Modify the Requisition (Prior to Becoming a Purchase Order)

This guide will cover:

 

Information

A Requisition is an internal document created in the WyoCloud Financial system that is used to request the procurement of goods and services prior to entering into any agreement with a supplier. When approved, the Requisition becomes a Purchase Order. Two Requisition options are available: Non-Catalog Requisition and Procurement Catalog Requisition.   

Whereas a Non-Catalog Requisition can be modified using the steps in this QRG, a Procurement Catalog Requisition should not be modified.

If the Requisition has become a Purchase Order, the purchase of additional items should be included on a new Requisition.

There are acceptable reasons to make changes to a Purchase Order such as changes in quantities/amounts, or to the chartfield string.  The Change Order Process for Purchase Orders QRG details steps on making acceptable changes to the Purchase Order.

 
 

Step One

  • After signing in, this home page will display. Click on the Navigator button in the top left corner

  • The Navigator bar is where you can find links directing you to all of the modules and pages for which you have security access.  For this particular process, go to Navigator > Procurement > Purchase Requisitions.

  • The Purchase Requisitions page will display:

 

Step Two

Navigate to the Manage Requisitions page, then search for and select the requisition you wish to change

  • Click on Manage Requisitions in the upper right corner.

  • The Manage Requisitions page will display. On this page, there are two ways to locate your requisition:

    • Click on the desired Requisition Number from the list under Search Results OR

    • To search for the Requisition, you can search by either:

      • Entered By: The user who created the requisition.

      • Requisition: The requisition number.

  • If using search, click the Search button to display your Search Results in the bottom section.

  • When the search results display, click on the blue hyperlink Requisition Number to open up the Requisition details:

  • The Requisition page will display:

 

Step Three

At this point, you can begin modifying your requisition and there are two options:

1) Modify a requisition that has been completed but has not been submitted for approval, or

2) Modify a requisition that has been submitted for approval but is in the workflow approval process and not fully approved.

 

1) If the requisition has been completed but not submitted, you may begin selecting lines within the requisition to edit.

  • To do this, select the requisition line you wish to edit, open the Actions menu, and select Edit.

2) If the requisition has been submitted but not approved, you will need to utilize the Withdraw and Edit or Cancel Requisition function.

  • To do this, click on the Actions dropdown in the top right corner:

  • To stop the requisition click Cancel Requisition. 

  • To Edit the requisition click Withdraw and Edit:

  • When using Withdraw and Edit, you may receive the following warning message pop up. Click Yes to continue:

 

Step Four

Editing the Requisition

  • After confirming, the Edit Requisition page will display:

  • From here you can change quantity, delivery details and other pertinent requisition information.

Select the requisition line you wish to adjust and then open the Actions drop-down menu. From here, click Edit, or click on the Pencil Icon to Edit the line

From the Edit Line pop up, any field for that particular item can be adjusted.

  • New documentation supporting the changes should be attached in the Attachment Area; incorrect documentation should be deleted.

  • Once all desired modifications are made, click OK.
  • Additional lines can be edited after clicking OK, returning to the Edit Requisition page and selecting another line.

 

To add additional lines for the SAME Supplier, you may duplicate line via Actions and then edit the line to reflect the accurate information. Make sure that the Negotiated Box is checked for each item.

Appropriate documents will need to be provided as an attachment for the new item.

 

Step Five

Once all necessary modifications have been made, changes should be saved and funds checked

  • Click Save to save all modifications.

  • Click Check Funds to verify that funds are available at the time the requisition is being modified.

  • A confirmation popup will appear confirm that your requisition has passed the fund check. Click OK:

  • Once the funds check passes, click on the Submit button:

  • A confirmation pop up will appear. Take note of the Requisition number displayed in the pop-up window. Then, click OK:

  • After clicking OK, you will return to the Manage Requisitions page, where the newly modified requisition will appear in the search results with the updated information displayed. The requisition is now awaiting approval.

  • If all modifications are complete, click Done to exit out of the Manage Requisitions page.

 

You have now completed the steps to modify a requisition.

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Details

Article ID: 32715
Created
Thu 6/29/17 9:52 AM
Modified
Wed 9/21/22 1:51 PM

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WyoCloud is the University of Wyoming’s Human Resources and Financial Management principal solution.