Quick Steps: Request Standard Purchase Order (STD) / Change Order

Who does this?  Staff

When?  Purchasing goods or services with a total cost greater than $2500.

How?  Using the Internet Procurement module of the Oracle Financials application. The originator creates a standard non-catalog requisition, submits it for approval, and the system forwards it to the Procurement department for creation of the Purchase Order.

On this page:

• Request a Standard Purchase Order
• Change a Standard Purchase Order

 

Request a Standard Purchase Order (18 steps)

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.

Start requisition by selecting requisition type:

1. Click Non-Catalog Request to begin the requisition.
2. Select one of the Standard Request Types from the dropdown list:
• For Standard Blanket requisition, go to step 3.
• For Standard Capital Equipment requisition, go to step 4.
• For Standard Capital Project requisition, go to step 5.
• For Standard Confirmed and Received requisition, go to step 6.
• For Standard Consultant requisition, go to step 7.
• For Standard Goods requisition, go to step 8.
• For Standard Lease requisition, go to step 9.
• For Standard Radioactive requisition, go to step 10.
• For Standard Services requisition, go to step 11.
• For Standard Subaward requisition, go to step 12.

Create Standard Blanket requisition:

Note:  Standard Blanket Orders are used for the purchase of goods or services that will be incurred over a period of time and with a Not-To-Exceed $ value.

1. Enter the Item Description.
2. Enter the note-to-exceed Amount.
3. Enter the Supplier Name and tab out or check New Supplier checkbox (optional).
4. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
5. Enter the name of the requester in For field.
6. Enter the Department (optional).
7. Enter the Location (optional).
8. Enter the Begin Date.
9. Enter the End Date.
10. Enter the Pricing (optional).
11. Enter the Supplier Reference (optional).
12. Enter the names of Authorized Users (optional).
13. Enter the Taxable Items (optional).
14. Enter the Supersedes BLM PO (optional).
15. Click Add to Cart button.
16. Continue with step 13.

Create Standard Capital Equipment requisition:

Note:  Standard Capital Equipment orders are for the purchase of capital equipment with a value of over $5,000.

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 (optional).
6. Enter the Supplier Name and tab out or check New Supplier checkbox (optional).
7. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
8. Enter the Screening Attestation (optional).
9. Enter the Amortization PTAEO(S) (optional).
10. Enter the Amortization PTAEO(S) Percentages (optional).
11. Answer the question Will Equipment be Used in a Service Center (Y/N)? (optional).
12. Enter the Trade In Tag Number (optional).
13. Click the Add to Cart button.
14. Continue with step 13.

Create Standard Capital Projectrequisition:

Note:  Standard Capital Project requisitions are used for the purchase of products or services that contribute to a capital project.

1. Enter the Item Description.
2. Enter the Amount.
3. Enter the Supplier Name and tab out or check New Supplier checkbox (optional).
4. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
5. Enter the Scope of Work.
6. Enter the name of the Project Manager (optional).
7. Enter the Project Number (optional).
8. Enter the Location of Service.
9. Enter the Start Date (optional).
10. Enter the End Date (optional).
11. Enter the names of Contractor Representative (optional).
12. Click Add to Cart button.
13. Continue with step 13.

Create Standard Confirmed and Received requisition:

Note:  Standard Confirmed and Received requisitions are used for the purchase of items or services that have already been received.

1. Enter the Item Description.
2. Enter the Quantity.
3. Enter the Unit of Measure if appropriate.
4. Enter the Unit Price.
5. Enter the Supplier Item (optional).
6. Enter the Supplier Name and tab out or check the New Supplier checkbox (optional).
7. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
8. Enter your name in Order Placed by field (optional).
9. Enter the Order Received (Date) (optional).
10. Enter the Justification (optional).
11. Enter the Invoice Number (optional).
12. Click Add to Cart button.
13. Continue with step 13.

Create Standard Consultant requisition:

Note:  Standard Consultant requisitions are used for the purchase of consultant services.

1. Enter the Item Description.
2. Enter the Amount.
3. Enter the Supplier Name and tab out or check New Supplier checkbox (optional).
4. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
5. Enter the Scope of Work.
6. Enter the name of the Project Manager (optional).
7. Enter the Start Date (optional).
8. Enter the End Date (optional).
9. Answer the question Independent Contractor (Y/N)? (optional).
10. Answer the question Proposal Attached (Y/N)? (optional).
11. Click Add to Cart button.
12. Continue with step 13.

Create Standard Goods requisition:

Note:  Standard Goods requisitions are used for the purchase of general goods with total requisition $ amount over $2500.

