Requisitions & Purchase Orders

Procurement & Purchasing: Procurement is the strategic process of product or service sourcing, for example researching, negotiation and planning. Purchasing focuses on how products and services are acquired and ordered, such as raising purchase orders and arranging payment via purchasing card.

Other References

Property Accounting
Research Cost Accounting

General

Procure to Pay Instructor Led Training Video
REQUIRED: Set Up Favorite Chart of Accounts and Deliver to Location

Requisitions

Create a Requisition by Quantity or Dollar Amount
Create a Requisition by PunchOut
Create a Non-Standard Disbursement
Requisition Approvals and Rejections
Requisition and Purchase Order Life Cycle

Receipts

Create a Receipt for Goods/Services
Return or Correct Receipt

Purchase Orders

Modifying Requisitions, Create a Change Order, Cancel a Purchase Order
Change Orders to Close POs
Requisition and Purchase Order Life Cycle

Dashboards

Purchasing and Payments Dashboard Orientation Recording
Requisition and PO Data (QRG)
Invoice and Payment Data (QRG)

Competitive Bid Form
In accordance with the Rice University Policy 814 and the associated procedures, competition is required PRIOR to the award of any and all business on purchases valued $25,000 or more. This form is used to document the competition.

Duty-Free Entry of Scientific Equipment or Apparatus
In order to seek a waiver of duty for instruments supporting research, an application is to be completed and submitted in accordance with Department of Commerce and Department of Homeland Security regulations.

Professional Services Agreement
A Professional Services Agreement (PSA) is required for services over $3,000, however, employees are encouraged to use a PSA for all services provided to Rice University. A valid PSA requires the department's and supplier's signature. All PSA's now require a requisition/purchase order to process regardless of dollar amount.

Sole Source Application
There will be instances when it is appropriate for a Purchaser to submit a Sole Source Justification (SSJ) to waive the competitive bid requirement. SSJs standardize the process so as not to create an unreasonable burden to the department processing the request as well as offer clear and concise reasoning to apply to the situation.

Procurement & Purchasing FAQs

What is iO?

iO is Rice University’s electronic purchasing tool that enables users to take advantage of a number of contracts and agreements specifically established to benefit Rice staff and faculty in their daily business needs. Access is restricted to Rice users only.

When is a purchase order required?

Any purchase over $3,000 requires a purchase order for payment to be processed. A purchase order MUST be issued ahead of obtaining goods and services on behalf of the University if a purchasing card is not used.

For the vast majority of purchasing needs, the Purchase Order is appropriate and the preferred method of purchasing goods and services. In cases where the Department cannot issue a purchase order, the Purchasing Representative will determine if the p-card is appropriate or will contact the Office of Procurement for assistance in identifying the most cost-effective alternative method available to the Office of Procurement to use to fulfill the demand. At no time is an employee or student authorized to commit the University to the purchase of any goods and/or services using any other method than the authorized methods in these procedures.
Examples of when a purchase order can be used effectively:

• Issue to a supplier to order goods/services for a single purchasing event;
• Issue to a supplier to order goods/services over a period of time (often referred to as a “blanket” Purchase Order)

How can I tell if my requisition has been approved?

See instructions on how to view requisition approvals here.

How do I close a Purchase Order?

See instructions on how to close a completed purchase order here.

How do I cancel a Purchase Order?

See instructions on how to cancel a purchase order in progress here. You CANNOT cancel a purchase order with an associated receipt or invoice, it must be Closed.

When is a Professional Services Agreement (PSA) necessary?

A Professional Services Agreement (PSA) is required for services over $3,000, however, employees are encouraged to use a PSA for all services provided to Rice University. A valid PSA requires the department's and supplier's signature. All PSA's now require a requisition/purchase order to process regardless of dollar amount.

Departments shall execute only one agreement, either Rice's Professional Services Agreement (PSA) or the suppliers'. It is the General Counsel's preference to employ Rice's PSA. If the supplier would like the PSA modified in any way, the Rice department must contact the Office of the General Counsel so that an attorney can review the specific request. Contracts designed by outside consultants, contractors, and companies must be routed to the General Counsel's office for review and approval.

When is a Sole Source Application (SSA) necessary?

Less Than Adequate Competition Available (requiring a Sole-Source Justification)
There will be instances when it is appropriate for a Purchaser to submit a Sole Source Justification (SSJ) to waive the competitive bid requirement. SSJs standardize the process so as not to create an unreasonable burden to the department processing the request as well as offer clear and concise reasoning to apply to the situation. It is important to understand that this is not an alternative purchasing method and that the Office of Procurement will review and approve the document before the commitment is made to a vendor. The only valid reasons acceptable to have a waiver considered are as follows and each requires a written explanation:

• The product or service required is the only one that will meet the department/area’s need and it can only be obtained from one source (manufacturer/distributor/service provider).
• The product or service is required to match existing installed equipment or systems or is obtained from a designated service provider to prevent a voided warranty or otherwise required by documented restrictions.
• The service is controlled by state, local, or municipal authority, utility, or government. This is a contract for professional or artistic services (Note – requires a Professional Services Agreement or PSA).
• The transaction is a re-order based upon a previous bid(s) resulting from a competitive award that has already occurred in the last calendar year and the pricing is set in accordance with that bid.
• An unusual or compelling urgency exists that requires Rice University to waive the competitive bid requirement. (Note; Inadequate planning is not a valid reason to waive competition and may result in rejection of the bid requirement.

The Sole-Source Justification template can be found here.

I have signature authority - why can't I approve documents in iO?

Contact your supervisor to review your roles in iO, and then submit an iO help desk ticket.

For procurement assistance, please submit a help desk ticket in iO.