Procurement Services Auxiliary Services

After the Requisition

See below for instructions of what to do after a purchase.

Receiving Orders

When the good or service ordered has been  delivered by the supplier, and the supplier should have a payment released to them, the order must be received within the e-Procurement system by the Receiver.  Orders totaling under $250 are automatically received by the system. Follow the QRC for Receiving in Ariba .

Resolving Match Exceptions

If there is a difference between the Invoice and PO in the reconciling process, an exception will be created. Review and correction are required on all the identified exceptions. Reference the QRC Invoice reconciler.

Requisition and Purchase Order Status Code Description

Statuses Description
Document Type: Requisition Prefix: PR
Composing The requisition is still being created and has not been submitted, or the requisition may have failed to create a purchase order, was sent back to composing status, and needs review.
Submitted The requisition has been submitted for approval but has not been fully approved.
Approved The requisition has been fully approved by all approvers. A PO is automatically created in Ariba.
Ordering The PO is currently processing and being sent to the supplier.
Ordered The PO has been sent to the supplier.
*** Once a Requisition is “Ordered," a Purchase Order (PO) is created. The Purchase Order status can also be monitored from the Orders tab of the Requisition. Listed below are additional statuses that may apply to both a PR and PO.
Receiving The PO has been partially received.
Received The PO has been closed, either partially received and closed, fully received or cancelled.
Document Type: Purchase Order Prefix: PO
Confirming The supplier partially confirmed the PO.
Confirmed The supplier fully confirmed the PO.
Shipping The supplier has partially shipped the PO.
Shipped The supplier has fully shipped the PO.
Receiving The PO has been partially received.
Received The PO has been closed, either partially received and closed, fully received or cancelled.