Purchase Requisition Checklist

This article contains a checklist covering the purchase requisition lifecycle from creating the purchase requisition to the completion of the purchase order.

1.1. Log in to CFS and click on the Add/Update Requisitions navigation tile.

CFS homepage
  1. Click on the Add/Update Requisitions navigation tile.
  2. If you do not have the tile set up, you can navigate to NavBar > Navigator > Purchasing > Requisitions > Add/Update Requisitions.

View instructions on how to add a tile to your CFS Homepage.

1.2. To create a new requisition, click the Add button.

Add a new value

Do not change the Requisition ID from NEXT.

1.3. Add comments or attach documents using the Add Comments link.

You can add multiple comments, but you can only attach a single file to the requisition.

Requisition Header

Comments may include: the name and contact information for the vendor (if unable to locate the Supplier ID of the vendor or the vendor has never worked with CSUF), the name and contact information for the person(s) requesting this purchase, a specific location where the purchase should be delivered, additional details about a specific line item, special instructions, the IT Authorization Number for IT-related purchases, additional information for Procurement, and any other information you think may be relevant to the purchase.

Attachments should include a vendor quote in PDF format when possible and any other relevant attachments such as a PDF of the IT Purchasing Authorization Number email, end user license agreements, or other supporting documentation.

1.4. Complete the following mandatory fields for each line: Description, Quantity, UOM, Category, Price, and Due Date.

Supplier and Due Date are optional, but should be completed if either is known.

1.5. Click on the Schedule icon at the far right of the Requisition Line to verify the chartfields for the requisition.

1.5.1. Click on the Distribution icon next to the left of the Status column.

1.5.2. Verify that the chartfields on this screen are correct for this purchase and modify the fields as needed.

Be sure you know the department ID(s) for which your approver(s) have delegation of authority. If an approver approves a requisition for a department for which they do NOT have delegation of authority, the only solution will be to cancel the requisition, re-create it, and then have the correct approver approve it.

1.6. Add any more lines to the requisition, save the requisition, and then move on to the next step.

save requisition

2.1. Copy (or write down) the Requisition ID number.

Copy Requisition ID
  1. You can click on the Home icon to access the CFS Homepage.
  2. Click on the Print Requisition navigation tile.
  3. If you do not have the tile set up, you can navigate to NavBar > Navigator > Purchasing > Requisitions > Reports > Print Requisition.

View instructions on how to add a tile to your CFS Homepage.

2.3. Click Search and select your Run Control ID.

Requisition print screen

2.4. Enter or paste the Requisition ID and then click Run.

Print Requisition screen

2.5. Check that the Type is Email and then click OK.

Process Scheduler screen

2.6. You will receive an email with the PDF attached within 5-10 minutes. Forward the email to the appropriate Approver and include the Requisition ID in the Subject or Body of the email.

Only Approvers who have been linked to you on a Finance Access Request Form will be able to approve your requisitions.

Send email to approver

3.1. Review the requisition PDF that was emailed to you for completeness and accuracy.

Contact the Requester if you want any changes made to the requisition before approving it.

3.2. When you are ready to approve the requisition, log in to CFS from Titan Online on the campus portal.

3.3. Click on the Add/Update Requisitions tile on your CFS homepage.

CFS homepage
  1. Click on the Add/Update Requisitions navigation tile.
  2. If you do not have the tile set up, you can navigate to NavBar > Navigator > Purchasing > Requisitions > Add/Update Requisitions.

View instructions on how to add a tile to your CFS Homepage.

Find an Existing Value screen

3.5. Click the approve icon.

3.6. The Approver can make changes to the purchase requisition the same day that the requisition was approved.

Only the same Approver who approved the requisition can make changes to it.

The Approver can sit down with the Requester for assistance in making the necessary changes to the purchase requisition.

All changes must be made the same day.

