Requisition to Purchase Order
Submitting a Requisition
You will need to submit a requisition for:
- Products/services that have terms and conditions.
- Contracts, agreements, and MOUs (especially if it requires an SJSU signature.)
- IT software (including freeware,) which requires TRIA review.
- Services that are being performed on campus.
- Customized products.
- Furniture that requires FD&O review.
You should submit also a requisition if:
- You need help identifying a supplier for the product/service.
- Your purchase request does not qualify for other Ways To Pay.
When you are planning to submit a requisition, you may need to attach the following documents:
- Price Quote/Estimate.
- Proposal, Scope of Work [pdf], MOU, or Unsigned Contract.
- Technology Requisition Impact Assessment Form (TRIA) for Software.
- Hospitality Forms for Events [pdf].
You should also consider the following:
- Supporting Local and Small Businesses.
- Timelines and desired delivery dates.
(Allow 2-8 weeks for contract negotiations and PO processing.)
- New Suppliers versus Existing Suppliers.
- Risk Management for SJSU Events.
- Certificate of Insurance for Service Providers.
- Bidding Requirements for Goods/Services above 50K.
Department staff can submit a requisition through FTS after receiving training. Once approved by an approving official, the requisition is available to the Procurement Services Team for processing the next day. For detailed instructions, see the Requisition tutorials.
Throughout the requisition process, the Strategic Sourcing - Procurement Services Team will serve as a collaborative partner to help departments leverage their purchasing power, utilize system-wide contracts, abide by federal and state guidelines, and build relationships with new suppliers.
Issuing a Purchase Order
After the Procurement Services Team finalizes the requisition with the supplier, they will issue a Purchase Order (PO) to the supplier and the department contact. The department can then request fulfillment of their goods/services.
When a PO is issued, our financial systems will also reserve the total amount of the PO as an "encumbrance" for budgeting purposes. You can make a payment against the PO if the invoice amount is equal to or less than the encumbrance. To learn how to run financial reports, please see Financial Summary Between Periods [pdf] and Training and Tutorials.
Important: Payment of goods/services should not occur before a PO is issued.
Depending on the commodity or services being procured, supplemental documentation and/or guidance may apply to your requisition. Please see the Forms and Resources.