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Requisition Best Practices:
Overview of Purchasing Process:
1.
A requisition is completed. Depending on the dollar amount, the
requisition goes through approvals or is forwarded to Purchasing
Services for processing.
2. The
requisition is turned into a purchase order (PO) which is faxed or mailed
to the vendor. The PO number is sent to you
in an automatically generated e-mail once the PO is completed.
3. This
PO acts as your order to the vendor and should thus
contain appropriate information. The PO states that the
PO number should appear on anything the vendor sends to
the University including invoices and that invoices should be sent
directly to Accounts Payable.
We ask that you
follow this process as much as possible and alert us to any deviations.
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Business Purpose:
The business purpose of your purchase must be documented for tax
purposes. A brief description of the purpose must be entered in the
"Business Purpose" section of the Murphy Online Requisition, or if more space is
needed, in the "Document Text No Print" section.
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Attention To:
Please put the physical location (not the mail number) where you want
the delivery to be made along with the recipient’s name in this field.
For example: Sammy Smith Bldg XYZ Room 123. Only put your name
and location in this field if you want to receive the package.
Following this procedure will make sure that the package is delivered to
its intended destination and prevent lost and misplaced packages.
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Description:
Complete commodity descriptions are very important in requisitions. We
need to know the quantity of items being ordered (how many items come in
a case for example), dates of events, book titles, order numbers,
colors, sizes, and any other information that may be pertinent to your
order being completed correctly. If you need more space than the
“Commodity Description” field allows, click on the blue underlined
number next to the “Commodity Code” field. This will open a box where
you can enter printed and non-printed line item text.
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Vendor Information:
If you do not know
the vendor ID you may search for your vendor using the Code Lookup at the
bottom of the requisition form. If the vendor is new, you must
pre-approve this vendor before completing a requisition and placing the
order. A form W-9 will be required from the vendor in doing so.
Contact the Purchasing Services department for assistance in setting up
new vendors.
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Invoices:
It is against purchasing policy to order product before completing a requisition.
If this must be done due to an emergency situation please
consider the following:
·
Confirming Order:
If the order must be placed over the phone, the requisition can and
should be completed as a confirming order. Please mention this in the
print area of the Document Text as “Confirmed order to vendor.”
This alerts Purchasing and the vendor that the order has already been
placed and helps prevent duplicate orders.
· Invoice
in Hand:
If you already have an invoice for the product, you must still complete
a requisition. In this requisition, please mention that the product and
the invoice have been received in the Document Text by saying
“Invoice #_____ has been received and will be forwarded to AP for
payment.” This will help prevent duplicate orders. After the
requisition has been completed and approved, a PO number will be
assigned. Once the PO is completed by Purchasing, the requisitioner
will receive an e-mail containing their PO
number. THE PURCHASE ORDER NUMBER MUST APPEAR ON THE INVOICE WHEN IT IS
FORWARDED TO ACCOUNTS PAYABLE.
By doing the
requisition after you've received the invoice, you're
circumventing the approval process by not giving your delegate or budget
manager the opportunity to approve the items being purchased. Even if
you would be approving the requisition yourself, completing the
requisition before placing the order allows you to verify that you have
the budget to make your purchase. When the PO number comes on the
invoice, payment to the vendor is expedited.
For Mac users only:
Some Mac users
have reported problems when completing requisitions using Self Service.
The most common problem is when the Unit Price field contains a dollar
amount with a value in the hundredths place, i.e. $12.36. What
sometimes happens is that when the requisition is validated, the last
digit is removed from the Unit Price, i.e. $12.3. This may look fine in
the Calculated Commodity Amounts section below, but the wrong total will
display in this same section after the requisition is completed.
The solution to
this problem is to make sure that each Unit Price is correct before
clicking on the Complete button. If the amount under Unit Price is
displaying incorrectly, delete everything out of the Unit Price until
your cursor is on the left side of the box and reenter the amount.
Doing this, after everything (including the FOAPAL) has been validated
and you are sure that all the other information is correct, should fix
this problem. This problem does not occur on every requisition on every
Mac.
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Updated by JMS 3/10/09 |
