Finance and Prcurement Services eprcurement Requisitin Services Special Request Amunt Only Intrductin Fllw this guide t create a requisitin fr a service r cnsultancy frm a supplier where the service r cnsultancy are nt listed in any f the University internal r nline eprcurement catalgues. T create a Special Request fr an item refer t the Quick Reference Guide (QRG) eprcurement Requisitin Special Request Gds. Fr additinal supprt in creating a Special Request fr Services, please refer t the sftware simulatin fr equipment repair. Prcedure 1. Frm the Finance My Hmepage click the eprcurement tile 2. Under the Create Requisitin heading in the left hand menu click Create Requisitin 3. Click n Special Requests Last updated June 2017
4. Cmplete the Item Details fields relating t the service r cnsultancy. Fields with an asterisk * must be cmpleted. Prvide the fllwing infrmatin: Item Descriptin This is a descriptin f the service r cnsultancy yu are prcuring Price This is the cst f the service r cnsultancy excluding GST Quantity Place a 1 in this field unless the service is being prvided multiple times Nte: nly cmplete the fllwing fields if required: Categry Cde If yu are unsure f the categry cde yu can leave it at the default f DEFAULT. Alternatively yu can search fr the categry by clicking the icn Currency This will default t Australian dllars AUD. Only adjust this as required Unit f Measure This will default t each EA. Only adjust this as required Due Date Yu are nt required t cmplete this field 5. Add the Supplier ID Nte: If yu are nt sure f the suppliers ID number r cannt find it by searching, leave this field blank and add any relevant infrmatin abut the supplier in the Additinal Infrmatin field belw. T search Click the icn In the pp-up windw type the suppliers name and click Find Frm the pp-up windw click the blue Supplier ID t add the details t yur requisitin The University f Adelaide Last updated June 2017 Page 2 f 7
6. Tick Amunt Only if yur requisitin is fr a service, such as a cnsultancy, repair r analysis. Nte: this will set the Amunt field at 1 and it will n lnger be editable 7. Add Additinal Infrmatin if required. This infrmatin is a message frm yu t the Purchasing Team. Yu culd prvide a reference t an attached qute, additinal supplier infrmatin, special delivery instructins r further infrmatin relating t the service r cnsultancy 8. Click Add t Cart 9. Yu will ntice that the cart nw lists 1 Line. If yu have additinal items t add, repeat the steps abve starting frm the Item Details. If yu have finished, click Checkut 10. Add a Requisitin Name. The name shuld relate t the service r cnsultatin yu are requesting. Ensure the currency is set at AUD The University f Adelaide Last updated June 2017 Page 3 f 7
11. If yu have supprting dcumentatin r additinal cmments in relatin t yur request yu can add them by clicking Add (if yu have already added cmments r a dcument it will say Edit) A pp up windw will appear. This will include yur previus cmments frm the additinal infrmatin field. Yur cmments here can be edited if required Click Add Attachments Brwse t find yur dcument Select the dcument and click Open In the pp up windw click Uplad The University f Adelaide Last updated June 2017 Page 4 f 7
Review the file name t ensure yu have selected the crrect ne. If yu are adding additinal dcuments click Add Attachments When yu have added all relevant cmments and dcumentatin click OK This will return yu t the Checkut - Review and Submit page Nte: If yu need t review yur attachment click n the Edit icn 12. Prir t submitting yur request, review yur requisitin. Click n the arrw next t the item s requisitin line t expand the view 13. Review the Ship T infrmatin. This nly needs t be mdified if the details are incrrect The University f Adelaide Last updated June 2017 Page 5 f 7
14. Click the arrw next t accunting lines and review the fllwing details: Department ID (Dept) The default ID will be based n yur riginal request t access the finance system. If the service r cnsultancy yu are requesting belngs t an alternate department change the cde Prject Cde - The default prject cde will be based n yur riginal request t access the finance system. If the service r cnsultancy yu are requesting belngs t an alternate prject change Prject number. If the request is t be split acrss multiple prjects, yu can identify this in the Percent field. An additinal line will need t be added by clicking the + icn Merchandise Amunt ensure this is the crrect amunt Nte: Yur tabs may lk different t the image belw accrding t yur persnalizatin. If yu cannt see the abve details, click thrugh the Chartfields tabs. If yu want t persnalize yur Chartfileds1 tab, refer t the persnalizatin QRG. Yu d nt need t change r delete any ther pre ppulated field such as the Activity ID field 15. Cmments in these fields are ptinal and will be reviewed by the Purchasing Team 16. If yu have cmpleted yur request, click Save & Submit Nte: If yu want t cntinue wrking n yur request at a later time, click Save fr Later. Yu must cmplete each requisitin within the calendar mnth it was first created If yu want t add additinal items t yur request, click Add Mre Items The University f Adelaide Last updated June 2017 Page 6 f 7
17. Yu will see a Cnfirmatin message when yur request has been submitted Nte: Yur request will be reviewed by the Purchasing Team prir t a Purchase Order being created. Yu can fllw the status f yur request thrugh the Manage Requisitin functin. Cntact Us Fr further supprt r questins, please cntact the Finance and Prcurement Supprt Team. Telephne: +61 8 8313 3414 Email finprsupprt@adelaide.edu.au The University f Adelaide Last updated June 2017 Page 7 f 7