Tips:

Create Non-Catalog Requisition

When should attachments be added to a non-catalog requisition?

BD-1 or SSJ-1 is required for non-catalog requisitions (excluding grant subcontract requisitions) of $25,000 or more. See the NU Portal under the Purchasing tab to find these forms. PPS approves requisitions of $25,000 or more.

Who creates non-catalog requisitions?

Users with the Requester procurement security role.

What is a non-catalog requisition?

Contents

Step 1: Navigate to Create Requisition

  1. Log in to the NUPortal
  2. Click Financial > Purchasing
  3. Click the non-catalog requisition shortcut.

Alternate Navigation:

Step 2: Enter requisition name in 1. Define Requisition

  1. In Requisition Name, type a descriptive name for the requisition. The naming convention is determined by the school/department (maximum of 30 characters).
  2. Click Continue.

Graphic: Enter Requisition Name

Step 3: Select Request Type

  1. Click the Non-Catalog tab, if contents are not visible.
  2. Click Non-Catalog Item link.

Graphic: Select Non-Catalog

Step 4: Enter line item in 2. Add Items and Services

The fields in this section let you enter the item/product description:

  1. Type Item Description. The description you enter should match the source description of the product.
  2. Type Price. Use the US dollars with decimal place format as shown. Zeros after the decimal are automatically added if you do not provide them.
  3. Type Quantity. The quantity must be at least 1.
  4. Click the Unit of Measure magnifying glass to open a Look Up window.
  5. Graphic: Enter line item information

  6. Type the first two letters of the unit into the Unit of Measure field.
  7. Then, click Look Up.
  8. Graphic: Window to lookup unit of measure options

    Alternatively, you can scroll through the units of measure to search.

  9. Click the Unit of Measure link in the search results.
  10. Graphic: Select Unit of Measure

  11. Click the Category magnifying glass to look up the categories.
  12. Graphic: Select Category with the maginifying glass

  13. Click the + in the file folder to view the available categories.
  14. Graphic: Look Up the Category

  15. Click the Category link that best describes the kind of non-catalog item you are requisitioning, in this example, AUDIO/VISUAL EQUIPMENT.
  16. Graphic: Category listing

    Note: To select the category of capital goods, select the appropriate asset category.

  17. In Vendor Name, type the name of the vendor.
  18. Click the Vendor Name magnifying glass to run a search for the vendor directly from this field.
  19. Graphic: Vendor ID entry field

  20. Search results appear in Vendor Search. Click the Vendor ID link to select the vendor.
  21. Graphic: Vendor Search page

    Select only the vendor with the address that matches your ordering form or source address:

    When you select the vendor name from your search results, this simultaneously populates both the Vendor ID and the Vendor Name fields.

    Graphic: Vendor ID and Name fields

  22. In Vendor Catalog ID, type the vendor catalog identification, if applicable. This could be the catalog number, quote number, or other unique identifier provided by the vendor. Not all vendors utilize a vendor catalog ID, so you may not need to enter it.
  23. Graphic: Vendor Catalog ID entry field, Additional Comments field and Add Item button

  24. If needed, type comments into Additional Information.
  25. Comments are applicable to the line item and not the entire requisition.


  26. Click Add Item to save your work.
  27. To add another line item to the non-catalog requisition, follow the previous steps to enter the item and product information in 2. Add Items and Services. Notice that the Requisition Summary keeps track of your previous line items and totals.

  28. When you are finished adding line items, Click 3. Review and Submit
  29. Graphic: Review and Submit page

Step 5: Enter information in 3. Review and Submit

The Review and Submit step is where you enter ship to codes, chart strings, budget check, and save and submit the requisition.

Ship To

  1. To view the hidden section that contains the Ship to and chart string fields for a line item, click the triangle next to that line item.
  2. Graphic: Expand line icon (triangle)

  3. Click the magnifying glass next to Ship To: to look up the ship to code.
  4. Graphic: Ship To entry field

  5. A Look Up window appears. In the Description field, type the first letters of the department name.
  6. Click Look Up.
  7. Click the Ship To Location code that matches your department. If there is more than one location for your department, select the one that designates the appropriate drop-off location / delivery point.
  8. Graphic: Ship To code look up window

Chart String

Enter the chart string on the Chartfields1 tab. All chart strings utilize Fund, Dept, and Account codes, at minimum. If you do not know which chart string to use, see your manager.

