Step 1: Log in to Bronco Hub and Access Purchase Requisitions

1. Begin by signing in to Bronco Hub.

2. Select My Organization from the top navigation.

3. Select Purchase Requisitions.

Step 2: Enter Requisition Line Details

1. Select More Tasks and select Enter Requisition Line located at the top of the Requisition module.

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2. 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)

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

Step 3: Add Supplier (if applicable)

If known, enter the name of the Supplier in the Supplier field.

Supplier: Select the magnifying glass in the Supplier field. In the next window, type the Supplier name and select "Search". Select the correct supplier from the search results then select "Ok". [select the "Advanced" button in the upper left hand corner to expand search options.].

Step 4: 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.

If the Purchase Requisition request is urgent, update the Urgent field to Yes.

Update the Requested Delivery Date as needed.

Step 5: 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 Project segment.

• 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.

Step 6: Add Requisition Line Funding Information

Enter the funding string details in the Charge Account field of the Billing section of the line item.

If the payment will be split between different fund sources, select 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, update the Budget date to match the Expenditure Item Date.

Step 7: Add Note to Buyer (if needed)

Include a Note to Buyer to communicate information to Purchasing, such as Special Handling Instructions.

Step 8: 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.

Step 9: Review Cart

Once all Requisition Lines have been added, select the shopping cart icon located at the top of the screen.

Select Review.

Step 10: Enter Justification, Add Attachments and Submit

In the Justification field, enter the business reason supporting the procurement request.

Add supporting documents by selecting the + to the right of Attachments. Quotes and bids are examples of good supporting documentation.

After reviewing, adding the justification and attachments:

• 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:

1. 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.

2. After all department approvals are complete, Purchasing will review the Purchase Requisition and assign a Buyer to complete your purchase.

3. 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

View, Withdraw or Edit a Purchase Requisition

Step 1: Log in to Bronco Hub and Access Purchase Requisitions

1. Begin by signing in to Bronco Hub.

2. Select My Organization from the top navigation section of Bronco Hub and then select Purchase Requisitions.

Step 2: Search for Requisition

1. Select Manage Requisitions located at the top right of the Purchase Requisition module.

2. Use the available Search Fields to enter the Requisition information; you must enter criteria for at least one search field denoted by **. After entering search parameters, select Search.

   • Entered By: Enter the name of the person that entered the Requisition.

   • Requisition: Enter the requisition number.

   • Supplier: Enter the name of the Supplier. Note: This search will populate requisitions for all departments on campus that use the supplier.

   • Item: Enter the item name, if known.

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.

Select the hyperlink of the requisition number to view details.

Step 3: Withdraw and Edit as needed

If the Requisition hasn’t been fully approved, you will have an option to withdraw it by selecting Withdraw and Edit located in the Actions dropdown in the top right-hand corner.

Update the Description, Requester, Justification, and Attachments as needed.

To update the Requisition Lines, including Category Name, Supplier, Quantity and Funding Segment String OR to Duplicate or Delete a Requisition Line, click on the Requisition Line and click Actions and select the appropriate action.

Step 4: Submit Edited Requisition or Leave in Withdrawn Status

If you made edits to the Requisition and need to resubmit it for approval routing, select Submit in the upper right corner. If you do not submit the request, it will remain in a withdrawn status.

What’s next:

1. 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.

2. After all department approvals are complete, Purchasing will review the Purchase Requisition and assign a Buyer to complete your purchase.

3. 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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