Create Non-Catalog Requisition Shopping List

How to build and use shopping lists to simplify the requisition process for items purchased regularly which are not available in the Procurement Catalogs.

This guide will cover:

• Step 1: Navigating to the Procurement Area of the WyoCloud Financial Management System

• Step 2: Creating the Shopping List for Frequently Purchased Items Not Available in the Procurement Catalogs

• Step 3: Viewing the Shopping List and Adding Items to the Requisition

Information

When creating a Non-Catalog Requisition, Shopping Lists provide convenience when ordering frequently purchased or numerous items.

Prior to creating a non-catalog shopping list, please confirm that the items are not  available in the Procurement Catalogs.  Items available via the Procurement Catalogs should be purchased via the Create a Procurement Catalog Requisition process due to the university’s partnership with specifically contracted and approved suppliers within WyoCloud and pre-negotiated pricing.

Step One

Navigate to the Procurement area of WyoCloud from WyoWeb

• From the WyoCloud homepage, click on the Navigator (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

Create Shopping List

• The Purchase Requisitions screen is displayed.

 

The first step to completing any requisition is to update your Requisition Preferences.  For full details on how to complete this, see the Requisition Preferences Quick Reference Guide.

 

• To create a non-catalog requisition that utilizes Shopping Lists, click the 3 dots next to the preferences Icon then select Shopping Lists rather than Enter Requisition Line which is commonly used during the creation of a non-catalog requisition.

 

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

Field	Description
Goods billed by quantity	A physical item is being purchased
Services billed by amount	Services being purchased that have a fixed cost
Services billed by quantity	Services that may have variable costs (e.g. billable hours)

 

If you aren’t sure what Item Type to select, contact procurement@uwyo.edu.

 

 

• The remaining options will adjust based upon the Item Type selected. If visible after selecting type, the following screen and table outline the fields required. Note: less fields appear when selecting Goods or services billed by amount. 

Fewer fields appear when selecting Services billed by amount versus Goods billed by quantity or Services billed by quantity.

 

• In the additional information area, you add the asset owner and funding information. You are also able to have different funding strings pay for a percentage amount of the purchase.

 

• In the Attachments area, attach any files which will be needed for all future requisitions containing this item.  Note: All Requisitions must have some type of attachment sent to the supplier indicating either services or goods to be provided.  DO NOT ATTACH THE SAME ATTACHMENT MULTIPLE TIMES.

• Use the Category drop down to identify who will need to see the attachment.  Note: Internal to Requisition should be used for internal UW files (ie: Employee vs. Independent Contractor Form) and To Supplier should be used for files that the supplier will need a copy of (ie: quote, invoice, agreement). Only use one of these two options, others are not currently in use at UW.
  • The title of the attachment is what the Display Name will be.
  • To add a description click the three dots next to the attachment afdter it is attached and click “edit”. From there you can edit the description.
  • Note: Multiple files may be attached by just selecting more files in the section you added the first one.

 

• Once all fields are complete, select Add to List in the upper right corner.

• In the pop up window will be any shopping lists you have previously created.  To add this item to one of these lists, simply click on the list and then Add to Selected List.
• If you would like to create a new list, click on the Add to New List to add a list. Type what you’d like to name the list, then Save and Close.

• You can now either add additional items to shopping lists by remaining on the Create Noncatalog Request screen.  Or select Cancel to return to the Purchase Requisitions screen.

 

Step Three

Viewing your shopping lists and adding items to requisitions

• From the Purchase Requisitions screen, select Shopping Lists to view a list of all shopping lists you have created.
• To view items within a given shopping list, click the list name.

 

• This brings you to the Shopping Lists screen for the list you selected.  On this screen all items on the selected list can be viewed.

• To view details of a given item, click on the item name.

 

• To add an item to a requisition, type the correct quantity under the item name then select the check box for each item. Then click “Add to Cart”.

• You can see the item has been added to your cart by clicking the cart icon in the bottom of the page.  To submit the cart as a requisition, click Review.

• This brings you to the Requisition cart. From here you can select the pencil icon to update the Billing information and add attachements in the same manner as any other non-catalog requisition.

 

For more details on completing the requisition, see steps two through seven of the Create a Non-Catalog Requisition QRG.