Creating a Requisition

Instructions

Site Path: Main Menu > Purchasing > Entry & Processing > Requisition Processing > Requisitions

• Click on “ADD” to auto-generate and assign the next available requisition number. 
• The Approval Group and Ship To location are required fields.
  • Each user will be set up with the Approval groups and Ship To locations which are relevant to that user. 
• The Vendor is not required for a Requisition, but is typically entered.
  • To enter a vendor, enter the vendor number or select the magnifying glass icon to initiate a search. 
• If the vendor name is known, type the full vendor name or a portion of the name, with an asterisk. The asterisk * is a wild card. In the example, all vendors starting with HEW will display.
• Highlight the vendor to be used and click the green circle with a checkmark.
• If a new vendor must be created, contact the Business Office to request the new vendor be added.
  • Requisition will not be approved and converted to purchase orders until the vendor number is added.
• If an attachment exists, which needs to be associated with this requisition, click on the Add Attachment checkbox.
• After saving the requisition, the Attachment screen will be displayed. 
• Use the comment field to indicate an “OPEN PO” or a project code. This will display in the “DESC.” field of the purchase order. 
• Select LINE ITEMS to add the detailed items to your requisition.
  • Field descriptions in RED are required fields.
• There is no item # field, for consistency enter the item # followed by a space-dash-space (123ABC – Textbook). Tab through the fields to get to the “Pricing”section.
• Unit of Measure is not required. We highly encourage you to enter something. Below are some standard UoM. 

Clicking on “Shipping Charge” will add a line to the requisition with a description of “ESTIMATED SHIPPING/HANDLING”. Enter an amount and tab down to the BUDGET CODE field and enter a code if it did not auto-populate. 

• Click on the tool bar for adding Notes which will be saved as additional information for this requisition. All notes will print in the body of the PO before the first line item. 
• When completed with the detail line items for the Requisition, click on the SAVE icon.
  • If not completed, and additional detail line item are still to be added, click on the SAVE IN PROGRESS icon. 
• Upon saving, the Requisition will be routed for Approval.
• The routing of requisition to purchase order site path is as follows:
  • Requisition Created > Budget Manager Approves > Business Office Approves > Converted to Purchase Order > Executive Director Business Services Approves > PO Printed > PO sent to creator of requisition. 
• If the ATTACHMENT box was checked, the Attachment screen will be displayed.
• Click on “Choose File” to browse to the location of the attachment for this requisition.  

Standard Titles

• Quote
• Send with Check*

*Once purchase order is generated, business office will process payment and include documentation with the check.