How To:  Create a Standard Non-Catalog Requisition

Before You Start

• If you will be ordering from a new supplier, use the Supplier Query tool to search the Supplier Database to ensure the supplier you wish to add is not already included.
  
  

  Note:  The Supplier Query tool is available in the SU Inquiry Tools folder from the Oracle Financials home page.

  Once you determine that the Supplier is not currently in the Supplier Database, submit a request for a new supplier. This should be done as far in advance of creating your requisition as possible. It takes up to three days for the Supplier Enablement Group to qualify and set up new suppliers.

• When creating your Standard Requisition, you will be required to attest that the pricing for the goods or services is reasonable. Please see Guidance for Ensuring Price Reasonableness. For orders $25,000 and over, it is required that you either attach Competitive Bids or a completed Single/Sole Source Justification form. Purchasing will reject requisitions submitted without the necessary attachments.
  
  It is strongly recommended that you also attach Competitive Bids or a completed Single/Sole Source Justification form for orders under $25,000.
  
  You should have either competitive bids or a Single/Sole Source Justification form ready for electronic attachment to the transaction.

Other documentation is required for all construction-related projects (including architectural services) of any dollar amount, and for other projects performed by contractors, consultants and service providers. See Purchases Requiring a Bilateral Contract.

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Step 2 – Select Standard Requisition Request Type

Note:  Do not mix Standard non-catalog request types with SmartMart items on a single requisition.

Standard Goods

Standard Lease

Standard Services

Standard Subaward

Step 3 – Add Additional Line Items or Ship from Foreign Country

Step 4 – Checkout

Page 1:  Requisition Information

Charge One PTA / Expenditure Type

1. Update Requisition Description (note Requisition Description defaults to first line item on the requisition) to provide clear explanation of the business purpose for purchase
2. Enter / Update Delivery information (i.e., Requestor, Deliver-To Location, Department Name, Room, Attention To)
   
   
   Notes: 

   1. Go to the Building and Address web site to find the deliver-to (BLDG ID) code. Enter a one-time address if delivering to an address not in the Stanford table or a foreign address.
   2. A single shopping cart cannot have multiple delivery locations.
   
   
3. Enter / Update billing information (i.e., Project, Task, Award, Expenditure Type)
   
   
   Note:  See Buy / Pay Guide for a list of common expenditure types or search the Expenditure Type Lookup Tool (Launch Oracle and open the SU Inquiry Tools folder).

For Standard.Capital Equipment purchases, see Common Expenditure Types for Property and Equipment.

4. Click Edit Lines as appropriate
5. Click Next to continue

Charge Multiple PTAs

1. Enter a Description / Business Purpose, Department Name, Room number, and Attention To information
2. Click Edit Lines (to change the single, default PTA to multiple accounts or employ multiple expenditure types)
3. Click Billing
4. Click Split at the end of one line
5. Click Another Row
6. Edit the copied line to be the second PTA
7. Adjust by percent, quantity, or amount in both lines to allocate between the two PTAs as desired
   
   
   Note:  Only percent, quantity, OR amount field needs to be entered. The other fields will populate automatically after pushing Tab on keyboard. Entering Percents in decimal quantities is permitted, but the total percent must equal 100.0000 before proceeding.
   
   
8. Click Another Row to add another PTA (if desired)
9. If the allocation should apply to all of the items in the Shopping Cart, check the box next to Apply this Cost Allocation information to all applicable requisition lines
10. Click Apply to complete billing edits
11. Click Apply again to return to Requisition Information, Page 1 of Checkout

Use Multiple Expenditure Types

1. Enter a Description / Business Purpose, Department Name, Room number, and Attention To information
2. Click Edit Lines (to change the single, default PTA to multiple accounts or employ multiple expenditure types)
3. Click Billing
4. Edit each line item with the appropriate expenditure type. Consult the Buy / Pay Guide or use the Expenditure Type Query Tool (Launch Oracle and open the SU Inquiry Tools folder).
5. Click Apply to complete billing edits
6. Click Apply again to return to Requisition Information, Page 1 of Checkout. The expenditure type will display as multiple.

Page 2:  Manage Approvals and Add Attachments

Note:  Add the DPA as the first approver in the routing list if using the Standard Capital Equipment category.

Manage Approvals

1. Verify approvers. Use Manage Approvers to update approvers if necessary.
2. Enter a note to approver (optional)
3. You may request a Rush Payment or Will Call Check for the supplier (optional)

Add Attachments

For orders $25,000 and over, it is required that you either attach Competitive Bids or a completed Single/Sole Source Justification form. Purchasing will reject requisitions submitted without the necessary attachments.

It is strongly recommended that you also attach Competitive Bids or a completed Single/Sole Source Justification form for orders under $25,000.

1. Click Add Attachments to attach backup documentation (doc, pdf, xls, jpeg, etc)
2. Enter a Description of the attachment (e.g., single/sole source justification form or a justification, competitive bids, confirmation of foreign shipment)
3. Select Category for attachment from drop-down list (buyer, rush payment, will-call check, or To Supplier)
   
   
   Notes: 

   • Buyers see attachments made to requisitions that are over $25,000 or require a contract. Accounts Payable can see rush payment requests, will-call check requests, and uploaded invoices that are uploaded using the Req and PO query tool.
   • The "To Supplier" attachment category should be used to note to a supplier that an "Order will be placed online; do not duplicate." This applies if an online website requires you to provide a purchase order number when using a company's website to place an order (excludes all SmartMart punchout supplier sites).
   
   
4. Choose attachment type (File, URL, or text)
5. Enter the file path, URL, or text message
6. Click Add Another to immediately add next attachment or click Apply
7. Click Next

Page 3:  Review and Submit Requisition

1. Check the Price Reasonableness policy acknowledgement box
   
   
   Note:  Please click the Ensuring Price Reasonableness link to read the policy.
   
   
2. If tax should not be applied to a particular line, override by selecting the appropriate tax exempt category from the pulldown menu. Review the Common Sales Tax Exempt Categories.
   
   
   Note:  All categories will change the tax to zero.
   
   
3. Click Submit to route request for approval
   
   
   Note:  Alternatively, click Save to store requisition with an Incomplete status for a later submittal

What's Next?

• If the requisition is a Standard Capital Equipment request, it is routed to the Department Property Administrator first before proceeding with one of the following:
  • If the requisition is under $25,000 (with or without a contract), it is routed to the department approver. Upon department approval, the requisition becomes a purchase order with a unique 8-digit number and is auto-emailed directly to the company.
  • If the requisition totals more than $25,000, it is assigned to a Purchasing Agent in Procurement – Purchasing Services.
  • If the requisition requires a contract, it is routed to the Contracts Team.