Tips:

Edit a Requisitions

Before you try edit a requisition, consider some of the questions below.

Edit Options

Who may edit requisitions?

When is it possible to edit a requisition?

Requisitions may be edited if request status is:

When is it no longer possible to edit a requisition?

Requisitions may no longer be edited if status is:

To make a change after a purchase order is created (prior to payment and Complete status), you can submit a PO Change Request.

After editing, do you need to perform budget check?

Yes. Check budget after making edits that affect price, quantity, or chart string. Performing a budget check after making edits will adjust the pre-encumbrance as necessary.

After editing an approved requisition, is the workflow approval process reinitiated? Yes.

Can you edit catalog requisitions?

Navigate to and Edit the Requisition

Navigation: eProcurement > Manage Requisitions.

  1. Enter search criteria to locate desired requisition. If you do not have the requisition ID, you can delete the date in the Date From field. This enables you to find a list of all your requisitions that are not yet Complete.
  2. Click Search.

    Graphic: Manage Requisition search page

  3. Find requisition is search results. Click the Select Action drop-down menu arrow to the right of the requisition.
  4. Select Edit Requisition. (If option is not shown, you can no longer edit the requisition.)
  5. Click Go.

Graphic: Selection drop-down menu in Manage Requisition

  1. A new page appears with 3. Review and Submit tab open:
    • To edit to Ship To location or chart string, make those changes directly in 3. Review and Submit.
    • (To access Ship To and chart string fields, click the triangle or select a checkbox and then click Modify Line / Shipping / Accounting.)
    • To make edits to product description such as quantity or price, click the item / description hyperlink, e.g. jerseys in this example. Clicking the hyperlink opens 2. Add Items and Services. Make your edits and then click OK to save and continue to 3. Review and Submit.
  2. If you have changed any ChartFields or any information affecting the total, such as price or quantity, you must check the budget.
  3. Click Save & Submit.
  4. Graphic: Review and Submit page

Edit Options

Available Actions in Manage Requisitions > Edit Requisition

If you need to:

Allowed for Catalog Requisition?

Allowed for Non-Catalog Requisition?

Quick Steps

Add attachment (e.g., forms, vendor quotes, documents, etc.)

Yes, for approval justification. Otherwise, contact vendor directly.

Yes

Review and Submit tab → Click comments button Graphic: Comments bubbleto right of line item → Click Add Attachment → Click Browse to locate document → Click Upload → Click OK if done, or Add Attachment to add a second attachment

TIP:

Graphic: Comments bubble with pixels indicating an attachmentfilled bubble = comment contains text and/or file is attached

Graphic: Comments bubbleempty bubble = comment is empty / no file attached

Add catalog item

Yes

No

Do not add catalog item to non-catalog requisition

If this is a catalog requisition, you may add another catalog item.

  • On Catalog tab, click iBuyNU
  • Proceed with searching for item, adding item to cart, and checking out
  • Enter chart string for added item
  • Budget check
  • Save and submit

Note: Requisition name will be overwritten by cart name when you checkout. Re-enter the original requisition name if necessary. Alternatively, you could enter the original requisition name in the cart name before checking out of iBuyNU.

Add distribution by % (share a single purchase between two or more chart strings, distributed by percentage of total cost)

Yes

Yes

Retrieve Requisition Review and Submit tab → To select line item, click in checkbox to left of item description → Click Modify Line / Shipping / Accounting → Click add a new row button Graphic: Plus sign iconfor each chart string that purchase will be distributed to → In the Percent field, enter percent to be distributed to each chart string (e.g., if 2 departments split the cost 50/50, enter 50 in each Percent field) → Provide values for each chart string as required by the Fund number in chart below → Click Check Budget → Click Save & submit

Fund number

Required ChartField values

110-160

Fund, Dept, Account

170-199 & 300-899

Fund, Dept, Account, Project, Activity

Add item comment

* Yes, for approval justification

Yes

Retrieve Requisition Review and Submit tab → Click comments button Graphic: Comments bubble iconto right of line item → Enter comments → If applicable, select Send to Vendor (only if non-catalog requisition) → Click OK

TIP:

Graphic: Comments bubble icon with pixels indicating an attachmentfilled bubble = comment contains text and/or file is attached

Graphic: Comments bubble iconempty bubble = comment is empty

* Do not use Send to Vendor comments for catalog requisitions (items found in iBuyNU). All vendor instructions must be handled outside of the system (speak with or email vendor directly). Please note that many iBuyNU orders are processed immediately upon PO dispatch. Contact vendor ASAP with any special instructions and reference the PO #.

