For more information about this job aid, please contact obo-hub@uni.edu.

Overview

Use this reference guide as a high-level overview for creating punchout requisitions in UNI Works. A punchout requisition represents a request to suppliers created directly from the supplier's website for goods and/or services. Please note that requests for Non-Catalog items and IT purchases will be made through the OBO Service Hub.

Key Terminology

Create Purchase Requisition 

Step 1: From the UNI Works home page, click Menu.

Step 2: Click Requisitions. 

Note: If the application isn't visible, click Add Apps at the bottom of the Menu. Look for the Requisitions app with the shopping cart icon (shown in screenshot above).

 

Step 3: Click Start Requisition under Requisition Details along the right sidebar.

Note: To begin a requisition with different requisition information, click the Edit Details button to edit and save the new information.

 

Step 4: Click the Connect button next to the desired supplier from approve suppliers list. This will redirect you to the supplier's website.

Step 5: Add items to the cart as needed. When ready, click Checkout. The cart will be routed back to UNI Works to complete the requisition process.

 

Step 6: Review the order and click Checkout when finished.

Note: Click Continue Shopping to add additional items from the same supplier. To purchase from a different supplier, a separate requisition must be created.

Checkout without Split Costs

Step 1: The Checkout screen displays with the requisition information from the shopping cart. Errors on the screen denote additional details must be entered before submitting. Click Edit More Details.

 

Step 2: Select Punchout as the Requisition Type.

Note: The Requisition Type defaults to the previous requisition submitted. If using this process for the first time, it will be blank.

 

Step 3: Complete the following (optional) fields as needed:

• Deliver-To and Ship-To addresses: These fields default to the campus address and will display on the Purchase Order. Only in rare circumstances should the Ship-To location be updated.

• External Memo: This is visible to suppliers on the resulting Purchase Order.

• Note: If using a Foundation Account for the purchase, enter the foundation number in this field.

• Internal Memo: This is visible internally and should provide justification for the goods or services requested. An internal memo is not required for Punchout requisitions.

 

Step 4: Click Save.

Step 5: Scroll down to the items displayed under My Cart. Click Edit More.

Step 6: Enter a Spend Category under the General Information tab.

Note: Please ignore the error displayed above, as it will disappear upon Saving.

 

Step 7: Update the Worktag tab as needed. Worktags default based on the user's profile in UNI Works. If a different Cost Center or grant account is paying for this purchase, update the corresponding field.

 

Step 8: Click Save.

Step 9: Validate the items in the UNI Works Cart.

• To Add additional items to this requisition, click Back to Requisitions Home, Continue Shopping, and Connect to Supplier Website. Follow the instructions above to add additional items to this requisition. When the order is submitted again, the cart in UNI Works will account for all items.

• To Delete items from this requisition, click the trash can icon on the right side of the item details.

Step 10: Click Submit.

Checkout with Split Costs

Step 1: From the Checkout screen, click Access Advanced Checkout.

Step 2: Scroll down to view the items under Goods and scroll all the way to the right to view the Splits field.

Step 3: Click the number, then choose to split the line item by Amount or Quantity. This will open a new window.

 

Step 4: Enter the percent (Amount) or number (Quantity) for each account to be charged. Percent must equal 100; total number must equal total items on the line.

Step 5: Enter the Cost Center or Grant to be charged.

Step 6: Click the plus button at the start of the row to add another Cost Center line.

Step 7: Click Done to return to Checkout.

Note: To view worktag information on split funding lines, click the number under Splits.

 

Step 8: Click Submit.

What Happens Next

The punchout requisition will now go through the approval process. You can view the status of the business process at any time by clicking on My Tasks > Archive > Process.

View Requisition Status

Step 1: From the UNI Works home page, click Menu.

Step 2: Click Requisitions. 

Step 3: The Requisitions Dashboard will display all of the user's requisitions.

Step 4: Click the Related Actions icon, then click View.

Step 5: The View Requisition screen will display. The Status of the requisition is at the top of the screen.

Edit Requisition

Note: A requisition cannot be edited if it has been fully approved.

 

Step 1: From the UNI Works home page, click Menu.

Step 2: Click Requisitions. 

Step 3: The Requisitions Dashboard will display all of the user's requisitions.

Step 4: Click the Related Actions icon, then click Edit. 

 

Step 5: Edit the details of the requisition or add items as applicable.

Step 6: Click Submit to resubmit the requisition for approval.

What Happens Next

The punchout requisition will now go through the approval process. You can view the status of the business process at any time by clicking on My Tasks > Archive > Process.

Cancel Requisition

Note: A requisition cannot be canceled if it has been fully approved.

 

Step 1: From the UNI Works home page, click Menu.

Step 2: Click Requisitions. 

Step 3: The Requisitions Dashboard will display all of the user's requisitions.

Step 4: Click the Related Actions icon, then click Cancel Requisition. 

 

Step 5: A popup will appear confirming you wish to cancel. Click Cancel Requisition.