Purchase Requisition Form Instructions

Purchase Requisition (xls)

Purpose:

A Purchase Requisition is used as the input document for the Purchasing Department to prepare a Purchase Order (PO), which is the official authorization document to order goods or services from a vendor.

Please note - The Purchase Requisition document has been revised 4/07. Revisions to the instructions are denoted by "**".

Enter - The assigned Requisition Number issued to you by the Purchasing Department (i.e. R001ABC, Please note: the numbers will change, but the letters will remain constant such as R001ABC, R002ABC, R010ABC, etc.)
Date - Enter the date the Purchase Requisition was prepared.
**PO Type - Place an "x" in the appropriate box.
- Standard - Standard PO - items to be ordered and received by Central Receiving.
- Open - Open or Blanket Purchase Order - An order for items or services to be received over a period of time (not to exceed 1 year).
- Contract - An open order for contracted services.
**No Delivery - Okay to Pay Invoice - Place an "X" in this box if ULV will not receive delivery on a PO. (i.e. warranties, travel, conference registration, etc.) This gives A/P permission to process payment upon receipt of invoice.
Requested by - The name of the requestor of the goods and services. (i.e. John Smith)
Extension Number - An extension number that the requestor can be reached. (i.e. 4541 or #6034)
Department Title - List the department name requesting the goods or services. (i.e. Purchasing)
**Due Date - Enter the date your requested item or service is needed.
Department Approval - The person with the responsibility for the program budget and with authority to approve purchases, signs their name signifying that the request is required.
Admin. & Finance Signature - This signature is required if your requisition exceeds $300 or in any dollar amount issued to the ULV Bookstore.
Quantity - The exact quantity required. Note: please be aware of the vendor package sizes (i.e. 1 package of canary pads will include 12 canary pads)
Unit of Measure - Description of Unit of Measure (i.e. each, dozen, ream, case, hour, lot - a list of items, etc.)
Article and Description - Vendor catalog number (if applicable), name of the item, make, model, quote number, etc. If there are any instructions, include them in this area. Also include a contact name (if applicable) to mail or fax Purchase Order to their attention.
**Taxable (y/n) - Indicate whether or not each item is taxable. (i.e. of non-taxable items include shipping, services, and labor). Please note that because of the nature of our purchases, the default to this field is "taxable".
Unit Price - Price of the item either taken from the list price in a vendor catalog, order form, quote received or online pricing obtained.
**Supplier Discount - Enter negative dollar amount associated with discount. (i.e. $-10.00)
**Shipping - Enter dollar amount of shipping charges.
Comments/Special Instructions - Enter additional comments or special instructions to be included on the Purchase Order.
Recommended Vendor - Name, Address, Fax #, Phone #, Zip Code - Enter vendor contact information.
**Department Number/Object Code Number/Amount - See instructions for entry below.

**Department Number - list the 8 digit number(s) to which the goods or services should be charged. (i.e. 11111111)
**Object Code Number - List the object code(s) to which the goods or services should be charged. (i.e. 6201 - Supplies)
**Amount - Enter dollar amount to be applied to each Department/Object number combination.

* Notes:
1. Up to (5) department/program numbers and/or (5) object codes can be entered to split purchases between accounts.
2. The dollar total field must equal the requisition total field.