Requisitioning Frequently Asked Questions


 
A Requestor can be anyone in the university. A Requestor is the person that is requesting the goods or services on the requisition. A Requestor does not have to have access to the system, but must exist in the University demographic table. It is important that the actual requestor is entered on the requisition and not just the person entering the requisition order. The requestor will get messaging regarding the status of their order only if they are noted on the requisition.
A requisitioner is a role in the web requisitioning system. Requisitioners have access to the system and can enter requisitions for the department. Requisitioners must route their web requisitions to a Verifier in the department before they go on for funding or other approvals.
Verifier is a role in the web requisitioning system. Verifiers can enter requisitions or route requisitions created by Requisitioners for approval. Verifiers are the only users that can route requisitions for approval. Each department will have one Default Verifier that will receive specific communications from Procurement Services. Default Verifiers receive a notification when purchase orders are printed for the department. The Default Verifier also receives a requisition when a Confirming Order is requested by a user in the department and also for contract renewal requisitions.
At times, departments will have emergency needs that require them to request a P.O. number from Procurement Services. Procurement Services refers to these as confirming orders. When a department calls to get a P.O. number for the emergency purchase, Procurement Services enters the information about the transaction (i.e. supplier, cost, requestor, etc.) into the web req system. After the information is entered in to the Agent's web req screen they receive a P.O. number from the system and a requisition is initiated and routed to the department's Default Verifier.
The web requisitioning system works with the E-forms approval system to route the form for funding approval, Dean's approval, etc. The E-forms approval system is also used for personnel actions and web travel. The funding approval on the requisition happens automatically and goes to the approver designated for the fund or funds assigned to the requisition. Other approvals are chosen by the department's verifier when the requisition is routed for approval. Approvals can also be added by a procurement agent when they receive the requisition.
The web requisitioning system works with the E-forms approval system to route the form for funding approval, Dean's approval, etc. The E-forms approval system is also used for personnel actions and web travel. The funding approval on the requisition happens automatically and goes to the approver designated for the fund or funds assigned to the requisition. Other approvals are chosen by the department's verifier when the requisition is routed for approval. Approvals can also be added by a procurement agent when they receive the requisition.
The requisitioning system is the only way to request purchase orders and contracts.
The web requisitioning system has four major advantages over the paper system: speed, accuracy of funds, tracking of orders, and reduction of paper.

 

The first advantage is speed. Requisitions can be processed and transmitted electronically across campus saving many days in routing through campus mail. It also does not require that you send a runner or student around with a requisition to collect signatures. Requisitions that used to take hours or days can now be routed in minutes and faxed to the supplier from the Procurement Services server, cutting down processing time tremendously.

Accuracy of funds is also gained. Requisitions route to the person(s) designated as the approver(s) for any fund(s) that are on a requisition. This allows departments to review the use of their funds before the order is created.

Another advantage is the ability to track the requisition at all points in the process. Departments can access the requisition at all times and see who has the order and what approvals or actions it is waiting on.

Lastly, we are able to reduce the paper generated in the process. In the paper process, we sometimes had two to three pieces of paper created to get the order entered. These might include a written note from the Requestor as to what was wanted, followed by a departmental internal requisition that was filled out and then this information was again entered on a purchase requisition. Procurement Services then took this purchase requisition and entered it once more into our system. With the web requisitioning system, all users in the process can work form the same electronic form and edit or append as necessary.

The web requisitioning system can be used to order any goods or services that are needed by departments. There are no dollar limits to what can be requested on the system.
There are several ways to find a requisition once it has been routed. First and easiest is if the requisition number is known, you can simply enter that number in the Display Requisition field and view the information. If you do not know the requisition number you can view all the requisitions that have been created by your department by clicking on the All Reqs link on your web req menu (see tutorial for detailed information) and then sort the requisitions by date, number, supplier or requestor to find the one you are looking for.
You can use the Browse Actions function on your web requisitioning system to find out where your requisition is and if it has been approved or not. See the Browse Actions tutorial on the Procurement Services home page for more detailed information.
A requisition can only be canceled after it has been returned by an Approver or from Procurement Services. If a requisition has never been routed, it can be re-used. If a requisition has been routed, but no longer needs to be used for any reason, it should be canceled. Requisitions that have been returned will have a Cancel Req button at the bottom of the work req screen. For more detailed information on how to cancel a requisition, see the How to Cancel a Web Requisition tutorial on the Procurement Services home page.