Description

O

Requisition Description.

Example:         Dell purchase

    This description field is for identification purposes only and should not contain full product specifications.  Enter the full specifications in step 13.

Type

R

Broad category of purchase

Example:         Equipment

Category

R

Category of purchase

Example:         Equipment, Photographic

Description

R

Full Description that will appear on the purchase order (use the Edit Field icon to see the whole description as you type)

    This description is used by the buyer to place the order.  You can enter up to 240 characters in this field.  If you submit a requisition with an incomplete description, it may be rejected back to you. 

Example:         Panasonic Model #610PRO-PACD, DVCPRO Camcorder Package, AJ-D610 Camcorder, Cannon YJ28x9BKRSA Zoom Lens, AJ-VF20W, ABP-800 Battery Charger Kit

    If you are purchasing from a WVU or statewide contract, mention the contract number, page number, item number, and a brief description.

Example:         U04RMAID, Page 5, Item 14, Bucket, household type, Rubbermaid #2963 W246

    You may reference a quotation number, when applicable.

Example:         PowerEdge 1850 Intel Xeon processor at 3.4GHz/1MB Cache, 800MHZ FSB E-Quote # E005022675

UOM

R

Unit of Measure

Example:         Each

Quantity

R

Number to be purchased

Example:         3

Price

R

Price per item

Example:         5000

    The system calculates the total price.
You do not need to enter a dollar sign or comma. 

Need-By

R

Date by which goods/services are needed

Example:         31-Oct-2006

    When goods or services need to be competitively bid by Procurement Services, the purchase order will typically not be sent to the vendor until at least two weeks after Procurement Services has requested quotations from vendors.

Note to Buyer

O

Provides any additional information to the buyer about this purchase

Example:         I am sending over the paperwork for the Contractual Service Agreement on October 15, 2004.

    A note to the buyer should be added in the following situations:

-If the purchase Type is Contractual Service Agreement, give the date you are sending the paper agreement to Procurement Services.

-If you are requesting a sole or single source purchase, give the name of the person who will be completing the Sole/Single Source Justification Request.

-If the vendor or vendor site is not registered in MAP, provide the date you sent the Vendor Registration form to Procurement Services.

-If you talked with a buyer about this purchase, provide details of the discussion.

-If another employee will be better able than you are to answer questions about this purchase, provide that person's name and phone number.

-If the goods/services have already been received, mention that this is a confirming order and provide the name of the buyer who has given you permission to use the requisition as the payment method. 

-Note if this is a change to an existing purchase order.

-If you have already received bids, tell how you will send the bids to Procurement Services.  Put the requisition number on the forms prior to sending or faxing them.

Hazard

O

Description of the type of Hazard

Example:         Explosives

Your purchase Type is one of the following: Contractual Service Agreement, IGC, Lease Purchase, Repairs, or Services

Step 34

Your purchase Type is one of the following: Architect/Engineering, Construction, Equipment, Goods, Hazmat, Maintenance Services, or Rental

Step 19

If your Type is Architect/Engineering

Step 21

If your Type is Construction

Step 23

Equipment

Step 25

Goods

Step 27

HazMat

Step 29

Maintenance Services

Step 31

Rental

Step 33

Architect/Engineering Project Estimate

R

Example:         7638000

Board Approval Date

R

28-AUG-1998

Construction Project Estimate

R

1000000

Board Approval Date

R

Example:         15-DEC-2002

Asset Type

R

Example:         Capitalized

Asset Type

R

Example:         Expensed

Storage Location

R

Example:         MN Motor Grg

Use Location

R

Example:         MN Motor Grg

Equip Type, Model, Description

R

Example:         GCMS, Saturn  2000, Gas Chromatograph Mass Spectrometer

Serial Number

R

Example:         SAT2000 38

Location

R

Example:         MN NRCCE G30

Maintenance Begin Date

R

Example:         01-OCT-2004

Maintenance End Date

R

Example:         30-JUN-2005

Equip Type, Model, Description

R

Example:         XEROX COPIER DC480

Serial Number

R

Example:         MYO-001899

Location

R

Example:         MN Allen Hll 802

Rental Begin Date

R

Example:         01-AUG-2004

Rental End Date

R

Example:         30-JUN-2005

Return Equipment?

