Electronically Signing Requisition Made Easy

Electronically signing requisition

[Music] welcome to the student association incorporated or as you know us sai i am kim couplow and i would like to walk you through how to fill out a purchase requisition electronically this is the process in the form that you will use in order to spend your club and organization funding through your sai accounts while we are working in the fall remote session the first thing you need to do is locate the form sai keeps all of our club and organization forms on microsoft teams i have the microsoft teams app downloaded onto my desktop and so i just go over to the icon and click on it if you don't have the teams app on your desktop i would suggest that you download it and put it there it's just an easy way to reference the teams and all of your club and organization files and things like that can all be found in your team's account and it's easy to have meetings and things like that from here when you click on the teams it'll show all the clubs and organizations that you're involved in if you do not have the student association team um that comes up you can click on join and then type it in here and then add it from here you click on this and then you click on general and then files here you will see all of our forms that our clubs organizations use you want to go down to purchase requisition and then from here you need to download it to your desktop so that you can edit it so you click on the three little dots and then download and then you want to open the form the form should automatically open in adobe acrobat if it does not what you can do is locate the form get all this stuff out of the way locate the form where it's saved on your desktop and right click and then go to open with and see if it will let you select adobe if your computer doesn't have adobe you can download the free one from your university username or email and account and how you do that is you go to this link here creative creativecloud.adobe.com and i can show you what that looks like so it'll open up to this page you click sign in and you'll sign in with your cal u email then you want to click on company your school it'll bring you to the calu page you want to type in your email and your password and then it brings you to this page for everything that you can download you'll see that acrobat dc is listed right here so you can just click on this and like and download it to your computer once that is downloaded you can open it with that software and then it comes up with this from here you want to click on fill and sign it may automatically pop up with these icons on the side if not you can go to tools over here and then click on fill and sign and then from here you want to click fill and sign and then this makes this so that you can click in here and you can type the things that you need to type we can go ahead and fill out eight our account number which is very important in your cost center which is even more important the club and organization name the requisitioner name which would be you because you're the one who's filling out the form and as you can see it's you can move these so that it's more uniform than your email the justification is why your clever organization is making this purchase um the vendor that you're that you're using that you're purchasing it from i'm just going to use if i could spell it correctly amazon and then here you would type the quantity the description of what you are [Music] we'll purchasing say t-shirts and they're only a dollar [Music] and then maybe we want a hat to go with [Music] it there two dollars hats or more then you would just keep adding the items as you go again you can move these i would like it will drive me crazy if they're not lined up that's just an accounting thing then you come down here and subtotal it and add the shipping costs and then you have your total again you can move these and then once you're done you want to sign the form so you go up here and you click this little pen and click sign and it will bring up your signature and then you want to put it into the slot that you are signing for for instance i'm signing as the club officer and then you click on next it's going to ask if you want to save you want to save it and then you go to click signature request signatures and then get started here is where you add your advisor signature and or any other club or other officer that you wanted to sign so if for instance maybe i was the treasurer and i wanted my president to sign it first so i would type in my president's name and then i would put my advisor's name next you want to make sure that you're using the correct spelling of the email addresses otherwise you'll have to do this process all over again so in this instance i'm saying that nicole arthur is my president and i would like for her to sign it and then after she signs it it would go to my advisor who in this case would be leann lincoln it goes in the order that you put the signers so if you had four emails here it would go in order one two three four then you can add down here a description this is a purchase rack i'm just gonna say buying insurance then i want to add the file so you click on this and this is where you can add this is my amazon invoice [Music] so here it adds it for attaches it to this form so that when nicole arthur and leanne lincoln open it they'll see the purchase requisition for my four dollar purchase and they'll see the invoice attached that agrees to that purchase you always want to make sure that you have some sort of backup that goes with the purchase requisition you can also add a club report file so that your advisor can see how much money is left in your account when you're done with that you click on this button here specify where to sign and then it'll take you back to the purchase requisition form and you would click in the box that you wanted them to sign so you would click in the advisor box or you can even click down here at the bottom if you had multiple people that you wanted to sign it honestly doesn't matter where on the form that they sign you would just click on there i'm not going to hit this button only because it takes a while i'll show you what i mean see it takes a while to upload it so we're just going to close that for now and then what will happen after this is you will get an email throughout the whole process so you will get an email once nicole arthur opens it and signs it and then you'll get an email once it goes to um liam lincoln to sign it so for instance if that was your president and your advisor you would get emails throughout the entire thing once it's completed i just wanted to show you this is one that we've already tested this is what it will look like when it is completed so it will have the completed purchase requisition with all of the items filled out i had a report attached to this one you can see you can attach a lot of files to these what's nice is everything is all included i could get to the bottom then you can see here we just find anywhere on these forms like i said it doesn't matter where you click in the form to sign if you can get it to sign in the right signature lines for officer and advisor that's great if not you can just click anywhere this is the most important page this is the purchase requisition page that has the final audit report so this says when it was recruit when it was created it was created by me when i signed it and then when it went out for signature when it was reviewed and when it was signed so this is the important information that we would need to act as your signature that we would tie back to your campus organization form so the campus organization form is the form that you list all of your officers so that we know who is eligible to make purchases from your account so you want to make sure that form is updated and i believe nicole arthur had sent that out via a team's form if you didn't receive that and you need to make updates for that for the remote session you can contact arthur calu.edu for that information we will verify and match back and forth this purchase requisition history along with the campaign's organization form to see that the people who are making making the purchase from your account are eligible on that form to do that so this documents put together all nice and ready to go and when you're done with that you will email that form to lisa hartley at hartley calu.edu and from here she will make the purchase and charge your account and if she has any questions or anything like that she will reach out to you and let you know for instance maybe you didn't have enough money in your account you had an old club report that you were looking at you were trying to make a purchase and it you just didn't have enough money in your account she would email you and let you know um or maybe it's just a purchase that just cannot be done while we're in the remote session she can you know reach out to you and let you know that that's just not um a purchase that we can make while being remote if you have any questions for purchasing you can always reach lisa at hartley calu.edu and she'd be happy to answer all of your purchasing questions i am the only other thing that i wanted to note was any purchase over 500 needs the cfo approval and so when you're going through your signatures and your signers if you are purchasing something that's over 500 you want to go ahead and add your advisor and then you can add lincoln at calu.edu and it'll go to your advisor first and then it will go to cfo leanne lincoln and she can approve the purchase that way when it reaches lisa hartley she can see that the cfo had already approved that purchase just helps in the process thank you i hope if you have any questions you can reach out to us we are all working remotely from our homes but we are happy to hear from our students so please feel free to reach out to any of us at any point in time with any questions that you may have thank you [Music] you