The following table is designed to assist individuals in the completion of the WebForm and the WebReq process. It provides an explanation on the type of information and/or action that needs to be entered for each field. This table is divided into sections that mimic the structure of the WebForm.
Contact Information
Submitter's Name: (All WebForms)
Enter the name of the individual who is preparing the form. This individual will be the person to contact if there are questions/problems pertaining to this form.
Submitter's E-mail: (All WebForms)
Enter the e-mail address of the individual who is preparing the form. Be sure to include the full e-mail extension, (i.e., "xyz@cornell.edu"). When the individual who is preparing and submitting the form needs to be notified during the processing of this transaction, this is the e-mail address that will be used.
E-Mail Subject Header: (All WebForms)
Enter a short description, which will print on the Subject line of the e-mail notifications for this specific form submission. This description will help us determine what each e-mail is about when the messages are displayed in a list.
Department Name: (All WebForms)
Enter the name of the Cornell Department that is ordering the goods/services. This field will display on the WebReq to help determine the entry of the correct Ordering Department Code.
Phone Number: (All WebForms)
Enter the phone number of the individual who is preparing the form (the Submitter).
Vendor Information
Vendor Name: (All WebFormsexceptBlanketRelease)
Enter the name of the vendor to which this order will go.
Enter the name of the specific person or group at the vendor to whom this order should be directed. (Example: Sales Dept., or James Kelly, Sales Manager.)
Enter the vendor's address (where this order will be sent).
Blanket Information
Blanket Order Number (Blanket Release only)
This is the official reference number of an APPS blanket purchase order. A valid, open blanket order, which requires releases, must exist in APPS before blanket releases can be processed. Blanket releases can not be applied to general blankets.
General Description of Goods/Service (Blanket only)
This is a short, clear description of the good or service being ordered. (For example: office supplies, copier maintenance, programming support.)
Blanket Class (Blanket only)
Choose a selection from the drop-down list that best describes the type of good or service being ordered.
Date Blanket Starts (Blanket only)
Enter the date on which the blanket order is to become effective.
Date Blanket Ends (Blanket only)
Enter the date on which the blanket order will expire.
Total $ Amount of Blanket (Blanket only)
Enter the estimated maximum dollar amount that can be expended on this blanket order.
Should Blanket be Committed? (Blanket only)
Choose "No," "By Release," or "By Order" from the drop-down list.
Selecting "No" will result in no commitment being issued.
Selecting "By Release" will only commit the individual blanket releases, as they are created, for the amount of the release to the account(s) specified in the account distribution section. The blanket must be specified as being an "Itemized Blanket."
Selecting "By Order" will commit the entire amount of the blanket order to the account(s) specified in the account distribution section.
Is this an Itemized Blanket Order? (Blanket only)
Choose "Yes" or "No" from the drop-down list. Choosing "Yes" will require the issuance of online blanket releases each time a release against this blanket is desired. (Refer to the Blanket Release Requisition WebForm.)
Account Information
Account (All WebForms)
This is/are the account(s) to which this purchase will be charged. The account has five separate elements (Dept, Subledger, Object, Project, DUO), which when taken as a whole, define the specific account. The "Limit" is the portion of the charge that goes to the indicated account. The "Type" field defines the method (PCT < percentage>, DOL , REM ) that the "Limit" uses to apportion the charge among the specified account(s). A maximum of 10 different accounts may be used. Specific questions on the use of accounts should be directed to the Cornell Accounting Department.
(All WebForms)
Press this button when you need to charge to an additional account number. A new, blank account line will be displayed. Complete the specific information. Up to 10 separate accounts may be used.
NOTE (All WebForms)
When the specific account is unknown, use the "NOTE" textbox on the WebForm to describe which account to charge.
Item Information
SEQ (All WebForms)
This is the ordinal number of the item on the form that is used to track the number of items and special charges listed on the form or requisition. The first item is assigned SEQ 001, the second item is assigned SEQ 002, etc. If a special charge is added to the list, the first special charge is assigned SEQ 801, the second special charge is assigned SEQ 802, etc.
Description (All WebForms)
This is the detailed description of the item or special charge.
Quantity (All WebForms)
Enter the number of units of the item being requested.
U/M (All WebForms)
This is the unit of measure by which the item is to be ordered. To select a unit of measure, click on the down-arrow to the right of the field, and select the appropriate packaging unit.
