Quick Steps: Create or Change a Standard Purchase Requisition (STD)

Who does this?  Stanford faculty, staff, student employees, and temporary employees with assistance from the Purchasing and Contracts Department

When?  Purchasing goods or services with a total cost greater than $2,500. For purchases less than $2,500, Rapid Purchase Orders (RPOs) are the preferred method.

How?  Using the Internet Procurement module of the Oracle Financials application. The originator creates a standard non-catalog requisition, submits it for approval, and the system forwards it to the Purchasing and Contracts department for processing and placement.

 

On this page:

• Create a Standard Purchase Order
• Change a Standard Purchase Order

 

Create a Standard Purchase Order (18 steps)

Note:  Before creating the Standard Purchase Order requisition in iProcurement, requestors should review and complete (as applicable) the Standard Purchase Order Checklist which outlines considerations and requirements in selecting suppliers.

Launch the Internet Procurement module in Stanford's Oracle Financials application:

1. Click https://ofweb.stanford.edu/.
2. Enter your SUNet ID and password if prompted.
3. Click SU Internet Procurement link in the Navigator section.

If this is your first time using iProcurement, first set up your iProcurement Preferences, start requisition by selecting requisition type:

1. Click Non-Catalog Request to begin the requisition.
2. Select one of the Standard Request Types from the drop-down list:
• For Standard Blanket requisition, go to step 3.
• For Standard Capital Equipment requisition, go to step 4.
• For Standard Capital Project requisition, go to step 5.
• For Standard Confirmed and Received requisition, go to step 6.
• For Standard Consultant requisition, go to step 7.
• For Standard Goods requisition, go to step 8.
• For Standard Lease requisition, go to step 9.
• For Standard Radioactive requisition, go to step 10.
• For Standard Services requisition, go to step 11.
• For Standard Subaward requisition, go to step 12.

Create Standard Blanket requisition:

Note:  Standard Blanket Orders are used for the purchase of goods or services that will be incurred over a period of time and with a Not-To-Exceed $ value.

1. Enter the Item Description.
2. Enter the note-to-exceed Amount.
3. Enter the Supplier Name and tab out or check New Supplier checkbox (optional).
4. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
5. Enter the name of the requester in For field.
6. Enter the Department (optional).
7. Enter the Location (optional).
8. Enter the Begin Date.
9. Enter the End Date.
10. Enter the Pricing (optional).
11. Enter the Supplier Reference (optional).
12. Enter the names of Authorized Users (optional).
13. Enter the Taxable Items (optional).
14. Enter the Supersedes BLM PO (optional).
15. Click Add to Cart button.
16. Continue with step 13.

Create Standard Capital Equipment requisition:

Note:  Standard Capital Equipment orders are for the purchase of capital equipment with a value of over $5,000. There is no need to create a Standard Capital Equipment order if the equipment is available on SmartMart. See SmartMart Capital Equipment Ordering instructions.

1. Enter the Item Description.
2. Enter the Quantity.
3. Change the Unit of Measure if appropriate.
4. Enter the Unit Price.
5. Enter the Supplier Item (part number) (optional).
6. Enter the Supplier Name and tab out or check New Supplier checkbox (optional).
7. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
8. Enter the Screening Attestation (optional).
9. Enter the Amortization PTAEO(S) (optional).
10. Enter the Amortization PTAEO(S) Percentages (optional).
11. Answer the question Will Equipment be Used in a Service Center (Y/N)? (optional).
12. Enter the Trade In Tag Number (optional).
13. Click the Add to Cart button.
14. Continue with step 13.

Create Standard Capital Project requisition:

Note:  Standard Capital Project requisitions are used for the purchase of products or services that contribute to a capital project.

1. Enter the Item Description.
2. Enter the Amount.
3. Enter the Supplier Name and tab out or check New Supplier checkbox (optional).
4. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
5. Enter the Scope of Work.
6. Enter the name of the Project Manager (optional).
7. Enter the Project Number (optional).
8. Enter the Location of Service.
9. Enter the Start Date (optional).
10. Enter the End Date (optional).
11. Enter the names of Contractor Representative (optional).
12. Click Add to Cart button.
13. Continue with step 13.

Create Standard Confirmed and Received requisition:

Note:  Standard Confirmed and Received requisitions are used for the purchase of items or services that have already been received.

