Requisitions & Purchase Orders

Using the Standard University Purchasing Process

The Requisition / Purchase Order process is the University’s standard method for purchasing most goods and services through Workday. A requisition is a request submitted by the department and, once fully approved, is converted into a Purchase Order issued by the University to the supplier. Purchase Orders are part of the larger procurement lifecycle, which may include requisition creation, approval, Purchase Order issuance, receiving, invoicing, and payment.

The Purchase Order is the official authorization for the supplier to provide the approved goods or services when a fully executed contract or other approved authorization is not already in place. Departments should not allow a supplier to begin work, deliver goods, or provide services until a Purchase Order, fully executed contract, approved change order, or other required authorization is in place. Starting work before proper authorization may create compliance risk and payment delays.

When to Use a Requisition / Purchase Order

The Requisition / Purchase Order process is the University’s standard purchasing method for most goods and services. It should be used when a purchase does not qualify for another approved purchasing or payment method, such as P-Card, Supplier Invoice / Direct Pay, Travel Card / Expense Report, or another authorized process.

If a signed contract, sourcing event, Waiver of Advertising, Board of Trustees approval, contract amendment, or other approval is required, the applicable review or approval process must be completed before the related requisition is submitted when required. These approvals do not necessarily authorize the supplier to begin work. Unless a fully executed contract or other approved authorization is already in place, the Purchase Order generally serves as the authorization for the supplier to proceed.

If a signed contract, sourcing event, Waiver of Advertising, Board of Trustees approval, contract amendment, or other Workday Strategic Sourcing (WSS) based procurement review is required, that process must be completed before the related requisition is submitted. These approvals do not necessarily authorize the supplier to begin work. Unless a fully executed contract or other approved authorization is already in place, the Purchase Order generally serves as the authorization for the supplier to proceed.

General Requisition Process Overview

The procurement process may vary depending on the purchase type, dollar value, supplier, contract status, and applicable procurement requirements. However, the general stages below apply to most Requisition / Purchase Order purchases.

The department identifies the goods or services needed and gathers applicable supporting documentation, such as quotes, contracts, scopes of work, cooperative contract information, waiver information, sole source documentation, or other required materials. Departments should also review Active Supplier Contracts and applicable punch-out catalogs to determine whether an approved supplier contract or ordering method is already available.

Before submitting a requisition, confirm that sufficient budget is available using applicable Workday reports, such as the R002 Budget Report or applicable grant budget reports. Continue to verify that the supplier is active in Workday using the Find Suppliers report. If the supplier does not exist, is inactive, or requires updates, refer to the Supplier Onboarding & Maintenance page before submitting the requisition. 

The requisition is the formal request submitted in Workday by the requester. The requisition should include details regarding the goods and/or services being purchased, including cost and quantities, if applicable, the correct spend category, requisition type, worktags, supplier information, and other required information.

A complete requisition should include a clear description, accurate amount, appropriate spend category, correct worktags, and required supporting documentation. The requisition type should align with the applicable procurement method, and required documentation should be attached to the requisition before submission. The item description should clearly describe the goods or services being purchased because this information may print on the Purchase Order issued to the supplier.

For step-by-step instructions on creating a requisition in Workday, refer to the Workday Procurement Life Cycle Job Aid.

The requisition routes through applicable approvals, which may include Cost Center Manager approval, Grant Manager / Principal Investigator approval, specialty approvals, Procurement Services review, and other required approvals. Approvers serve as a key control point and are responsible for reviewing the request for completeness, appropriateness, supporting documentation, and compliance with University policy.

Once the requisition is fully approved, it is converted into a Purchase Order and issued to the supplier. The Purchase Order includes the approved goods or services, pricing, terms, and conditions, and serves as the supplier’s authorization to proceed. The supplier should not begin work, deliver goods, or provide services until the Purchase Order has been issued.

The supplier provides the goods or performs the services described on the Purchase Order. The department is responsible for confirming that the goods or services are provided as ordered and in satisfactory condition.

The department confirms in Workday that goods or services were received or performed as ordered. Receiving is an important step before payment can be processed in applicable transactions. For goods, departments generally receive by quantity. For services, departments generally receive by dollar amount. Missing or incomplete receiving information may delay payment.

The supplier submits the invoice to Accounts Payable at invoices@montclair.edu and should include the Purchase Order number.  Payment requires a three-way match between the following:

  • Purchase Order (PO)
  • Receipt / confirmation of goods or services received
  • Invoice / supplier bill

Missing Purchase Order numbers, receiving information, or invoice details may delay payment.

Departments are responsible for helping manage the lifecycle of their requisitions and Purchase Orders. This may include tracking requisition status, completing receiving, requesting change orders when needed, resolving match exceptions, processing returns, and closing Purchase Orders or PO lines when appropriate. Changes to an issued Purchase Order may require a change order and additional approvals. Purchase Orders or PO lines should only be closed after confirming the appropriate supplier notification, receipt, payment, invoice, return, and closeout considerations have been addressed. Departments can use Workday reporting, such as the Requisition Lifecycle Report or applicable Workday dashboards, to track the status of requisitions, Purchase Orders, receipts, invoices, and payments.

Avoiding Confirming Orders / After-the-Fact Purchases

A Confirming Order, also referred to as an After-the-Fact purchase, occurs when a department commits the University to buy goods or services before the required authorization has been issued, such as a Purchase Order, fully executed contract, or approved change order. Confirming Orders are not permitted under University policy.

To avoid Confirming Orders:

  • Submit requisitions before the supplier begins work or provides goods or services.
  • Attach the quote, proposal, agreement, or other supporting documentation to the requisition.
  • Use Workday Strategic Sourcing (WSS) for contracts, sourcing events, delegated waiver / BOT requests, and procurement contract requests when required.
  • Use a Blanket Purchase Order where appropriate for recurring, routine, or usage-based purchases.
  • Review Supplier Invoice / Direct Pay categories to confirm whether a purchase is eligible for non-PO processing before proceeding.

Requisition / Purchase Order Resources

For additional guidance, refer to the following resources:

Detailed guidance covering requisitions, Purchase Orders, budget checks, supplier confirmation, receiving, change orders, returns, and requisition lifecycle reporting. 

Reference guide explaining Workday requisition types, procurement methodology, required documentation, and threshold considerations. 

Step-by-step guidance for using the Requisition Worklet, creating requisitions, completing questionnaires, checking requisition status, and reviewing ordering, receiving, and invoicing information.  

Guidance regarding purchases made before required authorization has been issued, including escalation procedures and how to avoid confirming orders. 

Guidance on when Blanket Purchase Orders may be appropriate for recurring, routine, or usage-based needs when approved by Procurement Services. 

Step-by-step guidance how to determine the correct method for closing purchase orders or PO lines while ensuring receipts, payments, supplier notifications, and invoices are handled correctly before closing. 

Identifies the Procurement team member assigned to each spend category and can be used to determine the appropriate buyer for specific requisitions and purchases.

Other related Job Aids may be found at this site.