Requesters will receive a worklist in their accounts in several situations. They include:

1. When a requisition is created with a Special Category Item (such as a computer) and the dollar amount is less than $1500.
   Once the special category approver approves the requisition, FMS will then send a Worklist Notification to the original requester. The requester must access the Worklist, click the link to the requisition, then save the Requisition Amount Approval Page, which is the final approval step in the process. This will remove the requisition link from the Worklist.
2. When a requisition is denied by an approver.
   Once the approver denies the requisition, FMS will send an e-mail and a Worklist Notification to the original requester. The requester must access the Worklist and click on the "Mark Worked" button next to the requisition link or the denied requisition. This will remove the requisition link from the worklist.
3. When a requisition is recycled by an approver.
   Once the approver recycles a requisition, FMS will send an e-mail and a Worklist Notification to the original requester. Both the e-mail and the Requisition Amount Approval page will contain a comment about the corrections that the requester must make. The requester should make the corrections and save and budget check the requisition. He or she must then access his/her Worklist, click the link to the requisition, change the Approval Action from Recycle to Approve and then save the Requisition Amount Approval page. This will remove the requisition link from the Worklist.
4. When a requester creates a requisition that charges the cost of the purchase or two or more Department Cost Centers. In this case, the Department Cost Centers will share the cost of the purchase.When the requisition enters the workflow process, a Worklist Notification will be sent to the requester(s) associated with the Department Cost Center(s) that the initiating requester does not have security access for. This requester who received this Worklist Notification must access his or her Worklist, click the link to the requisition, and save the Requisition Amount Approval page. This will remove the requisition link from the Worklist. The workflow routing will continue according to the rules set for the Department Cost Centers involved.
5. Will my budget be updated immediately when a requisition is denied?
   The dollars will not be released and made available immediately. There will be a process run nightly to identify requisitions that have been denied and to make the dollars that were encumbered available again to the proper Department Cost Center.

<< Return to top

E-mails are sent to the requester at the time when a requisition is completely approved, denied, or recycled back to them. The recycle and deny e-mails will also display any comments entered when the approver took that action.

<< Return to top

Due to system limitations with grants workflow processing, the recycle function should not be used. If there is an issue found by an approver with the requisition that needs to be corrected, the approver should select the Deny Approval Action. The requester will receive an e-mail and Worklist notification. He or she can easily create a new requisition using the Copy From function, make the necessary changes, and save and budget check the requisition. This new requisition will then continue through workflow as usual.

<< Return to top

Any Worklist that is not acted on within three days will generate an e-mail to both the user as a reminder and also to the FMS workflow administrator. Only one e-mail will be sent per Worklist Notification.

<< Return to top

Institutional membership processing will follow a unique workflow routing path. Once the requisition is entered, no matter the dollar amount, it will be routed directly to the Senior Administrator associated with the Department Cost Center entered on the distribution lines. The membership should be the only item entered on this type of requisition.

<< Return to top

If the requisition has an Origin of ONL, the requisition will not be immediately approved and sourced to a purchase order. This requisition will be routed through workflow approvals. You must remember to change the Origin to LOW for requisitions under $1500. That way you are the final approver and the requisition will be sourced to a purchase order and dispatched (quite often the very same day). Remember if it is LOW, it will GO!

<< Return to top

Your requisition cannot be processed or sourced to a purchase order. If a requisition fails budget checking, your Commitment Control Appropriation Operating Budget has an Available Balance of $0 dollars or is in the negative. When you get funds, you can use the Copy From function to copy this requisition to a new requisition.

<< Return to top

After you enter chartfields in header defaults, you must enter descriptions, unit of measure, price and click REFRESH. This will bring down all the defaults from header defaults.

<< Return to top

This means that your requisition was made available for 3 way match and a Receipt is needed to complete the 3 way match process and to produce a payment

<< Return to top

When you enter each email address, separate each email by a semi-colon with no spaces between email addresses.

<< Return to top

Under the menu item Purchasing >Requisition >Review Requisition Information >Document Status and enter the Requisition number. This will give you status of your Requisition and any other associated document information.

<< Return to top

Under the menu item Purchasing >Purchase Order > Review PO Information >Document Status and enter the Purchase Order number. This will give you status of your Purchase Order and any other associated document information.

<< Return to top

Under the menu item Accounts Payable >Review Accounts Payable Info >Vouchers >Document Status and enter the Voucher number. This will give you status of your Voucher and any other associated document information.

