Northern Arizona University Requisition Creation Guide

To submit this requisition form, follow the steps outlined in the guide. Ensure all required fields are completed, and review the form for accuracy. For online submission, use the university's eProcurement system: Main Menu > eProcurement > Create Requisition. If submitting via email, send the completed form to purchasing@nau.edu. For physical submissions, send the form to the Comptroller’s Office at Northern Arizona University, PO Box 4088, Flagstaff, AZ 86011. For any assistance, contact the procurement department at (928) 523-4557.

The purpose of this requisition form is to streamline the procurement process at Northern Arizona University. It enables department requestors to place orders for goods and services efficiently, ensuring that all necessary approvals are obtained before any purchases are made. By providing a clear structure for submitting and processing requisitions, the form helps maintain accountability and compliance within the university's financial operations. This form also helps purchasing services staff oversee large purchases and ensure that they comply with university policies and procedures. Requisitions over $5,000 are automatically flagged for review, which helps maintain oversight and prevent unauthorized expenditures. By standardizing the requisition process, the form promotes transparency and consistency in procurement practices. Additionally, the requisition form supports grant administrators in managing orders related to sponsored grants. By specifying relevant details such as fund, department, and project information, the form helps ensure that grant-related purchases are correctly tracked and reported. Overall, the form plays a crucial role in facilitating efficient and compliant procurement processes across the university.

• 1. Accounting Date: Defaults to the current date. It's only necessary to change for fiscal year-end processing or change requests.
• 2. Origin: Defaults to DPT; select the appropriate origin by clicking. DPT is for departmental POs under $5,000; PUR is for purchases requiring oversight over $5,000.
• 3. Requisition Name: Recommended to use a naming convention that assists in recalling the requisition (e.g., Office Supplies-John Doe Project).
• 4. Vendor: Select your vendor. Note that an individual vendor may have multiple locations.
• 5. Vendor Location: Ensure to select the correct location of the vendor for accurate delivery and order processing.
• 6. Category: Optional. You may choose to specify the category when completing the line items.
• 7. Unit of Measure: Optional. You may decide to indicate the unit of measure while completing the line item.
• 8. Shipping Defaults: Select the shipping address where the merchandise is to be delivered.
• 9. Attention: Specify 'Attention To' information to ensure the correct recipient receives the order.
• 10. Accounting Defaults: Specify the default chart fields such as GL unit, fund, department, and account to apply to all line items unless otherwise indicated.

Failing to submit the requisition form can result in delayed or unprocessed orders. This can impact department operations and timely procurement of essential goods and services.

• Operational Delays: Department operations may be delayed due to the unavailability of required goods and services.
• Budget Issues: Unsubmitted requisitions may lead to budget discrepancies and financial mismanagement.
• Approval Delays: Lack of submission may delay the approval process, impacting overall procurement timelines.

• 1. Ordering Goods: Use this form to order necessary goods required for departmental operations.
• 2. Ordering Services: Use this form to procure specific services required by the department.
• 3. Approval Process: Utilize this form to obtain necessary approvals based on the purchase amount and items ordered.
• 4. Vendor Communication: Employ this form to facilitate communication and order processing with vendors.
• 5. Grant Management: Use this form to manage requisitions related to sponsored grants effectively.