10.00, Introduction

10.00 Introduction to On-Line Requisitioning

last updated: 04/01/2003

Policy Owner:

This section provides procedures for the use of the Purchase Requisition for the acquisition of goods or services, for receiving direct shipments, and for tagging capital equipment purchases. This section also contains instructions for receiving merchandise.

All purchases must comply with University Expenditure Policies and Procedures. Review that section first to ensure that the purchases you are requesting are authorized and that all University requirements are followed.

Detailed purchasing information, including supplier selection, bid and quotation and special procurement requirements, is provided in the Purchasing Policies manual maintained by the Purchasing Office.

If you have questions regarding the propriety of a purchase, or need assistance in selecting an object code, contact your fund accountant in the Financial Services Office.

Following is a quick look at creating, reviewing and approving dPRs.

Creating a dPR

The following screens are used to create on-line departmental Purchase Requisitions (dPRs). These screens are linked to simplify entry - after completing each screen, press enter. Some screens require that you press enter again to advance to the next screen.

29H - Header Enter order and delivery information; also account information when using document funding.

29V - Vendor Enter up to three suggested vendors: name, address, phone number and contact person.

29L - Lines For each item ordered, enter quantity, unit of measure, unit price and up to 10 lines of description; also, account information when using line item funding.

03A - Session open Open a session to allow encumbrances to process.

29T - Trailer Trailer dPR; also have the option to change the encumbrance description.

29E - Funding Displays account number(s), object code(s), amount and/or percent distribution.

Reviewing/Approving a dPR

An approval screen and several query screens are also available in the OLR system:

29P - Pending Displays summary information of dPRs that are not fully approved.

29R - Ready Displays summary information of dPRs that are fully approved, but not transferred to a PO or PPO.

29K - Approval Displays summary information of dPRs that are waiting for your approval.

29Q - Query Allows you to search for dPRs within a department that meet specific criteria.

29W - Route Tracking Summarizes key stages in the dPR process.

29S - Status Displays the names and phone numbers of the required approvers, names of alternate approvers and date approved.

29U - User definition Allows users to establish dPR review and approval criteria.

29Z - Deleting/freezing dPRs Allows you to delete lines or dPRs. You can also freeze and thaw dPRs.

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