The UBUY Requisition System allows designated university personnel to create, modify, and track purchase requisitions online. This system also allows the user to copy, cancel, and browse existing requisitions. Once completely implemented, this system will be used to track the requisition's resulting bids and/or orders and to monitor the receipt of the items online.
Effective July 1, 1994, all purchase requisitions destined for processing by the Missouri State University Purchasing Department must be submitted via the UBUY System.
The Requisition System is a sub-system of the UBUY System. If you have questions concerning the UBUY System as a whole, consult the proceeding document entitled "Overview of the UBUY System".
The Requisition System allows you to create, modify, and view only the requisitions for your department (i.e. requisitions with your Department ID code in the Requisition Number). The Requisition System allows you to:
- Create a requisition
- Modify an existing requisition
- Submit a requisition for departmental and/or funding approval
- Copy a requisition
- Cancel a requisition
- Monitor the status of a requisition
- View an activity summary for a requisition
- Browse a list of requisitions for your department
- View a list of required approvers for a requisition
Please consult the hardcopy "UBUY User's Guide" for detailed explanations of how to perform each of these functions.
Creating a new requisition in the Requisition System is really not much different from completing a paper requisition. In fact, when using the Requisition System to create a requisition online, you specify the same type of information that you would if completing a paper requisition.
The major components of a paper requisition corresponds with one or more screens in the Requisition System. Whereas a paper requisition contains places for you to specify header, line item, funding, and suggested vendor information, the Requisition System contains screens to capture header, line item, funding, and suggested vendor information.
The Requisition System automatically assigns a "Requisition Number" to each requisition created. This Requisition Number consist is a 6 character code made up of a two-character Department ID code and a 4 digit sequential number. This Requisition Number, when combined with the Fiscal Year, creates a unique identifier for each requisition.
When you create a requisition using the Requisition System, you have the option of either completing the entire requisition at that time or "suspending" the requisition at certain points and finishing it later. If you "suspend" your requisition, you won't lose the information you've already typed -- that information will still be there when you return to work on it later.
Once created, a requisition must meet a set of minimum requirements before it can be considered "completed" and sent to the next level for approval and/or funding. For a requisition to be submitted for approval, it must:
- contain at least one line item;
- contain at least one suggested vendor; and
- have funding specified for the entire requisition amount
