Web based Purchasing is available to staff responsible for ordering goods and services. Account holders are able to create, approve and monitor the status of their electronic requisitions (e-requisition) on their office or home computer.
Supporting Documentation
All paperwork associated with the requisition must be submitted to the Purchasing Office (example: quotation, proposal, or other relevant documentation supporting the purchase). Not providing the required documentation may lead to a delay processing your order.
Documentation must be submitted electronically to purchasedocs@trentu.ca noting the requisition number in the email’s subject line.
NEGATIVE BALANCE WARNING IN EMAIL CONFIRMATIONS – initiators and account holders should ignore this notice when submitting a requisition. The notice is a result of a system interaction between the requisitioning and budget modules. The University does not use the budget module and this message can not be removed from the notifications. We apologize for this inconvenience.
How to Create Requisition
To enter a Requisition for Goods and Services
- Log in to My Trent account https://www.trentu.ca/mytrent/
- Go to “FINANCES” tab
- Select “Requisition Creation”
Identify the Vendor:
Vendor ID or Name - If vendor is known, enter the complete or enter partial name followed by …
This will lookup a list of potential matches. Choose the correct vendor name and vendor address and submit.
If you are unsure of the vendor name, is a new vendor or can’t find the vendor name, you may select “I do not wish to perform a vendor look up” and hit submit.
Note: if you leave vendor detail blank, provide vendor name and address information in comment field or contact Purchasing at x1203 or email purchasing@trentu.ca advising new vendor detail. Purchasing can set vendor up in system prior to initiator creating requisition.
Identify Procurement Requirements:
Requisition Date – Auto populates date requisition created.
Initiator – Initiator is creator of requisition and system will auto populate initiators name. The initiator can modify or delete the requisition after creation.
Ship to – Address will auto default to the University’s Shipping Receiving Centre. If there are unique delivery requirements, please add detail in “printed comments” section. Include incoming shipment contact name and site delivery location information.
For chemical or hazardous material orders, advise the department name, Researcher or Principle Investigator name and contact, building and room location and that goods are chemical or hazardous in “printed comments” field. This is mandatory information needed for accurate Hazardous Materials Management Solutions (HECHMET) and will slow down internal delivery if detail not provided.
Date of Shipment from Seller – Enter potential date when you require the goods or services.
AP Type – Auto defaults to vendor assigned payable. If AP type for your procurement is not CAN (Canadian funds) or USF (US funds), please indicate vendor payable requirements in comments section.
Item Description – Product or service description detail. There are 25 digits available for the basic description. Additional description can be added after the requisition is complete by using the modify requisition option (refer to line item entry detail below). Please ensure item detail is clearly identified to assist in accuracy of order.
Vendor Item - Provide vendor part or model number. 11 digits are available in this field. If exceeds 11 digits, use item description field.
Quantity - Enter number of units required.
Unit of Issue - Select appropriate unit of issue from the drop down menu.
Price - Unit price before tax. If price is not available enter 00.00.
Cost Centre - Select the General Ledger (GL) account number from the drop down menu.
Object Code - Select classification from the drop down menu.
Project ID – Not applicable. Do not populate data.
Tax Code – Tax defaults to HST. If another tax or no tax applicable, indicate in comments field.
Printed Comments - Comments will print on the purchase order sent to the Vendor. Indicate any vendor instructions, delivery requirements, quote numbers, etc.
Comments - Enter additional information or instructions for internal use. These comments will not print on purchase order.
Line item entry represents each line of product or service procuring. Requisition has 12-line entries available. To add further lines to requisition:
- Complete the initial requisition and submit (12 line entries). Record the requisition number.
- To add additional line items, go to main menu and select modify. Select requisition number just created and check the box to modify. On the first screen at the bottom of the list of items already created, go to the option to add line items. Add additional line items and enter.
- A new item screen is required to complete each additional item. When finished the first additional item, hit submit and a second screen will appear for completion of next item. Continue until all items added to requisition.
Multiple Account Purchases – if sharing a cost of procurement with other departments, indicate in comments section the accounts to be used for line item(s) and percentage or dollar value each account to be charged. The initiator/account holder only has authority on accounts assigned. To ensure all approvals in place, have appropriate account approver provide a written confirmation of authorization (i.e. email) and forward to Purchasing as supporting documentation noting requisition number.
Submitting Requisition
Once requisition is completed, hit the submit button. If the initiator has sufficient authority for procurement, the requisition status will change to outstanding and Purchasing will be able to process the purchase order.
If the requisition value exceeds the initiators approval authority, the status will remain “not approved” and a requisition number will be assigned indicating names of the next approver(s). Next approver(s) will receive an email notice to approve requisition.
For all Restricted Funds Accounts, approval authority is required by the Restricted Funds Accountant. Accountant is responsible for determining the eligibility of expenditure under funding agreements, contracts and applicable policies; that sufficient funds are available; and that appropriate documentation is in place. All associated documentation regarding the procurement must be forwarded to purchasedocs@trentu.ca to avoid approval delay. Refer to supporting documentation section for direction.
When all required approvals are in place, the requisition status will change to outstanding. Only outstanding requisitions can be accessed for processing into purchase orders by Purchasing staff.
View, Modify and Delete Requisitions
Sign into On Line Requisitioning:
- Log in to My Trent account https://www.trentu.ca/mytrent/
- Go to “FINANCES”
- Select “Requisition Modify/Delete”
Page will display all requisitions that are linked to initiator.
Requisition Number - Double click on requisition number to view descriptive details and approval status.
Status
- Unfinished/In Progress – requisition has not been completed
- Not Approved – Requisition awaiting approval(s)
- Outstanding – Purchase order to be created by Purchasing staff
- PO Created – Purchase order created
Modify - Requisitions can be modified if not approved or processed into a purchase order. Select modify option to amend detail or add addition line items. Once completed, scroll to bottom of screen and submit.
Delete – Can delete unapproved, outstanding and in progress requisitions. If a purchase order has been created, the requisition cannot be deleted. To cancel a purchase order, please contact the Purchasing Office at extension 1203 or email purchasing@trentu.ca .
Status of Requisition
- Log in to My Trent account https://www.trentu.ca/mytrent/
- Go to “FINANCES”
- Select “Requisition History”
A chart of requisitions created by the initiator will be displayed identifying status of order, the vendor name, the purchase order number and value. More detail can be obtained by double clicking in the requisition number.
Approve Requisition
- Log in to My Trent account https://www.trentu.ca/mytrent/
- Go to “FINANCES”
- Select “Requisition Approval”
- Requisition Approval emails contain a link to go directly to Requisition Approval section
A requisition must be approved by the authorized approval entities to become outstanding. Approval limits are based on General Ledger (GL) account numbers and dollar limits. The initiator may or may not have the authority to approve requisitions they have created.
The approval dollar limit is calculated inclusive of tax.
Approval authorities may deny approving a requisition. Initiator may need to add further information by modifying requisition if approval authority requires more information or initiator can be requested to delete requisition if not proceeding with purchase. Requisitions that are not approved cannot be changed to purchase orders and will remain in system in a not approved status.
- Select requisition(s) for approval:
- Check approve box to mark all acceptable requisitions.
- To review details of requisition, double click on the document number.
- Close window to return to the approval documents screen and continue the approval process.
- Submit approval of all marked requisitions.
- Next approval authorities will be identified if additional approval(s) required.
General Inquiries
Contact purchasing@trentu.ca or extension 1203.