You can create quotes, requisitions, and purchase orders from the Browse Requests screen. On a regular basis, usually weekly, your purchasing agent(s) will review marked requests and create quotes, requisitions, purchase orders, and pick lists as needed.
Your purchasing agent(s) may choose to get quotes for some requested items. An agent will ask for quotes from vendors (who at this point are acting as “bidders”) and then choose a winning quote. Current government purchasing standards generally require at least three quotes for individual items costing $500 or more. Please check your agency’s policy on obtaining quotes.
A requisition is a group of requested items to be purchased from a single vendor. You can think of it as a “pre-purchase order” that needs someone’s approval (often that of the requestor’s manager or department head) before it can become a purchase order. Your agency defines your own approval process for requisitions and purchase orders.
A purchase order (PO) is a written, legally binding order for a vendor to supply specific items or services at specified prices. By issuing a PO, your agency commits to paying for the purchase.
Some requests will go through the full quoting and requisitioning process. In this process, you will group requests into quotes and then choose winning quotes (winning bids) to become requisitions. When a requisition receives complete approval, it automatically becomes a PO. However, you can skip the quote or requisition stage (or both) for any PO. You can create a PO directly from a request or directly from a quote. The options you choose for creating any PO will typically depend on the cost of the requested items and on your agency’s policies. A purchase order typically also needs approval by one or more purchasing managers. When a PO receives complete approval, you will issue it to the vendor.
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