Requisitioning Non-Catalogue Items
Occasionally you will need to purchase item(s) that are not available in the University catalogue, when you engage the
services of a consultant for example. In these instances you will need to create a non-catalogue requisition, it will be sent
for approval, and then sent to a Buyer at your Business Centre. The Buyer receives any non-catalogue requisitions you
raise and manually creates the purchase orders to be sent to the relevant supplier for each non-catalogue requisition as
appropriate.
Note: the Buyer also has the option of returning the non-catalogue requisition; they would do so if the items are available
from the catalogue, if the requisition details are incomplete, or where the Buyer is authorised to make the purchase using
a University credit card (in accordance with University purchasing policy). You will receive a workflow notification of any
returned non-catalogue requisitions along with the reason that the Buyer has rejected them. Returning Non-Catalogue
Requisitions is a Buyer process and is covered in more detail by the Returning Non-Catalogue Requisition reference card.
This reference card covers the steps required to create a non-catalogue requisition.
Create a Non-Catalogue Requisition
1
Log into Themis, select the iProcurement responsibility.
The Shop, Stores Home Page will display.
2
Select the Non-Catalog Request link under the Shop tab
The Non-Catalog Request screen displays.
3
Complete the field details as indicated in the table below.
Field
Action
Comment
Item Type
From the drop down list, select either;
Goods billed by quantity is used if you want to
purchased multiple goods of the same type and
price i.e. 10 books by Author Bryce Courtenay at
$25.
Goods or services billed by amount is used
where a supplier is quoting a lump sum for all goods
or services i.e. the supplier quotes to do work for a
project at $10,000.
Services billed by quantity is used when a
supplier is billing for their services by the hour i.e. a
consultant might quote 500hours at $95 per hour.
•
•
•
Goods billed by quantity
Goods or services billed by
amount
Services billed by quantity
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Field
Action
Comment
Item Description
Type a clear description of the item(s)
you wish to purchase.
Note: this is a free text field. It is important to enter
a clear concise description of the item(s) to be
purchased so that the Buyer can understand your
required purchase and complete the purchase order
accordingly.
Category
From the drop down list, search for all
categories beginning with ‘NON CAT’
to retrieve all the non-catalogue
category options and select the
appropriate category from the
retrieved listing.
For example, if you are raising a requisition to
engage a consultant you would select the category
‘NON CAT-CONSULTANT SERVICES’.
Quantity
Enter the number of goods or hours of
work as appropriate to the Unit of
Measure selected in the field below.
For example, if your Unit of Measure (UOM) field is
set to ‘Each’ the Quantity field relates to the number
of items to be purchased, whereas if your UOM field
is set to ‘Hour’ the Quantity field relates to the
number of hours quoted.
Unit of Measure
From the drop down list, select the
appropriate Unit of Measure option.
Some options you may require are; Hour, Each,
Packet, Ream, Meter.
Unit Price
Enter the price per Unit based on the
UOM selected above.
For example, if ordering a quantity per meter, enter
the price of 1 meter.
Currency
Defaults with AUD but can be
changed if required.
If the goods or services are purchased using a
foreign currency select the relevant currency from
the drop down list. For example, if purchasing items
using British Pounds you should change the
currency to GBP.
RFQ Required
checkbox
Request for Quotation is
communicated to the supplier.
This function is not used at the University.
Negotiated
checkbox
Indicates that the line is from a
negotiated source.
This function is not used at the University.
Exchange Rate
Type
Defaults as ‘Corporate’ and should be
left as defaulted.
Note: this field will only appear if you have selected
a foreign currency in the Currency field above.
The University uses the Corporate rate setting for
the daily foreign currency rates entered in Themis.
Exchange Rate
Date
Select the date when the exchange
rate was negotiated for the purchase.
Note: this field will only appear if you have selected
a foreign currency in the Currency field above.
Contract Number
Not required to be entered.
New Supplier
checkbox
Check this box only if the supplier is
new and does not have a current
supplier account with the University.
Supplier Name
From the drop down list, select the
supplier from whom you wish to order
the item(s).
For a new supplier, type in the
supplier name.
Note: the category selection made here will
determine the natural account that is populated into
the natural account segment of the charge account
string.
All suppliers that have a current supplier account
with the University will be available to choose from.
Note: for new suppliers, you must first complete the
‘New Local Supplier Request/Amendment’ form or
the ‘New Overseas Supplier Request/Amendment’
form with the suppliers Name, contact details, ABN
and Banking details. You can then attach the
completed form to the requisition instead of
populating all the supplier fields (see the adding
attachments step 11 below). The Buyer will then
use the completed form to raise an on-line request
to have Supplier Maintenance create the supplier
account in Themis. Once, the supplier is created in
Themis the Buyer will create the purchase order.
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Field
Action
Comment
Site
Defaults based on your selection in
the Supplier Name field above.
Note: for a new supplier you leave this blank and
refer the Buyer to the attached ‘New Supplier
Request/Amendment’ form.
Contact Name
Defaults based on your selection in
the Supplier Name field above.
Note: for a new supplier you leave this blank and
refer the Buyer to the attached ‘New Supplier
Request/Amendment’ form.
Phone Number
Defaults based on your selection in
the Supplier Name field above.
Note: for a new supplier you leave this blank and
refer the Buyer to the attached ‘New Supplier
Request/Amendment’ form.
Supplier Item
Leave blank
Click the Add to Cart button.
The added item will now appear in your Shopping Cart on the right of the screen.
5
Click the View Cart and Checkout button.
The Shopping Cart screen displays with added item(s).
Note: you can still update the quantity here if needed.
6
Click the Checkout button.
A Requisition is created and opens at the Requisition Information screen, the first stage of the completion of the requisition
details.
