Requisitions
You can create new requisitions for items contained in catalogs or specially ordered directly, or copy previously submitted requisitions.
Creating Requisitions
To create a requisition:
1. Log in and click Create New Requisition.
2. Click 1: Select Items.
3. Select the appropriate tab to request items:
Templates: Each template contains a pre-selected list of commonly ordered items. Click on the plus or minus signs to expand or collapse a template hierarchy. Click on a template name to begin selecting items from the template.
Catalog: Contains all items from which you can select those you want to order.
Search: If you have a specific item number or other identifying information, use the Search page to find it.
- Select what to search for from the pop list. Then select a search method ("starts with", "contains", "ends with", and so on).
- Finally, enter alphanumeric text search criteria. For advanced searches, you may enter multiple search criteria by clicking More Choices.
Special Order: If you cannot find an item in the template or the catalog, click Special Order and enter identifying information for the specific category and item.
See the sections below for detailed information on how to order items using these different methods.
To select items from Templates, Catalog, or Search tabs:
2. Select the items and quantities you want. You must select a quantity greater than 0 (the default) for each item you want.
If there is further information available for a certain item, the description is a link. Click the link to retrieve additional information on the item.
3. Click Add to Order to save items to your shopping cart. Items are not saved to your cart unless you click Add to Order. Do this frequently for best performance.
Attention: Click Add to Order before navigating to another page. Otherwise, items are not saved to your shopping cart.
Note: Adding items does not submit the requisition.
Once you click Add to Order, a summary of your current order appears, listing the number of new requisition lines added, the number of existing lines updated, and the current total amount of your order.
You can choose to return to the most recent set of items (the same page from which you chose Add to Order) or you can proceed to the next set of items (if any).
4. When you have finished selecting items, click the My Order tab to review your order.
To enter items using the Special Order tab:
1. Select the Special Order tab if you cannot find the items you want in either the Templates or the Catalog.
2. Select the item category.
3. Enter an item description.
4. Select a unit of measure.
5. Enter the quantity of the item you are ordering.
6. Optionally, enter supplier information:
- enter a supplier item number.
- enter a supplier contact and phone number
7. Click Add to Order to add the item to your shopping cart.
Copying Requisitions
You can create a new requisition by copying a previously submitted requisition. Once copied, you can add, modify, or delete items just as you would a new requisition.
To copy a requisition:
1. Log in and click Copy Requisition.
2. Click 1: Copy Requisition.
3. Enter search criteria to find the requisition you want to copy.
Once you find the requisition, you can add, delete, or modify items, just as you would for a new requisition.
Reviewing Your Order
1. Click the My Order tab to review your requisition.
2. Review and optionally update the following:
- note to approver (up to 240 characters)
- note to buyer (up to 240 characters)
- description (up to 240 characters)
3. To attach a file to the requisition, click Attachment. See: Attaching Files.
4. For each item in your cart, you can optionally do the following:
- enter or select the quantity of the item
- enter the date you need the item by
- enter the account to update
- enter the supplier item number
5. Optionally, you can click Copy Line to create another line for the same item.
6. Optionally, you can click Delete to remove a line from your order.
7. Drill down on Account Distribution if you want to spread the cost of the current requisition across multiple cost center accounts. See: Multiple Account Distributions.
8. Click Attachment to attach a file to the current requisition line. See: Attaching Files.
9. Click Apply Changes before you place your order. Otherwise, any changes you have made during your review are lost.
10. Click Complete Order Later to save your work, but not submit the order.
You can come back later to continue. You must log in and click 2: Review Requisition or 3: Submit Requisition.
11. Click Place Order Now to submit your requisition.
Attaching Files
You can attach files to requisition and requisition lines. The files you attach can be of any type, including spreadsheets, text documents, and web URLs.
To attach a file:
Any existing attachments display on the Attachment Summary page. See instructions for editing attachments below.
2. Click Add New Attachment.
The Add New Attachment page appears.
3. Enter a sequence number. The default sequence is in increments of 10, beginning with 10.
You can enter any number you like. However, using increments of 10 allows you to insert more attachments later. For example, if you have attachments 10 and 20, you can add 11 if it logically falls between 10 and 20.
5. Enter a brief description for the attachment.
6. Select the type of attachment. You can only select one type:
File: A path and filename on your computer and / or network.
URL: A URL, or web site address.
7. When finished, click OK to save your work.
To view an existing attachment:
1. From the Attachment Summary page, click on the description to view the attachment:
Text: The short text of the attachment appears.
File: You are prompted to open or save the attached file.
URL: The link to the URL is executed.
To edit existing attachment information:
1. From the Attachment Summary page, Edit to update the attachment.
The Update Attachment Information page appears.
2. Edit the attachment information as necessary and click OK.
To delete an attachment:
- From the Attachment Summary page, click Remove to delete the attachment.
