Strategic Sourcing & Procurement

iO Purchasing Process Walkthroughs

Get Started

Set Requisition Preferences
  1. On the right side of the screen, select “Preferences”.
  2. Update the Deliver-to-Location to your selected delivery address.
    • Addresses must be entered as BUILDING\FLOOR\ROOM
    • EXAMPLE: Cambridge/02/214-14
  3. In the Charge Accounts section, select the + Icon.
  4. Enter the Charge Account Nickname
    • Enter the Charge Account (Copy/Paste or by selecting the Arrow Box)
    • “Set as Primary” will auto-populate this Charge Account in every requisition created.
    • Select “Add” at the bottom of the screen.
  5. Repeat step 3 for as many charge accounts as necessary.
  6. Select 'Update' at the bottom of the screen.
Set Receipt Filters and Columns

Set My Receipt Filters

  1. In the Procurement module, select My Receipts.
  2. In the Receipt Filters, add:
    • Your name in either Entered by, Requester, or Both.
    • Requisition BU = 'GENERAL'
    • Items Due: Anytime
  3. Select "Save" on the right side of the screen.
  4. Name your search, and select both checkboxes.
  5. Select "Ok".

Select My Receipt Columns

  1. In the Procurement module, select My Receipts.
  2. Under "Search Results" select "View".
  3. Select "Columns".
  4. Add "Received" and "Invoiced" to the columns.
  5. Additionally, you can add the Charge Account, Project, and Task Number.
Set an Out of Office/Vacation Delegation Rule
  1. Select the Notification Bell icon in the upper right-hand corner of iO
  2. Under the Notifications Menu you can view the actions requiring your approval.
  3. Select Show All in the top right corner.
  4. Select Worklist in the top right corner.
  5. Select the drop-down menu next to your name, then select Preferences. Select the following details from the Vacation Period delegation, then select Save.
  6. Enable vacation period: Select to enable Vacation Period fields
    • Start Date: Enter date or use the calendar function to select start date.
    • End Date: Enter date or use the calendar function to select end date.
  7. You can then choose to either Reassign or Delegate the requisition approvals.
    • Reassign to: Select to reassign approval to another approver. The approval list is recalculated based on the new approver.
    • Reassign to User/Group: Select option from the drop-down menu.
    • Reassign to Name: Enter the name of the approver to be reassigned.
    • Delegate to: Select to delegate approval to another approver.
    • Note: Approvers can delegate their approval authority to other users. One approver replaces another, but the approver list is otherwise unaltered.
  8. Delegate to Name: Enter the name of the approver to be delegate.
  9. Select “Save”.
Submit a Service Request to Add a Supplier

Departments will submit a HCM/FIN Help Desk service request to the Supplier Registration/Activation category to initiate a supplier adoption. Please note that the HCM/FIN Help Desk is only open to Rice University users.

More information can be found on the Controller's Office Website.

Requisition and PO Lifecycle
  1. Select the Actions (three dots) on the right side of the requisition, and then select “View Lifecycle”.
  2. To view payment details, Select on the invoice number and select the payments tab.
  3. Rice University’s payment terms are “net 30”, so payment will be issued after 30 days from the invoice date.
  4. If an invoice has a status of “Needs Revalidation,” the first thing to check here is whether a receipt has been created, and if not, reach out to the “entered by” or “requestor” to create the receipt in it.
  5. If you find this status and a receipt has been issued correctly, email paymentinquiries@rice.edu for further assistance.

Requisitions

Create a Requisition (Non-Punchout Requisitions)

Click here to launch the Oracle Guided Learning.

Create a Requisition (PunchOut Requisition)
  1. Select “Create PunchOut Requisition”. A list of supplier punchouts will appear. Select the supplier name.
  2. You will be redirected to the Supplier’s website.
  3. Choose the item you would like to purchase from the search results, type the quantity, and add the item you would like to purchase to your cart by selecting Add to Cart.
  4. Now, you can continue shopping by repeating step 3, or click Checkout to return to iO.
  5. This will bring you back to iO into the Edit Requisition page.
  6. Select the pencil icon next to the “Requisition Summary”.
    • Description: Add a description of the order. This description will also be seen on the Manage Requisitions page, so type in something to help you identify this requisition.
  7. This is a punchout requisition line, so you will NOT be able to edit anything in the requisition line itself. Note: The procurement category (which is not editable) from the punchout drives the natural account segment of the chart of accounts. If you are purchasing an asset ($5,000 or more), then you will need to update the CoA to select the appropriate asset clearing account.
    • Under the Line: Details section, review the Delivery and Billing information for each requisition line.
    • Delivery Section: Adjust Requester and Deliver-to Location as needed.
    • Requester: user requesting the goods/service.(Remember: there are two people that can receive the requisition: the Entered by (person that created the requisition) or Requester (person that is designated as the requester by the person that created the req).
    • Deliver-to Location: campus address where the goods will be delivered, or services will be rendered.
    • Billing Section: Under the Billing section, you will need to review the Project information and/or Chart of Accounts information for the line item. These will default based on your requisition preferences, but this is where you can adjust them.
    • If you need to charge your requisition to a grant/project, you can enter the Project Number in this section. Select a charge account from your requisition preferences by changing the Charge Account Nickname or entering a new Chart of Accounts string. Remember: a Chart of Accounts string is required to be entered for every purchase, including project-funded purchases. The system will look to the project to define the correct Chart of Accounts, but it needs values entered to work properly.Note: The procurement category (which is not editable) from the punchout drives the natural account segment of the chart of accounts. If you are purchasing an asset ($5,000 or more), then you will need to update the CoA to select the appropriate asset clearing account.
  8. After confirming that the requisition is fully correct and complete, click Save.
  9. Review the information and then click the Submit button.
  10. The requisition is now pending approval. You can see your requisitions and the status of each under My Requisitions.
Create a Non-Standard Disbursement