<< Return to top

After you enter a Quick Invoice you must write the Quick Invoice Voucher ID on the receipt and send it to Central Scanning, 301 Hayes Hall. They will scan the receipts and input the voucher ID listed on the receipt. The voucher will be finalized and the check will be prepared and sent to the vendor. If you are reimbursing a student or employee, the check will be sent to that person.

<< Return to top

For all requisition types, you will need to get the PO (Purchase Order ID) that will be assigned when the requisition is sourced to a purchase order. People used to get an email stating that the requisition was sourced to a purchase order. Presently, that is not happening for all types of requisitions. If the requisition is a LOW origin (under $1500, you will not receive an email). For that type of requisition you can find the PO ID by going to Document Status (Requisition Information/Review Requisition Information/Document Status).

After the requisition is dispatched to the vendor, the next step is to receive the merchandise using Add/Update Receipts. You can find out what is ready to receive by entering the PO ID or even searching by Vendor. The Vendors will send their invoices to 301 Hayes Hall for scanning. It says right on the Purchase Order to send vendor invoices to Hayes Hall. When the invoice is scanned you will be able to view it online. Next the matching process runs. FMS looks for three document IDs.....a PO ID, a Receiver ID, and a Voucher ID. If one of these documents is not in the system, the match process will fail. The most common failure will be when the department does not enter a receiver when it receives the merchandise. In this case, you will receive an email stating that you need to enter a receipt for the PO ID. Only when this is done will the Business Office prepare the check and send to the vendor. This is to be sure that items paid for have been ordered through an FMS purchase order, received by the department, and a voucher createdby the Business Office.

<< Return to top

A CNF is used when you do not have a requisition or PO in FMS. You just have an invoice that needs to be paid. After you enter the CNF, you must get the PO ID and write it on the vendor invoice. Send the vendor invoice to Hayes Hall. You will also need to receive the goods. You should be able to receive the goods when the PO status is approved. In other cases, you will not be able to receive until the PO status is dispatched.

<< Return to top

All requisitions require receivers.

<< Return to top

There are several options, depending on the circumstances.

If the expenses are $100 or less and this is in fact a reimbursement (employee has already attended the conference), you can process a Quick Invoice (unless the expenses are to be recorded against a project/grant). You cannot use a Quick Invoice to process this type of expenses because the document is not routed for approvals. Grant PI's and the Grants Accounting Office must review all grant related expenses. Project managers and the Purchasing Department must review all project related expenses.

If the expenses are over $100 and the employee has already attended the conference, you will enter a CNF requisition. Only the CNF requisition should be used for "after the fact purchasing". Select the origin of CNF on the Maintain Requisitions page and begin the Description with CNF. When the requisition is converted to a Purchase Order, write the PO# on the conference invoice and send to Central Scanning. When the PO has a status of dispatched, you will need to receive this purchase order through Add/Update Receipts. If you do not receive the PO, you will receive an email message asking you to put in a receipt. After that, a voucher will be created and the check will be prepared and mailed to the employee. If you want to pick up the check, you will need to add a header comment in your requisition. With FMS, the 3 way match is needed to pay the vendor: a Purchase Order, a Receipt, and a Voucher.

If the expenses are over $100 but under $1500 and the employee has not attended the conference, you can put in a LOW requisition. This requisition is approved by you and will bypass purchasing and automatically be sourced to a purchase order which will be dispatched to the vendor (the conference vendor). The conference vendor will then submit the invoice (charge for conference) to Central Scanning in 301 Hayes Hall. You can then add a receipt for the purchase order. The voucher will then be created and the check will be sent to the conference vendor.

If the expenses are over $1500 and the employee has not attended the conference, a ONL requisition can be used.

<< Return to top

A requisition that fails budget checking cannot proceed any further in the process until money is transferred into the appropriate DCC budget or Grant account to cover the expense. An ongoing batch job continually budget checks requisitions so the requester does not need to do anything else to the requisition. Once the money has been transferred into the DCC budget or Grant account, the requisition will pass budget checking when the next batch job is run. It will then continue on in the workflow process. A requisition does not need to be re-entered simply because it failed budget checking. The only time a requisition would need to be re-entered is if it has been denied.

