Revised:  08/04/2023

Creating a Special Request Requisition

1. ORC 126.07 – Certification of balance statements in all contracts.
2. Create a special request requisition when

1. • Requesting specific items that are not in the OAKS catalog.
   • State Term Schedules (STS), One-Time Bids, and when using direct purchase authority.

3. For DAS one-time bids, agencies must create a requisition in OAKS for a purchase that will be competitively bid and select State Purchasing as the supplier. The requisition will be routed to DAS for approval. DAS will update the requisition with the appropriate supplier and the Contract ID.  
4. A requisition cannot be split coded between capital coding and operation coding, nor can separate line items be set up for capital and operational expense. Two separate POs will need to be created.  

In this example, you need to place an order for certificates.

Step-by-step:

•  Main Menu > eProcurement > Requisition

1. Verify that your Business Unit appears in this field or enter your Business Unit.
2. In the Requester field, enter the OH|ID Workforce User ID of the employee requesting the items. You can also click on the Lookup icon   to search for a requester by name.
3. The requester cannot be the level 4 approver on the requisition.
4. Click the OK button.

5. Click the Special Request link.

6. Enter the item’s description in the Description field.

7. Enter the item’s price in the Price field.
8. Verify “USD” is populated in the Currency field.
9. Enter the quantity of items to be purchased in the Quantity field.
10. Click the Lookup icon   to select a unit of measure. To have the purchase order liquidate by amount select AMT as the unit of measure. All other units of measure liquidate by the quantity.
11. Click the category Lookup icon   to find and choose a category for this item. The “Category” is the United Nations Standard Products and Services Code (UNSPSC) for the item being purchased. You can also look these up at www.unspsc.org.

1. • Click to expand the drop down menu.
   • Select Description from the drop down menu.
   • Type the items description into the Description search box.
   • Click the Find button.

1. • Click the link to select the Category.

12. Click the Lookup icon  to find and choose a Supplier ID for this item.

13. You can search by any of the fields displayed on the Supplier Search page.
14. OAKS will display the results of the search. If the supplier you need to purchase from is not in OAKS, you need to follow the appropriate procedures for establishing a new supplier specified by OBM Shared Services, a division of OBM: http://ohiosharedservices.ohio.gov/Suppliers.aspx
15. Click the Add to Cart button to add this item to the requisition.

16. Notice that once you add the item to the requisition, it appears in the Shopping Cart at the top of the Create Requisition page, next to Checkout.

17. Click the Checkout button. The Checkout - Review and Submit page opens.

18. The Checkout - Review and Submit page allows you to enter header information, ship to information, accounting information, and additional comments.

19. Use the Billing Location field to specify the location where the supplier should mail the invoice. OAKS will automatically place a value in this field. You can change it when necessary.

•  If you are setting your requisition up by amount (AMT) and not quantity (QTY) scroll to the right and click on the Line Details icon . The Line Details window displays.

• In the Item Details section select the Amount Only checkbox.
• Scroll to the bottom of the page.
• Click the OK button.

• Click the Yes button.
• Repeat for any additional lines as needed.

20. Remember to update the price for varying price items. It is the requisitioner’s responsibility to enter the correct current price into the Price field if variable.

21. Use the Justification/Comments text field to enter additional comments about the requisition.

1. • If you want the comments to appear on the printed purchase order, select the Send to Supplier checkbox.
   • If you want the comments to remain visible only to approvers, do not select a checkbox.

22. Now you need to add ship to and accounting information to the requisition.
23. Click the Expand Section icon  .

21. If the selected supplier has multiple addresses and the default supplier address is not the address you would like to appear on the purchase order, this information can be changed. On the Review & Submit page, scroll to the far right and click the Line Details icon  . Under the Supplier Information section, use the look up icon  by the Add Seq field. This is where you can choose from additional addresses for the supplier specified on the requisition. For details on this topic, please view the Updating the Supplier Address Sequence on a Requisition job aid.

