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Requisitions

About Requisitions

Most purchases of most goods and services from outside vendors are to begin with the initiation of a Requisition in NUFinancials (either a catalog Requisition through iBuyNU or a non-catalog Requisition).

Requisitions must be initiated at the time the product or service needs to be ordered, not when it is time to pay for the product or service.

Requisitions training in Knowledge Base

Tips and Fundamentals

  • Requisitions need to be detailed and correct.
  • A Requisition ID begins with the prefix REQ.
  • A fully approved and budget checked Requisition is automatically sourced into a Purchase Order that begins with the prefix PUR during normal batch processing (no manual intervention by Procurement and Payment Services is necessary in most cases).
  • The official Purchase Order is then sent to the vendor.
    • This process occurs multiple times per day, and once the sourcing process runs, all purchase orders are then almost immediately dispatched to the vendors. This eliminates the need and perceived benefits associated with phone orders and blanket orders.
    • The system provides an appropriate audit trail since all transactions are captured in the system specific to each individual purchase, putting the University in the best position to pay for purchases in a timely manner.
  • Starting with a Requisition ensures that an approved and official Purchase Order is issued. The Purchase Order includes Northwestern's standard terms and conditions, which is the legal document that governs the transaction and properly protects the department/school and University.

Changes to Requisitions

Departments/schools can make their own changes to Requisitions after submitting them for approval, as long as the Requisition has not been sourced into a Purchase Order and sent to the vendor. If some approvals have already occurred on the Requisition, workflow will start over.

Standard Requisition Types

iBuyNU (Catalog) Requisition

Catalog requisitions are used to purchase from preferred vendors that are included in iBuyNU, which can be accessed from the NU Portal. Electronic invoices are automatically sent to Accounts Payable. Purchases made in iBuyNU do not have to be approved by Procurement and Payment Services because all iBuyNU vendors are Preferred Vendors. Learn more about the benefits of using iBuyNU.

iBuyNU Trainings in Knowledge Base

Non-Catalog Requisition

Non-catalog requisitions should be used for purchases from non-preferred vendors as well as preferred vendors that are not enabled in iBuyNU. NUFinancials does not restrict your ability to order from any vendor. There is more manual entry required for these orders. Orders are generally dispatched by NU's fax server multiple times per day and invoices are sent by mail or fax to NU Accounts Payable.

Non-Catalog Requisition Favorites in NUFinancials (Training Guide)

Non-Catalog/Special Requisition Types

Blanket Orders

For payment of repetitive services under contract (from both Preferred Vendors and other external vendors).

Grant Subcontracts

These requisitions do not require Procurement and Payment Services approval.

Receive by Dollar Amount

For services when the actual amount due after completion of the project may differ from the original quote that the Purchase Order was based on.