Tip:
Highlight text to annotate it
X
Hello, and welcome to the Learning and Technology Services tutorial on the new Purchase Requisitions
eForm. This tutorial will assist you in locating and completing the new Purchase Requisition
eForm.
You can locate the form in two different ways. One path is to go to the Purchasing homepage
and select the link Purchase Requisition. Once you click the link, you will be required
to log in using your Univeristy username and password. The form will open. A second way
of locating the Purchase Requisition eForm is to go directly to the eForm website. The
browser you choose does make a difference in how your electronic form appears. We suggest
Internet Explorer on the Windows platform and Safari on the Mac platform. Type in http://eform1.uwec.edu.
Log in using your University username and password. The University eForm page now has
a new look. The first tab is entitled My Tasks. If you have already started a requisition
form or are continuing a task, use My Tasks. To start a new eForm, click on the Start New
Form tab. Select Business Services. Select the Purchase Requisition Form.
The first quesion is present so you can begin filling out the correct form. If this is not
a printing requisition, select No. Notice that the first fields are automatically filled
in. If your personal information is incorrect, change the text on the form. The information
was drawn from available databases.
In the Accounts section, there are options to fill in the account information for as
many accounts as are paying for the purchase. First enter in the amount that the first account
is responsbile to pay. Work across the row by selecting from the pulldown options under
the appropriate fund, program, and department. Next, you must indicate that you are the authorizer
for this account, or choose another person to authorize the purchase. Notice that for
this pulldown, there is an extensive tool tip. Whoever you choose as the account authorizer
will receive an email after you click Submit at the bottom of the form. For this tutorial,
I'm going to assign Carol Accola as the account authorizer. I first click on the ellipsis
icon to find the name, type into the text box at the top, click Go, place a check by
the appropriate name, and click OK. In the case where the purchase is being paid by more
than one account and the authorizer has already been selected once for a previous account,
select Authorizer Already Selected. You don't want the same authorized name to appear more
than once in the Account Authorizer column.
The next box is where you will list your vendor's name and address. If your order is over $5,000
and under $25,000, you must list at least three sources of supply. Clicking on Add a
Source will give you additional boxes to add other vendors names and addresses. For each
vendor that you list, you must choose a price source. A new option appears. If the option
includes a date, select the calendar option and choose the date. If it includes a text
box, you must add the information needed.
Continuing down the form is the option for attachments. If the total is over $5,000,
you must attach a written quote for each vendor from whom you received pricing. Also note
that there is a box you can click if you are to have a check accompanying your order. Click
on Add Documents, and that will allow you to add your written documentation, or any
other documents pertaining to this order.
Next is the section for lease agreements. If your purchase is a lease agreement, you
will be prompted to put in your starting and ending dates. This section describes your
purchase. Enter in the quantity. Next is a dropdown list of possible unit types. Next,
type in the description of the item you want ordered, and finally, the unit price of the
purchase. You can update the totals at any time by clicking on the Update the Total button.
Note, if this is capital equipment, which is over $5,000 excluding software, click Yes.
Note that it will prompt you to add more information: location, which is the location of where the
capital equipment is going to be housed; the user department is who is going to be using
the equipment; room number; asset custodian will be the person that is responsible for
maintaining inventory information and supplying that to the materials management captial equipment
manager. Finally, the Notes and Comments text box is for your use only, if you need to add
additional items or documentation.
At the bottom of the form are various options. Once you hit Submit, the form will automatically
be sent to the person who can approve the purchase, if it is not yourself. Otherwise,
the form will be sent to the Purchasing Office for processing. You can also click Save and
Close for Later, Cancel, or Print the order for your own use.
Thank you for listening to this tutorial. For more video tutorials on eForms, please
check out http://www.youtube.com/user/ltsonlinehelp.