The interactive feature below identifies the key phases of the procure-to-pay process at Northwestern. Click through each phase of the process to explore the available options. For an overview of Northwestern’s purchasing philosophy and how to make best value purchases when dealing with a variety of suppliers, visit the Procurement and Payments Overview module on MyHR Learn.
Consider whether the goods or services you need are urgent, whether they will happen on a recurring basis and whether your department/unit has already order the same or similar goods or services in the past.
When identifying your need and before you select a supplier, consider visiting the Surplus Property Exchange, where your need might already be met (or could be met).
The Surplus Property Exchange is an online bulletin board among departments. Departments can post items for sale, for free or items that would like to acquire.
Benefits to using preferred vendors include:
Departments and units can open bids to non-preferred vendors.
Bids can be solicited by department/schools, procurement and payment services or sole source purchases.
Bid are required for purchases of $25,000 or more. Learn more about approvals and workflows.
Specific billing programs for one-time or recurring services through certain preferred vendors.
Departments enroll in the program to be charged for the services to a NU chart string.
Each unit will be billed internally at the end of each month.
Created in NUFinancials, a request to purchase items or acquire a service which after approval, turns into a Purchase Order
There are two types of standard requisitions:
After the requisition is sourced into a PO, the PO is dispatched to the supplier:
After the requisition is sourced into a PO, the PO is not dispatched to the supplier unless requested:
Requisitions generate Purchase Orders in NUFinancials.
Pay Vendors:
Pay Individuals and Independents Contractors:
After the items are received and the purchase order is paid and closed, there is no need to submit a request to close a PO. POs that have been fully invoiced and paid will automatically close 15 days after the last payment was made. For more information on changing, canceling or closing a Purchasing Order in NUFinancials, visit the IT Knowledge Base article.
While most purchases begin with a Standard Requisition, there are other procurement methods, including Special Requisitions, that may be the best route for your purchase. Learn about Requisitions.
| Description | Most purchases should start with a Standard Requisition | Special Requisition Types | Other procurement methods | ||
|---|---|---|---|---|---|
| Procurement Method | iBuyNU (Catalog) Requisition | Non-Catalog Requisition | Blanket Order Requisition | Payment Request | Corporate Card |
| Type of Purchase | Web-based ordering from Preferred Vendors | All other purchases (from both Preferred Vendors not in iBuyNU and other external vendors) | For payment of repetitive services under contract (from both Preferred Vendors and other external vendors) | Request to pay for services that do not fit the normal PO process (registration fees, subscriptions, memberships, emergency services, water services, and shredding services) | To pay for goods and services that do not require a PO (such as subscriptions, memberships, emergencies; internet orders when item is not available in iBuyNU) |
Certain transaction types that are considered low dollar and low risk, where a formal PO to initiate a Requisitions may not be as necessary.
Examples of order that might require alternative payment methods include, emergency services, catering, membership fees and cleaning services.