Tips:

Create a Blanket Requisition

A blanket requisition is created to encumber funds for an estimated or actual amount for a service, agreement or contract to which payments are made on an ongoing basis. When an invoice is received, payments are authorized by receiving the amount of the invoice on the blanket requisition. Examples of appropriate use of blankets include phone services, utilities, rents, maintenance contracts, and for facilities to encumber funding for large, long term construction projects. For more information about the appropriate use of blankets, contact Procurement and Payment Services at 847-491-8120 or email procurement@northwestern.edu

Hot Tip! Blanket requisitions are only good for one fiscal year. At the end of each fiscal year, all blankets are closed. You should create a new blanket at the beginning of each fiscal year.

Hot Tip! Access to NUFinancials as a Requester requires security authorization. If your NetID has not been authorized, you will be unable to log in to NUFinancials. Security access forms and instructions are located on the FFRA website at http://ffra.northwestern.edu/security/

Step 1: Define requisition

Step 2: Add Items and Services

Step 3: When done entering items, click 3. Review and Submit tab

Hot Tip! It is not necessary to estimate and add a line item for charges associated with shipping, freight, or transport of goods. When the invoice is received, Accounts Payable will enter exact shipping charge which will be pro-rated across all chart strings in the requisition. Shipping charges do not impact matching tolerance thresholds, so it is not necessary to enter estimated charges at the requisition level.

Step 4: Add comments to justify blanket

Use Requisition Header Comments to enter a note for the requisition as a whole that will display to Approvers and to PPS staff as the justification for creating a blanket requisition. Explain the reason you are creating a blanket requisition, the length of time the service covers, and any other information that will assist in getting the blanket approved. For example: Blanket for cell phone service for 24 month contract as requested by Professor Smith.

If applicable, click the appropriate checkbox to trigger specific actions in the system:

Step 5 : Comments

It is required that comments be added in either Requisition Header Comments (described in previous step) or Line Comments (described in next step) indicating the reason you are putting the PO on hold, what action you want taken with the PO, and why you need to prevent the system from automatically sending the PO to the vendor.

Step 6 (if applicable): Attach document(s) and/or add line item comments

On the Review and Submit page, you may attach any Word, Excel, or PDF document located on your machine or on a network. Examples could include a vendor quote for services, contract, invoice, correspondence, etc. that would help in getting the requisition approved or paid. Line Comments are specific to the line item, not the requisition as a whole.

Hot Tip! When is an attachment required? Purchasing policy requires that if a non-catalog purchase is for $25,000 or more, a Bid Documentation Form (BD-1) or Sole Source Justification Form (SSJ-1) must be attached to the requisition.

NOTE: This requirement does not apply to grant subcontract requisitions or catalog (iBuyNU) requisitions.

Forms are located at NUPortal > Financial > Purchasing > Purchasing Resources and Forms

How to attach documents and/or add line comments:

Graphic: Comments bubble on a requisition

Step 7: Enter Ship To

Method 1 (basic): If this is a single line item requisition, or if the Ship To is different for each line item, click expand section button (triangle) to right of the line item and enter Ship To code.

Method 2 (advanced): If this is a multi-line item requisition where the same Ship To may be applied to multiple lines:

Hot Tip!

Step 8 (if applicable):Display accounting lines or accounting information

Use one of the methods below to display Accounting Lines or Accounting Information:

Method 1 (basic): If this is a single line item requisition, or if the chart string is different for each line item:

Method 2 (advanced): If this is a multi-line item requisition where the same chart string may be applied to multiple lines:

Step 9 (if applicable): Confirm PC Bus Unit

Graphic: PC Bus Unit entry field

Step 10: Enter chart string(s)

ABOUT CHART STRINGS

If you used Method 1 (basic) to enter your Ship To or display Accounting Lines and this is a single line item requisition or a multiple line item requisition where the chart string is different for each line item:

If you used Method 2 (advanced) to enter your Ship To or display Accounting Information and the same chart string can be applied to multiple lines:

All Distribution Lines

The same chart string is applied to all line items in the requisition.

Matching Distribution Lines

The same chart string is applied to only line item(s) that have been selected.

Replace Distribution Lines

Use to correct or change a previously applied chart string to line item(s) that have been selected.

Step 11: Check budget, then save and submit

When you have finished your NUFinancials session, click Sign Out in upper right.