How to Initiate a Non-Catalog Order: Purchasing Request Form and Requisition

Non-catalog purchase requisitions are used for items and/or suppliers that are not available in the UCIBuy+ catalog. Submitting non-catalog orders is a two (potentially three) step process: (1) completion of Purchasing Request Form, (Optional 1.5) adding non-catalog items, (2) completion of UCIBuy+ requisition.

Procurement Services
43 steps

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**READ FIRST:** If issues occur when logging into UCIBuy+, confirm that one of the supported browsers—**Google Chrome, Microsoft Edge, or Mozilla Firefox**—is being used. Ensure employment status with the university is active in UCPath. In the browser settings, allow **pop-ups** and **third-party cookies**. If problems persist, refer to the [**FAQ section on the UC Irvine Procurement website**](https://procurement.uci.edu/ucibuy/faqs.php) for additional guidance.

Completing Purchasing Request Form

Select a commodity tile (e.g., **Facilities / MRO**).

Select **Purchasing Request Form**.

Users must answer all the questions in the purchasing request form. The system will provide guidance on how to answer the questions within the form. Selecting the **Next** button allows users to proceed to next section that needs to be completed.

Enter the supplier name in the **Search Registered Suppliers - Supplier** field. Users can input partial names (e.g., "Fisher" for Fisher Scientific). Results will include all suppliers that include that partial name.

If there are multiple search results, locate the desired supplier, scroll to the right, and click **Select**. If there is only one search result, supplier will automatically be selected.

Select **Add Attachment** to attach required documents. The required documentation will be listed at the end of the Purchasing Request Form. See[step 12](https://scribehow.com/viewer/How_to_Complete_a_Non-Catalog_Purchase_Requisition__I4E48cHsTnaPdXOTiZmbFg?scrollToActionId=1c375d20).

Drop the file or select **Browse**. Once documents are dropped/selected, click **Save Changes**.

Select **Order Type** (e.g., "Standard PO"). The **Form Fields** section has multiple subsections, most of which are based on the answers provided in previous and upcoming questions.

Enter the **Product** **Description**, **Unit Price**, **Quantity**, **Unit of Measure** and **Catalog Number** of the first line item. If the quote contains multiple line items, process the remaining items using the directions in[steps 14-17](https://scribehow.com/viewer/How_to_Complete_a_Non-Catalog_Purchase_Requisition__I4E48cHsTnaPdXOTiZmbFg?scrollToActionId=a41e4746). Select **Edit** to add the commodity code.

Enter the commodity code or description. Users can do partial word searches. Once desired commodity code is located, click **Select.**

**READ BEFORE MOVING FORWARD**: Due to technical requirements, the purchasing request form only provides space for one line item. If more than one line item is needed, enter the first line in the form, then follow these steps:[**Adding Additional Non-Catalog Line Items.**](https://scribehow.com/viewer/How_to_Complete_a_Non-Catalog_Purchase_Requisition__I4E48cHsTnaPdXOTiZmbFg?scrollToActionId=a41e4746)

Answer the remainder of the purchasing request form questions. The form will provide help text to elaborate on some of the questions.

Once all the questions are answered, review the **Purchase Order Compliance Worksheet** for information on procurement considerations for specific purchases as well as any outstanding attachments. If there are any outstanding attachments, users should navigate back to the **Attachments** section before adding the form to the cart.

Once all sections are addressed and reviewed, select **Add And Go To Cart**.

Adding Additional Non-Catalog Line Items

**READ BEFORE MOVING FORWARD**: The purchasing request form is required for any non-catalog purchase. Use the following method only if more than one line item is needed. If only one line item is needed, complete the **Line Item** section of the purchasing request form only.

Select the **ellipses** that appears on the same line as the supplier name for supplier actions

Select **Add Non-Catalog Item**.

Enter the **Product Description**, **Catalog Number**, **Quantity**, **Price Estimate**, and **Packaging** (Unit of Measure). If purchasing a no-quantity item, enter "1" for quantity. Select **Save** if completed or **Save and Add Another** if more line items are needed.

**NOTE**: At this point, Shoppers can assign the cart to a **Requisitioner**. The steps beyond this point are optional for Shoppers and required for Requisitioners.

Select **Proceed to Checkout** to access the requisition.

Requisition: General Section

Select the **pencil** icon in the **General** section.

Select the **Business Justification** field, insert the business justification for the purchase (e.g., Lab Supplies).

Verify that the Division and Departmental Buyer Org codes are correct. If user is split-funded, the system defaults to the department org code set up in UCPath. If the Division and Departmental Buyer Org codes are correct, continue to [step 26](https://scribehow.com/viewer/How_to_Initiate_a_Non-Catalog_Order_Purchasing_Request_Form_and_Requisition__I4E48cHsTnaPdXOTiZmbFg?scrollToActionId=d158c790). If Division and/or Departmental Buyer Org code(s) need to be updated, select the **left-downward facing arrow** icon.

Select **Search**.

Select the **+** icon of the desired code. To filter the list, input Division code in the **Value** box. Surround the code with asterisks (**\***) when conducting a search.

Select the **left-downward facing arrow** icon.

Select **Search**.

Lookup the Department Buyer Org code in the Value box (e.g. 8153, utilize asterisks (**\***) when conducting searches). Select the **+** icon of the desired code.

Select **Save**.

Requisition: Shipping Section

Select the **pencil** icon in the **Shipping** section.

Select the **Search** field, type and select the desired address (e.g., Aldrich Hall).

Select the **Ph** field and insert the contact phone number. Select the **RM/STE** field and insert the room number of the chosen address (e.g., 100). Select **Save**.

Requisition: Billing Section

Select the **pencil** icon in the **Billing** section.

Select the **search** icon.

