About Financial Affairs

• From iProcurement and the Requisitions page, click the Notifications tab. Check the box next to the requisition in question and click the Open button. The resulting notification will explain the error and how to correct/resubmit the requisition into workflow.
• If you do not see anything in Notifications, check your Oracle Personal Worklist for a message describing the error.

Before submitting the requisition, an Order Method must be defined. There are 2 preferred Order Methods:

1. Print: A hardcopy of the PO will be emailed to the vendor by the Oracle system within 30 minutes of the final approval. It is best practice to use Print as the Order Method.
2. Fax: A copy of the PO will be submitted via the fax server after 6pm Central on the day of final approval. Fax will only work is there is not an email address on file for the vendor. If the fax fails, it will be manually faxed to the vendor on the next business day.

Note: The Phone Order Method is an available option, however, Phone should ONLY be used when the vendor requires supplemental documentation to accompany the PO.

Departments can print the PO detail from iProcurement. Search for the requisition from the Requisitions tab, then click the Order Number found in the Order column. This will display the details of the PO – this is not a PO copy – but it contains all of the information. Print Screen to save as PDF.

Note: University Purchasing no longer provides PO copies for departmental records.

You can compile the PO line-item detail and Distribution detail, both found in UAB FN Document Entry/Approval > Purchase Orders > Purchase Order Summary, into a single document. Follow the steps below:

1. Navigate to UAB FN Document Entry/Approval > Purchase Orders > Purchase Order Summary
2. Enter Purchase Order Number
3. Select Lines
4. Export or Print Screen to capture the PO line-item detail
5. Return to the Find window and select Distributions in the Results section
6. Export or Print Screen for PO Distribution Detail
7. Create a PDF or Word document to assemble the information

Use Document Locator [UAB FN Document Entry/Approval > Document Locator] in Oracle to locate the requisition, determine the status, and view who has the document in their worklist(s) for approval.

Contact University Purchasing at FA-Purchasing@mail.ad.uab.edu and request that the PO be closed. Include the PO Number and the Vendor Name in your request.

A bidding process managed by University Purchasing where the lowest responsible bidder is awarded the contract. The goal is to ensure that UAB gets the best value by encouraging competition among bidders.

A list of all awarded contract vendors is available on the Financial Affairs website at Active Contracts A-Z List. If you do not see a vendor in the list, contact University Purchasing for assistance in locating an appropriate vendor to supply the desired good or non-professional service.

It may be allowed, but review by University Purchasing is required.

Always include a quote and/or supporting documentation in OnBase.

The State of Alabama Bid Law requires that a purchase of an item or group of items that is $75,000 or more must be sourced by the Purchasing Department via a competitively bid process. State Bid Law further states that no purchase involving $75,000 or more can be divided into parts less than $75,000 for the purpose of avoiding the competitive bid law requirement. The University has many standing contracts for a wide variety of commodities. Departments are required to use standing contracts.

A sole-source award or contract is made to a single vendor without the benefit of a competitive bidding process. This occurs when the purchaser has elected to use a particular vendor because that vendor is the only one offering the required goods or services. No-bid contracts are used when urgency, cost, or expertise are critical factors. If a Sole-Source Justification is required, the purchaser is responsible for completing the Sole Source Justification (SSJ) form and importing it as supporting documentation in OnBase. Upon review and approval by University Purchasing, the SSJ will be routed for approval by the Executive Director of Procurement.

Instructions for ordering these materials with an Oracle purchase order requisition can be found here. Please note: Using a P-Card to purchase controlled substances, including radioactive materials and pharmaceuticals, is prohibited.