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 you need to view or withdraw a requisition, select this link to jump to the instructions..
If making payments against a BPA for Independent Contractor services, follow the instructions in the Submitting Independent Contractor Requisitions 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.
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 the Line Type drop-down, select either Goods (tangible items) or Services (non-tangible).
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.].
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 4: Update Requisition Requester & Delivery Date (if needed)
The supervisor of the person listed as the Requester will be added to the requisition approval workflow.
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.
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.
Use the All Segment Values Report to confirm whether or not the Fund is Project based.
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.
Please Note: If a specific supplier is added to the Requisition (Step 7), all items on the Requisition must be purchased from that supplier.
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.
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
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:
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
View, Withdraw or Edit a Purchase Requisition
Only Requisitions that are Pending Approval may be withdrawn and edited.
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.
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:
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.