Create a Non-Catalog Requisition

Summary

How to use the requisition process to order goods and services not available via the Procurement Catalogs.

Body

This guide will cover:

 

Information

The Non-Catalog Requisition process is used to order goods and services that are not available via the Create a Procurement Catalog Requisition process, or for the purchase of goods and services that are not allowable via any other payment methods. In addition to paying for goods and services, it is used to pay for independent contractors, honoraria (for non-UW employees), and stipends.

When initiating a Non-Catalog Requisition, purchasers must follow the:

Document Name

Description

Quote and Bid Threshold, Standard Administrative Policy and Procedure (SAPP)

Found on the Financial Affairs Website>Policies and Reference Material>Procurement and Payment Services, this policy outlines the threshold for which goods and services must have solicited quotes, formal bids, or request for proposals in compliance with university policy, state and federal law. The policy applies regardless of the source of funds.

Capital Assets Purchases,
Business Process Guide (BPG)

Found on the Financial Affairs Website>Policies and Reference Material>Asset Management, this guide provides specific information and processes pertinent to the purchase of university capital assets through the requisition process.

The approval process of the Non-Catalog Requisition follows the WyoCloud approval workflow to the Cost Center Approver and/or PI, as well as additional departments and individuals based on the requisition’s content and dollar amount. See the Approvals for Finance Transactions DAPP found on the Financial Affairs Website>Policies and Reference Material>Procurement and Payment Services for additional information.

 

Step One

Navigate to the Procurement area of WyoCloud from WyoWeb

  • Upon signing in, the homepage will display.  Click on the Navigator button (three horizontal lines) in the upper left corner.

  • First click Procurement to expand (you may have to scroll down within the navigator), then click Purchase Requisitions.

 

Step Two

Purchase Requisitions Screen and Entering Requisition Lines

Prior to creating a non-catalog requisition, you should always first check to see if the item(s) are available in the Procurement Catalogs. See the Create a Procurement Catalog Requisition QRG for details.

  • The Purchase Requisitions screen is displayed.

 

The first step to completing any requisition is to update your Requisition Preferences. WyoCloud defaults the Deliver-to Location to the building you work in; you will need to change this to your department name to ensure proper delivery. For full details, see the Setting Preferences and Favorite Accounts for Requisitions QRG.

 
  • To enter a non-catalog requisition, select More Tasks then Enter Requisition Line.

 

Note: If you have any Special Handling or instructions for the payment do not include or attach this information on the requisition. Payment processing is handled by Payment Services and all Special Handling or instructions for payment must be submitted with the invoice to accounts-payable@uwyo.edu. See Step Eight for Special Handling instructions.

 
  • From the Enter Requisition Line screen, first select the Line Type from the drop down. 

    • Fixed Price Services: when a service with a fixed price is purchased

    • Goods: a physical item is being purchased

    • Services: services that may have variable costs (i.e., billable hours)

  • The populated fields will adjust based upon the Line Type selected.  Example below shows the fields populated when selecting Goods from the Line Type dropdown.

    • Note: fewer fields appear when selecting Fixed Price Services or Services than Goods, thus this guide will be all inclusive covering the fields when selecting Goods.

  • An asterisk (*) denotes required fields that must be completed

  • Negotiated button must be selected on all requisition lines.  If this is not selected on each line of the requisition, the requisition will be delayed in processing.

 

Field

Description

Item Description

Description of item and purpose of the requisition (Who, What, When, Where, Why).

Category Name

Procurement Categories may be typed into this field or use the grey search icon to use advanced search. For a full list of available Procurement Categories and descriptions, see Requisition Categories found on the Financial Affairs Website>Policies and Reference Material>Procurement and Payment Services.

Quantity

Number of specific items you are purchasing.

UOM Name

Unit of Measure (most commonly each, EA).

Price

Cost (if you select Each in UOM this is the price per each unit).

Currency

Do not change from USD. (If you need to pay in other denominations please contact the accounting office for instructions).

Negotiated

Check the box for ALL requisition lines (this will prompt a PO number to be assigned automatically after all approvals are completed).

Supplier

Type the supplier name or use the grey search icon for advanced search.

Supplier Site

Drop down of available supplier sites.

Requester

Defaults to the person creating the requisition

Deliver-to Location

This location should default based on your preferences you’ve set up. It should be your department’s name (not building name).

