iBuy - Completing the Purchase Requisition Form

Completing the Purchase Requisition Form

The Purchase Requisition Form creates an electronic requisition used:

• To order items from suppliers that do not have a Hosted or Punchout catalog.
• To order items not offered in supplier Hosted or Punchout catalogs. If you are creating an order for items not offered in a supplier Hosted or Punchout catalog, it is advised to obtain a quote from the supplier representative that details the Catalog Number, Product Description, Quantity Packaging, and Price. Entering these details exactly as the supplier provides them in important for successful invoicing within iBuy. This process should not be used if the supplier creates an e-quote through the catalog.
• For orders that require a contract or require the University to agree to vendor terms and conditions.
• To order goods or services that are restricted as detailed in Policy & Procedures Manual, Section 7.2 Purchase of Goods & Services, Additional Resources. Examples include, but are not limited to: telecommunication equipment, weapons, furniture, chartered services, lab gases, on-site services, high-powered lasers, or non-denatured ethyl alcohol.
• For goods purchased from another country that will need to go through Customs.
• To order items that are a radioactive or controlled substance.
• To create a After the Fact Purchase Order for products already in hand or services in process.

Steps to Complete the Purchase Requisition Form

Based upon your responses to the questions within the form, you will be prompted to answer and provide more details.

1. On the iBuy homepage, under the University Forms section, select the Purchase Requisition Form link.
2. In the Instructions section, review the instructions. You may access the job aid link for more information.
3. Select Next.
4. In the Suppliers section, follow these steps:
   1. Enter the Supplier Name or Supplier ID (@########) in the Supplier field, and do not populate the other fields.
   2. Select Search.
   3. Choose the Business Purchase address using the corresponding Select.
      NOTE: By default, the preferred Business Purchase address will be bold; unless otherwise instructed, please use this address.
   4. Select Next.
5. In the Form Fields section, no action is required. Select Next.
6. In the Form Fields – Order Information section, answer the following questions about the purchase request:
   1. Does this purchase require a contract to be signed by the University or must the University agree to the supplier’s Terms & Conditions? Yes or No.
      1. If No, then a link to the Restricted Items and Purchases Requiring Special Approval page on the OBFS website will be provided.
      2. If Yes, then the following questions need to be answered:
   2. If a contract needs to be signed by the University, has a Contract Request Form been submitted? Yes or No.
      1. If No, then please use Contracts+ to create and submit a Contract Request Form before proceeding.
      2. If Yes, then please include the Contract Request Form Number in the appropriate field under Internal Notes and Attachments on the requisition.
   3. Is there a leasing or software subscription involved in this contract that is 12 months or more including renewal options? Yes or No.
   4. Is the purchase for goods or services restricted as detailed in purchasing Section 7.2, Policy & Procedures? Examples include but not limited to: telecommunication equipment, weapons, furniture, chartered services, lab gases, on-site services, high-powered lasers, or non-denatured ethyl alcohol. Yes or No.
   5. Is this purchase for goods from another country that will need to go through Customs? Yes or No.
   6. Does this purchase include goods or services that are provided over a period of time/range of dates? Examples include maintenance agreements, software license agreements, subscriptions, standing orders, etc. Yes or No.
      1. If Yes, then provide the estimated beginning start date and end date of service/delivery.
   7. Have any goods already been received, or services performed for this requisition? Yes or No.
      NOTE: This question should be answered Yes if you are completing an After the Fact (non-conforming) Purchase Order. Purchase Orders will NOT be distributed automatically to the vendor.
   1. If Yes, then the following questions need to be answered:
   8. Has an Invoice been received? Yes or No.
   9. Are the total goods or services less than $100k? Yes or No.
   10. Is there an award, sole source, exemption, emergency, or existing contract in place? Yes or No.
       1. If Yes, then provide the associated award, sole source, exemption, emergency number or contract number.
   11. Does this order contain Radioactive Substance products or Thorium or Uranium in open source form?
       1. If Yes, then the following information needs to be provided:
          1. Enter information in the Project/Permit Number field (if no Project/Permit number leave this field blank).
          2. Enter information in the Principal Investigator (PI) field.
          3. Select the appropriate Radioactive Materials Type radio button:
             1. Long Life: Having a half life greater than or equal to 90 days
             2. Short Life: Having a half life less than 90 days
7. Once all the required questions in the Form Fields – Order Information section have been answered, select Next.
8. In the Form Fields – Order Details section, answer the following questions about the purchase request:
   1. In the Quantity drop-down, select the number of line items on the requisition.
   2. NOTE: Based upon the number selected from the drop-down menu, the form will provide enough fields for up to 10 items.
   3. NOTE: If the requisition has more than 10 items, create a single line item with the total cost of requisition and attach the supplier quote to the requisition.
   4. NOTE: For each line item, the following information needs to be provided:
      1. Enter information in the Unit Price (USD) field.
      2. Enter information in the Quantity (Total) field.
      3. Select from the Unit of Measure drop-down menu.
         NOTE: This is usually EA – Each.
      4. Enter information in the Product Description field.
         NOTE: This should be less than 50 characters to accommodate Banner; avoid unique characters; it is important to match what is provided by the supplier.
      5. Enter information in the Catalog No. field.
         NOTE: It is important to match what is provided by the supplier.
      6. Select the Commodity Code from the search feature.
         NOTE: Select Edit next to the Commodity Code field and enter a partial Commodity Code (example: “640XX”) or Description (example: “Bags”) and select Search and then choose the Commodity Code using the corresponding Select.
9. Answer the following question about the Freight/Shipping Charges: Does this order contain Freight/Shipping Charges? Yes or No.
   NOTE: Adding freight costs to your order indicates that the University is responsible for payment of freight/shipping charges. The freight/shipping charges should be part of the order quote from the vendor. If applicable, it is important to populate this field. If freight/shipping charges are not entered, it is assumed the Supplier invoice will not have freight/shipping charges, and the University will not be paying any freight/shipping costs. If there are multiple freight/shipping fees, the freight/shipping charges line should be a sum of all such costs for the order.
   1. If No, no additional information needed.
   2. If Yes, then enter information in the Unit Price field.
10. Once all the required questions in the Form Fields – Order Details section have been answered, select Next.
11. The Form Fields - Purchase Information section will automatically display questions if the order total is $10,000 or greater.
    NOTE: If this purchase is based on a Bulletin posting (for RFP, IFB, Sole Source, Exemption, Cooperative) or Contract, please fill in the Bulletin Number and/or Contract Number in the External Notes and Attachments section of the requisition. This applies regardless of the amount of the requisition.
    1. Were three quotes obtained from different competitive sources? Yes or No.
       1. If Yes, then written, email, or faxed quotes should be attached to the requisition; detail verbal quotes in Internal Notes and Attachments of requisition with date, vendor contacted, and quoted price; Internet searches should identify websites or links providing vendor and pricing.
       2. If No, and the purchase is based on a Bulletin posting (RFP, IFB, sole source, exemption, cooperative) or contract, please fill in the Bulletin Number and/or Contract Request Number in the External Notes and Attachments section of the requisition.
       3. If No, then indicate the reason why multiple quotes were not possible by selecting the appropriate radio button:
          1. Supply/service is not available from multiple vendors.
          2. Purchase is being made from an awarded contract.
          3. Urgent need for the supply/service that does not allow time to obtain multiple quotes.
          4. Other (Provide Justification Below)
    2. If Yes to first question, Was at least one quote obtained from a diverse vendor? Yes or No.
       NOTE: Please see Certified BEP Directory.
12. Once all the required questions in the Form Fields – Purchase Information section have been answered, select Next.
13. The Review and Submit screen will appear. There is no action required. Select Add and go to Cart.
    NOTE: To edit the requisition, refer to the Edit the Requisition Before Submitting the Order instructions below.
14. In the Shopping Cart section, review the cart and make any necessary changes.
15. Enter information or add attachments in the Internal Notes and Attachments section, if needed.
    NOTE: If this purchase is based on a Bulletin posting (for RFP, IFB, sole source, exemption, cooperative) or contract, please fill in the Bulletin Award Number and/or Contract Number in the External Notes and Attachments section of the requisition.
16. Select Place Order.

