Welcome to Columbia University Purchasing

Completing a Purchase Requisition - Five Important Steps to Remember

May 15, 2006

Accurate and complete preparation of the purchase requisition and backup documentation will help you to help us ensure the timely delivery of goods or services that require issuance of a Purchase Order by the Purchasing Office. Completing the following steps when preparing a purchase requisition will minimize delay and help Purchasing provide faster turnaround to all:

1. Item Description - Provide a detailed description in the requisition of the product or service you are requesting. What you are ordering should be clear to your approver, the Purchasing Office and the vendor.
2. Correct Quantity - Clearly indicate the quantity of items being ordered. Check to see if the vendor bundles products (eg. 1 = 1 dozen) before indicating quantity.
3. Item Numbers - Indicate item numbers or product numbers associated with your order to ensure you receive the correct products.
4. Fax quotes, sourcing justifications and other supporting materials to the Purchase Office using the Purchasing Office Fax Cover Sheet, available through the Purchasing website at www.columbia.edu/purchasing/faxserver.html. When you enter the requisition number on this form, it automatically creates a barcode that ensures proper routing of the documents to the buyer assigned to review the requisition. Once you've completed the form, fax it along with the documentation to 212-854-2699. You may also email supporting documentation for automatic routing by attaching the documents to an email addressed to purchsrv@columbia.edu. The subject line of emailed requisitions should display the requisition number only to ensure proper delivery to the right Purchasing staff member.
5. Competitive Quote Requirements - You must get written quotes from at least two suppliers for requisitions between $2,500 and $10,000. Requisitions of more than $10,000 require at least three written bids.

For training materials, purchasing policies, and other information on how to buy at Columbia, visit the Purchasing Office website at www.columbia.edu/purchasing/training.html or contact a Purchasing staff member using our directory at www.columbia.edu/purchasing/staff_dir.html.