Introduction

Creating a requisition as an anonymous user within an organization's procurement system can be a necessary process when specific users need to request items or services without revealing their identity or when they have not been assigned a dedicated account. This document provides a comprehensive guide on how to effectively use an Anonymous Requisition Link to enter requisition details within a system that utilizes the Universal Administrative System (USAS). The guidance enclosed ensures that all stakeholders understand the steps involved, and the correct information is provided to maintain a seamless and accurate procurement process.

A. Problem Statement

The requisition process can be challenging for individuals who need to request orders anonymously or without direct system access. Common issues include difficulties in finding and selecting the correct vendor, uncertainty about how to fill out the requisition form properly, and potential errors that could lead to delays or denials in the ordering process. Furthermore, if the chosen vendor is inactive or incorrect details are submitted, the requisition may not be processed, requiring additional time and effort to resolve the issue.

B. Solution

To resolve these common issues, this guide provides clear, step-by-step instructions that simplify the requisition process—from logging in to submitting a requisition. Additionally, it includes troubleshooting tips and best practices to optimize the experience and ensure accurate submissions.

Reach out to your local admin for the Anonymous Requisition Link.
Paste the link in the URL bar to access the requisition entry screen.
The Requester Email field should be filled with the email address of the person requesting the order. The Attention To field will automatically prefill with the username tied to the Requester Email. Depending on your district's settings, this field may be editable. The CC Email should contain any other email addresses that you would like to receive a copy of the requisition.
In the Vendor field, you can partially enter a vendor name, and a dropdown list will populate with relevant results.
If a more detailed search is required, click the binoculars icon to the right of the Vendor box, which will open the vendor search window. Here you can perform a blank search by clicking Find, which will populate all available vendors. You may also enter a Starting Vendor Number or Ending Vendor Number to its right. The Status dropdown will filter results depending on whether the vendor is active or inactive in USAS.
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Note: If you select an inactive vendor, the requisition entry page will display a notification. If the notification text is highlighted in orange, you can still proceed to submit your requisition. However, if the notification text is highlighted in red indicating the vendor is inactive, you will not be able to submit your requisition.
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The vendor information under the Vendor field will automatically fill in from the data in USAS once the vendor is selected.
The Fax Vendor checkbox will tell the system whether or not you want the vendor to be faxed a copy of the requisition. If the box is checked, then the fax number must be present and valid.
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Note: The Fax number will append the county code automatically when the fax gets sent out.
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You can add any notes for the approvers in the Internal Notes. These will not show on the PO. Some districts will have the option to choose Who will place the order from its drop-down list.
Click the dropdown arrow and select your Approval Path. The Deliver To field will auto populate with the Deliver To address. If you need to select a separate Deliver To address from the approval path, you select it here.
If you would like to add an additional attention to or modify the title of the address you can select the text and make one-time changes to the current requisition.
You may attach a PDF or image to the requisition by clicking the Attach button and selecting the desired file. The Send With PO checkbox will determine if the file will also be attached to the Purchase Order once it is created.
Click on Add Line.
Fill in the Quantity, Unit Price, and Description. Click Update once the line item is completed.
Utilize the Add Line, Copy Line, Edit Line, Delete Line, and Upload buttons to easily modify the desired line items until all necessary lines are added correctly.
When finished adding all lines, ensure all information on the page appear correct, then click the Submit button at the bottom of the page.

C. Best Practices

Double-check the Requester Email to ensure that notices and confirmations reach the appropriate person.
Utilize the vendor search feature diligently to select an active vendor and prevent delays.
Accurately input the Fax number in one of the approved formats to ensure the vendor's receipt of the requisition if faxing is necessary.
Provide clear and concise internal notes to assist approvers and administrators in understanding any special conditions or instructions related to the requisition.
Keep a record of the requisition and any attached documentation for future reference.
Review all entered information before submission to reduce the risk of errors.

D. Troubleshooting

If you encounter a problem where the requisition cannot be submitted due to vendor status or incorrect information:

Verify that the vendor selected is active in the USAS.
Ensure that all mandatory fields have been correctly filled out, and no formatting errors exist.
If you receive Inactive Vendor notifications in red, attempt to select an alternative active vendor.
In case of issues with the Anonymous Requisition Link, contact your local admin for assistance.

E. Related Articles

Requisitions: Create a Requisition

Requisitions: Copy Requisition

Conclusion

The Anonymous Requisition Link provides a valuable tool for individuals to create requisitions without disclosing their identity or having direct access to the USAS. By following the outlined steps and best practices, users can complete the requisition process efficiently and accurately. It is crucial to pay close attention to details and properly use the available search and entry features to avoid common pitfalls and ensure the smooth processing of orders. Always remember to reach out to your local admin for guidance if you encounter difficulties or have questions about the process.

SC Strategic Solutions

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