Create a Receive by Dollar Amount Requisition in NUFinancials

This Job Aid walks Requesters through the process of creating a Receive by Dollar Amount Requisition.

Create a Receive by Dollar Amount Requisition

1. Log in to NUFinancials: nufin.northwestern.edu.
2. Click Requisition.
3. Click Create New Requisition.
4. Click Special Requests for Non-Catalog Requisitions.
   • These fields provide information that NUFinancials includes in the purchase order after the requisition is approved. Required fields are denoted by the asterisk *.

Note: The University does not use the Due Date field.

5. Enter *Item Description. The description you enter should match the source description of the product.
6. Enter *Price. Enter an amount equal to the total known or estimated amount of the line.
7. Enter *Quantity. For all Receive by Dollar Amount requisitions, always enter 1.
8. Enter *Unit of Measure. For all special requisitions, always enter EA.
9. Click the Category magnifying glass to look up the categories.
   • Click the Category link that best describes the kind of non-catalog item you are requisitioning.

Note: To select the category of capital goods, select the appropriate asset category.

10. Click the Supplier Name magnifying glass to run a search for the supplier directly from this field.
11. Type the name of the Supplier in the Name field.
12. Search results appear in Supplier Search. Click the Supplier ID link to select the vendor.
13. In Supplier Item ID, type the supplier catalog identification, if applicable. This could be the catalog number, quote number, or other unique identifier provided by the supplier. Not all suppliers utilize a supplier catalog ID, so you may not need to enter it.

Note: Manufacturer Section: NOT in Use.

Note: If needed, type comments into Additional Information. Comments are applicable to the line item and not the entire requisition.

14. Click the Send to Supplier checkbox if the comments should be sent to the supplier on the purchase order.
    • Show at Receipt box is not typically used or generally recommended.
    • Show at Voucher is not used and should not be selected
15. Click Add to Cart to add the item to your shopping cart.

16. This will appear as 1 Line next to the shopping cart icon at the top.

Note: To add another line item to the non-catalog requisition, follow the previous steps to enter the item and product information. Notice that the shopping cart lines keep track of your previous line items and totals. You can also click the “Add another Item” button.

17. When you are finished adding line items, Click Checkout at the top of the page.
18. Enter Requisition Name.
19. Enter Requisition Type
    • Click on the Requisition Type magnifying glass.
    • Select Receive by Dollar Amount.
20. To add an Attachment, click Add next to the comment bubble.
21. Click Add Attachments.
    1. Once you’ve uploaded the attachment, click OK.
22. To view the section that contains the Ship To and Chart String fields for a line item, click the Triangle next to that line item.
23. Click the magnifying glass next to Ship To: to look up the ship to code.
    • A Look Up window appears.
    • In the Description field, type the first letters of the department name
    • Click Look Up.
    • Click the Ship To Location code that matches your department. If there is more than one location for your department, select the one that designates the appropriate drop-off location / delivery
24. At this time, you can customize input into the Attention To Your name will automatically populate which can be deleted.
25. Enter chart field information by clicking the triangle next to Accounting Lines if not already expanded.
26. Then click Chartfields2.
27. In Fund, type the Fund number.
28. In Dept, type the Department code.
29. Scroll right to view Account. In Account, type the Account code.
30. To add another chart string, click on the + sign at the end of the chart string row.

Note: For receive by dollar amount requisitions (blankets, grant subcontracts, and receive by dollar amount) e, you must select the Amount Only checkbox for each line in Line Details. 

31. Click the Line Details icon  . (Located at right of each requisition line).
32. Select the Physical Nature (Goods or Services).
33. Select the Amount Only checkbox.
34. Click OK.
35. You can enter Requisition Comments if you like, but it is not required.
    1. Approval Justification is used to send comments and additional information to approvers
36. Scroll down and Click Check Budget.
    2. The budget check ensures the chart string(s) is valid and has no spending controls against it that would prevent you from submitting the requisition.
    3. Successful budget checking pre-encumbers or earmarks the funds.
37. A pop-up message appears regarding saving and budget checking the transaction. Click OK.
38. When finished budget checking, a Budget Checking Status appears.
39. Click Save & Submit.
40. After you Save & Submit, a Confirmation page appears.
    4. The Requisition ID is available on this page. This is for internal use ONLY.
    5. The Requisition is submitted to workflow for approval.

For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) or email servicedesk@northwestern.edu.