Create a Special Request eProcurement Requisition

Overview

Use the Special Request eProcurement Requisition (ePro req) to order items from external suppliers that are not strategic suppliers or M-marketsite suppliers.

For Special Request eProcurement requisitions (ePro reqs) that require competitive bidding by Procurement Services or when ordering goods or services that require special handling, you may need to submit supporting documentation, such as:

  • A specifications sheet (e.g., machinery specification) to be used in the competitive bid process
  • A supplier quotation (e.g. pricing)
  • A completed Sole Source Justification Form
  • An associated agreement that requires Procurement Services’ review and signature
  • Attached documentation is preferred to lengthy or detailed information in the Comments field on the Checkout - Review and Submit page.

Important Information

  • If you maintain Ship To and ChartField values in your My Profile page, these values are automatically applied as defaults in your ePro reqs unless you choose to override them.
  • Budget check your req on the Confirmation page after submitting it for approval. This process verifies that a corresponding budget line exists for the ChartField combination(s) in the req and allows you to immediately identify any errors. If no errors exist and additional approvals aren’t required, the req is built into a PO automatically by the system. Failure to budget check may result in processing delays and additional steps to verify budget check status.
  • You must submit your req in order for it to progress through the system. If you only save the req, it will not be routed for approval (if special handling required), built into a purchase order (PO) by the system, and the PO won’t be sent to the supplier.

Navigation

NavBar > Navigator > eProcurement > Requisition

Step-by-Step Process

Note: If you wish to search for a supplier using Related Content, you must do so prior to entering the Requisition Settings. This method opens the Review Suppliers pagelet at the bottom of the page (see screenshot under step 1) and provides more information on suppliers than a standard lookup. See Locate a Supplier for more information. The supplier will not populate in the Requisition Settings, you must copy/paste it. After you are done searching, close the Related Content pagelet by clicking Pagelet Settings icon.

  1. Click Requisition Settings.

    Field location for step 1

  2. In the Default Options group box:

    Accept the Default option to apply the Ship To and/or ChartField values stored in your My Profile page to the req.
    OR
    Select Override to change the default Ship To and/or ChartField values.

    Note: The SpeedChart field is enabled when Override is selected.

    Field locations for steps 2-9

  3. Enter or Lookup Lookup icon the Supplier.

    Note: You can conduct a supplier search by clicking Supplier Lookup.

  4. If you’re working with Procurement Services or Hospital Procurement to place an order, enter or Lookup Lookup icon the Buyer.
  5. If the supplier has a procurement contract with the university, enter or Lookup Lookup icon the Contract ID.

    Notes:

    • Do not give the supplier the Contract ID number when discussing an order with a supplier. It will neither help you place the order nor will it help the supplier to fulfill it.
    • If you need a new supplier contract, contact Procurement Services.
    • You may also email a buyer in Procurement Services Directly.
    • If multiple contracts exist for a supplier, a buyer from Procurement Services can assist you with selecting the appropriate Contract ID.

  6. Verify, enter, or Lookup lookup icon the Ship To code.

    Notes:

    • The Ship To is a code that represents a building name and a street address. When entered in a Special Request ePro req, this code translates to the delivery address that is printed on the PO.
    • When you are granted access to enter ePro requisitions in M-Pathways, you are assigned a Ship To value that defaults into the Ship To field in the My Profile page and on the ePro req Requisition Settings page. This default value corresponds to the building in which you work. Unless otherwise requested, the Ship To value you are assigned begins with a 1.
    • Ship To codes beginning with 1 indicate the building only. The building name, street address, state, and zip code display on the purchase order (PO) that is sent to the supplier.
    • Ship To codes beginning with 2 indicate both the building and a specific room number. The building name, room number, street address, state, and zip code display on the PO.

  7. Enter the complete name and phone number, including area code, of the contact person for this req in the Attention field.
  8. Verify, enter, or Lookup Lookup icon the ChartField combination for the req.

    Note: Do not enter an Account value. It defaults from the Category entered on each req line.

  9. Click OK.
  10. Click Special Requests.

    Field location for step 10

  11. Enter an Item Description.

    Field locations for steps 11-17

  12. Enter or select applicable values for the following fields for the req line:
    • Price (i.e., unit price)
    • Quantity
    • Unit of Measure (UOM)
    • Category
  13. If applicable, enter a departmental reference number in the DeptRefNo field for the line.
  14. If applicable, enter a comment for the line in the Additional Information field.
  15. Check the applicable box(es) to identify where the comment applies:
    • Send to Supplier displays on the PO that goes to the supplier.
    • Show at Receipt displays at time of receiving and on saved receipt.
    • Show at Voucher provides payment information to Accounts Payable.
  16. Click Add to Cart.

    Note: Repeat steps 10-16 for additional items.

