Step by Step Guide
MS Outlook Order Requisition 2014
1. Once in Outlook click the New Items button
2. Select More Items from the dropdown menu
Page 1 of 5
3. Click Choose Form… from the second dropdown menu
4. The Choose Form pop-up box will appear, click SAP Order Form VAT 20 and click Open
Page 2 of 5
Page 3 of 5
5. Complete the requisition as follows;
To..
Address all requisitions to the appropriate Faculty/Services Resources Team.
Authorised By
Leave this box blank – the Resources Team will seek the relevant authorisations based on the coding
and value of your order.
Originator
Enter your name or the name of the person you are submitting the requisition on behalf of. Please
note this is the person we will direct updates and queries to.
Subject
You may append or replace the subject line with a description of your requisition for your own
reference
Header Text
Information you add here will appear on the purchase order that goes out to the vendor. If you have
a quote reference or an individual you’d like the order marked for the attention of, please enter this
here.
Header Notes
Please enter any local information here – for example, if an item needs to be PAT tested or asset
numbered, please note this here.
Vendor Details
Please add as much information as you can here as this will speed up the procurement process,
especially if a new vendor is to be engaged. Adding a contact email address or telephone number in
the Contact field would also be beneficial. If the item or service is to be purchased online, please
copy the URL into the Contact field.
Delivery Details
Enter your delivery details here. Please note that there are fixed delivery addresses for certain items
where these items are goods receipted, however entering the address you’d like the item delivered
to will mean we can distribute items once this is done.
Message
Please use this field to provide context of your procurement request. This information will be used
in the approval and authorisation process. Please also use this box to give any information on any
optional items involved with the procurement activity, i.e. size, colours, finish, etc.
Currency
Alter where appropriate
SAP PO No., Tracking Ref, Date on SAP, GRN No.
These fields are for use by the Resources and Procurement teams
Total Cost Exc. Total Cost Inc.
These fields are calculated based on the values given in the line items. If your procurement request
relates to VAT exempt goods or services, please contact the Resources Office for support.
Page 4 of 5
Delivery Date
Enter the required delivery date here. If this is left blank, the order will be processed within the
usual time frame and delivery will requested as soon as possible.
Description
Please include full description of goods/services required i.e. item references, catalogue numbers,
URLs, etc. where appropriate.
Quantity, Net Price
Quantity of items and price per unit
Total Cost
This is a calculated field
Material Code, GL Code
This will be added by the Resources team.
CC Code, IO Code
The Cost Centre (CC) Code and Internal/Statistical Internal Order (IO) Code are used by the
Resources team to identify the approval and authorisation route, and by Finance to post the costs to
the correct budget, and are therefore mandatory fields. Requisitions submitted without CC and/or
IO will be returned to the Originator.
6. When completed, click Send to submit your request. The Resources team will manage the
approval and authorisation process, keeping the originator up to date with progress.
Please note the University Purchasing regulations & Thresholds must be followed for all
procurement processes. The originator should consider the most appropriate route to procure, in
line with the guidance set out below:
Page 5 of 5