How to Enter a Requisition for Goods and Services in Owl

Link

Updated March 15, 2013

In this presentation you will be shown how to...

• Look up a vendor

• Enter a requisition

• Send or receive a confirmation E-Mail

Here are some points to remember when creating a requisition...

• Can only enter 12 line items using Owl Link• Cannot leave requisition partially completed • Automatically marks the requisition as done• Sends an e-mail confirmation and an e-mail to

the next approver• For any changes, still able to access the

requisition using RQEM until a purchase order has been created

Under Requisitions or Cost Center Information, click on View/Modify or Delete Requisitions.

Enter a Vendor ID or Name, e.g., ibm.

Click Submit to continue.

Select a vendor from the list. If you do not see the appropriate vendor, select Other.Click Submit to continue.

The Requisition Date, Initiator, Confirmation E-mail Address, Vendor ID or Name will automatically populate. The E-Mail Address will automatically default to your E-Mail Address.

You can change the Confirmation E-Mail Address to a different E-Mail Address, a supervisor, e.g. diamondnx@pgcc.edu. Do not change the Ship to information.

In the Desired Date box, enter a desired date, e.g., 05/23/11.

Enter an Item Description (up to 25 characters maximum), Vendor Item (if available), Quantity and select a unit of issue, e.g., each, kilogram, or package.

NOTE: You may only enter up to 12 items using Owl Link. If the purchase order contains more than 12 items or if the item description contains more than 25 characters, please use Colleague UI to complete or enter the requisition information. In addition, Owl Link does not store partial information like Colleague UI. The requisition must be completed in order for information to be saved and requisition number assigned.

Enter a price and select a Cost Center from the Drop Down List. This list contains the first 11 digits of the budget codes in which you have access.

Select an Object Code from the drop down box, e.g., Supplies. Please use the appropriate object code, not the one that contains funds.

Do not enter any tax codes or anything in the printed comments box. However, you may enter a comment in the comment box, e.g., Award Vehicle.

Enter the next approvers’ User ID, e.g., PERRYAJ. Do not enter an E-Mail Address.Click submit to continue.

Process does check funds’ availability when a requisition is entered. If there are insufficient funds, the following message will appear.

If the requisition has been successfully created and accepted, this message will be displayed. The approver will be sent an E-Mail alerting them of a new requisition that needs to be approved. There will also be an E-mail confirmation sent to the E-Mail address that appears in the Confirmation E-Mail box.

Here is an example of an E-Mail that an approver would receive after a requisition has been created.

Points to Remember• You can only enter 12 line items using Owl Link• You cannot leave requisition partially completed • You can still access the requisition to make any

changes using RQEM until a purchase order has been created

• Owl Link automatically marks the requisition as done

• Owl Link sends an E-Mail confirmation and an E-Mail to the next approver