Office of the University Controller

Office of the Executive Vice President, Chief Financial Officer & Treasurer

EAS Purchase Requisition Entry (NIGP) - PTA Based

Overview - Requisition Charges to a Project, Task, & Award

Add to an Existing PO

When additional funds are needed on an existing PO, a new requisition is created and linked to the existing PO

Requisition Line Types

Goods: tangible products generally sold at a fixed unit price
Services: intangible services generally sold hourly
Leases: Monthly rental or lease agreements. Work with Procurement prior to use

Categories (NIGP Codes)

A National Institute of Governmental Purchasing (NIGP) code defines the products / services that a vendor provides
Vendors receive solicitations based on the NIGP codes they register

Step-by-Step Process

Details of Requisition Request

Select the GW SC Departmental User Responsibility. Click to Proceed.

User responsibility selection

Select the Requisitions text box. Click to Proceed.

Selection of Requisitions text box

Enter Description - this is for your reference. Press the tab key.

Enter description

Select Yes or No. If Yes, another field will open for the PO number. Select OK.

Default Line Type is Goods. Other options are Services and Leases. (QuickPay is no longer available.)

Defult line type showing

Select a line type, using the Type search icon to select one other than the default of Goods.

Select Category Search.

Selection of Category Search

Enter either an NIGP Code (e.g. 918-00) or a partial description using % as a wildcard symbol. Press Find.

Select NIGP code and press OK.

Enter Line Description and press the Tab key.

Enter Quantity and press the Tab key. Enter Price.

Enter quantity and price

Need-By date is optional.

Select Date and OK for optional need-by date.

Select Location search.

Enter street number and % (wildcard). Press Find.

Searching for location address

Select Location. Press OK.

Supplier Information

Select Supplier search.

Enter partial supplier name using % to narrow the search results. Select Find. Select the appropriate supplier if multiple ones are listed, and select OK.

Select Site search.

Select Site search.

Select Site and press OK.

5. Click the SAVE icon at the top left before proceeding to the Distribution page.

Distributions

Select Distributions.

Select Project.

Selection of Project tab.

Enter Project, Task, Award, Expenditure Type, and Expenditure org.

Enter Expenditure Date.

Select field in [ ] .

Select Suite of Office Number for delivery. Select OK.

Select diskette icon to save record.

Close Distributions form.

Attachments

Select the Number at the requisition header to add an attachment. Approvers can easily view documents attached to the requisition header.

Select the paperclip icon.

Select attachment Category search.

Enter % and select Find.

Select To Buyer to ensure the Procurement and Approvers can view attachments. Select OK.

Enter document title and press Tab key.

Enter attachment description and press the Tab key.

Enter Data Type search.

Select File. Select OK. To type text instead of uploading a file, select Long Text or Short Text and select OK.

If this screen is immediately displayed the "import page" is minimized or behind this page.

Click the Upload File box.

Select the Name text box, select the file to upload, and click the Open button.

Confirmation should appear at the left. Select the Close Window text box.

Select OK.

Select Open Document to confirm document was attached.

Opening of attached document

Close Attachments screen.

Approval

Select Approve.

Optional - add a not to the approver. Select OK.

Select OK to submit.

A new Requisition opens for entry. Close if not needed.

Requisition entry and submission complete!