Add a new non-catalog line item

No

 

Yes

If this is a non-catalog requisition, you may add another non-catalog item.

  • On 2. Add Items and Services, click Add Item
  • Proceed with entering item information
  • Click Add Item
  • When done adding items, click Review and Submit
  • Enter chart string for added item
  • Budget check
  • Save and submit

Add quantity

No

Create a new catalog requisition to order additional catalog items.

Yes

If this is a non-catalog requisition, you may add quantity.

Click hyperlink for line item -2. Add Items and Services In Quantity field, type over existing quantity Tab or click out of Quantity field to activate new quantity Click Check Budget Click Save and Submit

Add requisition header comment

* Yes, for approval justification.

Yes

Review and Submit tab → In Requisition Header Comment, enter comments → If applicable, select *Send to Vendor (*non-catalog requisitions only),→ Click Save & Submit

* Do not use Send to Vendor comments for catalog requisitions (items found in iBuyNU). All vendor instructions must be handled outside of the system (speak with or email vendor directly). Please note that many iBuyNU orders are processed immediately upon PO dispatch. Contact vendor ASAP with any special instructions and reference the PO #.

Change attention line of ship to

Yes

Yes

Review and Submit tab → if changing all or multiple lines → Enter data in Attention line or select existing data and type over to change → If using advanced method, click Apply and select appropriate Distribution Change Option, then click OK → Click Check Budget → Budget checking status should be Valid → Click Save & submit

Change category

No

Yes

If this is a non-catalog requisition, you may change category.

Review and Submit tab → Click in checkbox to left of item(s), or, if change needs to be made to all items, click Select All → Click Modify Line / Shipping / Accounting → If Category is known, enter in Category field; otherwise, enter as much of Category as known and click look up button (magnifying glass) to left of Category field. If left blank, a search for all NU Categories will be executed → Select Category → Click Apply → In Distribution Change Options, select All Distribution Lines (if change applies to all line items) or, if change applies to only specific line items you selected, click Matching Distribution Lines → Click OK → Click Check Budget → Budget checking status should be Valid → Click Save & submit

Optional: Click line details button Graphic: Line Details iconto verify that Category is changed

Change chart string

Yes

Yes

Review and Submit tab → Enter chart string values or select existing data and type over to change → If using advanced method, click Apply and select appropriate Distribution Change Option, then click OK→ Click Check Budget → Click Save & submit

Change distribution by %

Yes

Yes

Review and Submit tab → Click expand section button (triangle) to left of item description → Modify Percent field as appropriate → Click Check Budget → Click Save & submit

Change item comment

* Yes, for approval justification

Yes

Review and Submit tab → Click comments button graphic: Comments buttonto right of line item → Make necessary changes to comment → If applicable, select Send to Vendor (non-catalog requisitions only) → Click OK.

TIP:

Graphic: Comments bubble with pixels indicating an attachmentsfilled bubble = comment contains text and/or file is attached

Graphic: Comments bubble iconempty bubble = comment is empty

* Do not use Send to Vendor comments for catalog requisitions (items found in iBuyNU). All vendor instructions must be handled outside of the system (speak with or email vendor directly). Please note that many iBuyNU orders are processed immediately upon PO dispatch. Contact vendor ASAP with any special instructions and reference the PO #.

Change item description

No

 

Yes

If this is a non-catalog requisition, you may change the item description.

Review and Submit tab → Click description link → Edit item description as necessary → Click OK → Click Check Budget → Click Save & submit

Change item price

No

Create a non-catalog requisition for item instead.

Yes

If this is a non-catalog requisition, you may change the item price.

