FAQ - WebReq and requisitions users
Requisition Data Entry:
- I started several requisitions but I don’t need to complete them. Do I have to delete them?
- I don’t know the supplier’s name. Can I leave this field blank and still forward the requisition for approval?
- If I order 5 of an item and the supplier gives them to me for free, how do I show this information?
- Shortcut in the FOAP entry: If I buy 5 items and 3 of them have the same FOAP, I keep the check mark which inserts the same accounting key for items 1 to 3, then I return to item 1 and take off the check mark. Then I enter a new accounting key for items 4 and 5. Is it possible to save time by taking this shortcut for the accounting keys?
- When I print out the requisition in PDF, it’s missing some of the information in the item description in comparison with what I see on the screen. Why?
- I changed the approving officer named in the Requisition Status window because I have to submit my requisition to a different approving officer. Is the one who initially received the requisition informed of this change?
- How do I keep my logbook?
Purchasing Procedure:
- When I purchase an item of < $5,000, the supplier asks for a requisition number. Can I use a WebRequisition requisition number?
- I am purchasing 10 Dell computers (complete systems or components). I want to provide a PO number to Dell, how can I do that?
- Can I make Blanket Order-type purchase orders?
- (Purchase order for a purchase from a US supplier) Why do I have to use APGX if I’m not paying the Goods and Services Tax (GST) to the US supplier?
Requisition Data Entry:
I started several requisitions but I don’t need to complete them. Do I have to delete them?
No, you do not have to delete requisitions that will not be completed in the system. A requisition you have started can be used for a new purchase (you can change the supplier, the items you want to buy today, etc.).
I don’t know the supplier’s name. Can I leave this field blank and still forward the requisition for approval?
Yes, Materials Management Services will add this information when the supplier is selected following the call for tenders.
If I order 5 of an item and the supplier gives them to me for free, how do I show this information?
Enter the item and indicate an amount of 5 times the amount at $0.00.
Shortcut in the FOAP entry: If I buy 5 items and 3 of them have the same FOAP, I keep the check mark which inserts the same accounting key for items 1 to 3, then I return to item 1 and take off the check mark. Then I enter a new accounting key for items 4 and 5. Is it possible to save time by taking this shortcut for the accounting keys?
No, we do not recommend this because it could cause errors in the finance system.
When I print out the requisition in PDF, it’s missing some of the information in the item description in comparison with what I see on the screen. Why?
Even if the item description contains several pieces of information, please do not insert a paragraph. These details will be sent to the Banner order form.
I changed the approving officer named in the Requisition Status window because I have to submit my requisition to a different approving officer. Is the one who initially received the requisition informed of this change?
No, you have to inform him/her by email. However, the requisition will not appear in the initial approving officer’s list to be approved.
How do I keep my logbook?
You now know that the WebReq system produces the requisition number, and then Banner produces a separate number for the purchase order form. We suggest you use the Requisition Status control function to export data to an Excel file daily, weekly or monthly, according to the number of requisitions you enter. Set up a master document that has column titles and add a new column on the right of your document entitled “Purchase Orders.” Once the data have been exported to Excel, you can copy and paste it in your master document. Then, when you receive your copy of the purchase order, enter its number in the right-hand column.
Purchasing Procedure:
When I purchase an item of < $5,000, the supplier asks for a requisition number. Can I use a WebRequisition requisition number?
No, WebRequisitioning requisitions are for purchases that must be made with purchase orders. We suggest you use the logbook in the same way as in the old system (for example, for Supplies we use 3601cd001). You can use the Purchase Requisition form in the Purchasing Manual, section U. Later in the year, when the procurement card will be available to everyone in the university community, these purchases will be paid by P-card.
I am purchasing 10 Dell computers (complete systems or components). I want to provide a PO number to Dell, how can I do that?
To get the purchase order number, you must fill out a requisition and get it approved. Please contact Mr. Louis D’Aoust, Senior Procurement Officer to discuss your specific needs.
Can I make Blanket Order-type purchase orders?
We use the Regular Purchase Order form for most of our purchases. The Banner “Blanket Order” order form does not commit funds and we do not expect to use it. We will be providing additional information shortly on dealing with special cases.
There is another type of purchase order called “Standing Order.” There are no quantities involved in it and only a total amount. The Standing Order is used to make regular payments to a service provider over a defined period. No changes can be made to this type of purchase order, so there is no “Change Order”.
(Purchase order for a purchase from a US supplier)
Why do I have to use APGX if I’m not paying the Goods and Services Tax (GST) to the US supplier?
You still have to commit enough money to cover the GST even if we are paying it to Livingston, the customs broker who clears the article through customs.