iBuy - Completing the Purchase Requisition Form

This article provides step-by-step instructions to complete the Purchase Requisition Form in iBuy.

The Purchase Requisition Form creates an electronic requisition used:

  • To order items from suppliers that do not have a Hosted or Punchout catalog. You should obtain a quote from the supplier representative that details the Catalog Number, Product Description, Quantity, Unit of Measure, and Price. Entering each line detail exactly as the supplier provides is important for successful invoicing within iBuy.
  • 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 the Additional Resources section of Business and Financial Policies and Procedures Manual 7.2 Purchase of Goods and Services. 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 an After the Fact Purchase Order for products already in hand or services in process.
  • To create a Cancel and Replace Purchase Order which occurs when an original PO needs to be canceled and must be replaced by a new PO.

Steps to Complete the Purchase Requisition Form

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

  1. From the iBuy homepage, under the University Forms section, select the Purchase Requisition Form link.
  2. In the Instructions section, review the instructions.
  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 (BP) address using the corresponding Select.
      NOTE: By default, the preferred Business Purchase (BP) address will be bold; please use this address unless otherwise instructed.
    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 within iBuy 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 Business and Financial Policies and Procedures Manual 7.2 Purchase of Goods and Services? 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. 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 or 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 the service or delivery.
    7. Have any goods already been received or any services performed for this requisition or is this order to accommodate a Cancel and Replace Purchase Order? 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. Is this order a Cancel and Replace Purchase Order? Yes or No.
      1. If No, please provide a brief explanation of why the goods and/or services were received prior to issuing a PO.
      2. If Yes, provide the canceled PO number.
        NOTE: Provide the canceled PO number entered above in the cart in the External Notes and Attachments section within the Attn box. For example, "This PO is replacing original PO PXXXXXX."
    9. Has an Invoice been received? Yes or No.
    10. Are the total goods or services less than $100k? Yes or No.
    11. 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.
    12. Is the vendor expecting a copy of the new Purchase Order? Yes or No.
      NOTE: Answering "Yes" means that the PO will be sent to the vendor; however, approvers on the order will have the option to update the answer to this question.
    13. Do any items in the order require an equipment inventory PTag?
      NOTE: If the equipment you are ordering is moveable, meaning it can be moved from one location at the university to another, an equipment tag (PTag) will need to be affixed to allow the university to track that item. Use an Equipment Account code starting with 127XXX or 163XXX within the C-FOAP for that item.
    14. How many items on the order require an equipment inventory PTag?
      NOTE: If you have a 10 line item order but only one item on the order is an asset over $2,500 and you will be using an Equipment Account code starting with 127XXX or 163XXX within the C-FOAP for that item then the answer to this question would be 1.
    15. What are the dollar values of each item that requires a PTag? For example, line item three is $5,000 and line item five is $2,700.
    16. 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, enter the details of the first item.
    1. Enter information in the Unit Price (USD) field.
    2. Enter information in the Quantity (Total number of the item being ordered) 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 to avoid invoicing errors.
    5. Enter information in the Catalog No. field.
      NOTE: It is important to match what is provided by the supplier to avoid invoicing errors.
    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: 640XXX) or Description (example: Bags) and select Search and then choose the Commodity Code using the corresponding Select.
  9. Select Next.
  10. Answer the following question about the Small Purchase Information: Is your order $10,000 or more? Yes or No.
    1. If No, then no additional information is needed, unless your order falls within the guidelines of the note below. This applies regardless of the amount of the requisition.
      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 Internal Notes and Attachments section of the requisition.
    2. If Yes, were three quotes obtained from different competitive sources?
      1. If Yes, then written, email, or faxed quotes should be attached to the requisition, including detailed verbal quotes, in the Internal Notes and Attachments section of the requisition with date, vendor contacted, and quoted price. Internet searches should identify websites or links providing vendor and pricing.
      2. If Yes, then answer the following question: Was at least one quote obtained from a diverse vendor? Yes or No.
