Managing Requisitions in NUFinancials Training Guide

This Training Guide will walk the User through the options available on the Manage Requisitions page.

Manage Requisitions – Getting Started

Edit a Requisition

Who may edit requisitions?

  • School/department users with role of Requester.

When is it possible to edit a requisition?

Requisitions can be edited if request status is:

  • Open - Saved but not submitted to approval workflow.
  • Pending - Awaiting full approvals.
  • Approved - Fully approved. Note that approval process is restarted from the beginning when approved requisition is edited.
  • Denied - The Requisition has been sent back to the Requester by the Approver for revision or cancellation.

When is it no longer possible to edit a requisition?

Requisitions may no longer be edited if status is:

  • PO(s) created
  • PO(s) dispatched
  • Received / Partially received
  • Complete

After editing, do you need to perform budget check?

  • Yes. Check budget after making edits that affect price, quantity, or chart string. Performing a budget check after making edits will adjust the pre-encumbrance as necessary.

Editing Approved Requisitions

  • After editing an approved requisition, the workflow process will be re-initiated.  

Can you edit catalog requisitions?

  • You can only edit chart string and ship to information for catalog requisitions. Item description, price, quantity, vendor, category, etc. are transferred from iBuyNU and cannot be changed in NUFinancials.

View Requisition Attachments

  • Attached documents can be reviewed after requisitions have been submitted for approval.
  • Examples of documents that may be attached are the Bid Documentation form, Sole Source Justification form, or vendor quote.

Cancel a Requisition

When is it possible to cancel a requisition?

If status is:

  • Open
  • Pending
  • Approved
  • Denied

When should a requisition be canceled?

  • Requisition in a denied status or if the goods or services are no longer needed.  

What are the options after a requisition has been sourced into a PO?

  • Create PO Change Order Request to change the Quantity, Price, add a line or change Distribution information.
  • Submit a PO Change Order Form when you need to cancel a PO Line, Cancel the PO, or Close a PO.
  • Apply a receiver to your PO through the Manage Requisitions or Add Update Receipts.

Re-Open a Canceled Requisition

When should a canceled requisition be re-opened?

  • If the requisition was canceled in error or if the requisition should have been modified and resubmitted instead of canceled.

When is it possible to re-open a canceled requisition?

  • If status is Canceled and requisition is not yet archived outside of system.  A requisition can be re-opened only if it has a canceled status.  If your canceled requisition has been moved to a complete status, the re-open option is no longer available.  

Who is allowed to re-open a canceled requisition?

  • Only the originating Requester may re-open a canceled requisition.

Navigate to Managing Requisitions

  1. Log in to NUFinancials.
  • Alternatively, you can login from the NUFinancials Overview page.
  • Navigate to the Employee Self Service Page or to the page where you have the Requisition tile saved.
  1. Click the Requisition tile, which will take you to the Manage Requisitions page.
Man Req 1

To Edit a Requisition

  1. In the drop-down menu, select Edit.
Man Req 2
  1. Then click Go.

Man Req 3
  1. Alternatively: Click on the Requisition you would like to edit.

ManReq4
  1. Then click Edit Requisition at the bottom of the page.

ManReq5

  1. Edit the Ship To location or chart string:
  • To access Ship To and Chart String fields, click the triangle (Expand Section) or check the box for Select All/Deselect All  if changes apply to all lines and then click Mass Change.  Mass Change will allow you to enter one Ship To and Chart String that will apply to all lines on your requisition.
  • Make your edits and then click Apply to save and continue.
  1. If you have changed any ChartFields or any information affecting the total, such as price or quantity, click Check Budget.
  2. To view Requisition Attachments, simply click Edit next to the message icon.
  3. Click Save & Submit.

To Cancel a Requisition

  1. Follow the steps in Navigate to Managing Requisition and To Edit a requisition.
  2. Click on the drop-down menu to select Cancel.
  3. Then click Go. Another screen will appear showing the details of the Requisition.
ManRaq6

  1. Click Cancel Requisition.
ManReq7

You will then be taken back to the Manage Requisitions page.

  1. Once here, you must select Budget Check from the drop down menu.
  2. Click Go.
  • This allows the relief of money that was pre-encumbered.

ManReq8

Re-open a Canceled Requisition

  1. Follow the steps in Navigate to Managing Requisition and To Edit a requisition.
  2. Click on the drop-down menu to choose an option.
  3. Click Undo-Cancel.
  4. Click Go.
ManReq9

Another screen will appear.

  1. At the bottom, click Reopen Requisition.
ManReq10

  1. This will take you back to the Manage Requisition page. You can see the Requisition has been opened.
ManReq11
You will then be taken back to the Manage Requisitions page.
  1. Once here, you must select Budget Check from the drop down menu.
  2. Click Go.
  • This allows for the requested money to be pre-encumbered.

Viewing Approvals

  1. Follow the steps in Navigate to Managing Requisition and To Edit a requisition.
  2. Click the drop down menu
ManReq12

  1. Select Approvals.
  2. Click Go.
ManReq13

The Approval Status page appears.

  1. Click Multiple Approvers under Review/Edit Approvers to view the approvers list.

ManReq14

  1. A dialog box with the approver list will appear.

ManReq15

View Prints

  1. Follow the steps in Navigate to Managing Requisition and To Edit a requisition.
  2. Click the drop down menu.
  3. Select View Print.
  4. Click Go.
MNanReq16

  1. A confirmation message will appear.
  2. Click Yes.

ManReq17

  1. A new window with a printable version of the requisition will open.
ManReq18

For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) option 2, or consultant@northwestern.edu.




Keywords:NUFinancials, "Manage Requisitions", Requisitions, "Edit Requisitions", "Requisition Status"   Doc ID:87685
Owner:ESAF PTP Team .Group:Northwestern
Created:2018-11-12 11:42 CDTUpdated:2021-08-05 12:49 CDT
Sites:Northwestern
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