Quick Steps: Request Rapid Purchase Order (RPO) / Change Order

Who does this?  Staff

When?  Purchasing goods or services with a total cost less than $2500 without assistance from the Procurement department

How?  Using the Internet Procurement module of the Oracle Financials application. The originator is responsible for obtaining price quotes from the supplier, generating a Rapid Purchase Order (RPO) requisition, and sending the purchase order to the supplier.

On this page:

 

Request a Rapid Purchase Order (12 steps)

step 1

Launch the Internet Procurement module in Stanford's Oracle Financials application:

  1. Click https://ofweb.stanford.edu/.
  2. Enter your SUNet ID and password if prompted.
  3. Click the link on the Web Authentication page.
  4. Click SU Internet Procurement link in the Navigator section.
step 2

Start requisition by selecting requisition type:

  1. Click Non-Catalog Request to begin the requisition.
  2. Select one of the RPO Request Types from the dropdown list: (Fabrication, Goods, or Services).
    • For Fabrication, go to step 3.
    • For purchase of Goods, go to step 4.
    • For Services, go to step 5.
step 3

Create Fabrication requisition:

  1. Enter the Item Description.
  2. Enter the Quantity.
  3. Change the Unit of Measure if appropriate.
  4. Enter the Unit Price.
  5. Enter the Supplier Item if desired (optional field).
  6. Enter the Supplier Name and tab out or check New Supplier checkbox.
  7. Click the icon in Quick Select column or enter the Supplier information if new.
  8. Enter the Fabrication Number.
  9. Click Add to Cart button.
  10. Continue with step 6.
step 4

Create Goods requisition:

  1. Enter the Item Description.
  2. Enter the Quantity.
  3. Change the Unit of Measure if appropriate.
  4. Enter the Unit Price.
  5. Enter the Supplier Item if desired (optional field).
  6. Enter the Supplier Name and tab out or check the New Supplier checkbox.
  7. Click the icon in Quick Select column or enter the Supplier information if new.
  8. Click Add to Cart button.
  9. Continue with step 6.
step 5

Create Services requisition:

  1. Enter the Item Description.
  2. Enter the Amount.
  3. Enter the Supplier Item if desired (optional field).
  4. Enter the Supplier Name and tab out or check New Supplier checkbox.
  5. Click the icon in the Quick Select column or enter the Supplier information if new.
  6. Enter the Scope of Work.
  7. Enter the name of the Project Manager.
  8. Enter the Start Date.
  9. Enter the End Date.
  10. Answer the Proposal Attached? question (Yes or No).
  11. Click Add to Cart button.
  12. Continue with step 6.
step 6

Add additional items:

  1. Repeat step 3, 4, or 5 to add more items.
  2. When finished adding items to the shopping cart, continue with step 7.
step 7

Complete required requisition information:

  1. Click View Cart and Checkout button.
  2. Click Checkout button.
  3. Expand the Requisition Description to include the business purpose of the purchase.
  4. Enter the Department Name.
  5. Enter the Room.
  6. Enter the name for Attention to.
  7. Enter the Project if different from the default value.
  8. Enter the Task if different from the default value.
  9. Enter the Award if different from the default value.
  10. Enter the Expenditure Type if different from the default value.
  11. Enter the Expenditure Item Date if different from the default value.
  12. Enter the Tax Code if different from the default value.
  13. Click Next button.
step 8

Review/update default approver:

  1. Click Add Approver button if the default approver is incorrect or if you wish to route the requisition to an additional approver. (If the default approver is correct, skip the next step)
  2. Enter the added Approver Name.
  3. Select the added approver placement from the dropdown list.
  4. Enter a Note to Approver if desired.
step 9

Add attachments if appropriate:

  1. If no attachments are to be added, go to step 10.
  2. Click Add Attachment button.
  3. Enter a Description of the attachment.
  4. Select a Category for the attachment from the dropdown list.
  5. Define the attachment by clicking the appropriate radio button (File, URL, or text).
  6. Enter the file path, the URL, or the text message as appropriate.
  7. Enter a Name if the attachment is a text message.
  8. Click Add Another button to add another attachment or click Apply button to complete the attachment process.
step 10

Submit the requisition:

  1. Click Next button.
  2. Click Printable Page button if you want a file copy of the requisition.
  3. Click Submit button when ready to send the requisition to the first approver.
step 11

Print the Rapid Purchase Order:

Note:  Fax or mail the printed Rapid Purchase Order to the supplier if needed.
  1. Wait 15-30 minutes after the requisition is fully approved.
  2. Click Shop tab or open Internet Procurement again.
  3. Click Web Inquiry link.
  4. Enter the Rapid Purchase Order Number (requisition number with an added zero at the end).
  5. Click Find RPO button.
  6. Print the Rapid Purchase Order.
  7. Close Web Inquiry window.
step 12

Exit Oracle Financials:

  1. Click Logout link.
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Change a Rapid Purchase Order (2 steps)

step 1

Submit a HelpSU ticket to Customer Outreach in Disbursements:

  1. Click http://helpsu.stanford.edu.
  2. Complete the contact information or click the auto-fill via WebAUTH link.
  3. Click the link on the Web Authentication page if appropriate.
step 2

Complete help ticket information:

  1. Select Request Category "Central Office Issues".
  2. Select Request Type "Customer Outreach for Disbursements".
  3. Enter the Request Description, include the number of the Rapid Purchase Order and what change is needed.
  4. Click Submit Help Request button.
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What happens next?

  • Fax or mail a copy of the Rapid Purchase Order to the supplier if needed.
  • If you receive the original invoice after the goods are received or the service is performed, mark it "OK to pay", sign it, and forward it to Accounts Payable [link to contact list].

Questions?

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