Skip to Knowledge Base content

Create a Requisition

This guide will cover:

  • How to use the requisitioning process to order goods and services.
  • Creating a requisition is the preferred method of ordering goods and services at the University of Wyoming. Once a requisition is created and approved it becomes a purchase order. The purchase order goes to the supplier, who then delivers the goods or services.

Step One

  • Upon signing in, this home page will display. Click on the Navigator button (the three      horizontal lines) in the top left corner:

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

  • The Procument Shop page will display.

Step Two

Enter a non-catalog requisition. (Catalog requisition functionality will be rolled out in the future.)

  • From the shop page, click on the blue Non-catalog Request hyperlink in the Quick Links on the right side of the page. 

  • The Create Non-Catalog Request form will display.

  • Enter the following information:
    • Item Type is a required field. This ia a pre-populated drop down menu where you can either select Goods or Services billed by quantity or Goods or services billed by amount.
    • Item Description is a required field.  This is a blank field where you can enter a description of the items you are creating a Requisition for.
    • Category Name is a required field. This is a blank field that also has a grey search icon.  As you type into the field, a drop down of values will appear below that you can click on.

Category Name can also be searched for by using the grey search icon, circled above, for a Search and Select:

  • Category Name pop-up to display. (shown below)

  • In Search and Select: Category Name pop up, you can enter in either a Category Name or Description
  • Click the Search button for the Category Names to populate in the search results.
  • If you click search with neither Category Name nor Description filled out, the search results will return all the available categories.
  • Once you search for something, you can highlight the desired result and click OK to apply the Category Name to the field.
  • If you entered Goods and Services by, enter Quantity
  • UOM (Unit of Measure) is a required field. Click on the arrow on the right in order to select from the full drop down list. 

  • Price is a required field.  This is a blank field for you to enter the unit price of the item you are creating a requisition for.
  • Currency is a required field. The currency should always be USD (US Dollar).
  • Supplier: Select the appropriate supplier.
    • This is a blank field that also has a grey search icon. 
    • A drop down of values will appear below that you can click on.

The grey search icon (circled above) is also available for a Search and Select: Supplier pop-up to display:

  • Enter in either
  • Supplier Name
  • Number
  • Alternate name 

Click the Search button in order for suppliers to populate in the search results.

Once you search for something, you can highlight the desired result and click OK to apply the supplier to the field.

  • Supplier Site: When you enter the Supplier, the Supplier Site may auto-populate.  If not, this is a drop down field that you can also type into if you already know the Supplier site.  As you type into the field, a drop down of values will appear below that you can click on. Or you can click on the arrow on the right to get the full drop down list:

  • Supplier Contact: When you enter the Supplier, the Supplier Contact may auto-populate. If not, this is a drop down field with pre-populated contact information.  Click on the grey arrow to see the drop down list.
  • Supplier Item: Supplier Item identifies the particular object the supplier stocks.  UW does not use this field, so this can be left blank.

After all fields are completed, click Add to Requisition.

Upon clicking Add to Requisition, you’ll see a new requisition number containing the item you added in the top right corner of the page.  Repeat Step Two for all items needing included in the requisition.

Click the Edit and Submit button to enter further details:

Step Three

Enter details for the Requisition and verify all the necessary information displays properly.

  • After clicking the Edit and Submit button, the Edit Requisition page displays:

Review and revise as needed the additional information within the requisition such as:

  • Requester

  • Requested Delivery Date: this field will default to one week from today. You can either type in the date in a MM/DD/YY format, or you can click on the grey calendar icon to select a date from the pop up calendar on the screen.
  • Deliver-to Location: this is a blank field that also has a grey search icon.  As you type into the field, a drop down of values will appear below that you can click on:

You can also click on the grey search icon, circled above, for a Search and Select: Deliver-to Location pop-up to display:

You can enter in either a Name or a Code and click Search for locations to populate in the search results. Once locate your desired location, highlight it and click OK to apply the location to the field.

Below the Delivery section is Billing.  Confirm the correct account string is listed in this section.

You may want to split cost between multiple funding sources. 

  • Adjust the dollar amount from the full amount to be correct for the already completed account string.
  • Click on the split distribution icon, shaped like a wishbone.  The will add an additional account line, complete it accordingly.

Attachments: There are two places to attach documents.  The first at the top right of the page are to attach internal documents.  The attachment section under Notes is for information needing sent to the supplier.

To attach a document in either attachment section, click the plus sign.  Then select Choose File to browse for the correct attachment.  Once located, click OK.  When adding an attachment to be sent to the supplier, make sure you select "to supplier" from the drop down menu.

Step Four

  • Click Check Funds at the top of the page to verify funding availablity for the Requisition. Note: This only verifies funds are available in that given moment.

A confirmation pop up will appear. Click OK:

caution_bevel

Note: If total requisition amount is less than or equal to available funds for the Charge Account used, you will get a Confirmation Message ‘The transaction passed the funds check process.’

However, if total requisition amount is more than the available funds, you will get an Error Message ‘The transaction failed the funds check process.’

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 Purchase Requisitions Shop Page, where you will see all of your requisitions.

You have now completed the steps of Create Requisition.

Was this helpful?
0 reviews

Details

32755
Thu 6/29/17 4:09 PM
Fri 7/21/17 1:56 PM

Files (1)

pdf

Creating Requisition.pdf

7/21/2017 1:56:45 PM