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My UW-Madison - Purchasing Requisition Frequently Asked Questions

This document contains frequently asked questions for the web based Requisition Generator.


How many copies of the requisition do I need to print?

This is determined by your Dean's/Director's office. Please consult them for the correct information. Purchasing Services requires one original requisition signed by the authorized individual(s) in your Dean's/Director's office in order to process your requisition.

Who needs to sign the requisition?

This is determined by your Dean's/Director's office. Please consult them for the correct information. Purchasing Services requires one original requisition signed by the authorized individual(s) in your Dean's/Director's office in order to process your requisition.

Where do I route the paper requisition?

You should continue to route your requisitions as always unless told differently by your Dean/Director's office. Purchasing Services requires one original requisition signed by the authorized individual(s) in your Dean's/Director's office in order to process your requisition.

Do I need to submit the paper copy of the requisition?

Yes, the printed copy is the only trigger to get your requisition processed. If Purchasing Services does not receive the signed printed paper requisition, it will not be processed.

Do I need to use a certain browser to access the requisition generator?

The application has been tested with Internet Explorer, Firefox, and Safari on both Windows and Mac operating systems and should work with any of these browsers. Contact the Help Desk for assistance if you are experiencing any problems.

I have a pop up blocker installed in my browser. Will this cause any problems?

Pop up blockers should not cause problems with the application. If you are encountering problems, configure you pop up blocker to allow pop ups for the requisition generator.

The Requisition Generator does not appear on my Services tab in My UW. What should I do?

The application should automatically be available for any payrolled individual at UW-Madison. Choose the “Add / remove content" button under the "Customize this page: heading" towards the upper right of the screen. Be sure that the "Requisition and Number Generator" option is checked. If not, click the checkbox next to "Requisition and Number Generator" and choose Update at the bottom of the page to add the module.

I made a mistake on the requisition that I was working on. Can I delete it? Can I edit it?

You can use the update feature (located at the bottom of the main menu of the external requisition generator) to make any necessary corrections. Nothing will be processed unless the signed copy is received in Purchasing, so there is no need to delete the requisition. If no paper requisition is submitted, you do not have to worry about any incorrect information being used.

How do I submit my requisition to Purchasing?

A signed paper copy of your requisition is required for processing. Any submission policies will be decided by your Dean/Director's office. Please consult them for the correct information.

I forgot to complete or change something on my requisition before printing the paper copy. Can I just write the changes on the printed copy of my requisition?

No, any changes should be made in the web-based external requisition generator. If the paper copy received in Purchasing differs from the electronic information the department will be contacted to rectify the difference. Remember that Purchasing only requires the Dean's office authorized signature on the paper copy so that requisitions can be more easily corrected, printed, and routed at that level if desired.

The signed paper copy of the requisition has already been forwarded to Purchasing. Can I still make changes?

As long as the requisition has not been turned into a Purchase Order (PO), the update function in the requisition generator is still available. Once a PO has been created, changes must be made using the Encumbrance Management form available from the Purchasing Services Forms website.

I am trying to change my requisition and get a message that says Update not allowed. Requisition is being processed by Purchasing Services. How do I make changes/updates?

Changes must be made using the Encumbrance Management form available from the Purchasing Services Forms website.

I have an old Requisition or Continuing Order Requisition (COR) form, can I still use it?

All Requisitions must be entered into the web-based requisition generator for processing. Please do not use any old forms.

What coding do I use for funding?

SFS coding must be used on all requisitions. Consult the coding section of the Accounting Services website for more information at http://www.bussvc.wisc.edu/acct/coding.html.

I got interrupted and was not able to complete the requisition I was working on. What do I do?

Both the Requisition Generator and the My UW portal are on a 30-minute timeout, meaning that after 30 minutes of inactivity you will be logged out of the application. As long as you saved your work along the way, you will be able to resume working in the requisition by logging in and entering the requisition number in the update field on the main page.

The application timed out and I can’t continue with the requisition I was completing. What do I do?

Both the Requisition Generator and the My UW portal are on a 30-minute timeout, meaning that after 30 minutes of inactivity you will be logged out of the application. As long as you saved your work along the way, you will be able to resume working in the requisition by logging in and entering the requisition number in the update field on the main page.

