Preparing to Buy

There are several methods available to end users to procure goods and services:

• Requisitioning tool to initiate a purchase order request.  To request a Purchase Requisition, initiators can access tool in My Trent portal.  Refer to Requisitioning Guide for guidance on how to use the requisitioning tool.
   
• P-Card for low dollar purchases to conveniently obtain your goods quickly and pay immediately. Refer to Corporate VISA card application form to request a P-Card or contact Purchasing Services for assistance.

How to process a Purchasing Order

Step 1 - REQUISITIONING

Initiator enters a requisition by accessing tool in My Trent portal.  Please refer to Electronic Requisition Guide to learn how to enter an electronic requisition.  If you do not have access to electronic requisitioning tool, please contact purchasing@trentu.ca for immediate set up.

Step 2 - APPROVAL PROCESS

Once requisition is entered in system, there may be an approval process based on the purchase amount and account used to process purchase.  Please refer to Electronic Requisition Guide to learn how to approve an electronic requisition.

Step 3 - PURCHASE ORDER

Once a requisition has been approved, Purchasing Services will review procurement request to ensure meets quotation requirements and create a Purchase Order (PO) to be transmitted to the vendor to process order.  The requisitioning initiator will be copied on order transmission.

Step 4 - RECEIVING

All physical goods procured by the University on a PO require a receiving procedure to record the incoming items and initiate payment to vendors.  Campus Shipping Receiving Centre (SRC) will provide receiving detail to Purchasing Services to enter in system upon receipt of goods.  For non-tangible goods and services, Purchasing Services will follow up with initiator to confirm in writing services rendered/order confirmation.

Step 5 - PAYMENT

Payment will occur upon receipt of invoice from vendor assuming match of detail pertaining to PO, receiving confirmation and invoice.  Invoices to be forwarded to accountspayable@trentu.ca