Email Requisition

(Sample)

Several departments have been using an additional method to submit a requisition to the Department of Purchasing: The "e-mail requisition." In conjunction with ITS, Purchasing has an electronic requisition form that can be used. As is often the case, a requisitioner must have the approval of a higher official, the budget director. Therefore prior to the use of the form, a hierarchical structure must be developed by ITS. This is used for approval within a department prior to the requisition being sent to the Department of Purchasing.

PROCESS/PROCEDURES

From the "Application Launcher," a department employee opens "Purchase Requisition Form". Note: For the first time user, if the "Purchase Requisition Form" doesn't open, it is likely that "Forms" has not be loaded on the PC. Load "Forms" (from the Application Launcher) and then proceed to open "Purchase Requisition Form."

Fill out the form as completely as possible by providing the following basic information:

• The complete vendor name, address, phone number, and contact person, if known.

• The date originated.

• The date required.

• The individual to whom the material is to be delivered to. Include building and room number.

• The full account number. (Object and Department Code.)

• The exact quantity using units such as pounds, dozen, carton, gallons, etc.

• A complete description, including catalog numbers.

• The unit price and total price.

• Price source: Ex. Quote, Catalog, Estimate

• The name of the account director approving the e-mail requisition.

3. Upon completion of the "Purchase Requisition Form" press "Send Request." At this point, a pre-established routing will begin. The form will be routed to the proper administrator/ budget director for approval.

4. When the final department approval has been given the form is forwarded to the Department of Purchasing as an e-mail message.

5. The Department of Purchasing will be alerted through the e-mail system that an e-mail requisition has arrived. The e-mail requisition will be retrieved and printed.

6. The Department of Purchasing will assign a Purchase Order number and the originator of the requisition will receive the PO number as a e-mail message.

7. The originator will receive confirmation of those needing to approve the request as the e-mail requisition is routed to purchasing.

Requests to use the "E-mail Requisition" must be made with the Purchasing Department. The Purchasing Department will then contact ITS to set up the correct routing sequence to permit the use of the form.