Costpoint Guide To

Engineering Purchase Requisition Development

Process to develop a Purchase Order Requisition (POR) for long-lead items:

Process Overview

1. Engineering will put together the DCAP package of all engineering drawings, specifications, and attachments.
2. Engineering will create the electronic requisition in CostPoint for all requisitions initiated by Engineering as these items are finalized and need to be
quoted (i.e. sent to Purchasing).
3. Engineering will wait for the e-req to be fully approved in CostPoint (they will receive notification when req is approved).
4. Engineering will then print a PDF of the req for inclusion in the package.
5. The package will then be distributed to all on list for approval as per current process.

Costpoint Process
Step A – Log into Costpoint
Access to Costpoint is thru the following Link https://citrixapps.babcockpower.com/Citrix/Babcock-StoreWeb

OR

Access “Babcock Power Links” and select “Citrix Web Interface”

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 Select “Costpoint”

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 This can
remain blank.

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Step B – Go to “Manage Purchase Requisitions”
Materials  Procurement Planning  Purchase Requisitions  Manage Purchase Requisitions.

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Step C – Entering Costpoint Purchase Requisitions:

1.a 1.b 1.c 1.d

1

1) “Identification” data
a. “Requisition ID” – Enter the normal Engineering Long Lead item requisition number; Example L121116101
b. “Rev” = “0” Default and should not require change.
c. “Approval Process” = (Click on magnifying glass and then enter Project Manager from the below list)
i. BACONLL – Bill Arwood / Condenser
ii. BAFWHLL – Bill Arwood / FWH
iii. BAMSXLL – Bill Arwood / MSR/IPX
iv. GACONLL – Grant A / Condenser
v. GAFWHLL – Grant A / FWH
vi. GAMSXLL – Grant A / MSR/IPX
vii. JLCONLL – Jear / Condenser
viii. JLFWHLL – Jear / FWH
ix. JLMSRXLL – Jear / MSR/IPX
x. SLKCONLL – Dave S / Condenser
xi. SLKFWHLL – Dave Slack / FWH
xii. SLKMSXLL – Dave Slack / MSR/IPX
xiii. STKCONLL – Dan S / Condenser
xiv. STKFWHLL – Dan S / FWH
xv. STKMSXLL – Dan S / MSR/IPX
d. “Status” = “Pending” until “Submit for Approval” is selected when ready to distribute.

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 2) “Header” Tab

a. Verify your “Requisitioner” data is correct.

b. “Requisition Date”; Should auto populate with current date.
c. Enter “Buyer” for project based on listing from Curtis Miller.
a. EXCEPTION: Buyer for ALL TUBE PURCHASES is Derek Deterding
d. No additional data is required in this tab.

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 3) “Accounting Defaults” Tab

a. Enter “Project” Code: Project charging information (See below)

• Type in the project prefix: Example “T12111”

• Click on “more values” and a full listing of available options will appear.

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 • Scroll down to item for the purchase order requisition and double left click on it and the field will be populated.

b. Update the “Organization” in this tab to agree with product area. (NO NOT update “Organization” in the “Header” tab)

• Open the pull-down menu and select appropriate “Organization” with “(POC)” in the “Org Name”

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 c. No additional data is required in this tab.

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Step 4 – “Other Information” Tab

a. Can enter Requested Date (due date materials needed on site, start date for subcontractors, etc) This can be modified later.
• If unknow, leave blank.
b. Leave all other fields blank.

Step 5 – “Enter Notes” Tab

1) Enter project related notes if required.

a. This area is normally not populated by Engineering as it includes items outside of technical scope.

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Step 6 – “Assign PO Defaults” Tab (Normally everything is left blank)

1) Normally leave all fields blank.

Step 7 – “Security Requirements” Tab

1) Normally leave all fields blank

Step 8 – Enter Requisition Lines

a) Click “New” to create a new line item or (ctrl + n)

b) Use CopyCopy Record to repeat line item if needed
c) Use Delete tab to remove unwanted lines
d) Fill out required fields to complete each line. Costpoint will tell you if you need to fill out additional fields before saving.
• “Item”- Select from the pull-down menu.
• “Description” – Standards line item DESCRIPTION pull-down menu.
• “Line Notes” – Add all missing text to fully describe the item
i. Click on edit box to open text window.
• “Commodity” Verify correct or select from pull-down list.
• “Quantity” Needs to agree with “Req UM”

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 • “Internal Notes” (Topics other reviewers should be aware of)
• “Req UM” - This needs to agree with above items as a warning message will be displayed if not correct.
i. If not sure, reference previous PO for this commodity.
• “Ship ID” needs to be typed/selected as “TEI-PO Body” for all E-requisitions
• When trying to “Save” - Messages will appear if other fields need to be populated.
e) If Items are for more than one account item (Single purchase for multiple units or orders) then the accounts need to be defined and associated material
and/or services noted for each, click on “Accounts”.

f)
g) Enter data in appropriate fields and add lines or modify similar to requisition lines.

Step 9 – Saving Work

a. Saving work cannot happen until after completion of the above items and no errors exist.
b. Click on “Save” or “Save & Continue”

c.
d. Look for “Message(s) at bottom of screen with input Error(s) and Warnings listed.
i. Saving may not be possible until all error and messages are resolved.

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Step 10 -- Printing:
Step 1: Move back to the “Purchase Requisitions” tab

a) Click on “Purchase Requisitions” tab

b) Click on “Print Purchase Requisitions”

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 c) Find the document(s) to print.
a. No need to fill out top cells with RED asterisk. Leave Blank

a. Use “Option” and “Start” to find POR.

b. Click on the “Print Options” button

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 c. Click on “Ok”
d. Using the default options should print out a PDF document.
d. Click on print

e. Click on “Open”

f. Save or modify as needed.

Step 11 – Approve and Issue for Approvals

a) Click on the “Submit for Approval” button
b)

a)

d)

c) Status will change to “In-Approval”

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 d) Approval distribution can be seen by clicking on “Hdr Approvals”

e)
f) Printing will now require the “In Approval” box be checked.

g)

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