Requisitions print on an 8.5”x11” sheet of paper. Can I submit the full sheet of paper?

Yes, requisitions should be submitted as full 8.5 x 11 sheets of paper. They do not need to be cut in half.

I have a quote or attached list of items. Do I need to key this information into the requisition generator?

No, you do not have to key quotes or long lists of items into the requisition generator, unless you would like to capture the information electronically. You may attach these items to the printed copy and forward them with the signed paper requisition. Indicate "per attached quote" (as shown below) and be sure to send the information along with the printed requisition.

Qty Units Cost Description
1 LOT 3950.25 Per attached quote #1234XYZ dated 9-30-2008

If there are 10 items or less on the quote, we recommend that you enter them directly in the requisition (or copy and paste) as this will electronically capture the information for future reference and cut down on paper used. Enter or copy one line at a time into separate lines on the requisition vs. putting the whole description into one line. If you are copying from another document, be sure not to copy any special or scientific characters that do not appear on a standard keyboard.


I have to enter a large item description. Can the requisition generator handle this?

Each item description can handle up to 2000 characters. If you have a separate document or quotation, you may indicate "per attached quote" (as shown below) and send the information along with the printed requisition.
Qty Units Cost Description
1 LOT 3950.25 Per attached quote #1234XYZ dated 9-30-2008

I have to enter many items. Can the requisition generator handle this?

Yes, the form will automatically expand to accommodate a long list of items or longer descriptions.

I have to enter many funding strings. Can the requisition generator handle this?

Yes, the form will automatically expand to accommodate the extra funding strings

I have a long comment to enter. Can the requisition generator handle this?

The comments section can handle up to 2000 characters.

I’m ordering something over the phone and I need a requisition number right now. I don’t have the information needed to complete the form. How can I use do this?

Go into the web based requisition generator and create a new requisition. Note the assigned number and give it to the vendor. Return to the requisition generator after your order is completed and use the update feature to complete it.

Can I change the information that is pre-populated for me (contact person, ship-to address, and funding)?

Yes, the information saved in your preferences appears each time you complete a requisition. You can type over or delete anything that needs to be changed or change you preferences from the main menu.

Am I required to use the external requisition generator?

External requisitions need to be entered into the requisition generator to be processed. This application takes the place of the Dean's office application (called EPRQ) that was used to enter and validate requisition information for all requisitions completed at UW-Madison. The requisition generator eliminates the need for that system as well as allowing Purchasing Services to create a Purchase Order from your requisition without having to re-key the information as was done previously. With this system only the individual creating the requisition needs to key in the information.

Can students use the requisition generator?

The application is only available for students if they are also employed by UW-Madison. Any payrolled employee should automatically have access to this application on the Services tab of My UW.

Can I update an old requisition not completed through the requisition generator?

No, please use the encumbrance and PO management form located on the purchasing services forms web page at to make any necessary changes.

I need to do a change order or add-on to an existing requisition. Can I do it through the requisition generator?

No, please use the encumbrance and PO management form located on the purchasing services forms web page at to make any necessary changes.

My printed requisition is coming up blank what should I do?

If your requisition appears blank when printing, try going back to the Items screen and be sure to use the “Save Item” button for each line item on the requisition and on the Funding screen, be sure to use the “Save Funding” or “Update” button for each line of funding to make sure that they are saved before printing. Neither the items nor funding will print if they have not been saved using these buttons.

Can I create multiple shipping addresses for my requisition or create a list of shipping addresses to choose from?

There is currently no option in the program to enter multiple shipping addresses for a single order or to create multiple shipping addresses to choose from. Whatever shipping information you enter in your profile will automatically populate on your new requisitions. If your shipping address changes frequently on your requisitions, only setup the portion of the address in your profile that is likely to remain constant for each use.

Can I store a list of my commonly used vendors?

