Submit Standard Purchase Requisitions
Important Notes:
A Purchase Requisition is a request to purchase goods and/or services from an external supplier; Purchase Requisitions can include software renewal and service contract renewals.
Whenever possible, make purchases using the PunchOut Catalogs or P-Card.
If making payments against a BPA for Independent Contractor services, follow the instructions in the Submit a Purchase Requisition against a BPA job aid.
Tips for success:
Ensure the Requester and Funding Source are correct before submitting to ensure the requisition routes to the correct approvers. The submitted request will route to the supervisor of the employee listed in the “requester” field and the funding source manager of the department listed in the “charge account” field.
Do not include sensitive information such as Social Security numbers, banking or credit card account numbers, etc. when attaching documentation to the request.
Attach any internal documents to the header of the catalog requisition as outlined in job aids.
Approvers are responsible for confirming items are acceptable before approving the requisition.
Requisitions submitted with using Project funds must include a task number when entering funding details, as outlined in job aids.
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 Purchase Requisitions.
Step 2: Enter Requisition Line
Select Show More on the purchase banner.
Select Go to Website in the navigation panel pop up.
Step 3: Enter Required Requisition Line Fields for Goods or Services
For Goods, the following line item fields are required:
Line Description: Enter detailed information about item(s) being purchased.
Line Type: Select Goods from the drop down.
Category: Type in ALL ITEMS and select it from the drop down.
Requested Delivery Date: Update the Requested Delivery Date as needed.
For Services, the following line item fields are required:
Line Description: Enter detailed information about service(s) being requested.
Line Type: Select Services from the drop down.
Category: Type in ALL ITEMS and select it from the drop down.
Requested Delivery Date: Update the Requested Delivery Date as needed.
Step 4: Enter Supplier Details
Enter the name of the supplier in the Supplier field. Start typing in the name of the preferred supplier. Select the supplier from the drop down.
If the supplier does not populate, they are not active in Bronco Hub.
Select the New Supplier checkbox, fill out the name of the supplier and follow the Paymentworks instructions.
Only add one supplier per requisition. If you are ordering from more than one supplier, you must submit a separate requisition for each.
To ensure timely payments, all vendors/suppliers should have an active account in PaymentWorks.
If you don’t know whether or not the supplier is active in PaymentWorks, visit this job aid to search for them and send an invitation as needed.
Step 5: Enter Pricing Details
For Goods, the following pricing fields are required:
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 pricing fields are required:
Amount: Enter total charge for service
Step 6: Enter Additional Information (if applicable)
If you are completing an equipment trade in as part of your purchase request, select the checkbox for Equipment Trade.
When completing a trade in, it’s best practice to attach a copy of the Request for Disposal of Excess Inventory Items form; the form submission page is located here. After completing the Inventory Control trade in form, print a copy of the submission and add it as an attachment to the purchase requisition.
a. Attachments can be added later on in the requisition submission process.
Select the checkbox for Trade in Form Attached located in the additional information section of the requisition.
Step 7: Create and Continue
Select Create and Continue.
Step 8: Update Delivery Details (if applicable)
Requester: The Requester defaults to the end-user currently logged into Bronco Hub OR the individual set up in the user’s Requisitions Preferences. If needed, change the requester by typing the last name of the employee you’d like to designate.
The supervisor of the person listed as the Requester will be added to the requisition approval workflow.
Requested Delivery Date: Update the Requested Delivery Date as needed.
Deliver to Location: Defaults to the mail stop of the employee selected in the Requisition’s Requester field or the location saved in the user’s Requisitions Preferences. If needed, change the location by searching for the preferred location in the Deliver to Location field.
Deliver to Address: Displays the Deliver-to Location address details
If the Purchase Requisition request is urgent, select the Urgent checkbox.
Step 9: Add Requisition Funding String (Billing) Details
Select Actions (three dots) to the right of the Billing section and then select Edit.
A Distribution panel will display to enter billing details:
Amount: This defaults to the price or amount entered in step 5.
Percentage: Defaults to 100%.
Budget Date: Defaults to the date of Requisition creation. If using Project funding, update the Budget date to match the Expenditure Item Date.
Project Costing: This field is for sponsored project funding only; if not using project funding, follow the guidance for the Charge Account field below. If applicable, enter the Project number in the Project costing field. Additional fields will populate. Enter the following required fields:
Task Number: Enter 100001 for all services and non-asset goods and 100002 for taggable asset goods.
Expenditure Item Date: Enter the date the cost was incurred.