  17. Click Checkout.

    Note: If applicable, you can click Add More Items on the Checkout - Review and Submit page.

  18. Click Expand Section expand section icon next to the req line to view the shipping information.

    Field locations for steps 18-19

  19. Verify, enter, or Lookup lookup icon the Ship To code for the individual req line.
  20. Click Save for Later.

Complete steps 21-29 to add comments and attachments for the individual req line. Otherwise, go to step 30.

Note: To add comments and attachments to the entire req, refer to steps 41-51.

  1. Click Add Comments and Attachments add comments and attachments icon.

    Field location for step 20

  2. Click Add Documents.

    Field locations for step 21

  3. Click Choose File.
  4. Navigate to and Open the file.
  5. Click Upload.
  6. Click View Documents to verify the file is attached.
    Note: Repeat steps 22-26 to attach additional files.
  7. Enter Comments to notify Procurement Services that an attachment is included in the requisition.
    Note: Comments are required if you include an attachment.
  8. Check the applicable box(es) to identify where the comment applies:
    • Send to Supplier displays on the PO that goes to the supplier.
    • Show at Receipt displays at time of receiving and on saved receipt.
    • Show at Voucher provides payment information to Accounts Payable.
  9. Click OK.
  10. Click Expand Section expand section icon to view the Accounting Lines.

    Field location for step 31

To split the distribution for a req line among multiple ChartField combinations by the quantity of the item ordered or by dollar amount, complete steps 31-40. Otherwise go to step 41.

  1. Verify the ChartFields1 tab is selected or click it.

    Field locations for steps 32-35

  2. Select Qty (Quantity) or Amt (Amount) from the Distribute By drop-down list.
  3. Change the value in the Quantity or Merchandise Amt field to the value you want to distribute to the first ChartField combination.

    Note: Changing the Quantity or Merchandise Amt prior to adding the row allows the M-Pathways system to automatically calculate the values for the subsequent distribution(s).

  4. Click Add Row add row icon to insert an additional ChartField distribution row for the req line.
  5. Click the ChartFields2 tab.

    Field locations for steps 36-38

  6. Enter or Lookup lookup icon ChartField values for the new distribution row.
  7. Repeat for steps 31-36 for additional distribution rows.
  8. If applicable, click the ChartFields3 tab to enter Project/Grant information. Otherwise, go to step 41.

    Field locations for steps 39-40

  9. Enter or Lookup lookup icon the Proj/Grt for applicable lines.
  10. Repeat steps 19-39 for additional req lines.

Complete steps 41-51 to add comments and attachments for the entire req. Otherwise, go to step 52.

  1. If applicable, enter Requisition Comments related to the entire req.

    Field locations for steps 42-44

  2. Check the applicable box(es) to identify where the comment applies:
    • Send to Supplier displays on the PO that goes to the supplier.
    • Show at Receipt displays at time of receiving and on saved receipt.
    • Show at Voucher provides payment information to Accounts Payable.
  3. If applicable, click Add more Comments and Attachments.
  4. Click Add Documents.

    Field locations for step 45

  5. Click Choose File.
  6. Navigate to and Open the file.
  7. Click Upload.
  8. Click View Documents to verify the file is attached.
    Note: Repeat steps 44-48 to attach additional files.
  9. Enter Comments to notify Procurement Services that an attachment is included in the requisition.
    Note: Comments are required if you include an attachment.
  10. Check the applicable box(es) to identify where the comment applies:
    • Send to Supplier displays on the PO that goes to the supplier.
    • Show at Receipt displays at time of receiving and on saved receipt.
    • Show at Voucher provides payment information to Accounts Payable.
  11. Click OK.
  12. If applicable, enter an Approval Justification to provide approvers with reasons to approve the req.

    Field locations for steps 55-61

Complete steps 53-55 to override the Supplier's default dispatch method for the requisition. Otherwise, go to step 56.

  1. In the Dispatch Summary group box, select Override to change the Address Sequence Nbr and Dispatch Method.
  2. Enter or Lookup lookup icon the Address Sequence Nbr.
  3. Select a Dispatch Method from the drop-down list.
    Notes:
    • To enter an alternate email or fax number for dispatch, select Email - User Entered or Fax - User Entered.
    • If two Suppliers are listed on a line, Phone is the only dispatch method that can be selected.
  4. Enter or Lookup lookup icon the Billing Location to override the billing location set by the supplier record.
  5. Enter of Lookup lookup icon the Payment Terms to override the payment terms set by the supplier record.
  6. Click Save & submit.
  7. Verify the Status.

    Notes:

    Field locations for steps 62-65

  8. Click Check Budget.
  9. Review the Budget Status:
  10. If applicable, click View printable version to display a printable version of the requisition in a separate browser window.

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