Procedure for Preparing Requisitions
Quick Navigation: Specific Directions | Specific Directions starting at step 10 | Specific Directions starting at step 21
1 - DATE: Date Typed.
2 - PURCHASE ORDER NO.: Use only when you have received an emergency telephone purchase order number.
3- SHIP TO: Location material/service is to be shipped and
invoiced.
BE SPECIFIC--give complete address such as department, building
4 -ATTENTION: Supply name of person requesting purchase. This is very helpful to the vendor and the Purchasing Department if there is a need to contact you. about your order.
5 - TELEPHONE: Supply telephone number of the person requesting purchase. The requisition cannot be processed if this information is not supplied.
6 - SUGGESTED SOURCE OF SUPPLY: Obtain the vendor's address and EIN from the FZIVEND screen in the Banner vendor data base. If the vendor is not in the data base, obtain the EIN and a sample invoice or letterhead depicting the complete name, address and phone number of the vendor. Attach this information to the requisition. To assist the vendor team, please include your name, phone number and e-mail address.
7 - DEPARTMENT'S CUSTOMER ACCOUNT NUMBER: Include your account number--many companies now require this number before they will accept a telephone order.
8 - VENDOR TELEPHONE: Supply vendor telephone number if available, especially if you would like to have order phoned it.
9 - INVOICE TO: Use only when "Ship To" address is different from where the invoice is to be sent.
10 - TERMS: Use only when you have received an emergency telephone purchase order number and terms have been quoted to you by the vendor.
11 - SHIP VIA: Use only when you have received an emergency telephone purchase order number and the vendor advised you of how delivery would be made.
12 - DELIVERY DATE: Use only when you have received an emergency telephone purchase order number and the vendor advised you when delivery would be made.
13 - F.O.B.: Use only when you have received an emergency telephone purchase order number and F.O.B. has been quoted to you by the vendor.
14 - CONFIRMING TELEPHONE ORDER ON: Complete this section if you received an emergency telephone order number. Be sure to include first and last names.
15 - DELIVERY NEEDED BY: Supply the specific date that the service or goods are needed. A Purchase Order cannot be processed if this information is not supplied. Instructions such as "ASAP" and "As Required" should not be used.
16 - ESTIMATED COST FOR THIS PURCHASE: Supply the estimated total value of the purchase. This amount will be encumbered when the requisition is received in Purchasing. When the Purchase Order is created, this encumberance will be adjusted to accordingly. The requisition cannot be processed if this information is not supplied.
17 - This is no longer used.
18 - ITEM NO.: Number each item being ordered. Listing sheets are required for all copier maintenance and when the requisition contains more than three (3) items or five (5) typewritten lines in the description of article or service.
19 - DESCRIPTION: Complete and accurate description of articles or services including catalog numbers, color, size, alternates, etc.
20 - QUANTITY: Number of articles desired.
21 - UNIT: Unit in which article or service is ordered, such as each, gallon, pint, quart, carton, etc. In the case of service being requested, use "LOT".
22 - UNIT PRICE: Price per unit of article or service being requested. In the case of service or in the case of ordering only one item, use "FOR". (Example: 1 box for $12.95).
23 - AMOUNT: Total price for each item being ordered.
24 - DEPT #: 6-digit banner Department number.
25 - ACCOUNT NO.: Complete 7-digit banner index code should
be entered.
Educational Foundation funds cannot be used.
For reasons for legibility, do not "strike over" coding entry.
26 - OBJECT CODE: Enter the appropriate 5-digit banner account code.
27 - AMOUNT: Enter dollar amount of to be charged to the corresponding banner fund code.
28 - SIGNATURE OF PERSON AUTHORIZED TO SIGN REQUISITIONS: Must
be signed by person who signed the official signature card.
Signature stamps are not acceptable.
**This section may also be used for additional purchase approvals, i.e., Sponsored
Programs, Health and Safety, etc.
**Click here for more informaton about Administrative Approvals and Equipment Screening.
- **EQUIPMENT SCREENING CERTIFICATION: Complete this section on the back of the Requisition if purchase of equipment with Federal funds.
- TELEPHONE QUOTATIONS: This section on the back of the Requisition may be used by department personnel to secure telephone quotations from prospective vendors. The Purchasing Department will not be obligated to use quotations, however, all information must be filled out if they are utilized.
DISTRIBUTION:
Submit blue copy to the Purchasing Department and retain pink copy for your
files.
Last Updated: July 12, 2002