University of Wisconsin-Madison

New External Requisition Generator and EPRQ Replacement

Overview

With the Program Release, a new front end external requisitioning system has been rolled out to campus.  The system functions as a replacement for the External Requisition Generator in MY UW and the 3270 transaction EPRQ.  In addition to producing the paper requisition document for routing and approval, it also saves a copy of the detail of the requisition and its funding in order to expedite the creation of a Purchase Order (PO) from the Requisition, eliminating the duplicate keying requited at the Dean's office and again at Purchasing Services. The system design and business process is based on the Requisition Generator Flowchart.

The new requisition generator is based upon the same concepts of producing a paper requisition document as the approval mechanism for purchases; that is, the paper requisition with approvals on the form must reach Purchasing Services in order to create the Purchase Order. 

How Does This Affect Campus?

• February 8, 2008:
  • is the last day for Purchasing Services to receive requisitions entered into EPRQ by the Dean/Director's office
  • is the last day to use legacy funding coding on requisitions
  • The current requisition generator in My UW is disabled
• February 11, 2008: The new external requisition generator is available to campus through the Requisition and Number Generator Module on the Services tab in My UW
• As of February 11, 2008:
  • All requisitions must be entered into the new external requisition generator
  • SFS coding will be used on all requisitions
  • The new external requisition generator will be used to validate funding (instead of EPRQ)
  • Requisitions must still be printed and signed by the authorized Dean's office representative to be processed into a Purchase Order (PO) by Purchasing
  • Requisitions must still be routed, signed, and edited according to your Dean's office policy
  • Tracking the receipt of your requisition in Purchasing is available through a web inquiry and is described in a pdf instructional document.

Using the External Requisition Generator:

The External Requisition Generator is available through My UW. It is located in the Requisition and Number Generator Module on the Services tab in My UW. The user guide, frequently asked questions, and help information are available at http://www.bussvc.wisc.edu/purch/req/ReqGenIns.html

System Features:

• Easy to use web interface based upon current My UW Requisition Generator
• NetID used as authorization to create or edit requisitions
• Use of SFS, rather than Legacy coding
• Funding string edits built into system
• Ability to save profile information for use as defaults on new requisitions, including:
• Ship To preferences
• Funding string defaults
• Contact person
• Ability to retrieve old requisitions and copy information to a new one being produced
• Requisitions will be full sheets (8.5x11) of paper rather than half sheets
• Requisitions will be produced as a PDF document printable at your desktop
• Ability to edit the electronic requisition document until the signed paper original is received in Purchasing
• Ability to identify when the requisition has been received and is being worked on by Purchasing Services and/or where the paper form has been routed by Purchasing through a web-based inquiry
• Ability to have someone other than the originator modify/correct a requisition before having it sent to Purchasing
• Database tracking of last Net ID to modify a requisition and last NetID to print a requisition
• Original Dean’s signature is the only one required for the requisition to be processed in Purchasing, allowing Divisions to distribute use of the system and paper based routing as they see fit
• Elimination of dual entry in Purchasing Services as the Requisition database is used to prepare the Purchase Order