Requisition to PO Process

  • Step
    1

    A requisition is created by the campus user via a catalog (punchout) or non catalog* purchase

  • Step
    2

    The requisition is submitted for approval and goes through system validation (budget check)

  • Step
    3

    The requisition enters workflow, starting with department approval

  • Step
    4

    Once workflow steps are complete, req runs through final validation and converts to a PO 

  • Step
    5

    Fully liquidated POs will close 5 days after the final voucher is paid

*Non catalog purchases are made using a guided buying form

The UPST Procurement team supports and provides customer service on all matters relating to the purchasing of goods, equipment, and services. The Procurement Specialists team supports the University community through knowledge and use of best practices while ensuring compliance with the University's Procurement Policy.

BuyWays is the online system for the purchase of goods and services within the University. It supports both catalog (supplier punchout) and non-catalog purchases. You are encouraged to make BuyWays your first stop when looking to purchase goods and services for use within the University. 

Commodity Crosswalk and More

Need to find a commodity or account code? You can do so quickly and easily using the Commodity & Account Code Crosswalk tool!

Need help finding a particular item, product, or service? UPST, working with the MHEC, has established a Quote Desk to assist you.

BuyWays

To gain access to BuyWays, UMass employees are required to take the Shopper/Requisitioner Training and complete individual campus requirements. See the Trainings and Information Sessions page for more information.

If the purchase requires a contract or university signature it must be uploaded through the contract request module before the requisition is created. Please visit the Contracts Page for more information.

Types of Orders

Catalog Orders

Catalog orders are created by using the supplier punchouts in BuyWays. The Preferred Supplier punchouts are accessed by selecting the appropriate Purchasing Category on the Guided Buying Dashboard. 

Non-Catalog Orders

Non-catalog orders are entered by using the Guided Buying forms located under the Purchasing Links section of the BuyWays home page.

Direct Payments

The Direct Payment Form is a way to request payment for goods or services when the transaction does not warrant the issuance of an official PO. 

Change Requests

Changes to an active Purchase Order (PO) can be entered into BuyWays if the request meets certain standards.

Changes to a PO can include:

  • Updating speedtype/account codes
  • Increasing or decreasing amount/quantity
  • Adding new lines

To ensure your change request meets the criteria, please review the Change Order Standards & Flowcharts.

Foreign Sourced Goods (Imports)

Before you place an order/create a purchase order (PO) for a foreign sourced good /import, contact the UMass Customs Broker, Redge Suller of Air Imports-Highland Forwarding USA (import1@highlandforwarding.com) to ensure that appropriate documentations and full costs are factored in before the order is placed

Ensure that UMass Export Controls department within the Office of the General Counsel (OGC) is notified to for securing appropriate permits

Amazon

Please note that Amazon.com and Amazon Web Services (AWS) are not the same vendor. Purchases from Amazon.com cannot be ordered via a PO at this time.

Job Aids & Resources

Create a Blanket Order
Demonstrates the process of creating a blanket order. Blanket orders are used for services where multiple invoices of varying amounts are expected...
Create a Catalog Order
Demonstrates the process of purchasing through one of BuyWays punchout catalog suppliers.
Creating a Change Request
Demonstrates how to properly submit a change request for an existing purchase order (PO). Changes include: updating accounting codes, updating amounts...

More job aids are listed in the table below.
Get additional resources for Req to PO, including videos, templates and reference guides