24. Use the fields in the Shipping Information region to specify:

1. • Ship To - Location where the item will be shipped (required field). A default ship to location will sometimes be populated, but can be changed if necessary.
   • Due Date - Date the item needs to be received by (you can use this date when searching for POs to create receipts against).
   • Attention To - Name of the person you want displayed on the shipment.

•  You can have multiple Ship To locations for an item on a requisition. This is covered in Split Schedules and Accounting in Requisitions.

25. If the Ship To location is incorrect, use the Look Up icon   to select a ship to location.

1. • Select the Description drop down menu.
   • Choose the contains option.
   • Type a portion of the location you are looking for into the Description field.
   • Click the Look Up button.
   • Select the link for the desired location.

26. The Distribute By and Liquidate By fields default to Quantity (QTY). If your item is set up by amount, change these fields to amount (AMT).

27. Click the Expand Section icon   next to Accounting Lines to continue to enter the Accounting Lines.

• Generally, items should be purchased with a QTY UOM. This will ensure more efficient use in the Receiving and Asset Management modules.

28. Click the ChartFields2 tab.

29. There are five required fields. Fill in these required fields:

1. • Fund
   • Account
   • ALI (appropriation line item)
   • Department
   • Service Location

 Your agency may require you to enter additional fields.

•  A requisition with Capital coding (an ALI that starts with ‘C’) cannot have additional line items or distribution lines with operating coding.
•  Refer to the OAKS ChartFields job aid for a list of all the different OAKS Chartfield options and descriptions of each.

30.  Click on the Asset Information tab. If there are multiple line items, the Asset Information tab will need to be reviewed on each line.

31.  Review the Profile ID and Business Unit fields on the Asset Information tab.

• If the item is an asset, be sure to verify that the Profile ID and Business Unit fields contain the appropriate entries. If the item is NOT an asset and a Profile ID and Business Unit are entered, delete the information from those fields.

32. Profile IDs for capital assets always end with the letter "C". If the item being purchased meets the Capital Asset threshold, put a C at the end of the Profile ID.
33. Click the Select All / Deselect All checkbox to select all the items on this requisition.

34. On the Checkout - Review and Submit page you can enter additional information for the requisition, such as:

1. • CB Number (Controlling Board Number): needed if you exceed the annual dollar threshold per supplier set by the Controlling Board. A DAS RP is required when entering a CB number.
   • Contract ID: This should fill in automatically if the item you request is attached to a contract in OAKS. For special requests, you can add a contract if applicable.
   • DAS RP Number (DAS Release and Permit Number): needed if you exceed the direct purchase authority based on the goods or services set by DAS.
   • OIT RP Number (OIT Release and Permit Number): needed if you purchase IT goods/services.

35. Use the Apply Defaults button if you want to apply the CB Number, Contract ID, DAS RP Number, or OIT RP Number to the selected lines/items on the requisition.
36. If other requisition lines have different information for these fields, you must enter the information on each line.
37. Click  the Save for Later button.
38.  If you want to add the ad hoc approver before the first agency approver, you need to click the Preview Approvals button first so that OAKS does not automatically submit the requisition to the first agency approver.

38. Click the Preview Approvals link.

39. If you request an item that needs ad hoc approval (see ePro 215: Approving Requisitions course), then you can specify the ad hoc approver to go between any two approvers by clicking the Insert Approver icon .
40. After the requisition is submitted, OAKS routes the requisition to the first agency approver.
41. Notice that you can no longer select the Submit button and the status of the approvers has changed. The first agency approval status has also changed from "Initiated" to "Pending".
42. OAKS automatically routes the requisition for agency approval.
43.  If you are purchasing a copier, printing service, vehicle or personal service, OAKS routes it to the appropriate agency approvers and then to the appropriate central agency approvers (e.g. DAS and OBM).

43. If you want to view and print the information from your requisition, you can use the View printable version link.