        1. If No, select the reason why multiple quotes were not possible from the following options (and provide additional information in the Internal Notes and Attachments section as appropriate).
          1. Supply or service is not available from multiple vendors.
            NOTE: If this 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 Internal Notes and Attachments section of the requisition.
          2. Purchase is being made from an awarded contract.
            NOTE: If this 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 Internal Notes and Attachments section of the requisition.
          3. Urgent need for the supply or service that does not allow time to obtain multiple quotes.
            NOTE: If this 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 Internal Notes and Attachments section of the requisition.
          4. Purchase from certified small or diverse vendor, less than $20,000, and not federally funded.
          5. Other (provide justification below).
            NOTE: If quotes were not obtained, then provide qualifying information within the provided box.
  11. If you are ordering one item, then select Add and Go to Cart.
  12. If you are ordering more than one item, then select Save to Cart and Add Another:
    1. The form will default to the Instructions section, so you must select the Order Details section.
    2. The previous item values will still be populated in the Order Details. Type over the previous item values and details with the next item values and details.
    3. Select Save Progress.
    4. Select Review and Submit from the left side of the form.
    5. If you are done entering your items, then select Add and Go to Cart. Otherwise, select Save to Cart and Add Another.
    6. You will repeat the steps above for each item ordered by overwriting the previous values until all of your line items are entered.
    7. After entering the details of the final item, select Add and Go to Cart.
      NOTE: To edit the requisition, please refer to the Edit the Requisition Before Submitting the Order instructions below.
  13. In the Shopping Cart section, review the cart and make any necessary changes and then select Proceed to Checkout.
  14. Enter information or add attachments in the Internal Notes and Attachments section, if needed. To make edits in this section, select Edit (pencil icon) next to the section heading.
    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 Request Number in the External Notes and Attachments sections of the requisition.
    NOTE: If this is a Cancel and Request Purchase Order, then provide the number of the PO being canceled in the Previous Purchase Order Number in the Internal Notes and Attachments section.
  15. Enter information in the FOB Code (Freight on Board) field.
    1. To update this field, select Edit (pencil icon) next to the Shipping heading.
    2. For additional details on what FOB Code to use and catalog vendor details, refer to the FOB Code Information document
      1. Freight/shipping charges should not be invoiced by the supplier FOB 31.
        NOTE: You are not expecting the vendor to charge shipping. The invoice should not have a shipping fee, and if shipping is on the invoice, then Payables should reach out to you.
      2. Freight/shipping charges are to be invoiced by the supplier and allowed for FOB 30.
        NOTE: You are expecting the vendor to charge shipping. You may not know the exact amount, but you are willing to accept and pay whatever shipping rate is sent by the vendor on the invoice.
      3. Special shipping instructions on FOB 21 (include external notes and applicable documentation and PO clauses).
        1. Note that FOB 30 and FOB 31 are the primary selections for shipping.
        2. FOB 21 should be used to accommodate for departmental FEDEx or UPS Shipping accounts.
        3. Any supporting notes and applicable documentation should be attached to the requisition in PDF format in the External Notes and Attachments section of the requisition for Purchasing review and to accompany the PO sent to the vendor.
      4. Select Save.
  16. Refer to the next sections for how to edit your order, update your ship to address, add an accounting string, and add attachments, prior to submitting the order.
  17. 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 on the line that needs to be edited.
  2. Navigate to the section of the form you need to edit by selecting the section name from the left side of the form.
    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.
    NOTE: If you need to answer one of the Order Information questions differently, please note that you must go back to each line item level form and update the response in all places.

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: To add additional address options to your profile, please refer to this job aid: Setting Up and Using Ship To Addresses.
    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 account 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, please see this job aid: Splitting Account Codes (C-FOAPAL).
  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.


KeywordsiBuy, purchasing, procurement   Doc ID120250
OwnerLearning Systems SupportGroupUI Training and Development Resources
Created2022-08-04 09:17:52Updated2024-01-17 11:37:05
SitesUniversity of Illinois Training and Development Resources
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