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This guide walks you through the steps to submit a purchase requisition in order to procure goods and services over P-Card limits. Purchase requisitions may include software and service contract renewalsPurchase Requisition.
If making payments against a BPA for Independent Contractor services, follow the instructions in the Submitting Independent Contractor Requisitions job aid. |
Log in to Bronco Hub and Access the Requisition module
Begin by signing in toBronco Hub.
Select My Organization from the top navigation section of Bronco Hub and then select Purchase Requisitions.
Enter Requisition Line Details
Select More Tasks and select Enter Requisition Line located at the top of the Requisition module.
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From the Line Type drop-down, select either Goods (tangible items) or Services (non-tangible).
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For Goods, the following fields are required:
Item Description: Enter detailed information about item being purchased
Category Name: Type in ALL ITEMS
Quantity: Enter the quantity of items being purchased
UOM (Unit of Measure): Type in EA (for each)
Price: Enter the Price per item (if purchasing more than one, Bronco Hub will calculate the total cost using Quantity field entered above)
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For Services, the following fields are required:
Item Description: Enter detailed information about service being purchased
Category Name: Type in ALL ITEMS
Amount: Enter total charge for service
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Add Supplier (if applicable)
If known, enter the name of the Supplier in the Supplier field.
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To ensure timely payments, all vendors/suppliers should have an active account in PaymentWorks.
Prior to moving forward with the procurement process, search for the vendor as outlined in step 6 of the Inviting a Vendor to PaymentWorks job aid. If you aren’t able to locate the vendor in PaymentWorks, send them an invitation as outlined in the linked job aid.
Do not request a Substitute W-9 from the vendor/supplier.
Please note: Add one supplier per requisition. If you are ordering from more than one, please submit a requisition for each supplier.
Update Requisition Requester & Delivery Date (if needed)
The Requester will default to the end-user currently logged into Bronco Hub OR the individual setup in Requisitions Preferences. Modify the requester by searching for the last name first. The supervisor of the Requester will be added to the Approval Workflow.
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If the Purchase Requisition request is urgent, update the Urgent field to Yes.
Update the Requested Delivery Date as needed.
Add Project Funding - POET - Information (skip if not applicable)
If the goods/services will paid for using sponsored project funding, enter the following segment details in the Billing section of the line item:
Project Number: Enter the 10 digit Projectsegment.
Task Number: Enter 100001 for all services and non-asset goods and 100002 for taggable asset goods.
Expenditure Type: Enter the 6 digit account segment.
Expenditure Organization: Enter the 5 digit department segment.
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Add Requisition Line Funding Segment String
Enter the funding string details in the Charge Account field of the Billing section of the line item.
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Budget Date: Defaults to the date of Requisition creation. If using Project funding, update the Budget date to match the Expenditure Item Date.
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Requisitions coded with In the Charge Account field, if the Project segment (7th segment) is anything other than “0000000000” in the Charge Account field must include POET data or the transaction will be automatically rejected upon submission. ProTip! Use the All Segment Values Report to confirm whether or not the Fund is Project based. |
Add Note to Buyer (if needed)
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Include a Note to Buyer to communicate information to Purchasing, such as Special Handling Instructions.
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Add Requisition Line to Cart
After completing the steps above, select Add to Cart in the upper right corner.
To add more requisition lines, select a new line type (Goods or Service). As additional items are added, the shopping cart will reflect the total number of Requisition Lines included in the Purchase Requisition. Do not select the cart icon until you have finished adding requisition lines.
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Please Note: If a specific supplier is added to the Requisition (Step 7), all items on the Requisition must be purchased from that supplier.
Review Cart
Once all Requisition Lines have been added, select the shopping cart icon located at the top of the screen.
Select Review.
Enter Justification, Add Attachments and Submit
In the Justification field, enter the business reason supporting the procurement request.
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Select Save and Close to save the Purchase Requisition and submit at a later time.
Select Submit to submit the Purchase Requisition into the Standard Approval Workflow.
What’s next:
Once submitted, the Requisition will route to the approvers in the approval workflow.
You can follow-up on approvals, by running the Transaction Approval Dashboard.
After all department approvals are complete, Purchasing will review the Purchase Requisition and assign a Buyer to complete your purchase.
Once the items are received and the invoice is ready for payment, submit the payment request via the Purchase Order Payment Approval (Ok to Pay) Smartsheet.
Troubleshooting Rejected Requisitions
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Need help with the steps above?
If you need assistance with the process outlined above, email P2P_Procurement@boisestate.edu.
If you need support with Bronco Hub or have suggestions to improve the instructions in this job aid, please submit an OCI Service Request ticket.