Web Requisition
Introduction There are various ways (or pathways) to request and purchase products and services for your department. We call them procurement pathways. This procurement pathway, web requisition, is intended as a way to request products and services that do not qualify for any other pathway.
Requisitions serve as a formal request for goods and/or services and are the beginning of the procurement cycle. Once approved, the requisition is distributed from the Finance Web Component into PeopleSoft and electronically sent to Purchasing. Purchasing obtains pricing and availability for the item(s) requested, then converts the requisition into a purchase order and sends it to a vendor.
Please read the inquiry below to determine if this pathway best fits your individual needs for your specific circumstances. If your order qualifies for this pathway, follow the instructions provided.
Inquiry:
- Is the product or service you wish to purchase specifically listed under any of the following specialty pathways?
- YES: Sorry, you may not use this Path. Check the above pathways to see which one best fits your needs.
- NO: Please continue.
- Does the item you wish to order qualify for the Petty Cash pathway?
- YES: Sorry, you may not use this Path. You must use the Petty Cash pathway.
- NO: Please continue.
- Does the product you wish to order qualify for the Procurement Card pathway?
- YES: Consider using your Procurement Card instead of the web requisition process.
- NO: Please continue.
- Do you have a CMS user id and password?
- YES: Please continue.
- NO: Go to CMS
 to sign up for training. You will be given a user id and password after completing the first class.
- Have you completed the CMS Finance Web Component class?
- YES: Follow the instructions below.
- NO: Go to CMS to sign up for training.
Instructions
- Enter a web requisition in CMS and remember the following:
- Vendor Number:Go into your preferences to look up the vendor. Do not leave this area blank. If your chosen vendor is not in the database, use suggested vendor and include vendor's address in header comments.
- Header Comments: Remember to check the Send to Vendor box so that the buyer will be able to see the Header Comments you have entered. When typing, do not let the text wrap. Instead, use your enter key to begin a new line and skip lines when needed. Please provide information in the following format:
HEADER COMMENTS:
NOTES:
This is a note with additional information.
VENDOR INFO (if known):
Contact: ___, Phone: ___, Fax: ___.
SJSU DEPT CONTACT:
Name: ___, Phone: ___, Email: ___
Dept Name: ___, Extended Zip: ___.
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- Item Description: Provide a detailed and specific description of the item you wish to order. You must use a noun in your item description (ie: pen, banner, fax machine, shredder, etc). It is possible to enter up to 250 character spaces in this field. Let the text wrap. Do not use your enter key to begin a new line.
- Line Comments: Do not use the Line Comments area of the requisition. Buyers have limited viewing of this area once the requisition is distributed from the web into CMS. The 250 character spaces available in the item description area should be adequate.
- Tax & Freight: Do not enter tax and freight as separate line items on your requisition. Buyers will
add this information at the purchase order level.
- Chartfields: Check the chartfields carefully before entering it on your requisition. Buyers no longer view chartfields on requisitions or purchase orders and cannot make any changes. (See Important Note below.)
- Due Date: Enter a reasonable due date. You are responsible for planning ahead to anticipate your department’s needs. Allow at least 10 business days for requisition processing plus an average of 1 to 3 weeks for shipping time.
- Requisition Approval: Secure electronic requisition approval.
- Attachments: Indicate in the header comments area of your requisition if attachments are being mailed to Purchasing, Extended Zip #0047, or faxed to 924-1570. The requisition number must be clearly written on the attachment(s). Note: If there are no attachments, do not mail the requisition.
Important Note: When processing purchase orders, buyers must enter a commodity code that correctly reflects the product and/or service being ordered. If necessary, the system will automatically change your Chartfields to reflect the correct account number associated with the commodity code entered. Please note that Purchasing will not change Chartfields once a purchase order is created in the system. For more information, see Commodity Code List. If you have questions about this account code process, contact Accounting & Financial Systems.
Help
- If you have a question about how to enter a Web Requisition, contact the CMS Help Desk at cmshelp@sjsu.edu or 924-1530.
- If you have questions about the Web Requisition process, contact Purchasing at 924-1570.
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