R

Example:         yes

Requestor

R

The employee requesting the goods or services

Example:         Allen, Char L

    The Requestor field defaults to the name of the requisition preparer.  Change this, if necessary, to the person who can best answer the buyer's or supplier's questions about the purchase.  Locate the employee's name using the LOV, or enter the name directly using the format Last name, First name Middle initial (e.g., Smith, Joan A).

Organization

R

Example:         Morgantown Procurement

     Type m and then press the Tab key on your keyboard.  Morgantown Procurement populates the field.

    Never choose GLO-State

Location

R

Delivery Location

Example:         MN Allen Hll 506G

Supplier

R

Company or individual supplying the goods or services

Example:         AZCAR USA INC

    Select the vendor through the LOV to ensure you are selecting a registered vendor.

Site

R

State financial system registration number

Example:         0000396287

    If one only site is available, it will populate the Site field after you click on the LOV.  If more than one site appears in the LOV, choose the site that corresponds to the address the supplier has given you.  If you are not sure if the site listed in the LOV matches the address the supplier gave you, contact Procurement Services before forwarding the Requisition.

If the LOV is empty, you need to return to the Supplier field LOV to choose a valid Supplier.

Contact

O

Supplier employee who could answer a buyer's questions

Example:         Phelan, Samuel

    Many suppliers do not have a contact listed in the LOV.  If you do have a contact name, do not enter it here; enter it in the Note to Buyer field.

Phone

O

Supplier phone number

Example:         800 7480268

    Many suppliers do not have a phone number listed in the LOV.  If you do have a contact phone, do not enter it here; enter it in the Note to Buyer field.

You are charging the purchase to one General Ledger account

Step 42

You are charging the purchase to one Grant account

Step 52

You are charging the purchase to two or more accounts

Step 61

Campus

R

Identifies which WVU campus is purchasing the item

Example:         11

Departmental Activity

R

Identifies campus unit with expenditure control

Example:         371010001

Fund

R

Identifies ownership of assets, liabilities, and fund balance as opposed to expenditure authority

Example:         11100458

Line Item

R

Classifies activity for accounting and budgeting purposes

Example:         5410301

Function

R

Classifies purpose of purchase for reporting purposes

Example:         101

Project

R

Identifies a sponsored agreement purchasing the goods/services

Example:         99999999

    When a sponsored agreement is not paying for the purchase, then the Project field contains the default, 99999999.

You are purchasing through a WVU or state contract

Step 46

You are not purchasing through a WVU or state contract

Step 49

SWC, GSA, Other Number

R

The Contract Number

Example:         U04RMAID

    Letters should be uppercase. Do not include dashes, hyphens, or spaces.

Payment Authorization

R

The payment code

Example:         CB, when this is a WVU contract

Example:         CF, when this is a state wide contract

You need to identify other accounts to pay for this purchase

Step 63

You have completed identifying accounts to pay for this purchase

Step 50

Project

R

The segment that identifies the activity

Example:         10006499

Task

R

The segment that identifies a subset of the activity

Example:         1

Award

R

The segment that identifies the funding source

Example:         1002558R

Expenditure Type

R

The segment that identifies the expenditure classification

Example:         Eqmt>1000 Comp Equip Office

Organization

R

The segment that identifies the unit on campus that has been awarded the funding

Example:         ETP Regular

Date

R

The current date

Example:         15-OCT-2004

11

You are purchasing through a WVU or state contract

Step 55

You are not purchasing through a WVU or state contract

Step 58

SWC, GSA, Other Number

R

The Contract Number

Example:         U04RMAID

    Letters should be uppercase.  Do not include dashes, hyphens, or spaces.

Payment Authorization

R

The payment code

Example:         CB, when this is a WVU contract

Example:         CF, when this is a state contract

You need to identify other accounts to pay for this purchase

Step 63

You have completed identifying accounts to pay for this purchase

Step 59