1. Enter the Item Description.
2. Enter the Quantity.
3. Enter the Unit of Measure if appropriate.
4. Enter the Unit Price.
5. Enter the Supplier Item (part number) (optional).
6. Enter the Supplier Name and tab out or check the New Supplier checkbox (optional).
7. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
8. Enter your name in Order Placed by field (optional).
9. Enter the Order Received (Date) (optional).
10. Enter the Justification (optional).
11. Enter the Invoice Number (optional).
12. Click Add to Cart button.
13. Continue with step 13.

Create Standard Consultant requisition:

Note:  Standard Consultant requisitions are used for the purchase of consultant services.

1. Enter the Item Description.
2. Enter the Amount.
3. Enter the Supplier Name and tab out or check New Supplier checkbox (optional).
4. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
5. Enter the Scope of Work.
6. Enter the name of the Project Manager (optional).
7. Enter the Start Date (optional).
8. Enter the End Date (optional).
9. Answer the question Independent Contractor (Y/N)? (optional).
10. Answer the question Proposal Attached (Y/N)? (optional).
11. Click Add to Cart button.
12. Continue with step 13.

Create Standard Goods requisition:

Note:  Standard Goods requisitions are used for the purchase of general goods with total requisition $ amount over $2,500.

1. Enter the Item Description.
2. Enter the Quantity.
3. Change the Unit of Measure if appropriate.
4. Enter the Unit Price.
5. Enter the Supplier Item (part number) (optional).
6. Enter the Supplier Name and tab out or check New Supplier checkbox (optional).
7. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
8. Click Add to Cart button.
9. Continue with step 13.

Create Standard Lease requisition:

Note:  Standard Lease requisitions are used for leasing equipment.

1. Enter the Item Description.
2. Enter the Amount.
3. Enter the Supplier Name and tab out or check the New Supplier checkbox (optional).
4. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
5. Enter the Equipment Being Lease
6. Enter the Department (optional)
7. Enter the Location of Equipment (optional).
8. Enter the Start Date.
9. Enter the End Date.
10. Enter the Supersedes PO number (optional).
11. Click Add to Cart button.
12. Continue with step 13.

Create Standard Radioactive requisition:

Note:  Standard Radioactive requisitions are used for the purchase of radioactive items.

1. Enter the Item Description.
2. Enter the Quantity.
3. Change the Unit of Measure if appropriate.
4. Enter the Unit Price.
5. Enter the Supplier Item (part number) (optional).
6. Enter the Supplier Name and tab out or check New Supplier checkbox (optional).
7. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
8. Enter the CRA Number.
9. Click Add to Cart button.
10. Continue with step 13.

Create Standard Services requisition:

Note:  Standard Services requisitions are used for the purchase of services with a total of more than $2,500.

1. Enter the Item Description.
2. Enter the Amount.
3. Enter the Supplier Name and tab out or check New Supplier checkbox (optional).
4. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
5. Enter the Scope of Work.
6. Enter the Project Manager (optional).
7. Enter the Start Date.
8. Enter the End Date.
9. Answer the question Proposal Attached (Y/N)? (optional).
10. Click Add to Cart button.
11. Continue with step 13.

Create Standard Subaward requisition: Please see the Creating a Standard Subaward Requisition job aid.

Note:  Standard Subaward requisitions are used for setting up subaward agreements. Use the information provided on the Notice of Award (For more information about the Notice of Award, please see the Office of Research Administration web site).

Add additional items to the requisition:

Note:  Do not mix multiple requisition types on a single requisition.

1. Repeat the previous steps to add more items.
2. When finished adding items to the shopping cart, continue with step 14.

Complete required Requisition Information and checkout:

1. Click View Cart and Checkout button.
2. Click Checkout button.
3. Expand the Requisition Description to include the business purpose of the purchase.
4. Enter the Department Name.
5. Enter the Room.
6. Enter the name for Attention to.
7. Enter the Project if different from the default value.
8. Enter the Task if different from the default value.
9. Enter the Award if different from the default value.
10. Enter the Expenditure Type if different from the default value.
11. Enter the Expenditure Item Date if different from the default value.
12. Enter the Tax Code if different from the default value.
13. Click Next button.

Review / update default approver:

1. Verify approver(s) as required; if the default approver is correct, skip to step 16. Click Manage Approvals if it is necessary to insert or delete an approver.
2. Insert and delete the approver(s) as necessary. Then, click Submit.
3. Enter an optional Note to Approver.
4. Click Next.

