Timeline To Buy

Is it a Req or a Wreck? Your Requisition… Do you have a wreck or do you have a Req? Is it a Req or a Wreck?

Learning Objectives Create a successful Requisition Review information required for a proper PO Requisition web form. Understanding the Requisition to Purchase Order Process. Introduce New features of this form that will be released in December.

EquipmentExisting Tag Number Support Documentation Existing or new Vendor? Requisition/Vendor Pmt Webform Accounting Information Purchase Order can be created Credit Card and within your credit card limits Value Unit Cost Total Specifications Descriptions To create a req. go to Webforms If a new vendor, tax information is needed. (W-9) Does this Vendor accept credit card? Supporting documentation is needed to process PO Accounting info – EquipmentExisting Tag Number Quantity Special Delivery Instructions? Blanket Order?

Timeline Create Req webform Routing and Approvals Procurement approves with backup Procurement generates PO Purchase Order sent to Vendor

The PO Requisition Process Webforms

Purchase Order Requisition Step 1: Step 2: Change building by choosing from the drop down NEW Choose ‘Yes’ or ‘No’ from the drop down

Purchase Order Requisition Step 3: Step 4: Attachment now displays the file name NEW Web form now displays a Requisition ID NEW

Purchase Order Requisition Step 5: Step 6: Use Lookup Vendor to add vendors NEW Type keywords from vendor name to narrow Search

Purchase Order Requisition Step 7: Credit card option for vendor Step 8: Funding Originator (Drafter) NEW

Purchase Order Requisition Step 9: Item details Step 10: Funding To add more Speed types (max: 6) NEW

Purchase Order Requisition Step 11: Trade information Step 12: Comments NEW

Purchase Order Requisition Step 13: Routing

Purchase Order Amendment Webform

Purchase Order Amendment Step 1: Originator & PO information Step 2: Previous PO information

Purchase Order Amendment Close PO Choose additional approvers is needed. Then click Finish & submit. Add Additional items (similar to PO Requisition) Choose funding originator Add item details Add funding details Choose Purpose Code Administrator Choose Additional Approvers if needed Then Click Finish & Submit

Purchase Order Amendment Change funding on Existing PO: Step 1: Choose funding originator. Step 2: Add item details(similar to PO Requisition) with the negative amount for the Speed type of the funding to be reversed. Step 3: Add item details(similar to PO Requisition) with the positive amount for the Speed type of the funding to be added. Step 4: Choose Purpose code Administrators, additional approvers if needed and click Finish & Submit. (similar to PO Requisition) with the negative amount for the Speed type of the funding to be reversed.

Purchase Order Amendment Change Funding on Existing PO Line item with negative amount Line item with positive Dollar Amount

Purchase Order Amendment Change funding on Existing PO: Review item details

Requisition To Buy

Tips and Tricks Always attach quotes/documents/invoices to support PO Requisition web form. Use Procard if purchase is within your credit card limit (under $5,000). If there are reoccurring payments, request a blanket PO. Use the vendor look-up feature on the Vendor Payment webform

Tips and Tricks If a vendor is not on file or inactive, requestor is required to have vendor complete online W9 form by forwarding: https://udel.edu/w9. A W9 form is required for Requisitions and Invoice Payments through Procurement Services. Payment Activities can be used to track payment activity as well as PO balances. Check out our Procurement Services homepage at: www1.udel.edu/procurement for more information.

Our Contact Information Assistant Buyers: RoseAnn Essick ressick@udel.edu 831-3168 Victor Caruana vcaruana@udel.edu 831-1461 Senior Buyers: Dave Heckman dheckman@udel.edu 831-2168 Dale Fleetwood fleetwoo@udel.edu 831-1476 Rob Jung rjung@udel.edu 831-2165

End of the requisition road… Questions?