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Important Notes:
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Step 1: Log in to Bronco Hub and Access Purchase Requisitions
Begin by signing in to Bronco Hub.
Select My Organization from the top navigation section of Bronco Hub and then select Purchase Requisitions.
Step 2: Enter Requisition Line Details
Select More Tasks and select Enter Requisition Line located at the top of the Requisition module.
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Entered required Requisition line details. For Construction Sponsored Projects, the following fields are required:
Item Description: Enter detailed information about item being purchased
Category Name: Type in Construction Sponsored Projects
Amount: Enter total charge for service. If you don’t know the exact dollar amount, touch base with the Architectural and Engineering Services (AES) Project Manager to get a good estimate.
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Please Note: If purchasing from the same supplier or contractor, you may enter multiple Requisition Lines on one Purchase Requisition; however, you must add a separate line for each different service being purchased or fund source (segment string) being charged. (Do not split distributions, create a separate line.) Line item type needs to be Construction Sponsored Projects and Category Name also needs to be Construction Sponsored Projects, otherwise the requisition will be auto rejected when it is submitted. |
Step 3: Add Supplier or Contractor
If known, enter the name of the Supplier or Contractorin the Supplier field.
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If Bronco Hub does not populate (recognize) the supplier, select New Supplier checkbox and also send an invitation to the vendor/supplier by following the instructions on the Inviting Vendors to PaymentWorks job aid. Do not request a Substitute W-9 from the vendor/supplier.
Step 4: Update Requisition Requester & Delivery Date (if needed)
Enter the name of the purchase requester. The Requester
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should be the department point of contact for the construction project.
The requester will default to end-user currently logged into Bronco Hub OR the individual setup in Requisitions Preferences (for steps to setup preferences, click here). Modify the requester by searching 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.
Step 5: Add Project (POET) Funding Information
If the Requisition will be billed to a Project funding source, use POET to code the transaction on the left side of the Funding Segment String.
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. If the expenditure item is capital, the account should start with a 6.
Expenditure Organization: Enter 88600 in the department segment.
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Please Note: Do not enter information into the Charge Account field. This field will be updated when reviewing cart items |
Step 6: Add Requisition Line Funding Segment String
If you don’t have a project number for the requisition line, complete this step.
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1) Manual entry
2) Selecting from Favorite Funding Sources previously set up
3) Using search functionality in Bronco HubFor visual instructions on adding a Funding Segment String, click here.
If the payment is being split between different Funding Segment Strings, click the Split icon and update either the Amount or the Percentage due for each Funding Segment String.
Budget Date: Defaults to the date of Requisition creation. If using Project funding, the Budget date should match the Expenditure Item Date.
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Important Note: Requisitions coded with Project segment (7th segment) 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. |
Step 7: Add Note to Buyer
Include a Note to Buyer to communicate information to Architectural and Engineering Services (AES), anything that needs additional details such as award number or type of grant. More information is better.
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Step 8: Add Requisition Line to Cart
After completing the steps above, click Add to Cart. If purchasing more items from the same supplier, you may enter additional Requisition Lines as needed. The shopping cart will reflect the total number of Requisition Lines included in the Purchase Requisition.
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Step 9: Review Cart
Once all Requisition Lines have been added, click the shopping cart icon located at the top of the screen.
Select Review.
Step 10: Enter Justification, Add Attachments and Submit
Enter the business reason explaining the purchase 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.
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Protip: Check with AES to review the Purchase Requisition before submitting to confirm values on the requisition. |
If needed, select View PDF to view a PDF record of the Purchase Requisition.
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.
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If for some reason your requisition is automatically rejected, please look to see if the Line Type is Construction Sponsored Project and if the Category is Construction Sponsored Project. If one of those is different it will cause the requisition to automatically reject. Follow the instructions outlined below to correct the issue. |
End of Process
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Edit a Previously Saved or Submitted Construction Sponsored Project Purchase Requisition
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The information below outlines steps involved with editing a previously saved or submitted Purchase Requisition for Construction Sponsored Projects or to fix a requisition that was automatically rejected.
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Step 1: Log in to Bronco Hub and Access Purchase Requisitions
Begin by signing in to Bronco Hub.
Select My Organization from the top navigation section of Bronco Hub and then select Purchase Requisitions.
Step 2: Search for Requisition
Select Manage Requisitions located at the top right of the Purchase Requisition module.
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After entering search parameters, select Search. A list of related Requisitions will populate below the search fields. Select the hyperlink of a Requisition to view details.
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Step 3: Edit Requisition
After selecting the Requisition you want to edit, click Actions from the top right-hand corner and click Edit. Note: Only the requester is able to edit the requisition.
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A new requisition will need to be entered. Follow the instructions outlined at the top of this page.
Step 4: Submit Requisition
After making the necessary edits, select Submit.
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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.
End of Process
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Need help with the steps above?
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