Summary
IC Finance Cloud users can initiate purchases with our most commonly used suppliers (e.g. Staples or Amazon) through a version of a supplier's website built for use in the cloud platform, known as a punchout catalog.
Follow the instructions in this article to create a requisition (an internal request for a purchase) using a punchout catalog, and to reassign the requisition to be submitted for final approval.
Audience
This article is intended for all faculty and staff.
Platform
IC Finance Cloud
Contents
- Important Reminder (Please Read Before You Begin)
- Creating a Punchout Requisition
- Reassigning a Requisition
Important Reminder (Please Read Before You Begin):
Only Preparers can submit a requisition for approval. All other users will need to reassign their requisitions to a Preparer. Please consult with the administrator or coordinator in your area to determine who your Preparer should be.
Creating a Punchout Requisition
Fig. 1 IC Finance Cloud home page, Procurement tab near top of screen, Purchase Requisitions app in middle of screen under Apps
To create a requisition using a punchout catalog:
1. On the IC Finance Cloud home page, click the Procurement tab, then click the Purchase Requisitions app.
2. On the Requisitions screen, scroll down to Top Categories and click on a supplier name to pull up their punchout catalog OR type the name of the supper you are looking for in the search bar at the top of the screen, press Enter, and click on the desired supplier from the search results that appear.
Lowe's Punchout Catalog: If you are using the Lowe's punchout catalog, please see the following document for instructions that have been provided by Lowe's:
Lowe's Punchout Instructions
3. Search and browse the supplier catalog, adding the desired items to your shopping cart. When all items have been added, navigate to your shopping cart and click Submit to add your items to a new requisition in IC Finance Cloud. You will be taken to the Edit Requisition screen.
4. At the top of the Edit Requisition screen, type the reason for your order in the Justification field. The Description field will default based on the first item in your requisition, but you may want to update this if you are ordering more than one item.
5. Type your Room Number and Department name into the corresponding fields. Department has a 10-character limit and may need to be abbreviated.
6. Under Requisition Lines, click on the first line item.
7. Under Delivery, check that the correct location is shown in the Deliver-to Location field. If needed, click and search for the desired location. When searching, click the Advanced button, change "Starts with" to "Contains" for the Name field, type in part of the name of your building, click Search to find your location, click on your location, and click OK.
Deliver-to Location will pre-populate with your default location if you have set one up. If you have not, a location will need to be selected, as the default is the general Ithaca College campus address, which will not route your order to the appropriate building.
All line items should have the same Deliver-to Location. If different items need to be delivered to different location, please create a separate requisition for each location.
8. Under Billing, enter the GL account to be charged for the selected item under Charge Account. Student employees will skip this step
Account numbers can be typed, or entered using the Select Charge Account icon to the right of the account number field.
Users can also select from accounts set up as favorites using the Charge Account Nickname dropdown list. This list will not appear if you have not set up any favorite accounts.
A line item can be split between multiple accounts. To split a charge, click the Split icon at the top of the Billing section, and use the Percentage, Quantity, and Amount fields to determine how to split the item between the account numbers entered.
9. Click on each additional line item in your requisition and repeat Steps 7 and 8.
10. Scroll to the bottom of the screen to add Notes and Attachments. Type notes in the Notes to Supplier field. Click the to the right of Attachments to add any attachments.
11. At the top-right of the screen, click Check Funds to make sure sufficient funds are available to cover your requisition. A confirmation will appear if the funds check passes, or an error will appear if it does not. Student employees will skip this step
12. If you have a Submit button in the top-right corner of your screen, click this button submit your requisition for approval. Once approved, the requisition will produce a purchase order that will be submitted to the supplier. If there is no Submit button in the top-right corner of your screen, you will need to reassign your requisition to the appropriate person in your area so that it may be submitted for approval. Click the dropdown arrow next to the Save button, and click Save and Close, and follow the instructions below for reassigning your requisition.
IMPORTANT - Please remember to
receive your items in Cloud after they are delivered to you. If receiving is not completed, we will not be able to issue payment to the supplier. See the knowledge base article on
Receiving for instructions.
Reassigning a Requisition
Some users may need to reassign their requisitions in order to have them submitted by another employee.
To reassign a requisition:
1. On the IC Finance Cloud home page, click the Procurement tab, then click the Purchase Requisitions app.
2. On the left side of the Requisitions screen under Recent Requisitions, click the Requisition Number of the requisition you are reassigning. The number appears on the left side of the Recent Requisitions tile and is preceded by the letter R (e.g. R600001). You will be taken to another screen showing the details of your requisition
3. At the top-right corner of the screen, click the Actions dropdown, then click Reassign.
4. Click to search for the employee to whom you are reassigning. Type in one or more of the search fields and click the Search button. Click the name of the employee to whom you are reassigning, then click the OK button.
You can also select an employee to reassign to by typing their last name into the Reassign To field and clicking on their name when it appears.
5. Click the Send notification to this person checkbox to notify the Preparer that they have been assigned the requisition, then click the OK button.