Important Notes:
A Construction Sponsored Project Purchase Requisition is a request to procure construction design services over P-Card limits; these purchases include hiring an architect, consultant or design/builds.
Before creating and submitting the requisition, make sure you have been included in a meeting with AES, Fixed Asset department and OSP to confirm the task number(s) and expenditure type(s). If you haven’t, contact postaward@boisestate.edu to align on task number(s) and expenditure type(s). submit, view or edit a Purchase Requisition.
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.
From Line Type drop-down, select Construction Sponsored Project.
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.
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 Contractor in the Supplier field.
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)
The Requester needs to 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.
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 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. If the expenditure item is capital, the account should start with a 6.
Expenditure Organization: Enter 88600 in the department segment.
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.
The Funding Segment String is titled Charge Account in the Purchase Requisitions module.
The Charge Account can be added to the transaction one of three ways:
1) Manual entry
2) Selecting from Favorite Funding Sources previously set up
3) Using search functionality in Bronco Hub
For 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.
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.
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.
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.
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.
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.
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
Edit a Previously Saved or Submitted Construction Sponsored Project Purchase Requisition
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.
Before creating and submitting the requisition, make sure you have been included in a meeting with AES, Fixed Asset department and OSP to confirm the task number(s) and expenditure type(s). If you haven’t, contact postaward@boisestate.edu to align on task number(s) and expenditure type(s). submit, view or edit a Purchase Requisition.
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.
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.
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.
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.
If you are fixing a requisition that was automatically rejected because the line type is Construction Sponsored Projects but the Category Name is NOT Construction Sponsored Projects, the above instructions will work to edit the line and change the Category Name to Construction Sponsored Projects. Then proceed to step 6.
If you are fixing a requisition that was automatically rejected because the line type is NOT Construction Sponsored Projects but the Category Name is Construction Sponsored Projects, you will need to delete the line because the line type cannot be changed. To do this click on the Requisition Line and click Actions and Delete.
A warning pop up box will appear if you only have one line on the requisition indicating the action will cancel all active lines on the requisition and the requisition will be canceled. Select Yes.
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.
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
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.