Requisitions: Tips and Tricks

Identify business need to make a purchase of goods or services. Use the following tools to identify the best procurement method for your purchase.

• Research procurement methods
• Search Internal Supplier Listing to see if an Internal Supplier can provide the good or service
• Search Contract Book to Find a Supplier if the request cannot be fulfilled by an Internal Supplier

Contact your Service Center with questions. If you select Requisition as your procurement method, continue reading steps below.

For information about other procurement methods see the links below:

• Pcard
• Supplier Invoice Request (SIR) Process
• Reimbursement
• Miscellaneous Payment

To begin a requestor should login to Workday and navigate to the requisitions worklet. View instructions on how to add the requisitions app. For step 3 you will search for the app called ‘Requisitions.’

Once you click into the app, on the right hand side under requisition details, ensure your name, worktags, deliver/ship to addresses are updated. If they are not click the ‘Edit Details’ to update.

While here you will also need to select the Requisition Type you are trying to create. The two preferred methods are:

1. Internal Supplier: This is the preferred procurement method if an Internal Supplier can provide the goods or services

   Contact the Internal Supplier for guidance on ordering and payment

   • Contact information is included in Internal Supplier Listing
     • Some Internal Suppliers exist in the Buckeye Buy experience. See Buckeye Buy Requisition section below for more information.
2. BuckeyeBuy: This is the preferred procurement method for Internal Suppliers on Buckeye Buy or if an Internal Supplier cannot provide the goods or services
   • Suppliers available in Buckeye Buy can be found in the Contract Book(opens in new window) by selecting "Buckeye Buy" from the "Certification and Special Designation" drop-down and clicking "Apply." Be sure you are logged in to the site to view all contracts and associated attributes.
   • Once you select this requisition type, click ok to move to the catalog search.

     • Type a good or service in the in the ‘Search for Goods and Services’ search box 

       

     • Or scroll down to the bottom right-hand side to the ‘Ordering Methods’ and click on the ‘Connect to Supplier Website’ link to view suppliers whose websites integrate with Workday.

       
     • See the ARC for more detailed information on submitting requisitions.

If you are unable to find what you need via an internal vendor or BuckeyeBuy below you will find the most common requisition types as well as some common supporting documentation and information:

1. Non Catalog - This is used when the goods or services are not available through an Internal Supplier or BuckeyeBuy or for purchases greater than $75,000 for which you would like to request the competitive bid process for.
   • This requisition type will require that the end user obtain a Quote from the Supplier.
   • You should attach any agreements or contracts you need signed to your requisition. Do not sign the agreement/contract. The Service Center will upload the agreement to OnBase-Agreements. Agreements Team reviews and processes OSUs signature on the agreement. See Procurement Agreements Management for more information, including workflow both when a supplier initially agrees or disagrees with the terms and conditions.
   • If applicable, this requisition type will initiate the competitive bid process for purchases over $75,000. For questions on competitive bids, contact the Sourcing Team. If the purchase is over $1,000,000, it must be reviewed by the Office of Legal Affairs (OLA) and the Senior Vice President (SVP) of Business and Finance's
   • See the ARC for more detailed information on submitting requisitions.
2. Blanket – Use this requisition when you have a special request for emergency purchases (that are not available in Buckeye Buy ) or reoccurring purchases of a specific good/service when the quantity or frequency of delivery cannot be fully determined at the time the purchase order is initiated.
   • This requisition type will require that the end user obtain a Quote from the Supplier.
   • See the ‘Create a Blanket Purchase Order’ job aid in the ARC for information on how to complete.
3. Bid Waiver – Use this requisition when the goods and services are not available in Buckeye Buy and the purchase amount is under the over limit of $75,000 and you need to request a waiver to the competitive. Click here to read more on Purchasing’s website about waivers.
   • You should attach any agreements or contracts you need signed to your requisition. Do not sign the agreement/contract. The Service Center will upload the agreement to OnBase-Agreements. Agreements Team reviews and processes OSUs signature on the agreement. See Procurement Agreements Management for more information, including workflow both when a supplier initially agrees or disagrees with the terms and conditions.
   • If the purchase is over $1,000,000, it must be reviewed by the Office of Legal Affairs (OLA) and the Senior Vice President (SVP) of Business and Finance's or if you plan to submit a requisition through the bid process (goods or services >=$75,000.)
   • See the ARC for more detailed information on submitting requisitions.

• Once you select the appropriate requisition type, scroll down to the bottom right-hand side to the ‘Ordering Methods’ section and click on the ‘Request Non-Catalog Items’ link.

  

Note: The requisition types listed above are the most common, there are several types of additional less commonly used requisitions. Contact your Service Center or Finance Teams if you have questions about other requisition types.

• Requisition Details
  • Deliver-to - select the end user delivery address
  • Ship-To Address - Select 2650 Kenny Road Columbus, OH, which is the Central Receiving address. Only select a different location if the goods require special expertise for delivery and setup by the supplier or if the goods are to be delivered to a remote location
• Selecting Request Goods or Request Services
  • Goods - Use this requisition when you have a specific quantity to purchase. There could be instances where a goods requisition is used to purchase a specific frequency or quantity of services (such as a monthly service arrangement). Contact your Service Center with question if this may be applicable.
  • Services - Use this requisition when you have a total dollar amount to purchase. There could be instances where a services requisition is used to purchase goods, such as in the case of a blanket purchase. Contact your Service Center with question if this may be applicable.
• Best practices for naming conventions for attachments and comments in Workday
  • Name Workday attachments or information in free form fields to reflect the specific nature of the document contents or other distinguishing characteristics, including the fiscal year and to support the business purpose (e.g. “Custodial Services Agreement – Goodwill FY21”). Do not use generic descriptions such as “agreement.”
  • Enter naming information completely and accurately.
  • Use words that will help you or others search for the transaction later.
  • Avoid acronyms (e.g. “ODH” should be entered as “Ohio Department of Health”)

After a Requisition is submitted in Workday the approval process is as follows

* Actual Workday approvals may vary based on several parameters (requisition amount, spend category, worktags, bid waiver, agreement submission, etc).

** May include Program/Project Manager, Grant Manager, Grants SPO, Project Commitment Manager

Note: If the Requisition includes an Agreement greater than $1,000,000, the Office of Legal Affairs reviews it in OnBase prior to uploading it to Workday.

To find where your requisition is in the approval process

• Use the Requisitions app in Workday to locate your requisition number on the page (click the related actions button that pops up when you hover over the hyperlink (…) and then click view), then review the Business Process tab.

  
• If you have a large number of requisitions in progress or requisitions submitted on your behalf you can search requisitions created for your worktag combinations using the ‘Find Requisition Summary – OSU’ report.

• Suppliers will receive purchase orders via email or fax based on information set up in the Supplier Profile or electronically via EDI or fax.
• Goods are typically centrally received. The Receive goods or services page has more information on the receiving process

Invoices are paid based on OSU’s payment terms. 

The Pay Supplier Invoice page has more information on the Supplier payment process.