Supply Management Services – Purchase Requisition Form The purchase requisition form is completed to initiate the purchase of goods or services from external Suppliers. A web requisition form (Excel format) is available on the Supply Management Services website at www.sms.ualberta.ca in the Forms Cabinet. How to set up the Requisition Form for use The purchase requisition has macros enabled on the form. This is to provide an auto numbering feature to create a requisition number. For technical assistance please see your LAN administrator. Procedures for Completing the Requisition Form The following list details the different fields on the requisition form. The Supply Consultant in SMS will complete shaded fields on the requisition form. Those items that appear shaded below are also optional fields. PLEASE CLICK ON THE “CREATE REQUISITION” BUTTON TO START YOUR REQUISITION. Section What to enter Requisition Number The requisition number and date are automatically generated when you click on the Create Requisition button on the top of the form. The number represents the year, month, day and time the requisition was created. Department Optional. This field can be used for departments that do track system Reference generated numbers and create their own unique numbers for each requisition. Date This is the current date. The date will automatically populate with the current date. Suggested Supplier name, complete mailing address including postal code / zip Suppliers/Supplier code. If requesting a bid/quote, name(s) of suggested suppliers can be listed. Supplier Phone Please include the phone number of the supplier if it is known. Number Supplier Fax Please include the fax number of the supplier if it is known. Number Deliver To: Complete all fields with internal departmental address and individual(s). Department This address is used for delivery of goods and also for mailing the Room & Bldg departmental copy of the Purchase Order. Individual Date Required Indicate date materials or services are required. GST Code Include the GST code of “C” if 100% Input Tax Credit is applicable Quantity Provide the order quantity required. Please ensure that if you are ordering material it corresponds with the package sizes. Unit of Measure Examples: package, each, box, grams, litre, pint, gross Catalog Give complete catalog descriptions and /or Suppliers’ catalogue Number/Description numbers to fully identify your requirements. Attach any additional information required to the requisition form. Please ensure that the attachments reference the requisition number. Unit Price / Enter the Unit price if known (GST excluded). The extended price should Extended Price calculate automatically based on the quantity entered. Include the estimated price per unit if the actual price is not known. NOTE: To ADD lines to the requisition select the last requested line and press Ctrl+I To DELETE lines on the requisition select the line and press Ctrl+D For Information Call Departmental Contact Person and phone number Charge to Use the Speed code if one has been defined for the applicable Chart field Chartfields string. Also complete additional Chart fields if appropriate, i.e. if they are not included in the Speed code definition. Also include the Account Chartfield value that most accurately describes the item being acquired. If more than one Chartfield combination is used, indicate the amounts or lines (PRE-GST) to be charged to each Chartfield combination. Department Name of department authorizing the transaction – departmental (green) copy of purchase order will be sent to authorizing department. Authorized Account holder or Delegate must authorize the transaction prior to Signature submitting to Supply Management Services. We recommend saving the document on your computer for future record. The Authorized Signature should be applied to the printed copy of the requisition form and forwarded to Supply Management Services, 3rd Floor Materials Management Building. Purchase Requisitions can also be sent by fax to 492-0607. If you are sending your requisition via fax or email, do not send the original in the mail. PLEASE NOTE: The requisition from is also available as a preprinted two-part form. The preprinted form can be ordered through the receptionist at Supply Management Services at 492-4668.
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