Creating an External Requisition through the Requisition and Number Generator in My UW
- This section of the application allows you to use the requisition generator to create and print an external requisition with a valid requisition number assigned to it. Begin by choosing “External Requisition Generator ” from the Main Menu.
- The first time you enter the main menu of the application your name, Department, and phone will be blank. Begin by setting your preferences.
- Click "Set/Update User Preferences"
- Use this screen (shown below) to enter:
- your name
- Department ID in SFS coding
- phone number
- choose if you are a delegated purchasing agent (most will use the default "no") - if you are unsure, answer no.
- preferred contact person
- preferred ship-to address
- preferred funding string(s)
- Be sure to click "Save Preferences" to save and go back to the main menu.
- Be sure to click "Add" to save your funding
- Now you are ready to create a requisition. The default option is to create a new requisition with a new requisition number assigned by the system.
- If you already have a number for the requisition you can choose that option and enter the number in the space provided.
- If you know the number of a similar requisition to the one you will be creating, enter it in the box provided to copy the data from that existing requisition or PO (and save yourself some keying).
- Choose the "Create New Requisition" button to continue.
- The next screen allows entry of basic requisition information.
- your assigned requisition number is displayed at the top
- today's date is defaulted into the Requisition Date field
- If you would like the order to be a blanket order (i.e. continuing over a span of time), fill in the Begin and End dates (note: dates can only span a period of 12 months).
- make any needed changes to the default contact person name and phone
- if you require positive approval (where invoices will be sent to you for approval before payment) choose yes (the default value is no)
- choose a discount from the drop down menu if needed (the default is no discount)
- enter any comments or information you would like Purchasing or the vendor to know about your order or choose from the standard comments listed in the dropdown. You can enter up to 2000 characters in the comments field.
- enter the vendor name and address. If you know the vendor number (or have looked it up using the link), enter it and click the "Get" button to retrieve the correct vendor information without having to key the name and address
- make any needed changes to your default ship-to address
- Be sure to click "Save and Go to Items" to save your information and continue. If you do not, your information or changes will be lost. Use the second set of buttons to navigate to other pages without saving.
- The items screen allows you to add items to your requisition.
- The requisition number and total amount are displayed at the top
- Enter the quantity and units as shown below.
- The Discount and Category field are optional and do not need to be completed.
- Enter the cost of each item in the Unit Cost field
- Enter the description (up to 2000 characters) in the Description block
- When finished click the "Save Item" button at the left to save the item and add it to your requisition. If you do not click Save Item, no items will print.
- Once your item has been added, you may continue to enter as many items as necessary and the screen will appear as below
- The total will be updated each time an item is saved
- To make any changes to the item, choose "Edit" , but be sure to click the "Update" button to accept the changes
- If you have a quote or long list of items, they may still be attached to the paper copy, simply indicate "See attached quote" and be sure to send the information along with the printed requisition
- Once you have entered all items, click "Go to Funding" to continue as shown below
- The funding screen allows you to add funding strings to your requisition.
- The requisition number, total amount, and total funding amount are displayed at the top
- Any funding strings (or partial funding strings) that are saved in your preferences will appear automatically
- Choose "Edit" to make any changes/additions or begin typing in the blank row
- Be sure to use SFS coding
- The fiscal year must be entered as 4 digits, e.g. 2008
- Once the funding string is entered be sure to choose "Update" or "Save Line" to save the funding and add it to you requisition. If you do not, no funding will appear on the printed requisition.
- Once you choose Update or Save Line, the funding string will be edited to make sure the the project, program, department ID, fund, and account are a valid combination of funding.
- Note: Please do not enter the Bldg. number unless it is actually required for your purchase (there are very few account codes that require the building number to be used).
- Once the funding has been added, the total funding amount will be updated.
- You may continue to add funding strings or click "Print Requisition" (as shown below) to finish and produce the printable document
- Please do not proceed to print unless your total requisition amount and total funding amount match
- A print dialog box (as shown below) will appear. Choose "Open" to open and print the document.
- Your final document will open in Adobe Acrobat (as below) and can be printed. Print the number of copies specified by your Dean's office and have the final requisition document routed and signed according to your Dean's office procedures.
- Close or save your requisition and then use the "Go to Main Menu" button at the bottom of the screen (shown below) to return to the main menu and create another requisition or use the other navigation buttons to make any changes to your requisition.
- For further information, see the Frequently Asked Questions or Obtaining Help for the Requisition Generator
Information entered here will appear on every requisition that you complete, but can be deleted or replaced if needed as the requisition is completed.