  1. In Fund, type the Fund number.
  2. In Dept, type the Department code.
  3. Scroll right to view Account. In Account, type the Account code.
  4. Notes:

    Graphic: Chart String entry fields

Check Budget

  1. Scroll down to view Check Budget. Click Check Budget.
  2. Graphic: Check Budget button

  3. A pop-up message appears regarding saving and budget checking the transaction. Click OK.
  4. (A processing icon spins while NUFinancials performs a budget check.)

    Graphic: Save and Budget Check pop-up message

    When finished budget checking, a Budget Checking Status appears.

    Graphic: Budget Checking Status results

See Resolve Combination Budget Check Errors, if you encounter errors.

Save and Submit

  1. Click Save & Submit.
  2. Graphic: Save and Submit button

After you save and submit, a Confirmation page appears. View the Confirmation:

The Requisition ID is only used for internal purposes and should not be given to vendors or service providers. Upon approval, NUFinancials creates and then dispatches a purchase order to each vendor specified in the requisition. (If only one vendor is specified, then one purchase order is created.) Each purchase order is assigned a unique purchase order ID beginning with PUR.)

Optional: Create a record of requisition

If necessary for your own records, print or save a copy of the requisition.

Graphic: View Printable version option

Steps in a Nutshell

1. Define Requisition

  1. Enter Requisition Name as determined by school/department naming conventions (maximum of 30 characters).
  2. Click Continue.

2. Add Items and Services

  1. Click Non-Catalog tab.
  2. Select request type Non-Catalog Item.
  3. Provide Item Description (required).
  4. Provide Price (required).
  5. Provide Quantity (required).
  6. Provide Category (required).
  7. Provide Vendor ID (required).
  8. Provide Vendor Catalog ID (recommended).
  9. Provide Unit of Measure (required).
  10. Click Add Item.
  11. If creating a multi-line requisition, provide information for additional line items (repeat 1-7 above).
  12. When done entering line items, click Review and Submit.

3. Review and Submit

  1. Click the triangle next to the lines items to open up the hidden section for Ship to and chart string fields.
  2. Type in ship to code if known, or click look up button (magnifying glass) to search for ship to code.
  3. In Chartfields1, type Account, Fund and Dept
    • If using Fund 170-199, 300-899, provide Project and Activity on Chartfields1.
    • Check that the PCBusUnit says NWUNV.
  4. Click Check Budget.
  5. Click OK. The budget check process runs and should return status Valid or Warning.
  6. Click Save & Submit. Confirmation screen displays and requisition enters workflow for approval.

Appendix

Line Defaults

  • You may use Line Defaults on 1. Define Requisition if you are creating a multi-line non-catalog requisition where all line items are for the same vendor, ship to, category, etc.
  • Line Defaults may be used for non-catalog requisitions only -- do not use Line Defaults for catalog requisitions
  • To open and define Line Defaults, click the triangle to expand section
  • Enter applicable defaults for Vendor, Buyer, Category, Unit of Measure, Ship To, and/or Attention.
  • If you use Line Defaults, it is not necessary to re-enter the same information in subsequent steps.

Comments

See Attachments and Comments under FMS803 > Non-catalog and catalog requisitions.

  • You must enter a comment if you are attaching a document.
  • Requisition Header Comments in 3. Review and Submit is where you enter comments that pertain to the requisition as a whole. If using these Comments to communicate to Approvers, ensure the Approval Justification checkbox is clicked.

Shipping Charges

Do not add line item for charges associated with shipping, freight, or transport of goods. When 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.

Ship To Codes

If a ship-to location needs to be added or modified, fill out the Ship To Code Request Form located at NUPortal > Financials > Purchasing > Purchasing Resources and Forms.

A list of ship-to codes with addresses is available on the FFRA website > Security.

Chart Strings

Expand section (triangle)

Use for single line item requisition and single chart string.

Graphic: Single Line chart string entry

Modify/Line Shipping and Accounting

Use to apply a single chart string to multiple line items, if same chart string is used for more than one item.

  • Fill out chart string fields.
  • Click Apply.
  • Select appropriate option from Distribution Change Options page. Usually All Distribution Lines. See below:
  • Click OK.

Distribution Options

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

Add an additional chart string to a single line item (distributed purchase):

Graphic: Add multiple chart strings to a single line

Graphic: divide the cost between lines by percentage