Resource Brief Description of Training Resource
Adding Additional Line Items Job Aid: Demonstrates how to add an additional line item when using a good or services form.
Airgas Punchout Training Guide Job Aid: Provides instructions on how to use the Airgas punchout catalog in BuyWays.
Change Request - Adding a New Line to a PO Job Aid: Demonstrates how to add a new line to a PO.
Change Request - Entering Chartfield Information at the Line Level Job Aid: Demonstrates how to change the chartfield information for single lines. This is usually done when the speedtype/account code will be different from all other lines of the purchase order.
Change Request - Relinking a Contract Job Aid: Demonstrates how to update/relink a contract. Relinking a contract is required when a PO change request involves an increase or extension to a contract.
Change Request - Send an Updated PO to a Vendor Job Aid: Demonstrates how to change your PO to send an updated copy to the vendor.
Change Request - Updating a Line That Contains a Form Job Aid: Demonstrates how to update lines within a form. Once in the form you can update price, quantity, description, and dates.
Change Request - Updating Chartfield Information on a Line That Has Been Vouche… Job Aid: Demonstrates how to update the chartfield information on a PO that has been vouchered.
Create a Blanket Order Job Aid: Demonstrates the process of creating a blanket order. Blanket orders are used for services where multiple invoices of varying amounts are expected against the PO.
Create a Catalog Order Job Aid: Demonstrates the process of purchasing through one of BuyWays punchout catalog suppliers.
Creating a Change Request Job Aid: Demonstrates how to properly submit a change request for an existing purchase order (PO). Changes include: updating accounting codes, updating amounts and quantities, and updating quantity orders that have been vouchered.
Creating a Cost Receipt Job Aid: Describes how to create a cost receipt. This is necessary to mark a purchase or service as received after it has been completed. Cost receipts only apply to blanket order POs.
Creating a Quantity Receipt Job Aid: Describes how to create a quantity receipt. This is necessary to mark a purchase or service as received after it has been completed. Quantity receipts only apply to non-blanket POs.
Creating a Vehicle Lease Requisition Job Aid: Describes the components required for a proper leasing order.
Direct Payment Categories Job Aid: A list of categories/items that can be submitted through a direct payment form.
Direct Payment Process Job Aid: Demonstrates how to complete a direct payment form in BuyWays.
Fisher’s Quote-to-Cart Process Job Aid: Demonstrates the process to receive an eQuote from Fisher Scientific.
Manually Sending a Purchase Order Job Aid: Instructions for manually sending a Purchase Order to a supplier.
MBCL Portal Access Job Aid (UMass Chan Medical School only) Job Aid: Describes how UMass Chan users can access the MBCL portal.
Non-Catalog Purchase: Goods Only Purchases Job Aid: Demonstrates the process of purchasing goods only through BuyWays.
Non-Catalog Purchase: Services & Services + Goods Purchases Job Aid: Demonstrates the process of purchasing services (or services and goods) through BuyWays.
Review and Approve a Requisition Job Aid: Describes the process for reviewing and approving a requisition in BuyWays.
Review and Approve Change Order/Request Job Aid: Demonstrates how to approve a change order/request in BuyWays.
Reviewing and Approving Invoice Match Exceptions Job Aid: Describes how to review and approve invoice match exceptions in BuyWays.
Search a BuyWays Query Job Aid: FYE (Year-End PO/Encumbrance) Search Query.
Splitting Accounting Codes Job Aid: Describes process for splitting account codes in BuyWays.
SupplyLogic (SLWM) Frequently Asked Questions (FAQs) Job Aid: Frequently asked questions regarding SupplyLogic.
Toshiba Copier Process Job Aid: Describes the process of creating an order with Toshiba.
WB Mason Employee Purchase Program Overview Job Aid: Describes the WB Mason Employee Purchase Program and its important information.
WB Mason Employee Purchase Program Starter Guide Job Aid: Details the process for utilizing the WB Mason Employee Purchase Program.
 Purchase Order Close Request Process Job Aid: Demonstrates the process for closing a purchase order (PO).

Forms

Resource Brief Description of Training Resource
Alcohol at Events (Boston Only) Form: Concur Request is to be used by Boston campus users when conducting an event that will have alcohol.
Alcohol at Events Form (Dartmouth Only) Form: DocuSign form to be used by Dartmouth campus users when conducting an event that will have alcohol
Alcohol at Events/Events Over $500 Form (Amherst Only) Form: DocuSign form to be used by Amherst campus users when conducting an event with alcohol or an event that will cost more than $500.
Alcohol at Events/Events Over $500 Form (Lowell Only) Form: DocuSign form to be used by Lowell campus users when conducting an event with alcohol or an event that will cost more than $500.
Alcohol at Events/Events Over $500 Form (President's Office Only) Form: DocuSign form to be used by President's Office users when conducting an event with alcohol or an event that will cost more than $500.
Events over $500 (Boston Only) Form: Concur Request is to be used by Boston campus users when conducting an event that will cost more than $500.
Events over $500 Form (Chan Only) Form: DocuSign form to be used by Chan campus users when conducting an event that will cost more than $500.
Events Over $500 Form (Dartmouth Only) Form: DocuSign form to be used by Dartmouth campus users when conducting an event that will cost more than $500.
Grant and Non-sponsored Request Form Form: Form for any request/inquiry regarding grant sponsors, UMPO grants management, and non-sponsored customers.
Missing Receipt Form Form: DocuSign form to be used and uploaded with your bank card statement if you are missing a receipt.
No-Bid Justification (NBJ) DocuSign Form Form: Form used when filling a No Bid Justification (NBJ) or an exception to competitive procurement.
Non-Employee Travel Documentation Form (Amherst Only) Form: Amherst Only - Form used to document non-employee travel expenses incurred on a UMass Bank Card.