Visit the Controller's Office website for more information on how to Create a Non-Standard Disbursement.

Create a Blanket Purchase Order

Click here for more information on how to Create a Blanket Purchase Order.

Add Funding to a Requisition

Click here for more information to add funding to a requisition.

Split Funding on One Requisition Line
  1. From the requisition summary page, select the Delivery icon next to the line item.
  2. Under Billing, select the “Action” (three dots) on the right side of the line item.
  3. Select “Split”
  4. You can split the funding based on Amount or Percentage.
  5. Adjust as needed and update the funding information for each distribution line: Chart of Accounts and Project information (as necessary).
Split Funding on All Requisition Lines
  1. Select all line items with the check boxes.
  2. Select “Edit Multiple”.
  3. Select “Delete and Create Distributions” and then select “Create Distribution”.
  4. Add the percentage, Project number (if required) and Charge Account.
  5. Select Create.
  6. Select “Actions” (three dots) on the right side of the screen and select “Split”.
  7. Repeat step D and E.
  8. Click “Update”.
Reassign a Requisition (Change the Entered by)
  1. To change the entered by on a requisition, users can reassign requisitions to another Rice individual. Requisitions cannot be in edit mode to reassign a requisition.
  2. Navigate to “My Requisitions” at the bottom left of the screen.
  3. On the right side of the screen click on Actions (three dots) and then “Reassign”.
  4. Begin typing the individual’s name (First Last).
  5. Check the box below the name, if you want to notify the new Entered by via iO Notification and Email.
  6. You will receive confirmation the requisition was reassigned, and the Entered by has been updated.

Requisition Approvals

View Requisition Approval Workflow
  1. Navigate to “My Requisitions” at the bottom left of the screen.
  2. On the right side of the screen click on Actions (three dots) and then “View Approvers”.
  3. Scroll to the bottom of the screen to view the approval workflow.
  4. Users can see where in the approval process the requisition is, including the next user to approve the requisition.
    • Orders under $1000 are automatically approved
    • Orders over $1000 must be approved by the Cost Center Manager (if COA is used) or Project Manager (if a project is used).
    • Orders between $25,000-$99,999 must be approved by a Strategic Sourcing & Procurement Buyer
    • Orders over $100,000 must be approved by the VP of Strategic Sourcing.
  5. Users with a check next to their name have approved the order
  6. Users listed in a horizontal line are a group of approvers - only one must approve the order for it to proceed into creating a purchase order.
  7. Once approvals are complete, the purchase order is created and sent to the supplier.
Submit Information on a Requisition Pending Approval

During the approval process, an approver may request more information related to the order, such as a sole source justification, bid tabs, and/or quotes and invoices.

  1. To submit information on a pending requisition, navigate to the top right corner of the page and select the notification bell.
  2. When an approver returns a requisition for the Entered by to submit additional information, there will be a notification for “Information Requested” Approve Requisition REQ000…., select the hyperlink.
  3. A pop up will appear, scroll down to the approval history, and view the information requested.
  4. Scroll to the top of the pop up, and select “Actions” and then “Submit Information”.
  5. The entered by can submit any comments and supporting documentation back to the approver. Once complete, select “Submit”.
  6. The requisition will route back to the approver, who will review the information provided, and approve as necessary.

Receipts

Set Receipt Columns and Filters

Set My Receipt Filters

  1. In the Procurement module, select My Receipts.
  2. In the Receipt Filters, add:
    • Your name in either Entered by, Requester, or Both.
    • Requisition BU = 'GENERAL'
    • Items Due: Anytime
  3. Select "Save" on the right side of the screen.
  4. Name your search, and select both checkboxes.
  5. Select "Ok".

