

 Hold PO from Further Processing

• Hold PO from Further Processing will be automatically applied to Blanket Order Requisitions and Grant Subcontract Requisitions.
• There is no Hold PO from Further Processing for Receive by Dollar Amount Requisitions.
• To Hold PO from Further Processing on Standard Non-Catalog Requisitions, you must select that option in Requisition Type:

  

Completion of Requisition Header Comments is also required and includes:

• The reason why you are putting the PO on Hold
• What action you want taken with the PO
• Why you need to prevent the system from automatically sending the PO to the vendor. 

Requisition Defaults

This setting is used when you want to create multiple lines with the same supplier and chartstring information in the requisition.

Requisition Defaults will help you:

• Apply consistent information to all lines entered.
• Reduces the risk of entering the wrong Supplier or Supplier Location.
• Makes the overall process of creating a requisition much clear. 

1. Click on Requisition Defaults from the Create Requisition Page.

• The Requisition Setting page will appear.

2. Under Header Defaults, enter Requisition Name.
3. Under Line Defaults, click the Supplier ID magnifying glass to run a search for the supplier directly from this field.

The Lookup will appear.
 

4. Click the triangle to expand the Search Criteria section to search by Supplier Name.
5. Enter the name of the Supplier that you need in the Short Supplier Name. Then Click Search.
   • If the supplier is found but the address is wrong, update the address through Supplier Change Request process.
   • If no results are found for your supplier, you can request to add the supplier to NUFinancials using Supplier Registration process.
6. Click the Supplier ID/Supplier to select the Supplier.
7. The Supplier Location is automatically populated. If the Supplier Location needs to be changed, click the Location magnifying glass to run a search for the supplier location directly from this field.

8. Click the Category magnifying glass to look up categories.
   • You can also scroll down the list and choose a category.
9. Click the Category link that best describes the kind of non-catalog item you are requisitioning.

8. Click the Unit of Measure magnifying glass to open a Look Up window.
9. Select the Unit of Measure for your desired measurement.

   

10. Enter the ‘Ship To’ code in the Ship To
    • Click the magnifying glass next Ship To to look up the ship to code.
    • A lookup window appears. Expand the Search Criteria section to search by Ship to Location or Description.
    • Click Search and select the appropriate Ship to Location.

  

11. Under Distribution Details, enter the Fund.
12. Enter the Dept (Department).

  

13. Scroll to the right, enter the Account.
14. Click Done.

 

 

FAQs

What should I do if my ‘Ship To’ code keeps disappearing?

Go to Requisition Settings and enter the Ship To code from there. This will allow you apply the Ship To for each Line.

What happens if you click the backspace button multiple times while creating a Requisition?

If you click your backspace button multiple times to erase information while creating a requisition, you may get kicked out of the requisition and your requisition will not be saved. Please remove the information that you wish to delete using NUFinancials funtionality.

How do I go back to fix my line item information for a Non-Catalog Requisition?

To fix the Line information for a Non-Catalog requisition, click on the hyperlink description of the line item, make your changes to the line information, and then click ‘Apply’ to save the changes.

What Happens when I forget to enter a requisition name in the Requisition Name field?

If you do not enter the Requisition Name when on the Summary Requisition page, the Requisition ID generated by the system, will automatically populate the Requisition Name field.

What should I do if the Budget check status is invalid or error?

If you get an error on the Budget Validation Status, review the following link for more information about the error: https://services.northwestern.edu/TDClient/30/Portal/KB/ArticleDet?ID=1186

 

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For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) or email consultant@northwestern.edu.