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Step 1: Indentify a Vendor.
Step 2: Develop a list of items or services to be purchased.
Visit our contract page to browse a list of IU vendors by name or category.
A step-by-step guide to succesful requistions
Visit "Shop Contracts" B2B, or work with purchasing staff to select a vendor that meets your needs.
- Use "Shop Contracts" (B2B) to fill and return a cart.
- Use a contracted vendor's catalog or request a quote.
- Work with Purchasing staff to research or bid an order.
Step 3: Create a Requisition
Do I need to bid out my purchase?
What vendor should I use?
What's the best option for me?
GOT QUESTIONS? CONTACT PURCHASING STAFF FOR THE ANSWERS!
Step 4: WORKLFOW
Step 5: Purchase Order (PO)
Step 6: Delivery & Invoice
Step 7: Payment
Visit "Shop Contracts" to explore the available vendors and punch-outs.
Use "Shop Contracts" to easily populate vendor and item details, or start a Requsition from scratch.
Use the Requistion (REQ) to specify what you need, where you need it, and how it will be paid for.
Depending on the purchase, this step might entail any of the following:
- Check-out a B2B shoping cart.
- Use a vendor catalog.
- Work with Purchasing staff.
- Obtain a vendor quote.
The Requisition moves to WORKFLOW to obtain the required electronic approvals.
The number of route levels are determined by the total cost, the specified accounts, and any restrictions.
Typically, purchases under $1,000, or under an extended limit set for certain vendors, do not require purchasing approval. These are knowns as APOs
When WORKFLOW registers the final required approval, a Purchase Order (PO) is generated.
The PO is sent to the vendor, typcially by fax, to initiate the purchase.
After delivery of the items or service, the vendor sends an invoice to IU Accounts Payable (AP).
The vendor should never send an invoice to any other department.
What does a vendor need to do to get paid?
AP reconciles the
invoice with the PO,
and issues a Payment
The approved PREQ
generates payment on
the date specified by
the payment terms.
Click on Post-it Notes to follow links.
How do I know who to call?
What does my PO Status mean?
The vendor delivers the items or service to the department.
The vendor sends the invoice directly to Accounts Payable (AP).
Not sure about your item details? Just enter what you know on the REQ, and Purchasing staff will work with you to fill in the rest.
What if the PO can't be Faxed?
It needs to be printed and sent to the vendor. Contact Purchasing Staff for help.
Scroll through text bubbles and notepads to learn more.
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What other training resources are available?