Select the **UC Irvine Campus (IR)** option, then click **Save**.

**NOTE**: The Org Doc Number field can be left blank or accepts up to 10 characters.

Requisition: Line Item Details Section

For each line item, select the **pencil icon** in the **Item Details** section.

Select the **Item Type** drop down menu and select either the Amount-based or Quantity-based option (e.g., Quantity-based). - Users should select **Amount-based** for **No Quantity** orders. - Users should select **Quantity-based** to **Quantity** orders.

The Line Item's taxable status can be changed if needed by clicking on the green check mark. - Line Item is **Taxable** if area has a green check mark. - Line Item is **Non-taxable** if area has an empty box. Select **Save**.

**READ BEFORE MOVING FORWARD:** At this point in the workflow, Shoppers *must* assign the cart to a **Requisitioner**. Once assigned, the requisition can be submitted because Steps 1–35 represent the minimum required steps for the requisition to advance in the workflow.\ \ Some departments may require additional information before submission. When applicable, refer to the[**How to Complete Purchase Order Information, Contracting Details, Supplier Validation, and Account Codes**](https://scribehow.com/viewer/How_to_Complete_the_Following_Sections_in_UCIBuy_Purchase_Order_Information_Contracting_Details_Supplier_Validation_and_Accounting_Codes__icLbsYoTTn6LbowSxvdRlA) resource for guidance on completing these sections.

Select **Place Order** to submit the requisition.

A confirmation message will appear indicating the purchase requisition was submitted.

Copying Requisition Items to a New Cart

**READ BEFORE MOVING FORWARD**: Review the purchasing request form and all the fields of the requisition to ensure that all questions and answers are still accurately answered. Note that, if the purchasing request form is updated any time after the original requisition was submitted and before the copy, the purchasing request form in the copy will NOT reflect the changes. Note that the use of the copy function for catalog orders is discouraged, as the supplier's catalog pricing may have changed.

**NOTE**: The **Copy Items to New Cart** functionality creates a new cart and requisition that uses almost all the same information reflected in the original requisition. Departmental Buyer and their phone number must be re-entered.

Access the requisition that will be copied (e.g. 4444922). Select the **ellipses** icon to access **Requisition Actions**.

Select **Copy to New Cart**.

All items from the requisition are added to a new cart. In the cart, select **Purchasing Request Form** to verify that all the questions and answers in the form are correct.

Navigate through all the tabs and review all the questions and answers for accuracy.

In the cart, select **Proceed to Checkout** to access the requisition to verify that all responses are accurate.

Review all the sections of the requisition to ensure that the responses still accurately represent the new order.

How to Initiate a Non-Catalog Order: Purchasing Request Form and Requisition

Procurement Services
43 steps

Sciquest

Completing Purchasing Request Form

Select a commodity tile (e.g., **Facilities / MRO**).

Select **Purchasing Request Form**.

If there are multiple search results, locate the desired supplier, scroll to the right, and click **Select**. If there is only one search result, supplier will automatically be selected.

Drop the file or select **Browse**. Once documents are dropped/selected, click **Save Changes**.

Select **Order Type** (e.g., "Standard PO"). The **Form Fields** section has multiple subsections, most of which are based on the answers provided in previous and upcoming questions.

Enter the commodity code or description. Users can do partial word searches. Once desired commodity code is located, click **Select.**

Answer the remainder of the purchasing request form questions. The form will provide help text to elaborate on some of the questions.

Once all sections are addressed and reviewed, select **Add And Go To Cart**.

Adding Additional Non-Catalog Line Items

Select the **ellipses** that appears on the same line as the supplier name for supplier actions

Select **Add Non-Catalog Item**.

**NOTE**: At this point, Shoppers can assign the cart to a **Requisitioner**. The steps beyond this point are optional for Shoppers and required for Requisitioners.

Select **Proceed to Checkout** to access the requisition.

Requisition: General Section

Select the **pencil** icon in the **General** section.

Select the **Business Justification** field, insert the business justification for the purchase (e.g., Lab Supplies).

Select **Search**.

Select the **+** icon of the desired code. To filter the list, input Division code in the **Value** box. Surround the code with asterisks (**\***) when conducting a search.

Select the **left-downward facing arrow** icon.

Select **Search**.

Lookup the Department Buyer Org code in the Value box (e.g. 8153, utilize asterisks (**\***) when conducting searches). Select the **+** icon of the desired code.

Select **Save**.

Requisition: Shipping Section

Select the **pencil** icon in the **Shipping** section.

Select the **Search** field, type and select the desired address (e.g., Aldrich Hall).

Select the **Ph** field and insert the contact phone number. Select the **RM/STE** field and insert the room number of the chosen address (e.g., 100). Select **Save**.

Requisition: Billing Section

Select the **pencil** icon in the **Billing** section.

Select the **search** icon.

Select the **UC Irvine Campus (IR)** option, then click **Save**.

**NOTE**: The Org Doc Number field can be left blank or accepts up to 10 characters.

Requisition: Line Item Details Section

For each line item, select the **pencil icon** in the **Item Details** section.

Select **Place Order** to submit the requisition.

A confirmation message will appear indicating the purchase requisition was submitted.

Copying Requisition Items to a New Cart

Access the requisition that will be copied (e.g. 4444922). Select the **ellipses** icon to access **Requisition Actions**.

Select **Copy to New Cart**.

All items from the requisition are added to a new cart. In the cart, select **Purchasing Request Form** to verify that all the questions and answers in the form are correct.

Navigate through all the tabs and review all the questions and answers for accuracy.

In the cart, select **Proceed to Checkout** to access the requisition to verify that all responses are accurate.

Review all the sections of the requisition to ensure that the responses still accurately represent the new order.