purchase requisition format This is a topic that many people are looking for. bluevelvetrestaurant.com is a channel providing useful information about learning, life, digital marketing and online courses …. it will help you have an overview and solid multi-faceted knowledge . Today, bluevelvetrestaurant.com would like to introduce to you How to Fill-out the Purchase Requisition Form. Following along are instructions in the video below:
“Is a tutorial for how to use the santa monica college. District. Requisition form the the first part here is fairly self explanatory just enter. The current fiscal year.
That 2011 2012 for recording of this tutorial and then we have the requisition number this number is for your use mostly it s so that you can keep track of your purchases. So here. I ll just write a number and the department is where you re from your department and in this case. We re gonna use line which.
But if you want to instead of typing you can also find your name in the drop down menu. There it is and the same goes for this location. Number. That s the number associated with your department.
And again you can type it out or you can use the drop down menu. This part right here this four lines is very crucial for us. Now. Requestor is your name in this case.
John doe. And he has the extension 61. 81. As you can see we can t type in signature or date.
That s because that s handwritten so you print it out when you re done with it and then you sign it and date it like any contract. The approver. This is usually the department manager and in this case. It s jane doe at the extension.
60 180. Once again no signature. No date. Then vp of course is the vice president joe and he has the extension of 61 60.
But as you can see fiscal services has no name. However. This is just leave that blank because it depends on what kind of funding source. You have for this particular purchases.
So just leave it blank says it might vary from funding to funding and day to day so we move over through to the right we have these three lines and they re fairly straightforward model language department could buy for another department. If they want to but in this case. We re going to use the same departments and then the name extension to who you need it delivered to in this case. I want to deliver to jane.
So i ll just type jane doe 180. Yes. That s her extension number as you can see here and then building in room. Number once again.
It s wherever that person is situated pressure all for standard comments and notes this box is not mandatory..
But if your purchase requires a prepayment or a check then you fill that out here and make sure they attach the registration form as well well that s pretty much all i have to say about that box. I mean you could write something that might not go into the specific item descriptions that s more universal for the whole port to purchase that goes here if we move further down. We ll see these three rows. And that s your account number or account information.
I should say so let s just begin filling that out one move on from there. Okay. Now that we have filled that filled that out now you can see this only draws from 100 from this count. And we have more rows here so well actually what we will need to do this is we re going to buy two different completely different items.
We ll need to fill out two different lines for this so you re gonna see that there are very similar except in the object box. Okay now why did i fill this out this is for the fiscal services. They need this to be different and depending on what kind of objects you re buying once again. It s for categorizing so just find out what kind of objects you re buying what kind of number goes with that object.
And you should be safe now there let me know who which department. You re from who you are where to deliver it to and where to draw the money from let s look at what kind of items you you re buying and how to fill out that that part of the section of the form so in quantities. We need to know how many of this items. These items need just type in five for example and then we have uom now this stands for unit of measure and you can see here.
If i hover above these this drop drop down menu. I get all these neat little explanations for but though all the shorthand stands for so you see here i have cs for case. I have box for box ctn cardon and then ea stands for each. Which is which is if i want for example in this case.
Five items single items for something. But for now for this tutorial. I want cases three five cases um at twenty dollars each. Which gives me the extended price of a hundred dollars and it does this automatically you don t have to fill that out it multiplies five by 20 gives you an extended price of one hundred now category here is more filing pretty much you we need to know the type of items you re purchasing so for this tutorial.
We re going to buy paper. Which goes under office supplies and we have a due date as you can see it s got a red line so it s mandatory. It s required. We re gonna have it by may 4th.
And that we need to describe what kind of item this so let s start doing that ok so now that we fill this this out we re gonna receive five cases at twenty dollars of white paper. But if we move down we ll see that this due date is not hud does not have a red line around it it s not boxed inside of red. A red line and that s because we haven t fill out any quantity. So if i fill out here a hundred it comes red that s because now it s required.
But for all purposes. Necessary consider every box required in this particular case. We re gonna have hundred each six dollars apiece. Which gives us six hundred dollars in the extended price.
