Create PO from Requisition SOP 007-FIN-PO-008

Purpose

This SOP identifies the requirements, process and procedure to follow for creating a Purchase Order (PO) from a requisition in ETMS, informing/involving appropriate finance staff and responsibilities to ensure accountability. 

Operational Impact & Metrics

Following this SOP ensures accurate and timely purchase of equipment to best guarantee fewer interruptions to your agency operations.

• Financial accounting and efficiency
• Interoffice communications

Definitions

Frequency

This SOP should be implemented for all POs created from Requisitions as required.

Procedure

1. Procurement will receive an email from the final authorizer containing a PDF of the requisition.
2. The RQ number will be referenced in the email subject line. Buyer must authorize and/or PIN this requisition. Navigate to ETMS > Finance. 
3. Open Fleet-Net and go to the RQ module. Choose Requisition Full Entry.
4. Enter Buyer number and PIN.
5. The screen will open to a default department, but Buyer may choose any department from the drop down. Buyer can leave the Status field blank and enter the RQ number in the Requisition # field and it will bring up the Master. This Requisition should be complete with all authorizations needed.
6. Click on the Display Authorizations button on the right. The next screen will appear, showing that the necessary number of authorizations have been completed.
7. Click on the Purchase Order button on the right.
8. Select Yes.
9. Notify the Requisitioner that the PO has been created so they can place the order.
10. Set up the email notification and include all required recipients, then:
    • Press Send Email 
    • Select “Notify Requisitioner”
    • Select the Get Email List button
    • Select recipients by checking the box near their name
    • Add Comments, if preferred, to be included in the email
    • Press Send

More Than One Requisition?

11. If there is another RQ to do, you can enter the new number into the Requisition # field. If there are several that require a PIN, add ‘F’ in the Status field at the top of the screen and only those requisitions requiring PINs will be filtered on in the dropdown box.

12. If the buyer is the one to send this Purchase Order to the vendor, note the PO number and "bus out"/ exit the RQ module. On the Requisitions menu, there is a menu item to open the PO module.

13. In the PO menu, choose #1 PO Entry Maintenance.

14. Then use the following menu. Select Purchase Orders. Then enter the PO number in both Starting and Ending fields. The dropdown can be used to locate the PO number too.

15. Click Print and the PO Print Preview will display. Right click on the document to select email recipients. 

• • Choose Send To Mail Recipient
  • Choose PDF format and click OK
  • An email will open with a PDF of the purchase order attached. Send the email to the vendor, copying any internal contacts per your agency policy and procedure. 

Positions & Responsibilities 

Implementation of this SOP is primarily the responsibility of staff managing requisitions, purchase orders and approvals.  

Supporting Documents

Create a Purchase Order From a Requisition

Create a New Purchase Order