Requisition and Number Generator - Frequently Asked Questions

Who can I contact if I am having problems using the Requisition and Number Generator?

  • Application instructions are located at http://www.bussvc.wisc.edu/purch/req/ReqGenIns.html.
  • For technical issues, computer related questions, browser questions, login questions, or any problems related to My UW, please contact DoIT's Help Desk at 264-HELP.
  • For questions about using the application or general requisition questions, contact Purchasing Services at purch@bussvc.wisc.edu or 262-1526.

The Requisition Generator does not appear on my Services tab in My UW. What should I do?

  • The application should automatically be available for any payrolled individual at UW-Madison.
  • Choose the “Add / remove content" button under the "Customize this page: heading" towards the upper right of the screen.
  • Be sure that the "Requisition and Number Generator" option is checked.
  • If not, click the checkbox next to "Requisition and Number Generator" and choose Update at the bottom of the page to add the module.
  • If the application is still unavailable, contact the DoIT Help Desk for assistance.

I used the “Back” button in my browser to go back and lost all the information I had typed in. What happened?

  • To retain the information that has been input, use the “Save and go back” button at the bottom of the screen, instead of the “Back” button available in the toolbar of your browser.

The finished Adobe Acrobat .pdf document doesn’t open by itself when I finish entering all the requisition information. What happened?

  • Most likely, you have pop-up blocking software installed. If you want to keep the pop-up blocker, and the browser has not opened a new window to display the requisition, click the “Open My Requisition” link to open the document manually or disable the pop-up blocker to let the window open automatically.

The requisitions in the finished Adobe Acrobat .pdf document are not printing at the correct size or one of the documents on the page is not 5.5 inches long. How can I correct this?

  • Check your settings in Adobe Acrobat and try the following:
  • Once you have your requisition prepared and ready for printing (i.e. you are looking at the PDF document on your screen):
    • Click on the "File" menu in the upper left hand corner.
    • Select "Print..."
    • In the "Page Handling" section (about 2/3 of the way down in the window that appears), set "Page Scaling" to "Fit to paper".
    • Click "O.K." to print your document. The setting should be persistent, so doing it once should take care of the problem.
    • If this does not fix your problem, please contact the Help Desk at 264-HELP for further assistance.

I got interrupted and was not able to complete the requisition I was working on. It appears that the application has “lost” everything I entered. What do I do?

  • Both the Requisition application and the My UW portal are on a 30-minute timeout, meaning that after 30 minutes of inactivity you will be taken out of the application. Unfortunately, you will need to begin your work again.

The application timed out and I can’t continue with the requisition I was completing. What do I do?

  • Both the Requisition application and the My UW portal are on a 30-minute timeout, meaning that after 30 minutes of inactivity you will be taken out of the application. Unfortunately, you will need to begin your work again.

I noticed a mistake or something that needs to be changed in the requisition I completed. Can I edit the document that I already completed?

  • If you have not yet exited your web browser (and the application has not timed out after 30 minutes of inactivity), you may choose the “Make changes to your requisition” link to go back and edit information in your current requisition and generate a corrected Acrobat .pdf document with the same requisition number. Make sure you destroy the first, “incorrect” copy after the corrections have been made. Unfortunately, if you have already exited the browser window, you will need to start over with a new number.
  • You may also choose to write the changes directly on the original printed version instead of starting over.

I need to start my requisition over. What about the number I already reserved?

  • Don’t worry about using another number. The application keeps track of which numbers are available and will automatically assign a new one. You will not be held accountable for getting a number without actually using it.

I’m ordering something over the phone and I need a requisition number right now. I don’t have the information needed to complete the form. How can I use the web-based system to do this?

  • Go into the web based requisition generator application and use the “Request requisition number only” option to obtain a valid number. Use this number to complete your order.
  • When you are ready to generate the final printed requisition, choose the radio button next to the "I already have a number for this requisition" option on the initial entry screen. Enter the valid requisition number you claimed earlier and the requisition will be generated using that number.

I already have a requisition number. Can I use this application to generate/type the requisition?

  • Yes. If you already have a number, choose the radio button next to the "I already have a number for this requisition" option on the initial entry screen. Enter the number you wish to use and the printable requisition will be generated with the number you entered. Be sure to double check the number as the application will warn you if it is not properly formatted for the type of requisition you are trying to complete.

I would like a block of numbers in sequence (like the numbers you could get in a pre-printed package of forms), but would still like to type requisitions using the Requisition and Number Generator in My UW. Is this possible?

  • Yes, use the system to request a block of numbers and download the Excel spreadsheet containing your numbers. Instead of letting the system assign you a new number each time a requisition is printed, choose the radio button next to the "I already have a number for this requisition" option on the initial entry screen. Enter the number you wish to use and the printable requisition will be generated with the number you entered. Be sure to double check the number as the application will warn you if it is not properly formatted for the type of requisition you are trying to complete.

