Entering, Approving, Receiving Requisitions/Purchase Orders

Entering a Requisition
Approving a Requisition
Receiving a Purchase Order


Entering a Requisition

  • Log onto the St. Lawrence University Portal
  • Select Requisitions
  • Select Enter a Requisition for Goods and Services
  • Enter name or ID of vendor if you wish to designate a specific vendor and click submit.  Users wishing to order from a new vendor not used by St. Lawrence University before need to obtain a completed W-9 form from the vendor and forward to Purchasing with a request to add the vendor to Colleague.
  • System will list possible vendors(s).  Select the correct one and click submit.
  • System will prepopulate some fields with date.  Enter information such as description and quantity and price if known.
  • Cost center field displays a drop down selection of 10 digit accounts for which the user may enter requisitions. Continuing to the right is the field for object codes which also offers a drop down selection of codes set up for these costs centers.
  • Scroll down the screen and enter comments for Purchasing.  Scroll down the screen some more until you see next approval.  Enter your network ID if no additional approval is required.  If additional approval is required, enter the network ID of the person who should next approve the requisition.  Click submit at the bottom of the screen.
  • A screen will be displayed indicating the requisition is created. An email notification will be sent to the creator and next approver entered on the requisition,
  • Click OK.


Approving a Requisition

  • Log into the SLU Portal.  Users will be prompted to enter their network ID and password.  This is the same ID and password used to log into your university computer each day.  Once logged on, users should see the web access options.
  • Select Financial Information
  • Select Approve Documents
  • Requisitions and Payment Requests requiring approval by the user will be displayed and the requisition and/or payment request may be approved by clicking on the box in the Approve Column and then clicking Submit.
  • Before approving a document, users may view the detail by simply clicking on the highlighted document number.  Information will be displayed.  To return to the approval screen, click on Close Window at the bottom of the screen or the Requisition/Payment  Request tab at the top of the screen.
  • If an additional approval is required (i.e. requests for $10,000 or more also require VP approval), enter the approver's network ID in the box headed Next Approver.
  • Click submit.  If a Next Approver was entered, the person will receive an email that they need to approve a document.  If a Next Approver was not entered, a confirmation will be displayed.


Receiving a Requisition

  • Log into the SLU Portal.  Users will be prompted to enter their network ID and password.  This is the same ID and password used to log into your university computer each day.  Once logged on, users should see the web access options.
  • Click Employees
  • Under Purchase Orders - Select Receive Goods and Services
  • Purchase Orders associated with the user which contain items not yet received will be listed at the bottom of the screen additional detail may be viewed by clicking on the PO number.  Alternately, users may use the fields at the top of the screen to select a specific vendor and/or purchase order and then click SUBMIT.
  • If all items ordered on a purchase order have been successfully received, users may click the box Accept All above.  If only some items have been received, users would enter the number in the box for Quantity Accepted and click on SUBMIT.
  • View receiving confirmation will be displayed.  If it is correct, click on OK.  If it is not correct, return to the previous screen and modify accordingly.
  • After clicking OK, the system will return to the main menu.