And this is going to become under books same due date. And then we fill out what kind of book. We need okay so now we fill that out this is the reason. Why we wanted two different lines here because of the different objects.
This is paper..
This is a book they re completely different objects. So we need two completely different lines. As you can see here. 100 is drawn from the same accounts as a paper and 600 draw from the same account this of the book and if we move down here.
We have the extension price of 700 right here that s these through these two lines put. Together. And they ll have two lines here or three lines actually taxiing and the ship shipping. But if you look they have an asterisk which tells you there are not mandatory you do not have to fill them out if you do not know the exact number or the exact amount just leave those blank.
If you want to there s no need for it and the same goes for the suggested supplier to the left here. If you do not know any supplier of this book or the paper or whatever you re buying you don t have to fill it out it s a optional box. It s good if you know it. But it s not necessary so just leave it blank and that s pretty much what you need to know about this form except.
We re gonna go on to the next page. This is not a required page it s not mandatory. However you need to buy more than three items. Then this is the page you need to include this is pretty much just an extension of the items boxes.
Except for three major differences first first and foremost you have the on the top requisition. Number. Now that s the same numbers on that s before you have the same number up here as you can see if i change it back to nine. It s gonna change back down here.
Which means you can keep them together. And then we have another notes box and this for the information about the items on this page. Only you don t have to fill it out if you don t want to and then furthest down. We have the subtotal this page and at the moment.
It s 0. Because we don t have any items here. But if i go and add a an item at 100 get 100. There and if i go to the top and the former page.
We now have 800 here one hundred six hundred plus. One hundred eight hundred let s go down and remove that and if you don t add any items on this page. I would refer from adding it to your when you send in your form. Just don t include it if you don t have anything on it it s knit unnecessary so just keep keep the forest alive.
I guess okay so i just want to show you different items that you can purchase and how to fill out the form with those items so here. I ve just chosen a different department. The art department same people delivered to the art complex here. We have one account.
This is one object one amount and actually i can see that this amount is wrong. So i m just going to change it now here we have a neighborhood software a license fee for six months so you just place the name of software you place how many months of access between which states how many licenses and how much per license. And then the reimbursable expenses for those items or for those licenses. Now this might seem and feel a bit redundant.
Since you ve already given me the information up here..
But just just add it in the item description. It s it s easier that way as you see it s 100 100 items each at 35 and reimburse for expenses. If i just write out 200 down here this isn t gonna change anything. There s nothing happening down here.
So if there is a reimbursable expense just add it here to each after 200 and then just the same like the same category as a former depending on what you ve typed in here due date. Same due date. And then just right liam first full expenses for 200 that s all you need to know need to do then we have it down here 3700 353 500. And that s 203 700 lat this is.
0 and then we have the not to exceed amount of 3500. But mean we have that up here again it might feel redundant. But we need this information just make sure you ve added and in this example. We ve chosen the life science department application triple 0.
80. Delivered to life science departments and here we have so in this example. We ve chosen life science department at location number triple 0. 80 delivered to london site fiscal science complex and just one account information at 1000.
Now once again it s wrong so here we have two items first time. Here is a blanket open purchase order and that means that you don t know how much you need of it. But you know what kind of items you need so in quantity you place. One.
You know measure is a lot unit price is however much you need for to be able to purchase and then you just place the category. The due date and usually they are open from during the fiscal year. But if you just need it for a month or two months you just place the difference from what kind of dates. You need from 12 12 to 0 1.
0. 3. 0. 125.
So now that open purchase order is only open for between those months. But if you want to open the whole year just don t at it and then if we go to line number two here once again one of quantity. You know measure is lot unit price whatever amount you need but in this case. We know what both what kind of items you need and how much of those items.
We need. But we don t know when we need to buy them. So you just give us as much information as possible five bags of number eleven and eleven topsoil five lb bags. So that s all you need to know about the blanket open purchase orders.
It is very important that you fill out all the information to assist us in expediting your orders. If you have any questions. Please contact the purchasing department. ” .
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