3.7. The purchase requisition will appear in Procurement's queue the following business day.

Need to make a change to the requisition after it has reached Procurement? Contact the Buyer assigned to the requisition or send an email to procurement@fullerton.edu with your Requisition ID number along with the changes you would like to make.

Procurement will let you know if the Approver can make the changes or if a new requisition is required.

3.8. When a Buyer is assigned to a purchase requisition, the Buyer will email the Requester and any other users identified in the Header Comments to introduce themselves as the Buyer assigned to the requisition.

4.1. Contact the Buyer assigned to the purchase requisition.

Remember that a Buyer is typically assigned to a purchase requisition one business day after the requisition is approved by the Approver.

When a Buyer is assigned to a purchase requisition, the Buyer will email the Requester and any other users identified in the Header Comments to introduce themselves as the Buyer assigned to the requisition.

Contact the Buyer via email or phone to inquire about the status of the purchase requisition/purchase order.

4.1.1. Not sure who the Buyer is? Contact Procurement.

Send an email to procurement@fullerton.edu with your Requisition ID number to inquire about which Buyer has been assigned to your requisition.

4.2. You can also use the Document Status feature in CFS to view the status of your requisition.

6.1. Log in to CFS and click on the Add/Update Requisitions navigation tile.

CFS homepage
  1. Click on the Add/Update Requisitions navigation tile.
  2. If you do not have the tile set up, you can navigate to NavBar > Navigator > Purchasing > Requisitions > Add/Update Requisitions.

View instructions on how to add a tile to your CFS Homepage.

6.2. Click the Add button

Add a new value

6.3. In the Requisition Name, enter "Change Order – PO#xxxxxxxxxx" with the PO number you want to modify.

Type requisition name

6.4. Click on the Display Description icon to show all of the available space for the Description field.

Open description display

6.5. Enter the change order information again, along with a reason for the change, and any comments. Then click Return.

add change order info
  1. Repeat the same "Change Order – PO#xxxxxxxxxx" from step 4 where the x's are the Purchase Order ID number you want to modify.
  2. Enter the modification you want to make/reason for the change.
  3. Add any additional comments or notes you have for the change.
  4. Click Return.

Sample Descriptions

  • Change Order  PO# 0000012345
    • Decrease Line No. 2 by $500.00
    • (Proposal Attached)
  • Change Order  PO# 0000012345
    • Revise ChartFields to: 613001-THEFD-10125
  • Change Order  PO# 0000012345
    • Reduce PO to invoiced amount and close
  • Change Order  PO# 0000012345
    • Revise PO due date to: 11/25/2017
  • Change Order  PO# 0000012345
    • Increase license by 10 users
    • (Quote attached)

6.6. Click Add Comments to add any comments (optional) and attach a new quote/proposal for the updated purchase order (required).

Add a comment

6.7. Enter the Quantity as 1, LOT as the UOM, and 0.01 as the Price. Enter the same Category and Supplier that were used on the original purchase requisition.

  1. Enter 1 as the Quantity.
  2. Enter LOT as the Unit of Measure (UOM).
  3. Enter the same Category code that was used on the original purchase requisition.
  4. Enter 0.01 as the Price.
  5. Enter the same Supplier ID that was used on the original purchase requisition.

6.8. Click on the Schedule icon at the end of the Line.

Schedule icon

6.9. Click on the Distribution icon.

6.10. Enter the chartfield associated with the change order. Then click OK.

If the change order is to modify the chartfield, you should enter the new chartfield you want to be used for the purchase order.

If the change order does not involve changing the chartfield, you should enter the same chartfield that was entered on the original purchase requisition.

Then click OK.

6.11. Click Save at the bottom of the screen.

Save button

6.12. Use the Print Requisition process to generate a PDF of the change order and send it to the appropriate approver to approve.

6.13. The Buyer will contact you when the changes to your purchase order have been processed.

When possible, the same Buyer who handled the original requisition/purchase order will process the changes to the purchase order.

View information on locating the Buyer associated with a requisition.