Price Type (All WebForms)
This identifier lets the Purchasing Agent know how the price for the item was determined. To select a price type, click on the down-arrow to the right of the field, and select the appropriate code. If price type "W" or "Q" is selected, reference the quote information in the "General Comments" area on the WebForm, or in the "Bid/Quote Info" section on the Additional Information page of the WebReq.
Unit Item Price (All WebForms)
Enter the price for each unit of the item.
Net Item Price (All WebForms)
(Calculated display field only.) Displays the total price for each item. This field is calculated by multiplying the Quantity times the Unit Item Price.
Cat No. (All WebForms)
The catalog number is used to identify the vendor's part number for the item.
(All WebForms except Blanket Order)
Press this button when you need to specify an account(s) to be charged for a specific item or special charge. A page of 10 blank account lines will be displayed on which the user can record the specific information. When done, press the "Add Account Info and Close" button.
(All WebForms)
Press this button when you need to add another item to the WebForm. A blank item line will display after the current item line. Enter the appropriate information into the fields for the new item.
(All WebForms)
Press this button when you need to add a special charge to the WebForm. A special charge is described as an intangible item, like a fee or charge. A blank special charge line will display after the current item line. Enter the appropriate information for the special charge.
(All WebForms)
Press this button to delete the item or special charge in its entirety.
Total Requisition Price (All WebForms)
(Calculated display field only.) Displays the total price for all items and special charges by adding together all the Net Item Prices.
Attachments Checkbox (All WebForms)
Click in the checkbox to indicate that there are attachments relevant to this WebForm, such as quotes, drawings, or letters. Describe these attachments in the General Comments area.
General Comments
General Comments (All WebForms)
Text area to be used for comments, instructions, and listing attachments. This text will eventually be transferred into the Department Notes text area in APPS.
Shipping Information
Department Name (All WebForms & WebReqs)
Enter the name of the department to which the requested goods should be delivered.
Attention (All WebForms & WebReqs)
Enter the name of the individual who will receive the goods.
Building / Room (All WebForms & WebReqs)
Enter the name of the building and the room number where the goods are to be delivered. May be omitted if "Street Address" is filled in.
Street Address (All WebForms & WebReqs)
Enter the physical street address where the goods are to be delivered. May be omitted if "Building/Room" fields are filled in.
City (All WebForms & WebReqs)
Enter the city where the goods are to be delivered.
State (All WebForms & WebReqs)
Enter the state where the goods are to be delivered.
Zip (All WebForms & WebReqs)
Enter the postal zip code for the location where the goods are to be delivered.
Country (All WebForms & WebReqs)
Enter the country where the goods are to be delivered. Leave blank if country is U.S.A.
Need Shipment By (All WebForms & WebReqs)
Enter the date by which the ordered items must be delivered.
Form Action Information
(All WebForms)
Pressing this button will send an e-mail to the individual chosen to approve the processing of this transaction. The individual's complete e-mail address must have been specified in the "Approver's E-mail Address" field (below).
Approver's E-mail Address (All WebForms)
This is the individual chosen to approve the processing of this transaction. The individual's complete e-mail address must be specified in this field.
(All WebForms)
Pressing this button will send an e-mail to the individual designated to prepare the transaction for entry into APPS. The individual's complete e-mail address must have been specified in the "Dept Admin's E-mail Address" field.
Dept Admin's E-mail Address (All WebForms)
This is the individual chosen to prepare the transaction for entry into APPS. This individual must have been assigned APPS access The individual's complete e-mail address must be specified in this field.
(All WebForms)
Pressing this button will save a copy of the form to the server, and send an e-mail to the Submitter, which will include the link to reaccess the form.
(All WebForms)
Pressing this button will close the window of the form currently being displayed without taking any other action.
(All WebForms)
Pressing this button will print a copy of the form being displayed.
(All WebForms)
The Approver and the Dept Admin have the option to cancel the transaction. Pressing this button will send an e-mail to the Submitter informing him or her of the cancellation action and listing the reasons stated for the cancellation (below).
State Reasons for Disapproval Here (All WebForms)
This is the area where the Approver or the Dept Admin lists the reasons why he/she is electing to cancel the submitted transaction. These reasons will be displayed on the cancellation e-mail that is sent to the Submitter (above).
Send E-mail to (Submitter's Name) (All WebForms)
Clicking on this link will initiate the sending of an e-mail to the submitter. May be used if there is a question related to the form.
(All WebForms)
After reviewing the form and deciding to continue, by pressing this button, the Dept Admin can initiate the WebReq process to have the transaction entered into APPS.
