Tips:

Create a Non-Catalog Contract Requisition

Navigation

  1. Log in to NUPortal
  2. Click Financial > Purchasing
  3. Under the Non-iBuyNU Vendors, click the non-catalog requisition link.

Step 1: Define Requisition

  1. Enter Requisition Name as determined by school/department naming conventions (maximum of 30 characters).
  2. Optional, click the Special Requisition: Receive by Dollar Amount checkbox (as needed). You must click this special requisition checkbox in order to set up the requisition so that you can receive by dollar amount instead of quantity.
  3. Click Continue.

Step 2: Add Items and Services

  1. Click Non-Catalog tab.
  2. Click Non-Catalog Item.
  3. Provide Item Description (required).
  4. Provide Price (required).
    • Enter U.S. dollars with decimal.
    • Zeros after decimal are system-supplied.
  5. Provide Quantity (required). For all special requisitions, always enter 1.
  6. Provide Unit of Measure (required).
  7. Provide Category (required).
    A. Click look up button (magnifying glass).
    B. Click the folder to view categories.
    C. You must select a Category that was entered on the Contract. Check with the contract’s administrator. See Procurement and Payment Services for more information.
  8. Provide Vendor (required).
    A. In the Vendor Name field, type in all letters or only the first few letters of vendor name, and click the look up button (magnifying glass).
    B. You must select the same Vendor ID and location that was entered on the Contract. Check with the contract’s administrator. See Procurement and Payment Services for more information.
  9. Provide Vendor Catalog ID (optional).
    • Use this field to enter in the SKU, manufacturer number, catalog number, quote number, or other unique identifier provided by the vendor for this item.
  10. Click Add Item.
    • The line item information you just entered displays in the Requisition Summary box.
    • A blank Add Items and Services page displays if you have more line items to enter.
    • If you have more items to enter, provide information for additional line items (repeat Item Description through Add Item above).

Important Note!

Step 3: Review and Submit

When done entering items, click 3. Review and Submit.

1. Select contract to associate with this requisition

You must associate the requisition with the contract in order to properly report the amount spent against the contract.

Graphic of line item with Line Details icon higlighted.

  1. To the right of the line item, click the Line Details icon Graphic of Line Deails icon.
    Graphic of Line Details screen.
  2. Click the triangle to expand the Contract section.
  3. Enter the Contract ID (including all leading zeros) or click the Contract Search button Contract Search to look for it:
    Graphic of Look Up Contract ID
  4. A. Click Search. Contracts that match the vendor and category are returned.

    B. Select the appropriate Contract ID by clicking the checkbox. You may click the Contract ID link for more information about a contract.

    C. Click OK. Then click Yes to the pop-up Message "Using a selected contract; the system will set the Use Contract flag to 'Y';"

4. Click OK to save and return to the Review & Submit screen.

2. Enter Ship To and Attention

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

  1. Click expand section button (triangle) to right of the line item and enter Ship To code.
    • If you know your Ship To code, you may type it in.
    • If you know only the first few characters of your Ship To code, you may type in what you know then click the look up button (magnifying glass) to search for it. When you find the code in search results, click on the code to insert it into the requisition form.
  2. Review the Attention to.

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

  1. Click in check box next to the line item to select appropriate lines.
  2. Click Modify Line/Shipping/Accounting.
  3. Enter Ship To.
    • If you know your Ship To code, you may type it in.
    • If you know only the first few characters of your Ship To code, you may type in what you know then click the look up button (magnifying glass) to search for it. When you find the code in search results, click on the code to insert it into the requisition form.
  4. Enter the Attention to.

3. Enter chart string

If you used Method 1 (basic) to enter your Ship To:

  1. On Chartfields1 tab, enter Account, Fund and Dept.
  2. If using Fund 170-199 or 300-899, provide Project and Activity.
  3. Proceed to next step.

If you used Method 2 (advanced) to enter your Ship To:

  1. On Chartfields1 tab, enter Account, Fund and Dept.
  2. If using Fund 170-199 or 300-899, provide Project and Activity.
  3. Click Apply.
  4. Select appropriate option from Distribution Change Options page:
  5. Click OK.

4. Attach documents and add line item comments (if applicable)

Graphic of line item with comments bubble empty

1. To the right of the line item, click the comments bubble.

2. When you are done adding attachments and/or line comments, click OK.

4. Check Budget, then Save and Submit

  1.   Click Check Budget.
  2.   Click OK to message.
  3.   When the budget check returns a status of Valid, click Save and Submit to complete requisition and initiate workflow.
  4. When you have finished your NUFinancials session, click Sign Out in upper right.