How Do I Submit a Purchase Order (Order Goods or Services)?

CREATE A  PURCHASE ORDER

A. Creating a Purchase Order 

1. From UWinsite Finance, click on Procurement icon select Purchase Requisitions

2. From the Requisitions page, click on Create Noncatalog Request

3. Create Noncatalog Request page is displayed, enter in the required information

   • Item Description: Quote Number - Additional Information

   • Item Type: Services billed by amount or Services/Goods billed by Quantity

   • Category: Select Appropriate Category

   • Supplier: Select Appropriate Supplier

   • Supplier Site: Confirm it is desired Supplier Site

     • All active sites (locations) will be displayed in drop down

     • Do not enter supplier contact or supplier item

   • Enter Quantity, select UOM, Price, Currency

   • Negotiated: Default Precheck (do not uncheck)

4. Under Attachments, keep default Internal to Requisition, drop files to attach.  Do not use URL.
   NOTE: Any quotes or agreements with the supplier should be attached

5. Click Add to Cart

6. Select Create another request with the same supplier to add additional lines.  Otherwise, select X to close pop-up window.

7. Click on the Shopping Cart Icon at bottom.

8. Enter Requisition and Justification if required.

9. Review line information:

   • If no changes are required, select Submit

   • To make changes, select edit icon and update line information

   • Charge Account: Default Expense Account

     • If charging a project, select Delivery and Billing icon.  Do not edit Delivery date, UN number, Hazard Class or Urgent checkbox.

     • To charge a Project Account, select three dot icon then Edit.  Enter/Select Project number, Task and Expenditure type.  Do not change date.  Click update.  Advance lines to update additional lines if required.  Select Save and Close. (Do NOT alter the account string, once you press Save or Update, the account string will update based on the project number you have entered)

     • If you need to split the cost between different account, select three dot icon and Split, enter in the Charge Account and the Percentage amount for each account.  Select Save and Close when complete.

10. Click Save and Close if not completed or click Submit to finalize Requestion submission.

11. To make changes after the Req is submitted, select the Req from My Recent Requisitions list.  Select Edit to withdraw and edit the Req. Select Edit in the popup window.  Make the changes and hit Submit.

B. Receiving and Initiating Payment for the Purchase Order

1. When the Good or Service is delivery/completed as required, you can perform the Receipt function to confirm completion and authorize payment.

2. Select the My Receipts icon.

3. Select your name as Requestor from the options presented.

4. Locate your PO click in the general area or click the receipt icon in the bottom right corner. 

5. Enter the Receipt Quantity or Amount.  Other fields are not required. 

6. Select Create to complete the receipt function.  

7. Email Accounts Payable (apinvoices@uwindsor.ca) to initiate payment.