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Non-partner Requisition Entry Field Instructions
1. Enter the following fields. All fields are required unless otherwise noted.
The fields are listed in the order in which they appear on the requisition form.
General Information
| Requisitioner |
SAPweb fills the Requisitioner field
with the userid from the certificate of the person completing the form,
but you can change it when appropriate. Enter the name of the person for
whom the goods or services are being ordered, using the format of a first
initial followed by last name, e.g., G.Smith. The requisitioner is not necessarily
the person creating the requisition or the Goods Recipient. |
| Deliver
To |
SAPweb automatically fills this field
with the userid of the person completing the form, but you can change it
when appropriate. Enter the name of person who will sign for the goods when
delivered, also referred to as the Goods Recipient. Use
the format of a first initial followed by last name, e.g., G.Smith. |
| Delivery
Loc |
Enter the MIT address and phone number
where the goods will be delivered, using the following format: In the first
field, enter the MIT building and room number of the goods recipient, i.e.
the person who will be signing for the delivered goods. In the second field,
after the slash, enter the goods recipient's seven-digit phone number. For
example: E12-808/253-4565. |
Desired
Vendor |
For purchases from external vendors,
enter the six-digit vendor code. You may use the Search
option outlined below to locate the vendor number for your desired vendor.To
use the Search option, click the Name Search button and
enter part of the vendor's name in the field, e.g., hewlett
for Hewlett Packard.
If your search returns multiple vendor numbers for your vendor, always
pick the lowest vendor number if your desired vendor does not appear in
the list, enter the vendor name, address, fax number, and main phone number
in the Item Note field. The Procurement Office
will add the vendor to the vendor list. |
Requisition
Tracking Number |
This is an optional field. If you are
using SAPweb to enter a requisition from an MIT paper requisition form,
or other source document, enter the requisition number listed on the paper
form. |
| Item
Text |
If you intend to contact the vendor
to place the order yourself, click the checkbox. This will ensure that the
order is not placed twice. |
| Item
Note |
Enter any internal notes and/or vendor
justification, if required. If the requisition total is $10,000 or more,
remember to send vendor quotes to the Procurement
Office and indicate in the Item Note field that you are sending
this backup. Be sure to mark all supporting documentation with the SAP requisition
number. For purchases from internal providers, this field is optional. Vendor
justification is not required for internal provider requisitions. |
| Delivery
Text |
This field is optional. Enter specific
delivery instructions, if necessary. You can also enter any text you would
like to have printed on the purchase order. |
Detail Information
| Short
Text |
Enter a short description of the item
you are purchasing. Include SKU or part number, if applicable. If you need
more space, click the down arrow below the field. The "Add More Text. .
. " pop-up window will appear. Enter the text and click the Done
button at the bottom of the window. |
| Quantity |
Enter the quantity of the item you are
ordering. |
| Units |
Enter the unit of measure for this line
item. The field defaults to EA (each). Click the down arrow
on the right to find other units of measure. |
| Price
per Unit |
Enter the quoted or catalog price per
unit in this field. |
| Delivery
Date |
Enter the calendar date you want the
goods to be delivered (mm/dd/yyyy). For example: 04/08/2003. |
| Material
Group |
Material groups classify goods by commodity
or service type and are used for reporting purposes. For example, desks
belong to the material group: 1920 Furniture and Furnishings.
This field will be used by the Procurement Office for reporting. To select
a material group, click the down arrow. If you are not sure which to choose,
pick the material group that is the closest match. |
| Distribution |
You can distribute the cost of your
purchase across as many as three cost objects. The field defaults to 100
for charging the entire cost to one cost object. For each cost object, enter
the percentage of the cost to be charged to the cost object. Do not enter
the % (percent) sign. |
| Cost Obj
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Enter the seven-digit cost object number. |
| G/L Acct |
Enter the G/L account number. To find
one, click the down arrow on the right. Enter part of the G/L account name
in the pop-up window and click Search. For example, to
find all equipment G/L accounts, enter: equip. |
Note: Use the Copy Previous button under
the line item number to repeat information from the previous line item. To clear
the line item fields, use the Clear Item button.
2. Click the Submit Requisition button to create a requisition
or the Clear Form button to cancel what you've entered.
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