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Special Requisitions Entry Field Instructions

You can use SAPweb to create special requisitions: blanket orders, subcontracts, and change orders. Use the online help for the SAPweb "Create Purchase Requisition" page as well as the instructions on this page if you need to create a special requisition.

Blanket Orders

A blanket order is a large, standing purchase order for common or repetitive purchases from a vendor. A typical blanket order has:

  • a total allowable amount (e.g., not to exceed $1000)
  • a period of performance (e.g., a fiscal year)
  • a description of goods to be ordered (e.g., electrical components)

Requisitioners can purchase against the order until the amount of the blanket order is depleted.

To create a blanket order, follow the instructions for creating a standard requisition with the following exceptions.

  1. Use the Short Text field to indicate that it is a blanket order by typing "Blanket Order" before the normal short text; for example, "Blanket Order / Electrical Components."
  2. Below the Short Text field, click the Add more text to line item down arrow. Type the beginning and ending dates of the blanket order and the names of users authorized to place orders on this blanket order.
  3. In the Quantity field, type the total dollar amount of the blanket order.
  4. Type "EA" in the Units field.
  5. Enter "1" in the Price per Unit field.
  6. In the Delivery date field, type the date the blanket order will go into effect.
  7. Submit the blanket order by clicking the Create Requisition in SAP button at the bottom of the requisition form.
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Subcontracts

A subcontract is an award for research and development work that references a sponsored contract or grant. To create a subcontract, follow the instructions for creating a standard requisition with the exceptions described below.

Note: You may want to review the link for the Office of Sponsored Programs in the Other Resources section below.

  1. Use the Short Text field to indicate that this is a subcontract and what kind of contract it is; for example, "Subcontract for a research and development project."
  2. Below the Short Text field, click the Add more text to line item down arrow and enter the period of performance dates.
  3. In the Quantity field, type the total dollar amount of the contract.
  4. Type "EA" into the Units field.
  5. Enter "1" into the Price per Unit field.
  6. In the Delivery date field, type the date the subcontract will go into effect. (This must be a date in the future.)
  7. Submit the subcontract by clicking the Create Requisition in SAP button at the bottom of the form.

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Change Orders

You can request changes to a purchase order using a change order requisition. A change order requisition is essentially a message to the Procurement Office detailing the changes to be made to a purchase order. The Procurement Office edits the purchase order according to the instructions in the change order requisition. If the amount of the change order requisition is under the dollar limit requiring approval, the change order will not be routed for approval. This is true even if the original requisition did require approval. Procurement will contact the requisitioner or approver with questions about the change order.

Note: Change orders are for changes to purchase orders only. Do not create a change order if your original requisition has not yet been made into a purchase order. To request changes to a requisition, contact your requisition approver.

Before you begin:

Use the SAPweb Display Purchase Order function to find and print the purchase order so that you will have the information you need for the change order requisition. The procedures for creating a change order depends on the type of changes you wish to make. The instructions are listed below.

Add New Line Items to PO
Change Existing Information on PO
Change Existing PO and Add New Line Items

Add New Line Items to PO

  1. Click Create a Requisition from the drop-down menu on the Purchasing tab.
  2. On the Purchasing home page, select External Vendor and choose the appropriate number of line items.
  3. Click the Generate Req Form button.
  4. Complete all General Information fields with the same information as the original purchase order, but leave the Item Note and Delivery Text fields blank unless you need to provide a vendor justification in the Item Note field.
  5. Line Item 10:
    • In the Short Text field, type "C/O to xxxxxxxxxx" (xxxxxxxxxx is the PO number for the purchase order).
    • Click the down arrow to Add more text to line item. In the text box that appears, type "Add new line item(s)" and enter the description for the first line item you are adding to the purchase order.
    • Complete the remaining fields for the first line item as for a standard requisition.
  6. Complete other line items on the form to add any more line items.
  7. Submit the requisition.

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Change Existing Information on PO

You will create only one line item for this type of change order.

  1. Click Create a Requisition from the drop-down menu on the Purchasing tab.
  2. On the Purchasing home page, select External Vendor and choose the appropriate number of line items.
  3. Click the Generate Req Form button.
  4. Complete all General Information fields with the same information as the original purchase order, but leave the Item Note and Delivery Text fields blank unless you need to provide a vendor justification in the Item Note field.
  5. In the Short Text field of line item 10, type "C/O to xxxxxxxxxx" (xxxxxxxxxx is the PO number for the purchase order). For example:
    Short Text: C/O to 4512345678
  6. Click the down arrow to Add more text to line item. In the text box that appears, enter a detailed description of all changes to the PO, line item by line item. It is not sufficient to say "add $100 to my total order." Procurement needs to know the changes to make to each line item. For example:
    Additional Text: Line item 30: Increase quantity of rivets by 25. New total quantity = 125 rivets.
    Line item 70: Increase per unit price for ratchets by $10. New price = $47 each.
    Please charge all line items to cost object 1410000 instead of 9080000.
  7. Complete the rest of the fields in line item 10 as follows:
    8. Quantity: 1
    Units: EA
    Price per unit: Total dollar amount of increase to the PO, or if there is no change or a reduction in amount, enter $1.
    Delivery Date: Same as original PO, or if the original date has already passed, enter a date in the future.
    Material Group: Same as original PO, or if you do not know the original material group, enter an appropriate one.
    Account Assignments: Same as original PO, or if you are changing account assignments for all line items, enter the new assignments. If you are not sure what to enter, contact the purchasing agent who created the PO. The agent's Kerberos ID appears on the SAPweb Display Purchase Order page.
  8. Submit the requisition.

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Change Existing PO and Add New Line Items

  1. Follow the instructions for Change Existing Information on PO.
    Note: Be sure to choose the appropriate number of line items for the SAPweb requisition form.
  2. Mention in the description of changes that you also wish to add line items to the PO.
  3. Starting with line item 20, complete the line items on the form to add new line items.
  4. Submit the change order requisition.

Other Resources
Research Subawards Office Policy and Procedure Manual

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