Note: the progression bar at the top of the screen shows you the stage of requisition completion i.e. beginning with the
Requisition Information stage and ending with the Review and Submit stage.
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7
Complete the Delivery and Billing details as indicated in the table below.
Field
Action
Comment
Enter the date you need the items to
be delivered by.
The systems measures the supplier’s delivery
performance based on how close to your Need-By
Date they deliver the items to you. A 2 days
threshold has been set as the Need-By Date Offset
default. Therefore if the items are delivered within 2
days of your Need-By Date the supplier has met the
delivery requirements in a timely manner.
Delivery
Need-By Date
Note: This field setting is merely for information
purposes only. Whatever date you enter here, and
regardless of whether the items are delivered on
time or are late, you will still be able to receipt the
items against the requisition once they are received.
Requester
Defaults with your name but can be
changed if required.
Note: If you are ordering items for someone else
you should change the Requester to the name of
the person for whom you are ordering the items.
Deliver-To Location
Defaults with your location but can be
changed if required.
Note: If you are ordering items for someone else
you should change the Location to the address of
the person for whom you are ordering the items.
Suggested Buyer
Enter the Buyer name belonging to
the appropriate Business Centre.
To do so you can either, enter their
last name and press Tab on the
keyboard, or search and select them
from the drop down list.
Billing
Project
Leave blank, this feature is not used
at the University.
Task
Leave blank, this feature is not used
at the University.
Expenditure Type
Leave blank, this feature is not used
at the University.
Expenditure
Organization
Leave blank, this feature is not used
at the University.
Expenditure Item
Date
Leave blank, this feature is not used
at the University.
Charge Account
Defaults from your HR record or from
your primary account preferences but
can be changed if required.
With the exception of the natural account segment
the remainder of the charge account string can be
updated as appropriate to the item(s) being
purchased.
Note: the natural account segment updates
automatically based on the category of the item you
are purchasing and should not be changed.
Tax Classification
Code
Defaults based on the item you are
purchasing but can be changed if
required.
For example, if the item is purchased from a local
supplier the field will default as ‘GST’, however, if
the supply is from overseas the field will default as
‘FREE-GST’.
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8
Click the Next button.
The Approvals screen displays showing the people assigned to the requisition as approvers.
For this example there are two approvers assigned.
Important: different levels of approval apply depending on the total cost of the requisition and the rules established by your
Faculty or Division.
The following Approval settings apply;
Auto-approval within the Preparers financial delegation
If the grand total of the requisition items is within your level of financial delegation, then no financial approver will be assigned to
the requisition. In this instance the requisition will automatically be approved based on your delegation level. However you do
have the option of manually adding additional approvers if required using the Manage Approvals button.
Assigned Approvers above the Preparer’s financial delegation
If the grand total of the requisition items is above your level of financial delegation, another approver next in line in the approval
hierarchy will automatically be assigned against the requisition.
Added Reviewer
In some instances your Faculty or Division may require an additional non-financial Reviewer to approve the requisition, if so you
can add people with a Reviewer role to the requisition using the Manage Approvals button.
To add additional approvers please refer to the section below on Adding an Approver to a Requisition, otherwise proceed to
step 9 below.
9
Enter a reason for making the purchase into the Justification field.
Note: the comment you enter here will be visible to the approver and should be a clear concise statement of why you are
making the purchase.
10
Enter instructions to the Buyer in the Note to Buyer field.
Note: the comment you enter here will be visible to the Buyer and should provide any extra information you want to send to the
Buyer to support the purchase.
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11
If applicable, click the Add Attachment button to add any supporting documentation to the requisition.
The Add Attachment form opens.
Note: if the requisition is for a new supplier, attach the completed ‘New Local Supplier Request/Amendment’ form or the ‘New
Overseas Supplier Request/Amendment’ form here.
Enter a document name in the Title field, click the Browse button and locate the file in your local directory, select the file name
and click Open to populate the File field then click Apply to add the attachment to the requisition.
The Approvals screen is returned.
Note: in addition to adding a file attachment you may add a written attachment to send a note to the supplier, to provide special
delivery instructions for example. To do so, select the ‘To Supplier’ option from the Category drop down list, select the ‘Text’
option in the Define Attachment section and type in your instructions to the supplier in the free text field.
12
Click the Next button to proceed.
The Review and Submit screen will display showing a requisition summary.
Here you have an opportunity to review the requisition details before going ahead and submitting it for approval. Should you
need to correct any of the details you can do so using the Back button to return to the previous screen(s) that require changes.
13
Click Submit.
Note: once submitted, the requisition will either be automatically approved (if within your delegation level) or sent to the first level
approver in the hierarchy.
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Adding additional approvers to a requisition
1
Complete steps 1 to 8 of the Create a Non-Catalogue Requisition steps outlined above.
The Approvals screen displays showing the people assigned to the requisition as approvers.
For this example, we can see that there is only one approver assigned against the requisition.
2
Click the Manage Approvals button.
The Checkout: Manage Approvals screen displays.
3
4
Select the Insert Approver option under the Actions area.
Enter the name of the person to be added into the Approver field.
You can do so by typing their last name i.e. ‘BELL’ and pressing Tab on the keyboard, or by using the Search icon to locate
them in the staff listing.
5
From the Add to Location drop down list, select the position in the approval hierarchy where the new approver is
to be situated.
For example, we are adding Sandy Bell as an approver, and have elected to place her after Beena Mattam in the approval
position as shown in the screen shot below.
6
Click Submit.
The Approvals screen is returned showing the person added as an approver against this requisition.
7
Complete the remaining steps 9 and 13 of the Create a Non-Catalogue Requisition steps outlined above.
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