Why do the values for the contact person and contact phone, the ship to address, and the funding information appear/change each time?

  • The system uses something called a “cookie” to store the most recent values input in these fields on your machine. The next time you access the application, the last set of values typed in these boxes will appear.

Can I change the information that is pre-populated for me (Contact name and phone, ship to address, and funding information)?

  • Yes, it is only there as a helpful tool for those who can use it. If the information is not correct, simply delete it and type over it.

I’m using a different computer than I normally do, why didn’t the application automatically fill in the last set of values I used for contact information, ship to, and funding information?

  • The application “remembers” values by using a file called a “cookie” stored on your machine. If you move to a different machine, do not have cookies enabled in your browser, or delete your cookies, the application will not have the last set of values used for your contact person, ship to address, and funding string stored correctly. It will default to the values that are automatically filled in using the information stored about your NetID in the campus directory.

Requisitions print on an 8.5”x11” sheet of paper, do I need to cut them in half?

  • Yes, the Official copy, which comes to Purchasing Services, must on a half sheet of paper.
  • Consult with your Dean or Director's office as to if any other required copies will need to be cut or can be filed on full sheets.
  • Some users are also having paper pre-cut before printing and feeding the half sheets into their printers.

I’ve printed off a number of copies of my requisition, do they all need to be signed?

  • Purchasing requires one original signed copy (signed by everyone including the Dean’s Office), beyond that your Departmental policy dictates if any other copies require signatures. Do not alter the way you currently process any of the paper forms without consulting your Dean/Director’s office for approval.
  • Please consult your Dean/Director’s office to see how many signed copies are necessary for your situation and follow their instructions.

My Department requires that all copies be signed, but my Dean’s Office does not want to sign more than one copy of each requisition. What do I do?

  • Get an original signature on one copy; and if possible, make photocopies for those that require them. Make sure Purchasing gets the copy containing the original signature.
  • Some users that require multiple signatures are printing the forms on carbonless paper to generate the extra copies.

I need to enter a non-numeric character in the requisition funding amount field (such as an "F" for split funding) and the application won't let me. It just prints $0.00 for the total. What do I do?

  • Since there is a calculation applied to this funding amount field, it will unfortunately only take numeric values. Add the non-numeric character by hand to the printed copy of the document.

I need to enter a text string with no spaces (such as a long web address) in the Requisition Items area that looks like it will be longer than the width of the form. What do I do?

  • Enter the long text string as you would any other piece of text in the Requisition Items area. The application will print as much of it on one line as possible and automatically create a line break where necessary so it doesn't run over the edge of the form.

I need to enter a very long item description / attached list. Can the application handle this?

  • Yes, up to a point. The requisition generator can generate an attached list up to about 2 pages in length. If you anticipate that there is necessary text that will not fit on 2 pages of the attached list form, please create the text in a word processing program instead and staple it to the printed requisition form.

Am I required to use this web based system to generate printed requisitions?

  • No, there are a number of ways that people can generate requisitions without this system.
  • Download and use the Excel based requisition form.
  • If your Department has its own electronic method of creating requisitions or any leftover multi-part paper forms, those may be used as well.
  • If you desire to continue using multi-part pre-printed paper forms, see the next question.

How do I get pre-printed paper forms, I can’t use the web based system?

  • Whatever you print must conform to the existing requisition form specifications.
  • This print job will also most likely exceed the State’s $49.99 limit and therefore as a cautionary note please refer to the printing regulations found in PPP 4.

This application does not have a database associated with it. Is there a version available with more functionality?

  • Yes, DoIT has a more advanced version available that offers a full database, but there is a monthly subscription fee associated with it. For more information please contact Brian Busby at 262-9110 or brian.busby@doit.wisc.edu.

Are there any known browser compatibility issues?

  • No, if any are found please report them and we will attempt to resolve the issue.

Are students allowed to use the Requisition and Number Generator?

  • The application is only available for students if they are also employed by UW-Madison. Any payrolled employee should automatically have access to this application on the Services tab of My UW. If an employed student is having difficulty accessing the application they should contact the DoIT Help Desk for assistance.

The Requisition and Number Generator is not currently available through My UW. What can I do to prepare a requisition? Is there an emergency backup plan?

  • Call Purchasing Services at 262-1526 to obtain a valid requisition number. A Microsoft Excel version of both the internal and external requisition forms is available at http://www.bussvc.wisc.edu/purch/forms/RequisitionTemplate.xls and can be used with the number(s) obtained from Purchasing until the application is up and running again in My UW.
  • Also, you may use any paper requisition forms that are still left in your department. Though new forms are no longer available from MDS, the previously distributed forms are still valid.

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