Purchase Order Creation and Routing Guidelines
Learn about the intricate process of requisition approval and purchase order creation, including the required approvals, routing steps, and when a buyer's approval is necessary. Ensure compliance with the detailed guidelines provided for a smooth procurement process.
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Presentation Transcript
Routing and PO Creation Every Requisition requires at least one approval before a Purchase Order is created and submitted to an outside supplier. When the Requisition initiator clicks on the Submit button, the required routing automatically occurs. An initiator cannot approve their own Requisition. If a charge account approver creates a Requisition, it will require a different approver to approve it. If a PPM Project Manager creates a Requisition, it will go directly to Rejectedstatus. PPM Project Managers are not to create Requisitions.
Routing and PO Creation At least two individuals are required to review a Requisition: the initiator and the approver. Although an initiator cannot ad hoc route the document to an approver that isn't already on the routing log, an existing approver can route for an additional approval outside of the normal routing log if desired. At a minimum, each Requisition routes to and requires the approval from the PPM Project Manager or Charge Account approver assigned to the chart string. If items meeting the definition of Capital Assets are being purchased, the Requisition routes to the Equipment Management team for approval.
Routing and PO Creation If the R&D Exemptionfield is completed, the Requisition routes to the Tax Reporting & Compliance unit for approval. If specialty or restricted commodities are being purchased (e.g. radioactive items, vehicles, controlled substances), the Requisition routes to the central department responsible for the oversight of that commodity (e.g. Safety Services, Fleet Services) for review and approval.
Routing and PO Creation When Does a Requisition Require Buyer Approval? A Requisition requires a Buyer in Procurement & Contracting Services to create the Purchase Order in the following situations: Requisition is at or above $10,000 and does not cite a university agreement with unrestricted purchasing categories Most Services Independent Contractors Restricted commodities, including, but not limited to, animals, food equipment, and electrical supplies
Routing and PO Creation When is the Purchase Order Created? A Requisition that does not require review and approval by a buyer in Procurement & Contracting Services will generate a Purchase Order once the required approvals have been secured on the Requisition, otherwise the Purchase Order will be created by the buyer. A system notification and email will alert the user in the Requester role once the Purchase Order has been created. The Purchase Order is electronically issued to the supplier. PO format is UCDPO12345678