Expenditure Type: Enter the 6 digit account segment that aligns with the type of purchase.
Expenditure Organization: Enter the 5 digit department segment.
Contract Number: Select the related contract number from the drop down field.
Funding Source: Select the related funding source from the drop down field. You must select the Contract Number before options will display in the Funding Source drop down.
Charge account: Enter non sponsored project funding string details in the Charge account field. The Charge Account can be added to the transaction one of two ways:
Edit the Funding String In-line
Select Enter charge account number
Enter the Funding Segment String you are using into the Charge account field
Selecting from Favorite Funding Sources previously set up by selecting Select favorite charge account and choosing a funding string. To set up favorites, view the Add Favorite Funding, Project Segments & Requester Name to Purchase Requisitions job aid.
If the Charge Account Project segment (7th segment) is anything other than “0000000000” you must include POET data or the transaction will be automatically rejected upon submission.
Use the All Segment Values Report to confirm whether or not the Fund is Project based.
Select Update to save billing details.
Step 10: Splitting Funding (Optional - Skip this step if only using one funding string for the purchase)
Split funding means splitting the cost of the requisition line item(s) between multiple funding sources. There are two options to add split funding strings for a Requisition.
Split one requisition line. Follow the instructions below.
Split the funding for multiple requisition lines at once. Follow the Split Multiple Requisition Lines job aid.
To split a single requisition line, select Actions (three dots) and then select Split.
A new Distribution panel will load, enter the following details:
Amount: Enter the amount to allocate to the funding string you’re adding.
Percentage: This field will automatically update based on the amount. If needed, you can start by entering the percent, rather than amount, and the amount field will automatically update.
Quantity: This field will automatically populate after Amount or Percentage is added.
Enter Project costing or Charge account information as outlined in step 9 above.
Select Create to save the split billing details.
Step 11: Select Update to continue or Update and Create New to add another line
If you need to add an additional line, select Update and Create New. Repeat steps 3-10 until all lines are added.
If you do not have any additional lines to add, select Update to add lines to Cart and then move on to the next step.
Step 12: Enter Header Description and Attachments
The cart will populate with Requisition summary information
Select the Edit (pencil icon) to the right of Requisition summary.
Add a Description to the requisition. Description is a required field and must include a valid justification/business purpose for the purchase.
Leave Delivery, Project Costing, Charge account, Budgetary control, and Additional information fields blank because you have already completed this information for each requisition line. If you do want to edit this information, Step 12 includes detailed instructions about how to make edits to your requisition lines.
Add Notes: If needed, include a Note to Buyer to communicate information to Purchasing, such as Special Handling Instructions.
Add Attachments: Drag and drop any attachments that are applicable to your request. Quotes and bids are examples of good supporting documentation.
Examples of required attachments:
The Boise State contract template, supplier contract, and/or supplier agreements, including supplier contact name, phone number, and email.
Supplier Quotes which include supplier information, item descriptions, and prices.
The Excess, Salvage, or Trade-In Form is required when your purchase involves a trade-in.
The Procurement Policy Exemption form must be submitted for the following exemption request types:
Exemption from using a mandatory state contract
Sole source bidding exemption
Emergency purchase bidding exemption
Direct negotiation bidding exemption
Scientific equipment for Research bidding exemption
Select Update.
Step 13: Edit Lines if applicable
There are 2 ways to make edits to your requisition lines from the Cart:
Edit multiple lines (Some or all of the lines)
Edit individual lines (1 line at a time)
To edit multiple lines:
Select the checkbox to the left of each requisition line that you would like to edit.
Select Edit Multiple.
For the selected lines, you will have the option to edit Delivery, Notes to Supplier and Billing information.
When finished editing, select Update to return to Cart.
To edit individual lines:
Select the pencil icon to the right of the requisition line you would like to edit
Edit Line Details and/or Delivery and Billing Details by toggling between the two headers at the top of the page.
When finished editing, select Update to return to Cart.
Step 14: Submit the Requisition or Save for Later
After confirming entry accuracy, select Submit to submit the requisition for approval.
If you’re not ready to submit the requisition for approval, select More Actions (three dots) > Save for Later.
What’s next:
The requisition will route through the approval workflow.
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.
Requesters will be notified of the approval status of submitted Requisitions. If the Requisition is rejected, review the Common Requisition Rejection Reasons document for information on next steps.
End of Process
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.
Office of Continuous Improvement
oci@boisestate.edu
1910 University Dr. Boise, ID 83725-1247