Purpose
The purpose of this Quick Reference Guide (QRG) is to provide a step-by-step explanation of how to Create Orders on Behalf of Others (Self-Service Procurement) in the North Carolina Financial System (NCFS).
Introduction and Overview
This QRG covers the creation of orders on behalf of others (Self-Service Procurement) in NCFS.
Initiate Consumption Requisition
To initiate a Consumption Requisition in NCFS, please follow these steps. There are 29 steps to complete this process.
Step 1. Log in to the NCFS portal with your credentials to access the system.
Step 2. On the Home page, select the Procurement Tab. Select the Purchase Requisitions (New) app.
Step 3. Select the Preferences button in the top right corner.
Step 4. On the Preferences page, enter the Requisition BU and Deliver-to-Location, and select the Update button.
Step 5. Select More Actions (…) in the upper right corner and then select Enter Requisition Line.
Step 6. On the New Requisition Line page, select the Yes, select an existing item radio button and enter the Item number.
Step 7. Line Description will populate, Line Type defaults to Goods, Category defaults per item, Requested Delivery Date defaults to one week from date of entry and can be adjusted.
Step 8. In the Source section, select the Inventory radio button. Select the appropriate Source Organization to order from. No Source Subinventory selection needed.
*Note: A Reminder Message will appear below the Source Organization selection field, confirm your selection.
Step 9. In the Pricing section, update the Quantity, and the UOM will default per Item setup, Price will default per Item Cost.
Step 10. No Additional Information is needed in this section.
Step 11. Select the Create and Continue button in the upper right corner.
Step 12. In the Delivery and Billing Details section, update the Requestor Name, Requested Delivery Date, and Deliver-to Location if needed.
Step 13. In the Billing section, select Actions (…) and select the Edit option to enter the Charge Account.
Step 14. Select the Arrow Box in the Charge Account field
Step 15. Select the appropriate Accounting Distribution Charge Account and then select Apply.
Note: For the Charge Account, please make sure to only use your agency’s correct Business Unit, (DHHS = 3000, DAC = 5200, and DPI = 0800). Enter a valid Budget Fund, select a “5” series account and an appropriate AMU for your facility. DO NOT ENTER ZEROS FOR AMU
Step 16. Verify the Charge Account is correct and select the Update button.
Step 17. The Accounting Distribution will populate in the Billing section, then select Update.
Step 18. In the Cart section, verify the Requisition Order details before submitting the order.
Step 19. You can edit the Line Item details by selecting the Pencil icon, edit the Delivery and Billing details by selecting the Box Truck icon, Duplicate the line details by selecting the Two Overlapping boxes icon, or delete the line by selecting the Trashcan icon.
Step 20. Next select the Pencil icon beside the Requisition Summary to enter a mandatory Description.
Step 21. In the Description field, enter information that will be useful in identifying this Requisition, i.e. Requisition 30RXXXXXXX XX/XX/XXXX.
Step 22. You can edit the Requestor, Requested Delivery Date, Deliver to Location, and Charge Account by selecting the Pencil icon next to the Requisition Summary.
Step 23. Then select the Update button to continue.
Step 24. Verify all your information and then select the Submit button.
Step 25. A pop-up box will appear, if there are any Funds Check warnings.
Step 26. Select the View Details link to see any warning details.
Step 27. Select the Submit button, when you’re ready to submit the Requisition order.
Step 28. A Confirmation box will appear, showing the Requisition was submitted.
Step 29. You can select the My Requisition tab at the bottom of the screen to view the Approved Requisition.
Review Consumption Requisitions
To review Consumption Requisitions in NCFS, please follow these steps. There are 4 steps to complete this process.
1. On the Home page, select the Procurement Tab. Select the Purchase Requisitions (New) app.
2. Select the My Requisitions tab at the bottom of the screen, you will now be able to review recent orders and search for requisitions.
3. In the Search Bar section, enter the Requisition number and press Enter.
4. The Requisition will appear; you can select the Actions (…) to view: View Details, Edit, Duplicate, View Document History, View Life Cycle, Reassign, View PDF, or Cancel.
Wrap-Up
You can create orders on behalf of others by creating Consumption Requisitions in NCFS using the steps above. You can review and submit orders in NCFS using the steps above.
Additional Resources
- Web Based Training (WBT)