Department users currently use the online requisition functionality in PeopleSoft purchasing module known as FAST. FAST financial training will have to occur before an individual can use the FAST system and also a FAST ID and workflow will have to be in place as well. The identification of where the expense should be charged is done on the requisition and will carry forward automatically through the Purchase order (PO) to the Receipt and then to the Voucher (as the system refers to the invoice as input by AP). The online workflow approval and receiving process serves as signature approval. Once the requisition is approved, the system will generate a purchase order (PO) which is the official authorization to purchase goods and services. There will be no notification of when the purchase order is generated. The requestor/user will be responsible for monitoring their requisitions and knowing when a PO has been generated and purchase authorized.

Frequency: Daily,Weekly,Monthly

The steps provided are for users who have completed the FAST training for purchasing and have obtained a FAST id, please refer to GEMS self-service to schedule classes associated with this procedure. A FAST Financial manual can be obtained by the following link. It is suggest you print and refer to this manual after training for purchasing and receiving items.

1. Access FAST through the portal. Once in click on the Menu bar located on the left hand side click on Purchasing → Requistions → Add/Update Requisitions.
2. The next screen will have two taps (Finding an Existing Value) and (Add a New Value) it should already be on Add a New Value, leave the business unit as is which should be TAMPA and click on the yellow box that says Add.
3. On the next screen refer to your manual for entering important information needed on your requisition.
4. Once all the correct information in entered click on the mark in the Status line, then click on the Budget status Line to check if there is budget in that account code established. Once that is checked you can save the requisition and a requisition number appears.
5. Send a notification to your req approver that your requisition is ready for approval. Once it is approved the requisition will be forwarded to your purchasing agent where he/she will establish a purchase order number.
6. You will need to monitor the system regularly for your requisition to acquire a purchase order number.
7. Once the purchase order number is established, you will need to print it and forward it to the vendor. The Manual says that invoices will be mailed to Accounts payable. It is recommended by this College that you change the bill to information on the purchase order to your department address so that you can better track the invoice once the item has been shipped and received by your department.
8. If the billing information was changed, you should receive the invoice after the item has been received in your department. If this is the case, you are then ready to do a receipt on the items. Once you have a receipt number, write it on the invoice. Sign and date the invoice, write the chart fields on the invoice as well. Make a copy of the invoice and forward to Accounts payable AOC 100 or scan the invoice and email it to APInvoices@admin.usf.edu.
9. It is recommended that you print the requisition, the purchase order the receipt forms and the invoice and keep this paperwork all together in a notebook or folder.

Related Business Processes

Pre Process: FAST training
Post Process: Reconciliation

Name: Title: Department:

Sonia Manna Faculty Administrator College of Arts & Sciences Dean's Office

Campus Address: Phone: E-mail:

CPR 107 813.974.3194 manna@cas.usf.edu

Process Owner: Forms:

College of Arts & Sciences Spreadsheet.xls

Training Opportunities:

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