The number of requisition lines entered into ePro should match
the number of lines you expect to be received and invoiced by the vendor.
Normally you enter items the same way the vendor quotes you. For example, if
you are buying a system that has several parts that will be received
separately and invoiced separately, the requisition should have a line for
each component so Receiving can receive the partial items and Disbursements
can pay for the partial items. (You can still have multiple quantities on a
line.)
The "Description" box for a requisition line in ePro is limited
to 254 characters--about 2 1/2 lines. The system will truncate anything
beyond that. In addition, if the requisition is put on a PCard order,
only the first 20 characters are visible to Receiving. The Description should start with a part/model number,
followed by a noun describing the item, and then the manufacturer.
(This assures that Receiving has an adequate description to receive the item
in the PCard system.) Next, follow with a further description, suggested
vendor, vendor contact, and phone number, if needed. Use the "Justification Comments" box (Header Comments) on the
final "Requisition Summary" page to indicate overall requisition information
that does not fit in the Description box. That would include vendor
information and special delivery instructions. You should also enter notes
to Receiving in this box and check, "Shown at Receipt." If you have any
notes for the Approver, you can also enter them here.The line description should be adequate for the requisition
approver to understand what is being purchased. It should not just
say, "See attached quote." If the vendor sent you a quote, you can attach it
to the requisition and should refer to it in the Description or "Additional
Information" box.Use the Additional Information (Line Comment) box to enter an
item's description beyond the initial 254 characters contained in the main
Description box. The Additional Information box can hold 2001 characters.
Requisitions for blanket (extended-term) contracts should also
contain the Start Date, End Date, Certifier name, Previous PO Number, and
any special certification required. This can be entered in the main
Description box or, if there is not enough room, in the Additional
Information box.