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Office of FINANCIAL SERVICES

Using the internal purchase requisition form

The Purchasing section has designed an Internal purchasing requisition form (Word) for the convenience of financial units. Check with your financial unit administrator to see whether your unit uses these forms.

The form closely follows the fields as they are entered into Finance One and facilitates data entry. The lightly shaded areas are to be filled out by the financial unit office rather than the requester. A description of the fields required in this form and also by Finance One follows:

Field Description
Financial unit: Identifying name or number
Finance One input by: Approved officer who is entering the data into Finance One
Req'n No: Automatically generated by Finance One. In Finance One for Windows, not generated until the approval stage. Uniquely numbered in sequence for each financial unit with a prefix to indicate which financial unit it refers to.
Date goods req'd: The date when the requester needs the goods. Normal default is terms of payment for the vendor (usually 30 days)
Buyer: Purchasing section staff member dealing with the transaction, originally set to * by the financial unit
Status of req: Used only by the Purchasing section to mark the stages a requisition may pass through, originally set to * by the financial unit
Goods for resale: Circle Y or N to indicate whether the goods will be sold to anyone.
Positive certification required Circle Y or N to indicate whether the financial unit wants to approve the invoice for payment or whether it will be paid by the normal methods including normal tolerances
Unit inventory: Circle Y or N to indicate whether the item is to appear on reports of financial unit inventory items. This is NOT the official inventory, but may be of assistance to some financial units
Order type: Circle Std, Bkt or Sta to indicate whether the order to issue is a standard, blanket or standing order
Financial unit reference: Most financial units use a sequential numbering system to identify and track a variety of administrative requests. This field will take up to eight characters usually allocated by the administrative officer in the financial unit
End user name: The person who wants the goods or services. This may be a supervisor, a staff member or a research student.
End user phone: Telephone number of end user
End user branch: Used if the financial unit is broken into sub-sections or branches to identify where the requester is
MU Delivery Point: Used to indicate where the Stores Delivery section is to bring the goods after they have arrived at the central receiving point
Supplier details The supplier's name, contact person, address, phone number and fax number if known.
Vendor code: The short code used in Finance One to identify the vendor. The Vendor Codes are held in the Trade Creditors ledger and the list is maintained by the Purchasing section.  Special Vendor Codes are as follows: 0NONAME The supplier is not known by the financial unit 0QUOTE  Request Purchasing section to obtain quotes from likely suppliers 0NEWVEND The preferred supplier is not listed in the current list 0RESERVE Reserve only, don't process the requisition
Quotations obtained: Place for details of quotes. Include details for verbal quotes or references to written quotes
Description of the goods: As it says. Also include other items such as foreign currency amount, special conditions, reference to stock numbers, quotations or warranty.
Quantity: How many items are required
Units: How do the items come from the supplier, for example, box, each, dozen
Unit price: As it says
Amount: Multiplication of units, quantity and price. This calculation is done automatically by Finance One
Delivery and other charges: Estimated or confirmed delivery, postage, freight, installation or similar charges
Ledger Code: GL
Account name: Long or short name to identify the account. It is not used at this point in Finance One as the number is the identifier used
Account number: The account number must be in the form described in the Chart of Accounts and contain all eleven characters. A requisition can be split over as many accounts as required
Amount: Indicates the amount to be allocated to the each account number
Signature of requester or supervisor: Indicates who the original requester of the goods or services is and allows a check later if there are any queries
Signature of  officer with sufficient financial authority: As it says

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