Purchase Requisition. When a formal purchase order is needed, please fill out a Purchase Requisition and send it to Business Services. A purchase requisition is an informal document used by the department to inform Business Services of what goods or services you need to purchase. You will need to fill in the following information:
To download a Purchase Requisition visit Firefly > SAPPHIRE › Business Forms › UNK › Business Services / Procurement › Purchasing.
The Req. Tracking Number is your own department numbering system. This is optional.
The vendors name and address of where the purchase order should be sent.
If you know the vendor is one that the University has not purchased goods or services from before, please obtain the Federal Identification Number.
If you would like to have your order faxed, please enter the fax number on the required line.
The required delivery date is the date you would like to receive your goods/services.
A description of the items or services needed.
Indicate the quantity and unit of measure, such as each or box.
Indicate the Unit Price, not the total, of each line item.
The GL Account and the Cost Center or WBS Element in which the order is to be paid. The funding for a line item can be split between two or more funding sources. Split funding can only be distributed by QUANTITY OR PERCENT. If you chose percent, the distribution must equal 100%. If you are using the same GL Account and the same Cost Center/WBS Element for the entire order, only enter this information on line 1.
Indicate the date you filled out the requisition, your department name, requestor's name and phone number, and any other delivery instructions.
Please have the person(s) responsible for the Cost Center/WBS Element sign on the approval signature line.
If you are purchasing any of the following items, please contact Business Services before contacting a vendor or filling out a purchase requisition. Business Services will assist you in finding the best quality and price available.
Copier/Fax Machine:Contact Business Services to obtain quotations for the purchase of copiers and facsimile machines. Any departmental purchase of copiers and facsimiles should not be completed until a purchase order has been issued to the vendor by Business Services.
Computer Equipment: Please contact your college IT Coordinator or the ITS Help desk for assistance with configuration and pricing.
Receiving Goods/Services. When you have received the items on your purchase order or the service has been completed, send an e-mail to Paula Fuestman in the Accounts Payable Office. If you receive the invoice with your order, forward it on to Accounts Payable indicating if it is okay to process payment.
Purchase Order Commitments
Review periodically the commitments appearing on your online reports and notify Business Services if any of these commitments from purchase orders should be cancelled (because the vendor cannot supply the goods or services or because you no longer want the goods or services) or payments for the purchase orders have been completed through Accounts Payable. To see the individual open commitments for purchase orders and purchase requisitions, log on to SAP and follow the paths:
Cost Center Commitment Line Items
KSB2 or Information Systems>Financial Accounting>Cost Center Accounting>Detail Line Items>Cost Centers: Commitment Line Items
Enter your cost center number in the box next to "Cost Center"
Enter CESUMMARY in the box next to "Cost Element Group"
In the boxes next to "Expected debit date", enter the full current fiscal year, ie. 7-1-XX to 6-30-XX
Click on to execute the report.
Project Commitment Line Items
CJ76 or Information Systems>Financial Accounting>Project System>Detail Line Items>Project Commitment Line Items
Leave the Project field blank. Enter your WBS element number in the box next to "WBS element"
Enter CESUMMARY in the box next to "Cost Element Group" to see all transactions
In the boxes next to "Expected debit date", enter the full grant term (e.g. 10-1-XX to 9-30-XX)
Click on to execute the report.
On-Line Capability. If you are interested in entering your purchase requisitions and receiving your goods on-line in the University's SAP software system, please fill out an SAP ID Request.
Click here to get to the SAP ID Request form