Editing the Requisition Before Submitting the Order

1. Under Supplier Details on the Shopping Cart page of the requisition, select the Purchase Requisition Form link.
2. Navigate to the section of the form you need to edit by selecting the section name from the menu.
   NOTE: Much of what is editable is within the Order Details section.
3. Edit the necessary information and select Save Progress.
4. Select the Back to Cart link in the upper left corner of the Purchase Requisition Form.
   NOTE: Do not select Next and continue through the form because you could duplicate the line items on the order.

Using an Alternate Shipping Address

1. Under the Freight/Shipping Charges section, select Edit (pencil icon).
2. Enter the appropriate address by applying one of the following options:
   1. Option 1: Choose from Your Addresses
      1. Select the radio button next to the address from the address options previously added.
         NOTE: Refer to the Setting Up and Using Ship To Addresses job aidto add additional address options to your profile.
   2. Option 2: Select a New Address
      1. In the search box below the list of current Ship To set up, enter a portion of the Banner Ship to Code or a portion of the address and select Search.
      2. The address(es) will populate within your current address list and you may select the radio button of the address you want to use.
      3. Enter the ultimate destination in the Location field.
         NOTE: Information must be entered in the Location field. This can be a specific room number, campus mail code, or an email address.
3. Select Save Changes.

Editing FOAPAL Codes

1. Under the Accounting Codes section, select Edit (pencil icon).
2. Enter the appropriate accounting code by applying one of the following options:
   1. Option 1: Select from your code favorites by hovering over the right-hand corner of the pop-up window and select Favorites (heart icon) and then select from the list of saved nickname codes.
   2. Option 2: Search by Value or Description. Select the arrow within the box of the accounting code you need to change. You can type the number in the box, select from the values that are saved, or select Search to search by number or Description, or a portion of either Value or Description. Select Add Split (plus sign) to split FOAPAL codes and repeat steps 1-2 above.
      NOTE: Please note you cannot select a second favorite when splitting a FOAPAL. You must manually enter the second FOAPAL string. For more information, see the Splitting FOAPAL Codes job aid.
3. Select Save Changes.

Notes and Attachments

• Internal Notes and Attachments will not go to the Supplier or Banner and can be shared between departments.
• External Notes and Attachments will go to the Supplier, and External Notes will go to Banner.
  • External Attachments must be in PDF format.
  • The documents added as External Attachments do not need to be added as Internal Attachments.