Select My Receipt Columns

  1. In the Procurement module, select My Receipts.
  2. Under "Search Results" select "View".
  3. Select "Columns".
  4. Add "Received" and "Invoiced" to the columns.
  5. Additionally, you can add the Charge Account, Project, and Task Number.
Create a Receipt
  1. In the Procurement module, Select My Receipts.
  2. Select the BU = 'GENERAL' in the search page and change the Items Due field to 'Anytime'. Optionally, enter the requisition or PO number.
  3. Highlight the row or rows to be received. This is performed by line, so if there is more than one line on the order, be sure to highlight all lines.
  4. Select the Receive button.
  5. Select the Show Receipt Quantity/Amount button.
  6. Select the Submit button.
  7. Select OK.
Correct a Receipt
  1. In the Procurement module, Select My Receipts.
  2. On the right side of the screen, select the Tasks icon and select Manage Receipts:
  3. Select the BU = 'GENERAL' in the search page and change the Items Due field to 'Anytime'. Optionally enter the Receipt or PO Number.
  4. Select the Search button
  5. Highlight the receipt to take action on and select the Correct button
  6. Enter the corrected quantity or amount in the 'Correct Quantity/Dollar Amount' field
  7. Select the Submit button
  8. Select OK.

Change Orders

Creating a Change Order to Update Dollar Amount, Quantity, or Funding
  1. Select “My Requisitions” in the bottom left corner of the screen.
  2. Select the Actions (three dots) on the right side of the requisition, and then select “Edit”.
  3. A warning message will display; Select Yes.
  4. *Description = Enter a description of the change being made or the reasoning behind the change
  5. Change any of the information as needed. To change information like description or category, select the Edit button (which looks like a pencil) and make the necessary change(s).
  6. Change Reason = Optionally, enter a reason for the change.
  7. If the Edit button was used to change the description or category, for example, select OK. Otherwise, if changes were made directly on the page, such as for quantity, select the Submit button.
  8. Select OK, and then select “Submit” in the top right corner of the page.
Canceling a PunchOut Order
  1. Select “Create PunchOut Requisition”. A list of supplier punchouts will appear. Select the supplier name.
  2. You will be redirected to the Supplier’s website.
  3. Navigate to the account section (usually located in the top right corner, with your name listed) and select “Orders” from the drop down list.
  4. Locate the order you wish to cancel, and follow the instructions provided by the supplier to cancel the order. PLEASE NOTE THIS DOES NOT CANCEL THE PO IN iO - ONLY WITH THE SUPPLIER!
  5. Once you have received confirmation from the supplier the order has been canceled, proceed to “Cancel a Purchase Order”.
Cancel a Requisition/Purchase Order
  1. Select “My Requisitions” in the bottom left corner of the screen.
  2. Select the Actions (three dots) on the right side of the requisition, and then select “Cancel”.
  3. A cancel reason dialog box will display; enter the reason and Select OK.
  4. When the cancel confirmation message displays, Select OK.
  5. The requisition status will change to Canceled.
Cancel a Requisition/Purchase Order Line
  1. Select “My Requisitions” in the bottom left corner of the screen.
  2. Open the requisition, and then select the Actions (three dots) on the right side of the requisition line, and then select “Cancel”.
  3. A cancel reason dialog box will display; enter the reason and Select OK.
  4. When the cancel confirmation message displays, Select OK.
Close a Requisition/Purchase Order to the Invoiced Amount

View the Lifecycle:

  1. Select the Actions (three dots) on the right side of the requisition, and then select “View Lifecycle”.
  2. To view payment details, Select on the invoice number and select the payments tab.
  3. Rice University’s payment terms are “net 30”, so payment will be issued after 30 days from the invoice date.
  4. If an invoice has a status of “Needs Revalidation,” the first thing to check here is whether a receipt has been created, and if not, reach out to the “entered by” or “requestor” to create the receipt in it.
  5. If you find this status and a receipt has been issued correctly, email paymentinquiries@rice.edu for further assistance.


Correct the Receipt (if necessary) to match the invoiced amount:

  1. In the Procurement module, select My Receipts.
  2. On the right side of the screen, select the Tasks icon and select Manage Receipts:
  3. Select the BU = 'GENERAL' in the search page and change the Items Due field to 'Anytime'. Optionally enter the Receipt or PO Number.
  4. Select the Search button
  5. Highlight the receipt to take action on and select the Correct button
  6. Enter the corrected quantity or amount in the 'Correct Quantity/Dollar Amount' field
  7. Select the Submit button
  8. Select OK.

Create the Change Order to Close the Requisition/Purchase Order:

  1. In the Procurement module, select Purchase Requisitions.
  2. Select “My Requisitions” in the bottom left corner of the screen.
  3. Select the Actions (three dots) on the right side of the requisition, and then select “Edit”.
  4. A warning message will display; Select Yes.
  5. *Description = Enter a description of the change being made or the reasoning behind the change.
  6. Update the line item details, such as quantity or dollar amount, to match the invoiced amount in the Lifecycle.
  7. To change information like description or category, select the Edit button (which looks like a pencil) and make the necessary change(s).
  8. If the Edit button was used to change the description or category, for example, select OK and then Submit.
  9. If changes were made directly on the page, such as for quantity, select the Submit button.