How to Create a Non-Catalog RequisitionJob Aid

MyFloridaMarketPlace

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Creating a Requisition

Begin here

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Title Page

TITLE: Follow your Agency’s naming convention for the title of your PR

ON BEHALF OF: Defaults to the requester’s name but can be changed

DELAY PURCHASE UNTIL: Leave blank unless necessary (ex: creating requisitions for the following fiscal year many agencies would use a Delay Purchase Until date of 7/1/XX)

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Title Page

PO START and END DATES: PO Start and End dates should be entered to set the term that your PO will cover

FISCAL YEAR: The system will default to the current fiscal year but can be changed as appropriate

PUI#: Defaults as per the requester’s profile and is used by the system for requisition routing purposes

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Title Page

Encumber Funds: Place a check if this requisition should be encumbered

PCard Order: Check this box if payment will be made by PCard

Do Not Send Purchase Order to Vendor: Checking this box will not send the PO to the vendor. Most requesters will not be able to select this Click Next to Add Items

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Adding Items

Click Create Non-Catalog Item button

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Adding Items

Description: Give a full description of the item that you are purchasing

Commodity Code: Choose the appropriate commodity code

Vendor Location: You choose your Supplier by choosing your Vendor Location

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Adding Items

Supplier Part Number: Enter this information if you have it but it is not a required field

Method of Procurement: Choose the appropriate Method of Procurement

State Contract ID: If you are making a purchase with Method of Procurements A, B or C then you should populate this field with the appropriate contract #

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Adding Items

Quantity: Enter the correct quantity. Remember to keep in mind how the vendor will invoice you

Unit of Measure: This will default to “each”, change it as appropriate

Price: This is the price per every one item, the total amount will come from the price x the quantity you entered

Click OK to Add this Item

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Adding Items

At this point you can Add more Items or Checkout to complete your requisition

Click Add Items to add additional line items

Click Checkout to complete your requisition

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Checkout

Check the box next to each line to edit each line individually or check the header box to mass edit the accounting information and Method of Procurement on all lines at once

Check the box, then click Edit

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Checkout

Your accounting information is populated based on three fields:•Organization Code•Expansion Option•Object Code

Make sure that the appropriate Org Code is populated

Choose “Other” from the dropdown and choose the appropriate Expansion Option

Make sure that the appropriate Object Code is populated

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Checkout

All Accounting information has populated and all the error messages have disappeared. Click OK

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Checkout

•Comments/Attachments section is where you include justification, quotes, etc. Be sure to uncheck the “include comments/attachment(s) on purchase orders” box if the comment is for internal review or includes other vendor’s quotes

•DO NOT attach any confidential information (contact your Purchasing Office if you are unsure whether something is confidential)

•Ensure that the appropriate Ship To address is chosen and enter the name of the person who will be physically receiving the items in the Deliver To field

•Select the appropriate FOB Code (for a full listing of FOB codes please refer to the Freight Terms Job Aid)

To attach an attachment, click the box confirming that you are not attaching confidential information and then click Add Attachment

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Submit

Review your requisition for accuracy, then click :

•Submit to start your requisition through the approval flow

•Exit to save your requisition to Submit at another time