Purchase Requisition Instructions

Following are instructions on how to prepare a Purchase Requisition. All Fields listed are REQUIRED fields. If these fields are not filled out the form will be returned to your mailbox for completion. The problem area will be highlighted. See attached sample form. An electronic version of the form is available at: http://www.yale.edu/ppdev/forms/quickforms.html. You can download the excel version. It is a fillable form. We strongly recommend that you enter and save the routine data. (PDF forms are available but are not typeable.) If you hand write the information please write legibly.

1. DATE: Fill in the date using the standard Yale Format: DD-MON-YYYY. A two digit day, a three letter month and a four digit year. (Example: May 2nd, 2003 is written – 02-MAY-2003). The date on the order should be the day you bring it to the office.
    
2. R#: This is a Transaction Control Number (TCN), a unique identifier which allows us to track each purchase requisition. To obtain a TCN go to https://www-iisp1.its.yale.edu/tcn/ At this location you will see two columns of form types – select the radio button next to Purchase Requisition - select submit. Put the generated # onto the form. REMEMBER: Use the number only once.
    
3. REQUISITIONER NAME: Always put your name AND your PI’s name. As so many individuals here are “transient” if the PI name is on the order the receiving station will always know where to send it.
    
4. DEPT. NAME: Should always be EEB
    
5. SEND PO COPY TO:/DEPT: 165 Prospect St. OML 227. All PO copies should come to the business office, not directly to you.
    
6. BLDG NAME: OML or ESC depending on your location
    
7. ROOM NO.: The room you want the package delivered to.
    
8. DELIVERY LOCATION: - For ALL standard deliveries use 266 Whitney Ave. – this is the only receiving station on Science Hill. If you have arranged for “in lab” delivery by the vendor, use the following addresses: OML – 165 Prospect St.; ESC – 21 Sachem St. If you have any concerns about on-site delivery please ask for assistance in the business office.
    
9. SUGGESTED VENDOR: Provide complete vendor name (Ex: Macalaster Bicknell not MBCO) and contact information. At minimum a phone number is required.
    
10. DATE REQUIRED: do not use ASAP or RUSH. The item will be ordered using the least expensive form of delivery to meet the indicated need by date. Please understand that overnight and rush deliveries often have a hefty charge for special handling.
     
11. VIP: This is your 7 digit number associated with your PTAEO. You will find both VIP and PTAEO numbers on your stockroom card.
     
12. PTAEO: This stands for Project, Task, Award, Expenditure Type, Organization. As you see the number written the values are separated by a period (example – 7855631.1.D00359.820100.648002). Each segment gets its own line on the form – PLEASE leave the Expenditure type line blank.
     
13. VENDOR CATALOG #/DESCRIPTION OF ITEM OR SERVICE: Here you will provide a catalog number, a brief catalog description, the quantity, the unit/size, and a price (if available). We use the description provided as a control to verify the catalog number when ordering to ensure we are obtaining the appropriate items.
     
14. REQUISITIONER NAME/SIGNATURE/PHONE/DATE: You must sign the form. It is a University requirement.