Quick Steps: Request Rapid Purchase Order (RPO) / Change Order

Who does this?  Staff, faculty, student employees and temporary employees

When?  Purchasing goods or services with a total cost less than $2,500 without assistance from the Purchasing and Contracts department

How?  Using the Internet Procurement module of the Oracle Financials application. The originator is responsible for obtaining price quotes from the supplier, generating a Rapid Purchase Order (RPO) requisition, and placing the purchase order with the supplier.

 

On this page:

• Create a Rapid Purchase Order
• Change a Rapid Purchase Order

 

Create a Rapid Purchase Order (12 steps)

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 iP Preferences. Start requisition by selecting requisition type:

1. Click Non-Catalog Request to begin the requisition.
2. Select one of the RPO Request Types from the drop-down list: (Fabrication, Goods, or Services).
• For Fabrication, go to step 3.
• For purchase of Goods, go to step 4.
• For Services, go to step 5.

Create RPO.Fabrication requisition:

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 if desired (optional field).
6. Enter the Supplier Name and tab out or check New Supplier checkbox.
7. Click the icon in Quick Select column or enter the Supplier information if new.
8. Enter the Fabrication Number.
9. Click Add to Cart button.
10. Continue with step 6.

Create RPO.Goods requisition:

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 if desired (optional field).
6. Enter the Supplier Name and tab out or check the New Supplier checkbox.
7. Click the icon in Quick Select column or enter the Supplier information if new.
8. Click Add to Cart button.
9. Continue with step 6.

Create Services requisition:

1. Enter the Item Description.
2. Enter the Amount.
3. Enter the Supplier Item if desired (optional field).
4. Enter the Supplier Name and tab out or check New Supplier checkbox.
5. Click the icon in the Quick Select column or enter the Supplier information if new.
6. Enter the Scope of Work.
7. Enter the name of the Project Manager.
8. Enter the Start Date.
9. Enter the End Date.
10. Answer the Proposal Attached? question (Yes or No).
11. Click Add to Cart button.
12. Continue with step 6.

Add additional items:

1. Repeat step 3, 4, or 5 to add more items.
2. When finished adding items to the shopping cart, continue with step 7.

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. Click Manage Approvals if it is necessary to insert or delete an approver. (If the default approver is correct, skip to step 9)
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 10.
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.

Find and Print the Rapid Purchase Order:

1. Wait 15-30 minutes after the requisition is fully approved.
2. Click Shop tab or open Internet Procurement again.
3. Click Requisition and Purchase Order Query link.
4. Within the Rapid Purchase Order field, enter the Rapid Purchase Order Number (requisition number with an added zero at the end; 8-digits).
5. Click Find RPO button.
6. Print the Rapid Purchase Order.
7. Close Requisition and Purchase Order Query window.



Note:  Fax the printed Rapid Purchase Order to the supplier, or phone in the order, to place it.

Exit Oracle Financials:

1. Click Logout link.

What Happens Next?

• Fax a copy of the Rapid Purchase Order to the supplier to place it.
• If the vendor delivered the invoice to the department along with the goods or services, the receiver should forward the invoice to Accounts Payable. See Quick Steps: Submit Invoices to Accounts Payable.

 

Change a Rapid Purchase Order (2 steps)

Submit a HelpSU ticket to the Buying and Supporting Center:

1. Click http://helpsu.stanford.edu?pcat=bpsc.
2. Complete the contact information or click the auto-fill via WebAUTH link.

~ OR ~

1. Click http://helpsu.stanford.edu.
2. Complete the contact information or click the auto-fill via WebAUTH link.
3. Select Request Category "Buying and Paying".
4. Select Request Type "Buying and Paying Support Center".

Complete help ticket information:

1. Enter the Request Description, include the number of the Rapid Purchase Order and what change is needed.
2. Click Submit Help Request button.

Questions?

• For additional help, contact the Buying and Paying Support Center:
  • Call 650-723-BPSC (2772)
  • Email buyandpay@stanford.edu
  • Submit a HelpSU ticket
• For additional training, take FIN-0410: Non-Catalog Purchases Using Oracle Internet Procurement.