Purchase Requisition Steps

Requisitions are processed in the order they are received. Shoppers must complete Guided Buying training to access PSUbuy. 

PSUbuy

Create a purchase requisition to generate a purchase order, which will flow into invoicing and payment.

On a white background, a calculator, a pen, reports and wooden dies with the inscription - Purchase Requisition

Purchase Requisition

Shopper identifies a good or service in the Procurement Search Tool* and, if applicable, verifies grant funds are available before creating a purchase requisition for Central Procurement to justify the supplier, review the submitted bidding documents, or begin a formal request. 

Approved

Requisition electronically travels through the business area’s established approval path (financial officer, budget administrator, accounting, etc.).

New suppliers complete onboarding, and buyers negotiate terms and conditions. 

Rejected

Requisitions may be sent back to the requestor for one of, but not limited to, the following reasons. 

Person Hand Filling A Purchase Order Form

Purchase Order

Approved purchase requisition is received in Central Procurement. 

Central Procurement creates a purchase order after negotiating contracts, justifying prices, bidding, and obtaining signatures from the Chief Procurement Officer. 

Central Procurement releases the purchase order to the supplier to fill the order. 

goods receipt written on the keyboard button

Goods Receipt

After the shopper receives the goods or services, a goods receipt is completed in PSUbuy.

All non-catalog requests, regardless of the dollar amount, and catalog purchases with a total value greater than $5k require a goods receipt.

Online Digital E Invoice

Invoice

Supplier uploads an invoice in the SAP Business Network. 

PSUbuy verifies an invoice against the goods receipt and posts the invoice when there is a match, or a shopper receives a notification to approve service invoice details. 

paid invoice

Pay

Accounting releases the payment according to the supplier's payment terms.

Payment Exceptions

An invoice is blocked until a requisitioner posts a goods receipt. 

*Allowable purchases identified in the Procurement Search Tool may be paid with a purchasing card.

Training and FAQs

View before you shop for PSUbuy training.

Anchor Destination

Check the status of a new supplier application.

PaymentWorks Application

Login to the PaymentWorks application to search by supplier name and see if the application is complete.

SIMBA/S4

  1. Go to the "Display Business Partner" tile if you have access.

  2. Select "Find:" and change to Organizations (This will help to filter out some irrelevant results).

  3. Change "By:" to Name if it is not already selected.

  4. Search for "Name 1:" and leave "Name 2:" blank.

Searching Tips

  • Utilize the asterisk wild card character. The search will look for exactly what you type if you do not. If there's ANY deviation between the record and search term, you will not get any results.
    • Use the asterisk at the beginning and end. This will help to include results that may contain descriptors at the beginning and/or LLC, INC, etc., at the end without you needing to know what they are.
      • Example: Use *Grainger*
    • Use the asterisk in place of spaces and special characters.
      • Instead of *McMaster-Carr*, use *McMaster*Carr*. Accounting's check printer has a limited range of characters that can be printed. Special characters are often omitted to ensure the check is legible.
    • Break up compound words.
      • *Blue*Frame* is a better search term than *BlueFrame*
    • When locating a supplier, less is more. The fewer words you enter, the more records you will have returned.
      • Using *Lesker* is much better than trying to remember that they are listed as Kurt J Lesker Co. This also works well if you are not sure how something is abbreviated or how the company is incorporated.
    • Try using a unique word in their name.
      • *Adecco* will give more specific results than *employment*

If you do not get any results in "Name 1: ", repeat the search in "Name 2:" and leave "Name 1:" blank.

  • Many companies are DBA (Doing Business As) entities. Their profile is registered as the parent/individual tax reporting entity.
  • Use this to search for specific departments in colleges with multiple records.

The ONLY numbers we can pay are the records that begin with "8". All other number series are for specific use in other areas of the university. As such, The Office of Central Procurement cannot issue payment to those supplier instances.

Anchor Destination

Check a payment status.

Penn Staters should complete a goods receipt to initiate a payment.

Choose an option below to find a payment. 

Suppliers

Encourage suppliers to follow the instructions on viewing invoice details in PaymentWorks.

Vendor Line Item Browser Fiori Tile*

  1. Select the Vendor Line Item Browser Fiori Tile.
  2. Enter the Supplier/Business Partner number in the Supplier Account field.
    • If you do not know the Supplier/Business Partner number, you can expand the search criteria by selecting the magnifying glass icon.
    • You can also type the Supplier/Business Partner number in the Supplier Account field.
      • Note: Some suppliers will have a REMIT TO Supplier/Business Partner number that begins with 51*. Both numbers should be used when searching for payment.
  3. Enter the Supplier/Business Partner number in the Supplier Account field, and select "All items."
  4. Check the box beside:
    • Normal items
    • Special G/L transactions
    • Noted items
  5. Click Execute
  6. The breakdown of invoices and payments will populate:
    • RE = Invoice entry (credits, reversals)
    • ZP =  Payment
    • Y2 = Punchout
  7. Reference field will display the Supplier/Business Partner Invoice number.
  8. Text field will display the Purchase Order number.
    • Note: Entries prior to December 2020 may not show a Purchase Order number.
  9. Locate the invoice for which you are seeking payment information and double-click anywhere on that document row.
  10. Supplier/Business Partner, the amount invoiced, and Purchase Order number are displayed.
  • To find check information:
    Select "More" from the top of the screen, then "Environment", followed by "Check Information".
    • If paid by check, the check details will display (date, amount, check number, and encashment date).
    • If paid via ACH, the following message will appear at the bottom of the screen "No check information was found".

*Users need access to these specified Fiori Tiles; if they do not, they must either work with their Finance Office or email [email protected]. 

Policy

Review procurement-related policies. 

Fountain pen on policy