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Purchasing Checklist
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Section
Step
ProcessDescriptionNavigationQuick Reference Guide or Notes
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Initial Setup1Purchasing Security RolesAs needed, confirm for staff that security role access to process requisitions, purchase orders, procurement contracts, and procurement cards are assigned based on the college's Security Workbook.Nav Bar > Navigator > People Tools > Security > User Profile > Distributed User Profileshttps://ctclinkreferencecenter.ctclink.us/m/56084/l/560982-distributed-user-profiles
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Initial Setup2Purchasing Defined User PreferencesAs needed, confirm for staff that User Preferences> Procurement>Requisition authorizations/Purchase Order Authorizations/Receiver/RTV setup, includes allowed actions (approval, cancel, delete, close, re-open, authority to enter on behalf of other users, close override, etc). Set up is based on the college's Security Workbook.NavBar> Navigator> Set Up Financials/Supply Chain> Common Definitions> User Preferences> Define User Preferenceshttps://ctclinkreferencecenter.ctclink.us/m/56084/l/1176969-fscm-security-user-preference-definition-in-finance
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Initial Setup3Requester Setup and Buyer SetupRequester and Buyer profiles allow staff to input Reqs and/or PO's and are set up with default information, including Ship To, Location, Origin, Status and Chartfields based on the college's Security Workbook.Nav Bar > Navigator > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Buyer Setup or Requester Setuphttps://ctclinkreferencecenter.ctclink.us/m/56084/l/555517-fscm-procurement-buyer-and-requester-setup
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Initial Setup4Pcard File Import SetupPcard Administrator(s): Create a new Run Control ID to upload daily pcard files. File Path: /FSIN/I-204_PCard/WAXXX/Visa/Data/ NavBar > Navigator > Purchasing > Procurement Cards > Process Statements > Load ProCard Stagehttps://ctclinkreferencecenter.ctclink.us/m/79744/l/1034453-9-2-uploading-procurement-card-p-card-statement
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Initial Setup5Procurement Card Setup Cardholder Profile setup (card information, proxies, and default distribution) completed prior to Go Live. Query to view card assignments/proxies: QFS_EX_PCARD_USERSNavBar > Navigator > Purchasing > Procurement Cards > Definitions > Cardholder Profilehttps://ctclinkreferencecenter.ctclink.us/m/79744/l/929034-9-2-adding-a-new-p-card-in-ctclink
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Initial Setup6Supplier InformationSupplier review prior to Go Live and as needed: College adds Location code to existing Supplier or adds a new Supplier as needed, then submits for approval.NavBar > Navigator > Suppliers > Supplier Information > Add/Update > Supplierhttps://ctclinkreferencecenter.ctclink.us/m/72571/l/1033684-9-2-creating-or-maintaining-a-supplier
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Initial Setup7Confirm Budget/GL setupConfirm that budget data and GL combo codes are set up prior to entering purchasing transactions and running the budget check process.NavBar > Navigator > Commitment Control > Review Budget Activities > Budget Detailshttps://ctclinkreferencecenter.ctclink.us/m/79735/l/1046750-9-2-inquiry-budget-details-for-commitment-control
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Initial Setup8Requester's Workbench (optional)Optional set up of the Requester's Workbench. The Requester’s Workbench provides a central workspace for users with the ability to approve, dispatch, cancel, close, review, and update requisitions.NavBar > Navigator > Purchasing > Requisitions > Requester’s Workbench

https://ctclinkreferencecenter.ctclink.us/m/79744/l/1542379-9-2-using-requester-s-workbench
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Initial Setup9Buyer's Workbench (optional)Optional set up of the Buyer's Workbench. The Buyer’s Workbench provides a central workspace for users with the ability to approve, dispatch, cancel, close, review, and update purchase orders.NavBar > Navigator > Purchasing > Purchase Orders > Buyer’s Workbench

https://ctclinkreferencecenter.ctclink.us/m/79744/l/1519791-9-2-using-buyer-s-workbench
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Initial Setup10Buyer's WorkCenter (optional)Optional set up of the Buyer's WorkCenter. The Buyer WorkCenter provides users with the ability to analyze, review, and manage requisitions, purchase orders, receipts, contracts, and related data. It offers access to a variety of pages and information to perform daily tasks without navigating between different menus.NavBar > Navigator > Purchasing > Buyer WorkCenterhttps://ctclinkreferencecenter.ctclink.us/m/79744/l/1461662-9-2-using-buyer-workcenter