Click hyperlink for line item 2. Add Items and Services Edit price as necessary → Click OK → Click Check Budget → Click Save & submit

Change requisition header comment

Yes

Yes

Review and Submit tab → In Requisition Header Comment, enter comments → If applicable, select or deselect Send to Vendor → Click Save & submit

Change requisition name

* Yes

Yes

Review and Submit tab → Edit Requisition Name field as necessary → Click Check Budget → Click Save & submit

* Cart name in iBuyNU becomes requisition name in NUFinancials. If catalog requisition was created from cart assigned to you by a Shopper, notify Shopper if you change requisition name.

Change ship to

Yes

Yes

Click in checkbox to left of item(s), or, if change needs to be made to all items, click Select All → Click Modify Line / Shipping / Accounting → Click look up button (magnifying glass) and select ship to → click Apply and appropriate Distribution Change Option then OK→ Click Check Budget → Click Save & submit

Change vendor (e.g., item should be ordered from a different vendor)

No

Cancel requisition

Yes

Review and Submit tab → Click in checkbox to left of item(s), or, if change needs to be made to all items, click Select All → Click Modify Line / Shipping / Accounting → To right of Vendor ID field, click look up button (magnifying glass) → Enter search criteria → Click Find → Select vendor from search results (Vendor ID and Vendor Location fields are auto-populated) → Click Apply → In Distribution Change Options, select All Distribution Lines (if change applies to all line items) or, if change applies to only specific line items you selected, click Matching Distribution Lines → Click OK → Click Check Budget → Budget checking status should be Valid → Click Save & submit

Change vendor record for single transaction due to alternate dispatch method (PO should be mailed to sales rep instead of faxed to corporate office, PO should be faxed to a different number, etc.)

Yes

Yes

This is a two step process.

1. Review and Submit tab → Click checkbox Hold for further processing → Click Save & submit

2. Contact PPS for one-off change to single transaction. Provide PPS with REQ number.

Check budget

Yes

Yes

Manage Requisitions → In Budget Status drop-down, select Not Chkd → Click Search → Locate requisition → In Select Action drop-down, select Check Budget → Click GoProcessing icon may appear while process is running → When completed, system returns to Manage Requisitions

Decrease quantity

Depends on Vendor

Yes

Review and Submit tab → In Quantity field, select and type over quantity Tab or click out of Quantity field to activate new quantity Click Check Budget Click Save and submit

Delete attachment

Yes

Yes

Review and Submit tab → Click comments button Graphic: Comments bubble with pixels indicating an attachmentto right of line item → To right of attached file line item, click delete line button Graphic: minus icon→ Click OK to message → Attachment is removed → Click OK → Click Save & submit

Delete distribution by %

Yes

Yes

Review and Submit tab → Click expand section button (triangle) to left of item description → To right of distribution line to be deleted, click delete line button Graphic: minus icon→ Click OK to message → Adjust Percent field as appropriate → Click Save & Submit → Click OK to message → Click Check Budget

Delete item

No, cancel requisition

Yes

Review and Submit tab → Click checkbox to left of item description → Click Delete button → Answer Yes to question Are you sure you want to delete the selected line(s)?Click Check Budget Click Save and Submit

Delete item comment

Yes

Yes

Review and Submit tab → Click comments button Graphic: Comments bubble with pixels indicating an attachmentto right of line item → Select text to be deleted → Use your keyboard Delete button to remove text → If applicable, deselect Send to Vendor, Show at Receipt, or Show at Voucher → Click Save & Submit

Delete requisition

No

No

You many cancel a requisition, but not delete it. Refer to training guide Cancel a Requisition.

Delete requisition header comment

Yes

Yes

Review and Submit tab → In Requisition Header Comment, select text to be deleted → Use your keyboard Delete button to remove text → If applicable, deselect Send to Vendor → Click Save & Submit

Hold for further processing (use only for alternate PO dispatch method)

Yes

Yes

This is a two step process.

1. Retrieve Requisition Review and Submit tab → Click checkbox Hold for further processing → Click Save & submit

2. Contact PPS for one-off change to single transaction. Provide PPS with REQ number.