How To Track the Path of an External Requisition
Once you create your requisition and begin to route
it for approvals and processing, it will generally take the following
path. Your requisition will take 2-14 days from the transaction date (TRN
DT) listed on 3270 to be received in Purchasing Services (step
5 below).
- End user submits a request for a product or service and the requisition
is prepared in the department's business office.
- Dean or Director's Office gives departmental approval for encumbrance
of funds, signs the requisition, and enters the information on 3270.
- Requisition is forwarded to Purchasing Services (6th floor 21 N. Park St.) for Pre-Audit review. At this point the requisition is logged
in and routed to the next step.
- If the acquisition involves capital equipment, it is forwarded to
Property Control for review. If the requisition is coded to 133 funds
for capital equipment, sub-contracts, rentals, maintenance and repair,
or travel class codes, it is forwarded to Research & Sponsored Programs
(RSP) for review and approval.
- Requisition Entry in Purchasing Services receives,
time stamps, enters, and releases orders $5000 and under (called best
judgment orders).
- Orders $5000 and over are forwarded to the appropriate purchasing
agent for review and approval of proper contract usage and/or a bid
or simplified bid process if necessary.
- The Purchase Order (PO) and encumbrance are created in the Shared Financial System (SFS). The PO is sent to the vendor and a copy
is sent to the originating department. The encumbrance will be viewable in WISDM the following day.
Steps to Track your External Requisition:
- Begin by checking the Purchasing
Inquiry website to see if Purchasing Services has entered the requisition
and generated the PO.
- To determine if the order has been issued, click on "Purchase
Order Inquiry". Enter the seven-digit requisition number and
click "Get Order Information". If a record appears (listing a requisition
number, vendor, date, and amount), this indicates that the purchase
order has already been issued and copies have been mailed to the
vendor, the originating department, and Accounts Payable. If you
have not received a copy of the purchase order (after at least one
week), please contact
Purchasing Services to have another copy generated. The date
listed in the record is the date that the order was released by
Purchasing. To view further order detail, click "Get Record".
This lists which Purchasing Agent the order was assigned to (should
you have questions or need to change your order), and will allow
you to look at the individual items on your requisition, any messages
appearing on the purchase order, the actions performed on the order,
or the vendor information by clicking the appropriate button.
- If no information appears, this indicates that the order has not
been issued. Go back to the Purchasing
Inquiry site and click on “Requisition
Inquiry”. Enter the seven-digit requisition number and
click “Begin Query”. This provides a list of the actions
taken on your requisition thus far. If there is information displayed,
this indicates that your requisition is in Purchasing and an order
will be issued as soon as possible. By clicking "Get Detailed
Summary of Req.", you will see which Purchasing Agent the requisition
is assigned to as well as being able to view the listed items and
order messages by clicking the appropriate buttons near the bottom
of the screen.
- If no information is found in step 1, check 3270 (using INQR) to see
if your Dean/Director’s office has signed and entered the order.
If the information is available on 3270, the requisition is most likely
still in transit from their office to Purchasing Services.
- If the information is not available on 3270, contact your Dean/Director’s
office to see if they have signed and encumbered the order and forwarded
it to Pre-Audit.
- If it has been 2 weeks since the initiation of the requisition, and
it has been entered on 3270 by your Dean/Director’s office, you
may contact Purchasing
Services to see if we are able to track down the requisition.
- Purchasing keeps a log of all incoming external requisitions and where they have
been routed. You may also download our Requisition Tracking Log Excel File and follow the instructions to track your own requisition. An updated version of the file is posted daily.
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