In the Delivery area:

  • The Requester field defaults to the person creating the requisition

  • Confirm the Deliver-to Location reads as your department’s name (not building name).  If it does not, you must update your requisition preferences prior to submitting the requisition. See Setting Preferences and Favorite Accounts for Requisitions QRG.

 

Capital Equipment Asset Purchases

  • If purchasing a capital equipment asset with a value $5,000 or greater, the Asset fields must be completed or the requisition will be denied. The University defines capital equipment assets as any individual item which has a per-unit acquisition or fabrication/construction cost of $5,000 or more, is movable (not permanently affixed to a building), and has a useful life of at least five (5) years. If you are not sure if it’s a capital asset, if you are unsure if it's a capital asset, contact Asset Management 766-2302 or property@uwyo.edu

 

Requisition Fields for Assets

Field

Description

Asset Owner

An individual active in HCM that is not a student or retiree.  Owner can be any faculty or staff member who is primarily responsible for the asset (i.e., if someone is looking for the asset, who could they contact?).

Asset Building

This is a drop down/search selection to select the building name or address applicable to the asset location. 

Asset Room/Location

Describe where the asset will be housed (i.e., if one were to look for the asset, where could they find it?). This could be a room number within a building (ex. Room 402), type of location (Hallway East End of Second Floor), or name of location (Sheep Shed).

 

 

Equipment Costs include installation, shipping, training and travel charges. These charges must be included in the equipment line cost, not on separate lines. For a better understanding of capital assets in WyoCloud Financial Management, please review the Capital Asset Business Process Guide found under Policies and Reference Material>Asset Management on the Financial Affairs website.

  • Update the Billing section. 

    • If paying by a grant, enter the Project Number and POET information.  If this is for a subaward, please see the Create a Subaward Requisition for a Sponsored Program QRG to ensure all fields are properly completed.

      • Enter the Project Number

      • Task Number – Will always be 1

      • Expenditure Item Date – Date of documentation or signature

      • Expenditure Type – Pick the correlating expenditure type

        • After selecting the Expenditure Type, the Charge Account string should update the natural account code. To change the Charge Account, click on the icon with the magnify glass next to the account string field.

      • Expenditure Organization –  Organization that owns the grant

      • All other fields should auto populate, but you should verify that the information is correct:

        • Contract Number – Should be the same as the project number

        • Funding Source

        • Budget Date – Date the requisition is created

        • Percentage

        • Funds Status – Not reserved (funds will be validated later)

        • Amount – Should equal the total of this line of the requisition

    • If paying through a non-grant account, confirm the defaulted chart string in the Charge Account field.

      • To change the Charge Account, click on the icon with the magnify glass next to the account string field.

      • Budget date should default to the date of creating the requisition

      • Percentage will default to 100 for the line

      • Fund Status will remain “Not Reserved” until the funds are checked towards the end of this guide

      • The total amount of the requisition line should default in the Amount field

  • If the funding needs to be split between multiple funding sources, use the split funding wishbone icon to add additional funding lines.

  • A new line will populate under the original line

  • Update all fields from the prior step for the new funding.  The percentage and amount columns may need to be adjusted to reflect the appropriation of funding.

 

Note: You can delete a line by clicking on the in the delete column.

  • Add attachments to the requisition line

Note: All Requisitions must have some type of attachment sent to the supplier indicating either services or goods to be provided. Attachments must be a copy of the dually signed agreement, proposal or quote and the signed employee vs independent contractor worksheet.  The agreement, proposal or quote is sent to the supplier while the employee vs independent contractor worksheet stays internal to UW.   

  • All attachments should be added in the Notes and Attachments section (below Billing). 

    • Click the plus sign (+) to add attachments.

    • In this area, notes to the supplier can also be typed.

  • Use the Category drop down to identify if an attachment is to be sent to the supplier or kept internal to UW. 

 

If you need something to go to the supplier, you need to attach it TWICE: Once as "Approver" and again as "To Supplier"

  • Once you’ve added the attachment, click OK.

 

Step Three

Adding Requisition Lines to the Cart

  • After completing all fields for the requisition line, click Add to Cart in the upper right corner.

  • You can see the item has been added to your cart by the cart icon in the upper right corner.

 

Step Four

If you need to enter additional lines for the SAME supplier, follow the steps below.  If you do not need to add any additional lines, skip to Step Five.

  • After you’ve added the first line to your cart, you will notice the Enter Requisition Line screen has reset to the original view as shown in the beginning of Step Two.

