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1103.
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Completing
a Requisition Form |
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The following is
a brief outline of information required to complete a Purchase
Requisition. A fully completed requisition form will ensure
that your requirements are fulfilled in a timely and cost
effective manner. The various areas on the requisitions are
numbered on the previous page and a corresponding explanation
is provided below.
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1.
Usage of the form: Indicate what the form is being used
for by checking the appropriate box. |
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2.
Ordered by: Complete the required information as fully as
possible so that all information related to who in the department
is placing the order is provided. |
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3.
Deliver to: This area directly relates to where the item/service
is to be delivered. Failure to provide all the required information
may result in late delivery or delivery to the wrong address. |
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4.
Today's Date: Self-explanatory. |
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5.
Date Required: This is the date that the item/service is
required by. Please leave appropriate time and take into consideration
your internal approval process and the vendor's lead-time. |
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6.
Item No.: Indicate the item number (1-10) if there is more
than one item. The requisition form is capable of listing ten
items. |
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7.
Quantity/Unit: Indicate the desired quantity and the unit
of measurement (e.g. each, box, case, ug, mg, lb. Etc.). |
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8.
Suggested Unit Price: Indicate the previous price paid or
the suggested price derived from a vendor, catalog, or any other
source. |
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9.
Unit Price and Total Price: Purchasing will fill in this
area with the valid price provided and confirmed by the vendor. |
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10.
Shaded Area: This area is for Purchasing to input the Purchase
Order (PO) number in. |
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11.
Vendor No.: If known put in the vendor number, otherwise
Purchasing will provide. |
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12.
Date: Today's date. |
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13.
FOB: Free on Board . This identifies where ownership of
the item takes place. The term "Destination" implies
that Georgetown takes ownership once the item is delivered to
our loading dock. "Origin" implies that ownership
takes place at the shipper's loading dock. The preferred method
is "Destination" which helps alleviate liability. |
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14.
Terms: Payment terms regarding how and when the vendor will
be paid. Georgetown typically pays net 30. |
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15.
Quote: Indicate a quote number (provided by the vendor)
or simply the person's name providing the price. |
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16.
Suggested Vendor: The vendor desired. If a change is to
be made in the vendor, Purchasing will notify the end user as
to the change and why. |
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17.
Account Code/Cost Center: Indicate the account code and
the cost center and the % splits. Failure to provide this information
will result in a slow down of the process due to a lack of an
appropriate funding code. |
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18.
Cost Center Name and Contact Person: Name of cost center,
contact name, and if possible a phone number. |
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19.
Authorization Requested By: The appropriate department signature. |
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20.
Capital Equipment Purchase or Lease Information: This area
only needs to be filled out if the items being procured fall
under the capital equipment definition. Please keep in mind
that purchases deemed capital equipment require Finance Officer
approval and may impact the delivery time. |
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21.
Item Description: The most critical aspect (aside from the
funding source) which clearly identifies the item/service required.
Relevant information that is useful is catalog numbers, model
numbers, and other attributes that identify the item/service.
Please be as specific as possible. |
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questions related to the requisition form may be directed to
the Purchasing & Contracts Department at 202-687-2484. |
