How to Prepare an External Requisition
- Choose the proper requisition form
for the type of goods or services you wish to
procure.
- External Requisitions are used for purchasing
goods/services from all external vendors. These purchases are encumberd and use SFS coding on the requisition document.
- Internal Work Orders are used used to communicate information between customers and internal service providers about what is being ordered and what funds will pay for the services. Dollar amounts listed are not encumbered and funding is in SFS coding.
- Prepare the Requisition: Complete your requisition using the External Requisition Generator located in the Requisition and Number Generator Module on the Services tab in My UW. Usage instructions, FAQs, and help information are located in the Requisition and Number Generator User Guide.
As of February 11, 2008:
- All requisitions must be entered into the new external requisition generator
- SFS coding will be used on all requisitions
- Requisitions must still be routed, signed, and edited according to your Dean's office policy
- Processing and Routing Completed Requisitions: Route
the requisition, according to your departmental procedures, to receive
the necessary approvals and signatures. Your Dean/Director's office
will
forward the signed/approved external requisition to Purchasing Services for Pre-Audit and final
processing into a Purchase Order (PO). The PO and resulting encumbrance will be created in the Shared Financial System (SFS). Encumbrances will be viewable in WISDM the next day. Released orders are printed over night and mailed the next
day. Proof the printed copy of the PO as received to ensure
accuracy of vendor, vendor address, items ordered, etc. If there is
an error, please contact
Purchasing Services. You may contact the vendor to correct the problem
and notify Purchasing Services via e-mail, fax, or to request a change
order.
- Tracking your Requisition: There are times where
it may be necessary to track your requisition as it flows through the
processing steps. Normal processing
times vary depending on complexity, the routing process, workload, and
many other factors. Please view the flowchart
explaining the path your requisition must follow and if necessary,
follow the instructions for tracking your
requisition.
For More information, please refer to the following pages:
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