  • You can follow the same steps outlined in Step Two through Three to complete the second requisition line.

  • Be sure to select the Negotiated button on EACH requisition line created.

  • Once you have all fields completed, you can add this line to the Cart by clicking on Add to Cart

  • You can see there are two items in the cart now

 

Step Five

Completing the Requisition.

  • Click on the cart icon and from the cart preview, select Review.

  • This brings you to the Edit Requisition screen. 

  • You can note the Requisition number assigned.

  • The description should still be the same as what was entered on the line.

  • The total amount of the requisition is reflected next to Requisition Amount.

  • All lines added to the card are shown under the Requisition Lines section.

 

Step Six

If you need to edit any of the line detail information, follow the below steps, otherwise skip to Step Seven.

  • To update any information on the Requisition Lines from this screen, highlight the line to update, then select the pencil icon.

  • A pop up window will display where you can edit the line details.  Once finished, click OK.

  • Information in the billing area can be updated by typing directly within the billing information, just as you did when initially entering.  If you have multiple lines on the requisition, be sure to have the correct line highlighted above before updating the billing.

  • If you forget to attach a document or want to provide notes to the supplier, you can attach it under Notes and Attachments at the bottom of the page.

  • To edit multiple lines at a time, a user can use the Edit Multiple Lines button after selecting the lines that need to be edited.

    • First, select a row that will be edited. It should highlight the line blue. Using the keyboard, hold down the CTRL button and then select with the mouse pointer as many lines you wish to edit.

    • All rows should be highlighted blue. *Note: Any changes to these lines will be applied to all lines selected and highlighted blue. Example: If a user changes the fund source from designated to unrestricted for one of the lines selected, all lines will be changed to unrestricted fund source*

  • A pop-up window will display. Here you can make changes to all of these lines by just updating one line. Once done making edits, click OK. All changes will be reflected for these lines.

 

Step Seven

Submitting the Requisition for Approval

  • After confirming all information, select Check Funds in the upper right corner.

  • Then click OK on the popup.  Note: The popup may display a Warning instead of passed, this would be due to no budget for the charge account select. The warning may state “The transaction passed with funds check process with warnings.”

  • After clicking OK on the pop-up window, the Funds Status will change from Not Reserved to either Passed or Warning.  You will still be able to submit the requisition with a Funds Status of a Warning.

  • If you are ready to submit the requisition, select Submit in the upper right corner.

    • Note: You may also select Save or Save and Close (the drop-down arrow by Save) to save and submit at a later time.

  • The system will bring you back to the main requisitions page and a confirmation pop-up window will display.  Within the confirmation window, you may note the requisition number and view a PDF summary of the requisition number if you choose.

  • The Requisition will now also show under your Recent Requisitions.

 

Step Eight

After the requisition has been approved by all parties, the system will dispatch a PO (purchase order) to the supplier. 

Once the goods or services are delivered from the supplier, the goods/services need to be received in the system to prompt payment to the supplier.  The following steps must occur:

  1. Review the invoice against the original PO encumbrance

    • Note: If the purchase order needs to be modified, a change order will need to be created prior to receiving the goods in the system and initiating payment to the supplier.  To complete a change order, follow the Change Order Process for Purchase Orders QRG. Once the change order is completed, you can follow the following steps to receive the goods/services in the system. After the changed order has gone through the Workflow process and approved the receipt and payment process can start.

  2. You will need to follow the Receive Goods & Services QRG to receive the goods/services in the system. 

  3. After you’ve received the goods/services, you must email the invoice and any Special Handling or instructions for payment to Payment Services.  On the invoice you must notate the PO number so Payment Services knows what PO number to match the invoice to.

    • The Special Handling form is located on the Financial Affairs website>Forms>Procurement and Payment Services>Payment Services called “Special Handling Request Attachment.”

  4. After Payment Services enters, reviews and matches the invoice to the corresponding PO, payment to the supplier will be initiated based on the supplier’s preference for payment (i.e., check, ACH, wire).

  5. After the fully encumbered amount on the PO for all goods/services have been received and paid in the system, the PO will be closed.

 

 

You have now completed the steps to Create a Non-Catalog Requisition.

Details

Details

Article ID: 32755
Created
Thu 6/29/17 6:09 PM
Modified
Mon 3/20/23 1:58 PM

Related Services / Offerings

Related Services / Offerings (1)

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