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iBuy - Requisition Editing

This article provides step-by-step instructions on how to edit a requisition.

A Shopper or Requestor can edit their requisitions that have not been submitted yet or have been returned to draft.
NOTE: Refer to the job aids in the Shopping section of the iBuy Training Materials webpage for information on creating a cart. 

A Department Account Coder or Approver can edit a requisition that is pending their approval.
NOTE: Refer to the iBuy - Departmental Approval Process (Approver) job aid for information on Approval role actions.

  1. If Requestor or Shopper, click Proceed to Checkout in Shop.
    If Department Account Coder or Approver, click Orders on the taskbar.
    1. Select Approvals.
    2. Click on Requisitions to Approve.
    3. Navigate to a requisition that needs approval.
    4. Click the Assign action on the right of the requisition you wish to assign. This must be done to perform any action other than Approve.  
    5. Click the Requisition Number under My Req Approval to open the requisition.
  2. Verify requisition information and edit the requisition as necessary using the steps provided.
    1. Line-item Details (Price, Quantity, and Description)
    2. Commodity Codes
    3. Ship To Address
    4. C-FOAPAL Codes
    5. Notes and Attachments
  3. Click Place Order when the order is ready to submit for approval.

Editing Line-Item Details (Price, Quantity, and Description)

  1. Under Supplier Details in the Items section of the requisition, select the Purchase Requisition Form or Standing Order 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.

Entering Commodity Codes

Any form-created Order (outside of Hosted and Punch-out Catalog Orders) requires you to enter a Commodity Code manually. If you do not enter the Commodity Code on the form, you will get a yellow warning box when viewing your shopping cart.

You can add the Commodity Code by following the steps below:

  1. Click Edit in the Supplier/Line Item Details section on the Final Review page.
  2. Click Empty Field… next to the Commodity Code text box.
  3. Click the Search magnifying glass next to the empty Commodity Code field.
  4. Enter a partial Commodity Code (example: 64) or a Description (example: paper).
  5. Click Search.
  6. Click Select in the next popup box.

Editing C-FOAPAL Codes

  1. Select Edit or View/Edit by line item… within the Accounting Codes section.
    1. Select From profile values…
    2. Select From all values… and search by Value (example: 200250-1) or Description (example: 103 Indirect Cost Recovery) or a portion of either Value (example: 200) or Description (example: Indi).
  2. Click the Add Split link on the right of the Accounting Code popup box to split C-FOAPAL codes and repeat Step 1 above.
    NOTE: For details, please refer to the iBuy - Splitting Accounting Codes (C-FOAPAL) job aid.
  3. Click Save.

If using an Asset Account Code in the C-FOAPAL, refer to the iBuy - Using Equipment and Non-Equipment Account Codes on the Same Requisition job aid for additional information.

Notes and Attachments

Internal Notes and Attachments

  • Only available within iBuy.
  • Notes will not display on the vendor's copy of the PO.
  • Attachments will not accompany the PO to the vendor.
  • Attachments can be any format.

External Notes and Attachments

  • Can not be added to Punchout catalog orders.
  • Notes will display on the vendor’s copy of the PO.
  • Attachments will accompany the PO to the vendor.
  • Attachments must be in PDF format.

Notes and Attachments added to the requisition as External, do not need to be added as Internal.

Adding Notes to the Requisition

  1. Click Edit in the Internal/External Notes and Attachments section.
  2. Enter the note.
  3. Click Save.

Adding Attachments to the Requisition

  1. Click Add in the Internal or External Notes and Attachments section.
  2. Browse for the PDF file(s) you want to attach.
  3. Click Save.

Keywordspurchasing, procurement   Doc ID120280
OwnerLearning Systems SupportGroupUI Training and Development Resources
Created2022-08-05 10:06:30Updated2024-05-07 09:53:24
SitesUniversity of Illinois Training and Development Resources
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