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Process11Requisition EntryRequisition EntryNavBar > Navigator > Purchasing > Requisitions > Add/Update Requisitionshttps://ctclinkreferencecenter.ctclink.us/m/79744/l/1044106-9-2-creating-a-requisition
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Process12Requisition Budget Pre-checkRequisition budget pre-check, then submit for approval (green checkmark in header).NavBar > Navigator > Purchasing > Requisitions > Add/Update Requisitionshttps://ctclinkreferencecenter.ctclink.us/m/79744/l/1079450-9-2-perform-requisition-budget-pre-check
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Process13Requisition ApprovalsRequisition Approval routingNavBar > Navigator > Purchasing > Requisitions > Manage Requisition Approvals or NavBar > Navigator > Worklist > Worklist or Approval Notification Email linkhttps://ctclinkreferencecenter.ctclink.us/m/79744/l/1059489-9-2-process-requisition-approvals
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Process14Requisition Budget CheckBudget check of approved Requisition.NavBar > Navigator > Purchasing > Requisitions > Add/Update Requisitionshttps://ctclinkreferencecenter.ctclink.us/m/79744/l/929009-9-2-budget-checking-requisitions
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Process15Purchase Order EntryOnline Purchase Order EntryNavBar > Navigator > Purchasing > Purchase Orders > Add/Update POshttps://ctclinkreferencecenter.ctclink.us/m/79744/l/1064465-9-2-creating-purchase-orders-online
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Process16Purchase Order EntryPurchase Order Entry by sourcing (copying) from a RequisitionNavBar > Navigator > Purchasing > Purchase Orders > Add/Update POshttps://ctclinkreferencecenter.ctclink.us/m/79744/l/929023-9-2-purchase-order-from-a-requisition
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Process17PO Budget Pre-checkPO budget pre-check, then submit for approval (green checkmark in header)NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POshttps://ctclinkreferencecenter.ctclink.us/m/79744/l/1079465-9-2-perform-purchase-order-budget-pre-check
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Process18PO ApprovalsPO Approval routingNavBar > Navigator > Purchasing > Requisitions > Manage Requisition Approvals or NavBar > Navigator > Worklist > Worklist or Approval Notification Email linkhttps://ctclinkreferencecenter.ctclink.us/m/79744/l/1059529-9-2-process-po-approvals
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Process19PO Budget checkBudget check of approved PO.NavBar > Navigator > Purchasing > Purchase Orders > Approve POshttps://ctclinkreferencecenter.ctclink.us/m/79744/l/1059529-9-2-process-po-approvals
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Process20PO DispatchDispatch PO after approved and budget checkedNavBar > Navigator > Purchasing > Purchase Orders > Add/Update POshttps://ctclinkreferencecenter.ctclink.us/m/79744/l/1050918-9-2-dispatch-purchase-order
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Process21Receipt EntryAdd ReceiptsNavBar > Navigator > Purchasing > Receipts > Add/Update Receiptshttps://ctclinkreferencecenter.ctclink.us/m/79744/l/1043881-9-2-add-new-po-receipt
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Process22Pcard File uploadRun the Load ProCard Stage Process, then the Load Statement process to upload daily pcard file transactions and make them available for reconciling by cardholders.NavBar > Navigator > Purchasing > Procurement Cards > Process Statements > Load ProCard Stagehttps://ctclinkreferencecenter.ctclink.us/m/79744/l/1034453-9-2-uploading-procurement-card-p-card-statement
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Process23Pcard Reconcile StatementCardholder's reconciliation and verification of pcard transactions.NavBar > Navigator > Purchasing > Procurement Cards > Reconcile > Reconcile Statementhttps://ctclinkreferencecenter.ctclink.us/m/79744/l/929031-9-2-reconciling-p-card-transactions-statements-manually
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Process24Pcard Transaction ApprovalPcard transaction approval.NavBar > Navigator > Purchasing > Procurement Cards > Reconcile > Reconcile Statementhttps://ctclinkreferencecenter.ctclink.us/m/79744/l/929031-9-2-reconciling-p-card-transactions-statements-manually
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Pcard Transaction Budget Check
Pcard validate budgetNavBar > Navigator > Purchasing > Procurement Cards > Reconcile > Reconcile Statementhttps://ctclinkreferencecenter.ctclink.us/m/79744/l/929031-9-2-reconciling-p-card-transactions-statements-manually
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Process26
Pcard Load Voucher Stage Process
Stage pcard transactions for the AP voucher build process. Pcard transactions must be approved, with valid budget check, and valid chartfield string status to be included in the staging process. NavBar > Navigator > Purchasing > Procurement Cards > Process Statements > Load Voucher Stagehttps://ctclinkreferencecenter.ctclink.us/m/79744/l/1052350-9-2-run-load-voucher-stage-process
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