Requisitions
How do I add more items in my cart if I am already past the shopping step?
How long will the system hold items in the cart?
How do I correct an error on a non-catalog line item?
Will the system automatically save my changes as I go through the cart steps?
Should I enter delivery information in the Shipping Instructions?
How do I delete a line item before submitting the requisition?
How do I charge shipping to an unrestricted account on a non-catalog order?
How do I know the details of a rejected requisition?
How do I resubmit a requisition that was rejected?
Can I copy a requisition that I have ordered before?
How do I order a printing job (with three quotes)?
How do I enter an order for Service?
How do I do recurring orders for specialized items like “olego-nucleotides” from a supplier’s web site?
How do I create a Blanket req/PO?
How do I create a Contract req/PO?
How do I add more items in my cart if I am already past the shopping step?
You can easily add items to a cart by clicking on “Add Non-Catalog Item for this supplier” under the Supplier Line Item Details section of the requisition. You can add new items in the same manner you added the first items in the cart.
How long will the system hold items in the cart?
The system will hold items in a draft cart indefinitely; however, once a draft is completed and submitted it is removed from your draft folder.
How do I correct an error on a non-catalog line item?
If the cart has not been submitted, you can click on the Product Name on the line item. The non-catalog form will appear and required changes can be made. If you have already submitted the requisition, you can withdraw the requisition by clicking on the requisition number and selecting the option under "available actions". You can then copy the cart, by clicking on the requisition number and selecting the option under "available actions", make changes and resubmit.
Will the system automatically save my changes as I go through the cart steps?
As you move through the cart tabs, your cart will be saved automatically.
Should I enter delivery information in the Shipping Instructions?
The Purchase Order received by the supplier includes the Ship To information taken from the requisition. The Shipping Instructions field should be used to notify the supplier of any special shipping conditions such as Overnight Shipping, 2nd Day delivery, special handling, etc. Please use the Shipping Instructions field for non-catalog requisitions only. For catalog orders, entering delivery instructions in the Shipping Instructions field could delay the electronic order processing.
How do I delete a line item before submitting the requisition?
Click in the “Select” box to the right of the line you want to delete in the “Cart Details” section. Choose “Remove Selected Items” and click “Go”. The selected item will be deleted from the cart.
How do I charge shipping to an unrestricted account on a non-catalog order?
The University terms and conditions allow shipping to be done on a “prepay and add” basis. This means that the supplier will add the shipping charges to the invoice and Accounts Payable will pay the shipping charges. If shipping is to be charged to the same FOAPAL code allocation as the items on the requisition, shipping does not need to be added. For a non-catalog order, if the requestor would like shipping to be charged to a different account code then a line item should be created with a quantity of 1, Unit of Measure of LOT and description of Shipping. An approximate amount can be entered in the price field.
How do I know the details of a rejected requisition?
All the actions on a requisition are recorded in the History tab. Check the History tab on the requisition for additional information such as the approver’s name and the reason for rejection.
How do I resubmit a requisition that was rejected?
Open the rejected requisition choose “Copy to New Cart” from the Available Actions list. Take appropriate step to correct the cart, then click on “Save Updates”. In the Edit Details tab change or verify that the Ship-To Address and FOAPAL codes are correct for the requisition. Submit the cart when finished.
Can I copy a requisition that I have ordered before?
Yes. Search and open the previous requisition. Choose “Copy to New Cart” from the list of Available Actions. Make any changes to the requisition as necessary (FOAPAL, Ship-To, etc.) and complete the requisitioning process. Note: Pricing, part numbers, or availability of the product/service may have changed since your last order. Please verify with the supplier.
How do I order a printing job (with three quotes)?
Print jobs can be entered as non-catalog orders. Usually, the line item can be entered as quantity of 1 and unit of measure as lot (LO). Reference the job quote number in the Contract/Quote no. field in the Cart Header. The quotes can be attached as Internal attachments for review by approvers and Procurement Services.
How do I enter an order for Service?
Requisitions for service can be entered as a standard non-catalog purchase order. For a service that will have only one (1) invoice, enter Quantity 1, Unit of Measure “LO” (Lot) and the actual Price Estimate. For a service that will have multiple invoices against it, enter the Quantity as equal to the estimated cost, the Unit of Measure as “UN” (unit), Price Estimate as $1.00. This method of Price Estimate entry allows the receiver to receive incremental invoice amounts which are unknown at the time of order entry.
How do I do recurring orders for specialized items like “olego-nucleotides” from a supplier’s web site?
Blanket orders can be used for these specialized purchases.
How do I create a Blanket req/PO?
Blanket purchase orders will be will be allowed on a limited basis. Each request for a blanket purchase order will be reviewed by a Procurement Specialist. Please refer to the Blanket PO Quick Reference Guide (PDF). Please follow directions because the requisitions need to be created with some additional details.
How do I create a Contract req/PO?
Contract purchase orders will be allowed on a limited basis. Each request for a contract purchase order will be reviewed by a Procurement Specialist. Please refer to the Contract PO Quick Reference Guide (PDF). Please follow directions because the requisitions need to be created with some additional details.