Purpose
This collection of reference guides is intended for Procurement Requesters to take action on a rejected requisition.
Terminology
- Purchase Requisition: A request to order goods or services from a supplier.
- Purchase Order: A legal document used by a buyer and sent to a supplier for fulfillment of goods and/or services.
- Encumbrances:
- In Oracle, when a requisition is submitted for approval, an encumbrance commitment is created. This commitment will remain until the requisition is cancelled or approved.
- Once a requisition is fully approved, the and a purchase order is generated, a corresponding encumbrance journal entry is created in the general ledger. The purchase order will encumber the budget related to the COA or POETAF information tied to the purchase order. When an invoice is created in Oracle and matched to a purchase order, the encumbrance will be liquidated.
- From a procurement requester’s perspective, it is critical to keep an eye on open Purchase Orders monthly as they represent encumbrances against their unit’s budget. As the University continues to explore more stringent levels of budgetary control, any outstanding encumbrances that remain in the system will affect the unit’s ability to spend.
- If a procurement requester recognizes that a purchase order has a remaining balance and no future invoices are expected to be matched to the order, the requester should submit a change order to reduce the total amount of the purchase order, consequently relieving the encumbrance and increasing your budget consequently relieving the encumbrance.
- Select Company Single Sign-On to access your Oracle account.
- Navigate and select the Procurement module.
- Select Purchase Requisitions (New).
- Select My Requisitions.
- Review the reason the requisition was rejected.
- Select the Three Dots on the requisition that needs to be canceled.
- Select Cancel.
- Add a Cancellation Reason and select Cancel Requisition.
You have now completed the process of Cancelling a Rejected Requisition.
- Select Company Single Sign-On to access your Oracle account.
- Navigate and select the Procurement module.
- Select Purchase Requisitions (New).
- Select My Requisitions.
- Review the reason the requisition was rejected.
- Select the Three Dots on the rejected requisition that needs to be modified.
- Select Edit.
- Edit the requisition at either the line level or requisition summary level as appropriate by selecting the Pencil Icon.
Note: The delivery date may need to be updated. That can be edited either on the line level (for each item if there are multiple) or at the requisition summary level.
- When all information has been updated, select Submit.
You have now completed the process of Editing and Resubmitting a Rejected Requisition.