A. How To Prepare A Requisition:
1. Requisition forms are available online by accessing the EDEN system. Type in detail, the items to be requested and where applicable include fact sheets. If known, also state where the product can be obtained or was last purchased.
2. Department: The department making the request must be identified.
3. Purchased from: If the vendor is known query the vendor list in EDEN. If the vendor is unknown or has not been added in the EDEN system, enter 002002 unassigned vendor and add the vendor information in the attachment section of the requisition.
4. Date: This is automatically entered by the EDEN system.
5. Requested for: Enter the name of the person making the request so that the purchasing division can contact them if necessary.
6. Approved by: The EDEN system will automatically enter this.
7. Item numbers, quantity, and description: Indicate each item and quantity as each, dozen, gross, pound, gallon, etc. It is preferred, if possible that you list quantity, i.e., 1 case of 12, 24, or 144. Give a clear presentation of the item desired as to size, color, type, grade, or any other pertinent information.
a. If necessary, information may be transmitted electronically or on a separate sheet to purchasing.
b. If the purchase requires formal and detailed specification, it is the responsibility of the department to provide the specifications to ensure that the department receives exactly what they have requested.
8. Account number: As designated in the annual budget, proper account number for the purpose is to be entered by the requesting department. Entering an improper account number will only result in delay and/or charging the expenditure to the improper account. As problems are detected, the requisition will be returned to the department for correction.
9. Unit price: The unit prices will not be filled in by the department unless it is a specific source purchase. In either event, prices will be verified and/or solicited from other sources by the purchasing division, if deemed appropriate.
a. In the case of subscriptions, travel, etc., the amount should always be entered on the requisition.
10. Suggested source: This may be supplied by the department on a separate sheet of paper. This does not necessarily mean the purchasing division will use the suggested source, but it will be considered as one of the potential bidders to be contracted.
a. If the department has been dealing with a particular vendor, always state who this is.
11. Deliver to: Defaults in EDEN.
12. Delivery date: Have a realistic specified delivery date. The use of terms such as "rush", "immed", "ASAP", or "urgent" are inappropriate. If purchasing is unable to meet a specific delivery date, they will notify the department.
13. Sample: Sometimes it will be necessary for purchasing to require samples of the product, such as printing. If samples are required, the user department will be notified.
B. Lead Time:
1. Listed below is a rough guideline of the approximate time needed to process a requisition. It is to be used only as a guideline, as some equipment, material, or services may require longer periods of time to obtain than others. Some small items not requiring documented bidding may take less time.
a. Dollar amount under five thousand dollars ($5,000.00) per order: Maximum of five (5) days unless of a specific or technical nature.
b. Dollar amount equal or greater than five thousand dollars ($5,000.00) and less than twenty five thousand dollars ($25,000.00) per order: approximately fifteen (15) days.
c. Dollar amounts of twenty five thousand dollars ($25,000.00) and over per order: Approximately forty five (45) to sixty (60) days.
2. Requisitions are processed in the order in which they are received. The existing workload at the time a department's request is received has a direct impact on how soon a requisition will be processed.
C. Commodity Grouping:
1. You can assist the purchasing division by writing your requisitions and sorting them by commodity grouping.
2. When unrelated items are placed on the same requisition, there is usually a delay in completion of the order.
D. End Of Fiscal Year Requests:
1. All requisitions for the fiscal year should be received by the purchasing division by June 15 and all receiving by June 25.
2. Purchases five thousand dollars ($5,000.00) or more that require bidding should be received by June 1 to allow the purchasing division the time needed for bidding and to ensure they are encumbered in the present year. (Eff. 3-14-2007)