Sourcing Requisitions

Purpose: Use this document as a reference for sourcing a requisition to a purchase order either manually or auto sourcing in ctcLink.

Audience: Purchasing staff.

You must have at least one of these local college managed security roles:

  • ZZ Purchase Order Entry

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

Note: supplier catalogs are not functional in ctcLink therefore some of the options will not function as expected.

Manually Sourcing a Requisition

Manually selecting requisitions for sourcing enables you to maintain a finer degree of control over resulting purchase orders (as compared to auto-sourcing requisitions).

Navigation: Purchasing > Purchase Orders > Stage/Source Requests > Requisition Selection 

  1. The Requisition Selection page displays.  Enter Search Criteria:
    1. Enter your Business Unit first (otherwise no other field will display search content).
    2. Configure additional search fields as required to locate your requisition.
    3. Select Search.  The system populates the Select Requisition Lines grid with requisitions that match the criteria you entered.  To perform another search, change the criteria and select Search again.
Requisition Selection search page

The PO Calculations process does not overwrite these purchase order configurations, even if the Consolidate with Other Reqs check box on the requisition is selected.  In addition, you must specify the supplier for the purchase order, as the PO Calculations process does not select a supplier for you.

If selected, the information that you view on the Requisition Selection – Sourcing page is exactly what will be on the purchase order and each requisition line that you source will be on its own purchase order line, even if others exist for the same item.

If you want to use the Define PO Check box, you must select this check box before selecting requisitions for sourcing.  Similarly, if you don’t want to use the Define PO check box, you must clear the check box before selecting requisitions for sourcing.

Note: If a line that you have selected for sourcing on this page has been sourced to a blanket purchase order contract, you will not be able to select the Define PO check box.  Instead, you will receive a message that this option is not valid for the selected line.  This check box only applies to lines that are selected by the Inc field after you select the Define PO check box.

  1. Choose from the following sourcing Selection Options:
    1. Define PO– Select to define purchase orders using the structure of requisitions as they appear on this page, rather than allowing the system to use predefined rules.
    2. All Lines From Req– Select to source all lines from the same requisition.
    3. Check Item Available– ctcLink doesn't use this functionality currently.
    4. PO Item Supplier Option– Select No Edit Required:  The system does not verify whether selected items are defined for the current supplier on the item-supplier table.
Req selection options
  1. Use the Sourcing tab in the Selection Requisition Lines section to stage the following purchase order information:
    1. Include– Select to include the requisition line for sourcing. After you select a requisition line, it becomes unavailable for entry. To make any further changes to the requisition line, clear the check box, make the change, and select it again.
    2. Supplier ID– Select the supplier that you want to use on the purchase order. The system stores the last supplier ID, whether entered or loaded from a requisition line. If you include a line without specifying a supplier ID, the system uses the last entered supplier ID as the default. If you include a line without specifying a supplier ID and the stored supplier ID is blank, the system issues an error message. You cannot change the supplier when a contract is specified.
    3. Supplier Location– Select the supplier location used for ordering and determining the pricing location. The priority location appears by default from the item and ship to or from the item supplier.
    4. PO Qty– Displays the purchase order quantity. The quantity appears as a default value from the requisition line.  You can enter a purchase order quantity that exceeds the original requisition open quantity (oversourcing). You can also enter a quantity that is below the original requisition open quantity (partial sourcing), but only when all the requisition schedules for the line are charged by quantity.  Partial sourcing and oversourcing is possible only when the Define PO check box is selected.
    5. PO UOM– Displays the UOM that you want to use on the purchase order. The UOM appears by default from the requisition line. If you are working with an ad hoc item, you can enter any UOM.
    6. Select View Related Links to view details about the item. You can then select to view the item’s availability or substitute items.
    7. Description link – Select to view a description of the item.
    8. Req ID link – Displays the requisition ID to which this requisition line belongs.  Select the link to access additional requisition details.
    9. Line # - Displays the originating requisition line number.
    10. Procurement Card link – Displays the actual value of the procurement card assigned to the requisition.  If no procurement card was assigned to the requisition as of yet it will display Procurement Card.
    11. Select the linked procurement card value to access the Requisition Selection – Procurement Card Information page.  Use this page to override the current procurement card, view the current procurement card information or to assign a procurement card.
    12. Calc Price– Indicates whether the PO Calculations process should recalculate the price or use the price from the requisition. This should be set to N (no), the PO Calculations process uses the price from the requisition. ctcLink is not currently configured to use contracting nor has supplier catalogs available.
    13. Schedule Split- Indicates that the quantity was partially sourced.
    14. Staging Information link - Select to access the Staging Information page.  The page displays staging information for the requisitions that you selected for staging.
    15. Check for Contract button - ctcLink is not using this functionality.
  1. Use the Requisitions tab on the Selection Requisition Lines section to view details on the original requisitions:
    1. Req ID link – Select to access the Requisition Details page.
    2. Req Line button – Select to view details about the requisition line.
    3. Req Sched– Displays the schedule line number that includes this requisition line.
    4. Requisition Name– Displays the name assigned to the requisition when it was created.  If you are using eProcurement this value is carried from the eProcurement requisition to the Purchasing requisition. Requisition names assist you in identifying purchase orders associated with eProcurement requisitions.
    5. UOM (unit of measure) – Displays the unit of measure for this requisition line.
    6. Due Date– Displays the shipment due date to populate the requisition schedule.  You define the due date when you create requisition header defaults.
    7. Req Qty (requisition quantity) – Displays the number of items for this requisition line.
    8. Amount Only– Indicates that this requisition line is specified as amount only.
    9. Qty Req St (quantity requested standard) – Quantity ordered expressed in the item standard unit of measure.
    10. %Prc Tol Under (percent price tolerance under) and Price Tol Under (price tolerance under) – The under-percentage and under-amount price tolerance per unit.  This indicates the acceptable range within which the price can fall below that on the created purchase order.  The tolerance appears by default from the Maintain Requisitions – Requisitions page under the Sourcing Controls tab for the requisition.
  1. Use the Change Supplier tab on the Selection Requisition Lines section if you need to make any change to the Supplier:
    1. Change Supplier– Select this check box to activate the Change Supplier link to access the Override Selected Requisition Supplier page, where you can change the supplier on all selected lines simultaneously.
    2. Location– Supplier location used for ordering.
    3. Item– Item ID from the requisition line.  When you order an item that has a valid outstanding contract and the contract supplier is not selected for the line, the system displays a warning.  You can decide to continue the transaction using the non-contract supplier.
    4. Select All– Select this link to include all lines on the page for sourcing.
    5. Clear All– Select this link to clear the selection for all lines on the page.
    6. Split Line– This button becomes available after you change the quantity on a line that you want partially sourced.  Select to insert a new line with the unsourced requisition quantity.  You can source the remaining requisition quantity to different suppliers.
  1. To save any updates/changes select the Save button.
  1. Section complete.
Auto Sourcing Requisitions

