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.

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 theFind an Existing Valuetab to enter an existing Run Control ID and select theSearchbutton. If this is the first time running this process or report, select theAdd a New Valuetab to create a new Run Control ID and select theAddbutton.
    • NOTE: It is important to note thatRun Control IDscannot 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. The Item ID Required is automatically unselected and is view only.
  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 Additional 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 theProcess Schedule Requeststeps 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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