2013/14 Approved Exception Standing Order Requisition Procedures

Requisitions for 2013-2014 approved exception Standing Orders are now available for processing in UniFi Plus.  Please complete prior to 4:30 p.m. on April 15th.

Completing a Standing Order Requisition

The process to renew a particular approved exception Standing Order for the 2013-2014 fiscal year is as follows:

1. Log into PAWS and sign in to UniFi Plus (PAWS> Admin Services> Financial Services channel> UniFi Plus).
2. In UniFi plus, enter FPAREQN in the Go To field and hit <Tab>.
3. Enter your current year Standing Order number as the Requisition number using an alpha “X” instead of a “P”.  For example, Standing Order number P1001600 must be entered as Requisition number X1001600; then perform a Next Block function (Block> Next or Ctrl+Page Down).
4. The Order Date and Transaction Date should default to 01-MAY-2013 and the Delivery Date to 30-APR-2014.
5. Enter "Standing Order" in the Comments field.
6. To add any document text, go to Options (at the top of the screen), select Document Text and perform a Next Block function to enter additional information relating to this requisition.  Please do not remove any of the notes you may see in this area.  When completed, save your changes and exit out of Document Text to return to your requisition form.
7. Use the Next Block function to move between the tabs for Requestor/ Delivery Information, Vendor Information, Commodity / Accounting and Balancing / Completion.  Please ensure the following information is correct:
   a. Requestor and Organization code.
   b. Ship to information and Attention to information.
   c. Vendor information.
   d. Item description.
   e. U/M (Unit of Measure) field shows as EA.
   f. Quantity field shows as 1.
   g. Unit Price – VERY IMPORTANT  (Annual Encumbrance) field must reflect the estimated total annual spending.  Please note that if there was a CFOAPAL change during the last year, the amount on the Requisition is not accurate as it only indicates the balance of the estimated total annual spending from the time the CFOAPAL was changed.
   h. CFOAPAL – Please ensure that the Year field is 14 in the CFOAPAL field and that the CFOAPAL entered is correct.  Making changes to the CFOAPAL throughout the year causes system problems and difficulties in processing payments.  
8. Once all information has been finalized then perform a final Next Block function to get to the Balancing / Completion tab.
9. Click on the Complete button to finalize the Requisition.  A Standing Order number will be issued once your Requisition is approved by Purchasing Services, FSD.
10. To find out the new Standing Order number once your Requisition has been approved by Purchasing Services, FSD (see “How to Find Your Standing Order Number” section below).
11. Purchasing Services, FSD will process all Standing Order Requisitions over the next two weeks so you will be able to order goods by May 1.
 

Cancelling a Standing Order Requisition

If you do not require a particular Standing Order for the 2013-2014 fiscal year, then you will need to cancel the Requisition.  The process for doing this is as follows:

1. Log into PAWS and then UniFi Plus.
2. In the Go To field in UniFi Plus, type in FPAREQN <Tab>.
3. Enter your current year Standing Order number as the Requisition number using an alpha “X” instead of a “P”.  For example, Standing Order number P1001600 must be entered as Requisition number X1001600.
4. Perform a Next Block function.
5. Go to Record (at the top of the screen) and select Remove.
6. Repeat step number 5 once more.
7. The cancellation process is now complete.

How to Find Your Standing Order Number

Once your Requisition is approved by Purchasing Services, FSD, a Standing Order number will be issued.  The new Standing Order number will be assigned between April 16 and April 30. To find the Standing Order number that has been assigned for your Requisition:

1. Log into PAWS and then UniFi Plus.
2. In the Go To field in UniFi Plus, type in FOIDOCH <Tab>.
3. In the Document Type field enter REQ and <Tab>.
4. In the Document Code field enter the Requisition number that you have renewed (e.g. X100600), and perform a Next Block function (Block> Next or Ctrl+Page Down).
5. The Standing Order number will now appear in the Purchase Order field.  To query another Requisition, hit the Rollback icon and repeat from Step 3.

For more information contact:

• UniFi Support at 966-8783 or unifisupport@usask.ca for assistance completing the UniFi forms.
• Purchasing Services at 966-6704 or purchasing.services@usask.ca for any questions about the goods and/or services being ordered.