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 (optional).
6. Enter the Supplier Name and tab out or check New Supplier checkbox (optional).
7. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
8. Click Add to Cart button.
9. Continue with step 13.

Create Standard Lease requisition:

Note:  Standard Lease requisitions are used for leasing equipment.

1. Enter the Item Description.
2. Enter the Amount.
3. Enter the Supplier Name and tab out or check the New Supplier checkbox (optional).
4. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
5. Enter the Equipment Being Lease
6. Enter the Department (optional)
7. Enter the Location of Equipment (optional).
8. Enter the Start Date.
9. Enter the End Date.
10. Enter the Supersedes PO number (optional).
11. Click Add to Cart button.
12. Continue with step 13.

Create Standard Radioactive requisition:

Note:  Standard Radioactive requisitions are used for the purchase of radioactive items.

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 (optional).
6. Enter the Supplier Name and tab out or check New Supplier checkbox (optional).
7. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
8. Enter the CRA Number.
9. Click Add to Cart button.
10. Continue with step 13.

Create Standard Services requisition:

Note:  Standard Services requisitions are used for the purchase of services with a total of more than $2500.

1. Enter the Item Description.
2. Enter the Amount.
3. Enter the Supplier Name and tab out or check New Supplier checkbox (optional).
4. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
5. Enter the Scope of Work.
6. Enter the Project Manager (optional).
7. Enter the Start Date.
8. Enter the End Date.
9. Answer the question Proposal Attached (Y/N)? (optional).
10. Click Add to Cart button.
11. Continue with step 13.

Create Standard Subaward requisition:

Note:  Standard Subaward requisitions are used for setting up subaward agreements

1. Enter the Item Description.
2. Enter the Amount.
3. Enter the Supplier Name and tab out or check the New Supplier checkbox (optional).
4. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
5. Enter the PI Name at Stanford.
6. Enter the Stanford Contact Name and Email.
7. Enter the Funding Agency and Agency Award Number.
8. Enter the SPO Number.
9. Enter the Subaward PI Name.
10. Enter the Subaward Primary Contact Name/Email.
11. Enter the Subaward Contract Office Name/Email (optional).
12. Enter the Mailing Address for Subaward (optional).
13. Enter the Subaward Begin Date.
14. Enter the Subaward End Date.
15. Enter the List of Any Special Restrictions Desired by PI (optional).
16. Answer the question Does the Subaward use Human Subjects?
17. Answer the question Does the Subaward use Animal Subjects?
18. Click Add to Cart button.
19. Continue with step 13.

Add additional items to the requisition:

Note:  Do not mix multiple requisition types on a single requisition.

1. Repeat the previous steps to add more items.
2. When finished adding items to the shopping cart, continue with step 14.

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.

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 rest of this step)
2. Enter the added Approver Name.
3. Select the added approver placement from the dropdown list.

Add attachments if appropriate:

1. Enter a Note to Approver if desired.
2. If no attachments are to be added, go to step 17.
3. Click Add Attachment button.
4. Enter a Description of the attachment.
5. Select a Category for the attachment from the dropdown list.
6. Define the attachment by clicking the appropriate radio button (File, URL, or text).
7. Enter the file path, the URL, or the text message as appropriate.
8. Enter a Name if the attachment is a text message.
9. Click Add Another button to add another attachment or click Apply button to complete the attachment process.

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.

Exit Oracle Financials:

1. Click Logout link.

 

Change a Standard Purchase Order (9 steps)

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

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

Start a standard change requisition:

1. Click Non-Catalog Request link to begin the requisition.
2. Select Request Type "Standard Change Order" or "Standard Change Order – Blankets and Contracts", whichever applies.

Identify the requisition to be changed:

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 (optional).
6. Enter the Supplier Name and tab out or check New Supplier checkbox (optional).
7. Click the icon in Quick Select column or enter the Supplier information if new (skipped if Supplier Name is left blank).
8. Enter the Reference Original P.O. Number.
9. Enter the Description of Change.
10. Click Add to Cart button.

Add additional items:

1. Repeat the previous steps to add more items.
2. When finished adding items to the shopping cart, continue with step 5.

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.

Review/update Approver List:

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 rest of this step)
2. Enter the added Approver Name.
3. Select the added approver placement from the dropdown list.

Add attachments if appropriate:

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

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.

Exit Oracle Financials:

1. Click Logout link.

 

What happens next?

• After approval, the requisition is routed to the Procurement department. A buyer will place the order with the supplier and generate a purchase order.

Questions?

• For additional help, submit a HelpSU ticket. Select Request Category Administrative Applications and Request Type Oracle Financials.
• For additional training, take FIN-0410 Purchases Using Oracle Internet Procurement.