Department Requestors create a DPT requisition to order office supplies from
Staples Advantage. The requisition goes through
approval processes. After the
requisition is approved it is sourced into a Purchase Order then dispatched to
Staples. Note: Do not process Change Orders on Staples
requisitions as the Change Order does not punch out to Staples. Process a new requisition for additional
items and/or follow the instructions for returns if an item needs to be sent
Note for Staples Purchases on Grant
General-purpose office supplies are
usually considered facilities and administrative costs, and are therefore not
allowed as direct costs. When items normally considered office supplies are
purchased for technical or scientific use on a project, charges may be
allowable as direct costs if appropriately justified. Additional information can be obtained at http://nau.edu/postaward/.
CREATE REQUISITION (Staples)Create Requisition: Go to-->eProcurement>Create
DEFINE REQUISITION TAB
The "Define Requisition" (highlighted in yellow) will be the first pagelet to which you are prompted:
Date: Defaults to
current date. It is only necessary to
change the date during fiscal year end processing.
DPT. DPT is used for Departmental PO’s.
Use a description that that will aid in searching for the requisition. Example: FY13 – Staples Office Supplies. If no a requisition name is not entered, the
requisition number will populate.
To: - Select the
address the merchandises is to be delivered
ADD ITEMS AND SERVICES TAB
Requisition (Add Items and Services)
- Web Tab
- Staples Office Supplies hyperlink
Staples Office Supplies hyperlink to be routed to the Staples on-line catalog. Search items from the catalog and add to the
shopping cart. Orders must be greater
than $30. Once the items are selected,
select the shopping cart, check out and submit the order. Once submitted, the order is populated on the
PeopleSoft eProcurement requisition and automatically creates the Add Items and
Services page. In the event the Staples
Office Supplies link is clicked again to add items, Staples thinks it is a new
order and will test for the $30 minimum order.
The best way to add overlooked items that are less than $30 to the
requisition is to delete the initial item and link back out to Staples.
REVIEW AND SUBMIT TAB
Requisition (Review and Submit)
Triangle: Expands the Line section
Select a SpeedChart to change the accounting distribution (Using a
SpeedChart will not change the Account.)
or “-“: Choose
“+” to split funding distribution or “-“ to remove an accounting distribution
To: Enter the Building and Room number where
goods are to be delivered. IMPORTANT –
Use only this format, 001/229. See
example in above picture. There must be
3 leading numerical characters for the building, so building 98B, front office
would be 098B/Front Office.
Comments related to the entire requisition can be entered here. Check the boxes, Send to Vendor, Show at
Receipt, Shown on Voucher and/or Approval Justification to determine at what
stage in the purchasing process the comments will be shown. If no box is checked the comment is strictly
informational and only shown on the Requisition.
Save and Preview Approvals
items are added to the requisition the Requisition Summary, or shopping cart,
appears as a sidebar to the right of the screen. The Requisition Summary
displays all of the items that have been have added to the requisition (item
description, quantity ordered, unit of measure (UOM)), plus the number of line
items on the order and the total amount.