Requisition to PO Process
-
Step1
A requisition is created by the campus user via a catalog (punchout) or non catalog* purchase
-
Step2
The requisition is submitted for approval and goes through system validation (budget check)
-
Step3
The requisition enters workflow, starting with department approval
-
Step4
Once workflow steps are complete, req runs through final validation and converts to a PO
-
Step5
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 & Account Code Crosswalk
Need to find a commodity or account code? You can do so quickly and easily using the Commodity & Account Code Crosswalk tool!
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
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.
Create a Catalog Order Job Aid
Demonstrates the process of making a purchase through one of BuyWays online vendor catalogs (also called punchout sites)
Create a Blanket Order Job Aid
Demonstrates the process to create a blanket order. Blanket orders are used for services where multiple invoices of varying amounts are expected against the PO
| Job Aid/Resource | Purpose |
|---|---|
| Requisition to Purchase Order (Req2PO) Reference Guide | Overall reference guide for the Req2PO process |
| Non-Catalog Purchase: Goods Only Purchases | Demonstrates the process of purchasing goods only through BuyWays |
| Non-Catalog Purchase: Services & Services + Goods Purchases | Demonstrates the process of purchasing services (or services and goods) through BuyWays |
| Creating a Change Request - VIDEO | Provides a visual example of how to properly submit a change request for a PO |
| Change Request - Adding a New Line to a PO | Demonstrates how to add a new line to a PO |
| Change Request - Entering Chartfield Information at the Line Level | 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 | 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 | Demonstrates how to change your PO to send an updated copy to the vendor |
| Change Request - Updating a Line That Contains a Form | 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 Vouchered | Demonstrates how to update the chartfield information on a PO that has been vouchered |
Forms
| Form | Purpose |
|---|---|
| Alcohol at Events Form (Boston Only) | Docusign form to be used by Boston campus users when conducting an event that will have alcohol. |
| Alcohol at Events Form (Dartmouth Only) | 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) | 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) | 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) | 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 Form (Boston Only) | DocuSign form to be used by Boston campus users when conducting an event that will cost more than $500. |
| Events over $500 Form (Chan Only) | 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) | DocuSign form to be used by Dartmouth campus users when conducting an event that will cost more than $500. |
| Missing Receipt Form | DocuSign form to be used and uploaded with your Bank Card statement if you are missing a receipt. |
| Non-Employee Travel Documentation Form (Amherst Only) | Form to be used by Amherst campus users to document non-employee travel expenses incurred on a UMass Bank Card. |