There is currently no option in the program to specifically store a list of your previously used vendors. The best method to make use of the system if you know you will be sending a similar order to the same vendor is to keep a list of these types of requisition numbers and use that requisition number with the "Create my new requisition by copying data from this existing requisition:" option on the main menu. This creates your new requisition by pre-populating data from your previous requisition with the correct vendor and other information. We are looking into future enhancements to be able to more easily retrieve data from the application.

How does choosing the option to "query the purchasing system for vendor information" (which is the link displayed above the area to enter a vendor name and address) work?

Clicking this link opens a new browser window allowing you to lookup vendor information by name, address, or number. Once you find the correct vendor information you can use this in your requisition. There is no link in the vendor inquiry to return the data to the requisition generator; however, you do not need to start over to use the information you found as long as you have not closed the requisition generator window. The easiest method is to copy the vendor number, return to the requisition generator window you had been working in and paste it into the vendor number field. Click the "Get Vendor Name & Address" button to automatically populate the vendor data.

I am trying to show a previous payment or discount from the price of an item in my requisition or enter more information in the line items. Can I enter another line item as a negative value to do this?

Yes, if you are receiving a discount and do not want to use the percentages built into the application to calculate the discount, you may use any of the following methods:
  • You may either enter them using the "per attached quote" method:

    Qty Units Cost Description
    1 LOT 3950.25 Per attached quote #1234XYZ dated 9-30-2008
  • You may describe the item in its entirety and use the total discounted price:

    Qty Units Cost Description
    1 LOT 3950.25 Consulting Services including $100 discount provided on 9-30-2008 by John Smith
  • You may enter the item at full price, and then enter a line with a negative value to indicate the discount.

    Qty Units Cost Description
    1 LOT 4050.25 Per attached quote #1234XYZ dated 9-30-2008
    1 LOT -100.00 $100 discount provided on 9-30-2008 by John Smith

I am trying to add an item to my requisition that has a quantity requiring a decimal (e.g. a quantity of 2.5 vs. 2) and the system gives me an error. How can I work around this?

The requisition generator only accepts whole non-decimal numbers in the quantity field. Enter a quantity of 1 and use LOT for the units field. Enter the total cost for that item in the Unit Cost field and in the description field provide the details of how many of each item are being ordered.

I was trying to update my requisition and after entering the number, hit enter and ended up on the Preferences screen. What happened?

To update your requisition you must use your mouse to click on the “Update Requisition” button.

Can I lookup all the requisitions that I have completed in the requisition generator?

There is currently no option in the program to view a list of your previous requisitions. We are looking into future enhancements to be able to more easily retrieve data from the application. WISDM and the Purchasing Information Inquiry at http://www.bussvc.wisc.edu/purch/purchinq.html are the two places that contain the data relating to your requisitions and Purchase Orders.

How can I find a requisition that I was working on or something that I have not yet submitted if I don’t know the number?

Choose the "Click here to search for Requisitions not yet processed by Purchasing Services." option on the bottom of the main page of the application. You may search for unprocessed requisitions that were last updated or printed by a certain NetID, using a certain vendor, or using a certain funding string.

I'm from UW Extension, UW System, or UW Colleges, can I use the external requisition generator?

Any employee that has a valid UW-Madison NetID is allowed to access the application. Most of the program will work just fine. However, if you are trying to use a UW Extension, UW System, or UW Colleges Department ID for funding, it will not validate. In this case, to continue you will have to leave the funding blank and print the requisition without funding and write in the correct values by hand. You will also be unable to enter a vendor number or copy data from an existing requisition as separate applications are used for this data for UW Extension, UW System, or UW Colleges and are not tied into the requisition generator.

Why is there a barcode at the top of my requisition?

Beginning Monday, November 29, 2010 barcodes will start to appear at the top of your printed external requisitions generated from My UW. No action is needed on your part. The barcode has been added to improve internal routing and tracking in Purchasing. Please do not obscure the barcode.

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Keywords: my uw-madison myuw requisition generator frequently asked questions faq purchasing uportal   Doc ID: 2885
Owner: Jim H.Group: My UW-Madison Portal
Created: 2004-05-07 19:00 CDTUpdated: 2010-11-23 19:00 CDT
Sites: DoIT Help Desk, My UW-Madison Portal