Add attachments if appropriate:

1. If no attachments are to be added, go to step 17.
2. Click Add Attachment button.
3. Enter a Description of the attachment.
4. Select a Category for the attachment from the drop-down list.
5. Define the attachment by clicking the appropriate radio button (File, URL, or text).
6. Enter the file path, the URL, or the text message as appropriate.
7. Enter a Name if the attachment is a text message.
8. Click Add Another button to add another attachment or click Apply button to complete the attachment process.

Submit the requisition:

1. Click Next button.
2. Click Printable Page button if you want a file copy of the requisition.
3. Click Submit button when ready to send the requisition to the first approver.

Exit Oracle Financials:

1. Click Logout link.

 

What Happens Next?

• To check the approval status of your requisition, go to the Requisitions tab. If your order does not show status Approved, click on the status to see which approvers are still pending.
• After approval, a Purchasing and Contracts Department buyer will be assigned to your order within a half day. The buyer will generate a purchase order and place the order with the supplier.

 

Change a Standard Purchase Order (10 steps)

Please note the specific information to create a Deductive Change Order at Step 3.

Launch the Internet Procurement module in Stanford's Oracle Financials application:

1. Click http://ofweb.stanford.edu.
2. Enter your SUNet ID and password if prompted.
3. Click the SU Internet Procurement link in the Navigator section.

Start a standard change requisition:

1. Click Non-Catalog Request link to begin the requisition.
2. Select Request Type "Standard Change Order" or "Standard Change Order – Blankets and Contracts," whichever applies.
3. For Standard Change Order, go to Step 3.
4. For Standard Change Order Blankets and Contracts, go to Step 4.

Identify the requisition to be changed:

Note:  If not all the funds will be used on the Purchase Order and you would like to see the committed funds removed from reports, please follow Quick Steps: View or Suppress Commitments on an Approved Purchase Order (PO).

1. Enter the Item Description.
2. Enter the Quantity.
3. Change the Unit of Measure if appropriate.
4. Enter the Unit Price.
5. Enter the Supplier Item (optional).
6. Enter the Supplier Name and tab out or check New Supplier checkbox (optional).
7. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
8. Enter the Reference Original P.O. Number.
9. Enter the Description of Change.
10. Click Add to Cart button.

Identify the requisition to be changed:

1. Enter the Item Description.
2. Enter the Amount.
3. Enter the Supplier Name and tab out (optional).
4. Click the icon in Quick Select column (skipped if Supplier Name is left blank).
5. Enter the Reference Original P.O. Number.
6. Enter the Description of Change.
7. Click Add to Cart button.

Add additional items:

1. Repeat the previous steps to add more items.
2. When finished adding items to the shopping cart, continue with step 6.

Complete required Requisition Information:

1. Click View Cart and Checkout button.
2. Click Checkout button.
3. Expand the Requisition Description to include the business purpose of the purchase.
4. Enter the Department Name.
5. Enter the Room.
6. Enter the name for Attention to.
7. Enter the Project if different from the default value.
8. Enter the Task if different from the default value.
9. Enter the Award if different from the default value.
10. Enter the Expenditure Type if different from the default value.
11. Enter the Expenditure Item Date if different from the default value.
12. Enter the Tax Code if different from the default value.
13. Click Next button.

Review / update Approver List:

1. Click Add Approver button if the default approver is incorrect or if you wish to route the requisition to an additional approver; if the default approver is correct, skip the rest of this step.
2. Enter the added Approver Name.
3. Select the added approver placement from the drop-down list.
4. Enter a note to approver if desired.

Add attachments if appropriate:

1. If no attachments are to be added, go to step 9.
2. Click Add Attachment button.
3. Enter a Description of the attachment.
4. Select a Category for the attachment from the drop-down list.
5. Define the attachment by clicking the appropriate radio button (File, URL, or text).
6. Enter the file path, the URL, or the text message as appropriate.
7. Enter a Name if the attachment is a text message.
8. Click Add Another button to add another attachment or click Apply button to complete the attachment process.

Submit the requisition:

1. Click Next button.
2. Click Printable Page button if you want a file copy of the requisition.
3. Click Submit button when ready to send the requisition to the first approver.

Exit Oracle Financials:

1. Click Logout link.

 

What Happens Next?

• After approval, the change order is routed to the Purchasing and Contracts Department. A buyer will make the change to the original order.

Questions?

• For additional help, submit a HelpSU ticket. Select Request Category Administrative Applications and Request Type Oracle Financials.
• For additional training, take FIN-0410: Non-Catalog Purchases Using Oracle Internet Procurement.