7.1. Review the invoice for accuracy. Write the Purchase Order number (PO ID) on the invoice.

7.2. Have the appropriate Approver sign the invoice.

7.3. Submit the invoice to Accounts Payable for payment.

7.4. Access the Req/PO/Voucher report on the Purchasing dashboard in CSUF Data Warehouse (OBIEE) to view payments (vouchers) for the purchase order.

7.4.1. Enter the Requisition # or PO # in the filters for the report and then click Apply.

Req PO Voucher filters

7.4.2. You will see the Voucher ID, Invoice ID, Invoice Date, Check # and Payment Amount for all payments (vouchers) applied to the purchase order.

Accounts Payable will often pay multiple vouchers with a single check, even when the vouchers are for different departments/purchase orders. Keep in mind that the amount that you will be charged is the voucher amount, not necessarily the payment or check amount.

If the payment amount exceeds the voucher amount, it may be that another department's voucher(s) were paid with the same check. You can contact Accounts Payable if you have any questions about vouchers or checks.

7.5. Access the Actuals Detail (Between Accounting Periods) Report on the Revenue/Expense Reports dashboard in the CSUF Data Warehouse (OBIEE) to check if the voucher has been applied to your General Ledger.

7.5.1. Use the filters to narrow your results to the chartfields from which the voucher(s) were paid. Then click Apply.

Actuals Detail filters

In the example above, the invoices were dated in July, but they may not have been paid in the July accounting period. So both the July and August accounting periods are listed in the filters.

Additionally, the vouchers were paid from THEFD and 660003, so those filters have also been applied to narrow the list of results.

7.5.2. Locate the voucher payments that apply to the purchase order.

Depending on the chartfields used and your department's activity, you may find it difficult to locate specific transactions. Click the Export link at the bottom of the table to export your results to Excel for easier searching/filtering.

In the example above, notice that the invoices were received in July (Document Date), but the vouchers (payments) for the invoices were not applied to the General Ledger until August (Journal Date).

8.1. Log in to the campus portal and access the PO Balance report on the Purchasing dashboard in the CSUF Data Warehouse (OBIEE) to check the balance on a purchase order.

8.1.1. Change the Accounting Period range to 1 - 12 and enter the PO ID of the purchase order you want to view. Then click Apply.

apply filters

8.1.2. Review the information to check if there is a balance on the purchase order.

8.1.2.1. If there is no balance, you do not need to do anything else to close out the purchase order.
8.1.2.2. If there is a balance, check that all of the payments (vouchers) have been applied to the General Ledger for this purchase order.

Be sure to check that the payments (vouchers) have been applied to the General Ledger before asking Procurement to close out the purchase order. You can view all expenditures that have been applied to the General Ledger for your department(s) on the Actuals Detail (Between Accounting Periods) Report on the Revenue/Expense Reports dashboard.

8.1.2.3. If there are still payments waiting to be processed, wait until they have been processed before contacting Procurement to close out the purchase order.

8.2. Once all payments have been processed for the purchase order and there are funds still left on the purchase order, contact Procurement to ask them to close out the purchase order and release the funds.

Contact the Buyer associated with the purchase order or email procurement@fullerton.edu with the PO ID to request that Procurement close out the purchase order.

Your department (or college or division) budget manager can also contact Procurement to request that the purchase order be closed out.

Why is this important?

Funds that are still encumbered are deducted from your department's available balance (Budget Balance Available). Closing out the purchase order un-encumbers those funds so they show as available to use. This allows your department (and college and division) budget manager to see an accurate available balance.

Need More Help?

Technical issue with CFS? Contact the IT Help Desk at helpdesk@fullerton.edu or 657-278-7777.

Questions about how to do something in CFS? Contact IT Training at ittraining@fullerton.edu or 657-278-5647.

Questions about procurement policies or status of a requisition/purchase order? Contact Procurement at  procurement@fullerton.edu.

You are done. Great job!