<< Return to top

If you are looking for original budget loads, transfer adjustments, transfers from original, etc., go to Commitment control/Review Budget Activities/Budgets Overview/Find an Existing Value and search for the budget inquiry you desire. Click Search. At Budget Overview Results, click on the icon with the magnifying glass (Show Budget Transaction Types). You will need to click this icon for Operating, Personnel, etc. This will show the original budget loads.

<< Return to top

Go to Commitment Control, Review Budget Activities, Budget Overview, at the Find a New Value tab, click Search. You should see all your inquiries and their descriptions. You can sort by Inquiry Name or Description just by clicking on the heading. If you want to delete an inquiry, just click on the Inquiry you want to view from the Search Results Table, then click the Trash Can icon at the top right of the Budgets Inquiry Criteria page.

<< Return to top

No. If sufficient funds are not available, users are advised to consult with their supervisor in order to resolve.

<< Return to top

No. Part of the creation of a requisition is the budget checking process which will tell you immediately whether or not the requisition will pass budget checking. If you did not budget check a requisition when it was created, you will have to check the status of the requisition to find out whether or not it passed budget checking.

<< Return to top

When the funds in a budget are depleted or insufficient to transact a purchase through the requisition process, the requisition will be denied and returned to the requester. When charges are submitted against a budget that has insufficient funds through an interface (e.g., telephone), the charges will cause the budget to go negative.

<< Return to top

A requester must have purchasing authority for the DCC that the requisition is being entered against.  A requester should not enter a DCC that is not included in his or her security setup.

<< Return to top

The process for paying travel and business entertainment and meal expenses is not changing. Paper forms will continue to be used and at this time, FMS will not be used to enter travel and business entertainment expenses. Please be sure to obtain a FMS updated form from the Business Office web site.  Complete the form on white paper and send to the Business Office.

<< Return to top

When a requisition is entered in the system, the sharing Department Cost Centers can be entered on the distribution lines. The cost is shared on a percent basis by the Department Cost Centers. When the requisition goes forward in the approval workflow, both Budget Administrators would be required to approve the purchase.

A second option would be for one department to finance the purchase and then through a budget transfer share the cost of the purchase between two budgets.

<< Return to top

For the summer term, the Department Cost Centers will not change. A program code will be utilized to flag the expenditure in either the current or the future fiscal year.

<< Return to top

The initiator role was a special role developed late in the implementation to satisfy a special need that the Residence Life group brought to our attention.

The Residence Life area had a large number of student employees that they wanted to give access to create requisitions. However, they did not want the students to have the ability to purchase up to $1,499 without higher level approval. The initiator role can create a requisition but a requester must approve it before it enters the normal workflow process. We chose not to put this role into general use because it was developed very late in the project. The Purchasing Office may offer it as an option for departments in the future.

<< Return to top

First, check to see if the person is already listed as a vendor. If the speaker is not currently listed as a vendor, the speaker needs to fill out the Vendor Data Sheet on the Business Office web site and submit it to the Business Office. Once the person is listed as a vendor, just fill out a requisition.  If the speaker is a current BGSU employee, they will need to be paid through Payroll.  In this case, please contact the Business Office for details.

<< Return to top

Call Purchasing. They will close out the purchase order. Once Purchasing closes the PO, the funds will no longer be pre-encumbered.

<< Return to top

The easiest way to handle this is to create a new requisition for the original blanket PO.  You enter a requisition with the origin of CHG.  In the description box make sure to state the PO# you want the money added to.  This ensures the proper workflow approvals.  By writing the purchase order number in the description field, Purchasing can add the requisition to the correct purchase order.

<< Return to top

No. Any time you want to make a change you have to do a change order. If you're finding that you want to make changes, you may need to think through more clearly how to enter the requisition to begin with. If the requisition is set up correctly, you shouldn't have to make changes to it.

<< Return to top

If you don't know what the additional charges are going to be each month, use a Blanket requisition instead of a Service Contract. The other option is to do a separate requisition for the additional charges.

<< Return to top

If you have provided a specific model number so Purchasing knows exactly what it is you want, once they find the cheapest price they may go ahead and place the order. However, if there are decisions to be made, different models to consider, for example, Purchasing will call to consult with you on different options they have found.

<< Return to top

Yes.

<< Return to top

Enter a shortened version of the vendor's name followed by the date. If you have more than one invoice for the same day, follow the date by a, b, c, and so on. For example you could use BEN031507a for the first of several invoices from Ben Franklin dated March 15, 2007.

<< Return to top