This auto sourcing process allows you to batch source requisitions to Purchase Orders. In other words, it creates the Purchase Order from Requisitions in Batch.

The Requisitions must have a Supplier or this process will error-out.

Navigation: Purchasing > Purchase Orders > Stage/Source Requests > PO Auto Sourcing

  1. The PO Auto Sourcing search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA120_PO_AUTOSOURCING (Business Unit, Process).
  3. The PO Auto Sourcing page displays.
  4. On the Objectives tab, select the checkbox Approved Requisitions.
  5. Enter a Buyer ID (required field).
  6. Select the Options tab.
PO Autosourcing - Objectives tab page
  1. The Options tab displays.
  2. Select the Expand All link to expand areas:
    • Requisition Selection Criteria
    • Purchase Order Options
    • Additional Processing Options
Options tab select Expand All

Requisition Select Criteria

  1. Deselect the the Item ID Required checkbox.
  2. Under the Requisition Selection Criteria section, add the following criteria:
    1. Enter Business Unit (Required).
    2. Enter Origin = ONL.
    3. Enter To Business Unit (Required).

Uncheck the Item ID Required checkbox enables the results to pick up all requisitions.

Options tab page

Purchase Order Options & Additional Purchasing Options

  1. Scroll down to view the Purchase Order Options section.
  2. Select the Consolidated Method that works best for your college:
    • Business Unit, Supplier
    • Business Unit, Supplier, Buyer
  3. Select the Origin = ONL.
  4. Optional to enter a Purchase Order Date. If left blank, the system will default to the current date.
  5. The following options are marked checked by default and should remain checked:
    • Pre-Approve Supplier..
    • Build POs as Approved.
    • Allow Dispatch When Appr.
  6. In the Addition Processing Options section, select additional process options per your college business practice decisions, i.e. Run Budget checkbox.
  7. Select the Save button.

The Pre-Approve Supplier must be checked.

Purchase order and additional processing options
  1. Select the Run button.
  2. The Process Scheduler Request window opens with the Automatic Purchasing Sourcing process checked. Please refer to the Process Schedule Request steps for further instructions.
  3. Select OK.
Process scheduler request window
  1. Once the process runs to success, return to the PO Auto Sourcing page and select the Results tab.
  2. Use the Select Status to View drop down arrow to select an option:
    • All.
    • Complete.
    • Error.
    • In Process.
    • Requires Supplier Approval.
    • Staged / Recycled.
  3. Then select the Retrieve button to view results.
Results tab
  1. The Sourcing Results displays. Optional to drill down into the Stage Status line item link to view details.

If Requisition results in an Error Stage Status, navigate back to your requisition to review/update/correct error or utilize the Sourcing Workbench to resolve.

Results tab page
  1. Section complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Auto Sourcing Requisitions. This link will open in a new tab/window.

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