eprcurement Requisitin Special Request Gds Intrductin Fllw this guide t create a requisitin fr an item frm a supplier where the gds are nt listed in any f the University internal r nline eprcurement catalgues. T create a Special Request fr a service r cnsultancy refer t the Quick Reference Guide (QRG) eprcurement Requisitin Services Special Request Amunt Only. Fr additinal supprt in creating a Special Request Requisitin, please refer t the sftware simulatins. Prcedure 1. Frm the Finance My Hmepage click the eprcurement tile 2. Under the heading Create Requisitin in the left hand menu click Create Requisitin 3. Click n Special Requests Last updated June 2018
4. Cmplete the Item Details fields. Fields with an asterisk * must be filled. Prvide the fllwing infrmatin: Item Descriptin This is a descriptin f the item yu are purchasing Price (Excl f GST) This is the cst f the item excluding GST Quantity Enter quantity required. Fr example if it is nly ne item, type 1 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. Fr the Supplier Name field, yu may leave this blank and enter the supplier s name in the cmments sectin, alternatively add the supplier s name and search fr the supplier by clicking n 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 2018 Page 2 f 7
6. If knwn add the Supplier Item ID. This ID is the supplier s catalgue number r prduct cde. This ID can be fund n yur qute, the suppliers website r frm the prvider 7. D nt cmplete the Manufacturer sectin 8. Add Cmments if required. This infrmatin is a message frm yu t the Purchasing Team. Cmments in this field is ptinal and will be reviewed by the Purchasing Team. Yu culd prvide a reference t an attached qute, additinal supplier infrmatin, special delivery instructins r further infrmatin relating t the gds yu are purchasing. 9. Click Add t Cart 10. If yu have additinal items t add t yur requisitin, repeat the steps abve starting frm the Item Details. If yu have finished, click Checkut The University f Adelaide Last updated June 2018 Page 3 f 7
11. Add a Requisitin Name. The name shuld relate t the gds yu are requesting t purchase. The currency will default t AUD, but can be changed as required 12. If yu have supprting dcumentatin r additinal cmments in relatin t yur request yu can add and review them by clicking Add A pp up windw will appear. This will include yur previus cmments frm the additinal infrmatin field. Yur cmments can be edited here if required. Click Add Attachments Brwse t find yur dcument Select the dcument and click Open (it is preferable t add attachments frm yur desktp rather than a shared drive). The University f Adelaide Last updated June 2018 Page 4 f 7
In the pp up windw click Uplad 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 Add icn 13. Prir t submitting yur request it is imprtant that yu review yur requisitin. Click n the arrw next t the item requisitin line t see the expanded view 14. Review the Shipping details. Fr nce ff changes t Shipping Lcatin DO NOT make changes in this field. Prvide Delivery Instructins in the Cmments field. The University f Adelaide Last updated June 2018 Page 5 f 7
15. Review the fllwing details: a. Department ID (Dept) The default ID will be based n yur riginal request t access the finance system. If the gds yu are requesting belngs t an alternate department change the cde b. Prject Cde - The default prject cde will be based n yur riginal request t access the finance system. If the gds 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 c. 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 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 16. If yu have cmpleted yur request, click Save & Submit If yu want t cntinue wrking n yur request at a later time, click Save fr Later Nte: Yu must cmplete each requisitin within the calendar mnth it was created. If yu want t add additinal items t yur request, click Add Mre Items 17. Yu will see a Cnfirmatin message when yur request has been submitted Nte: Yur request will be reviewed by 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 2018 Page 6 f 7