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Home » More information about Purchasing » Purchase Requisition to Purchase Order process » Purchase Requisition to Purchase Order process FAQs

Purchase Requisition to Purchase Order process FAQs

What is changing?

  • The purchase requisition process is digitized, and POs are automatically generated.
  • Purchasers no longer have to fill-in a purchase requisition form or a change order form.
  • Reviews and approvals would all be done and automatically routed in Sm@rtBuy.

Why is the change being made?

  • The purchase requisition form is manual and time consuming for purchasers to complete.
  • The form is not always completed correctly by the purchaser.
  • Purchasers have no visibility over the progress of the requisition once they submit their documents.
  • The process is now integrated into PeopleSoft and eReports.

Transition Q&A

If you have any question relating to a Purchase Requisition or Purchase Order that was submitted before the launch of the new PRPO project, please reach out to purchase@yorku.ca.

The POs created before the launch of the non-catalogue PRPO in Sm@rtBuy will continue to be processed in PeopleSoft until the PO is fully invoiced or no longer required. Existing POs and any related documents/activities including PO cancellation or closure, receiving and invoice processing, change orders etc., will not be moved over to Sm@rtBuy. 

If you need to make a change to a PO that you created prior to the launch, please follow the old process. You will need to download the Purchase Requisition form for Change Orders from the strategic procurement website and send the completed form with supporting documentation, to purchase@yorku.ca  

To increase the total P.O. by more than 20%: complete a Limited Tendering and Non-Application Procurement Approval Briefing Note. This must be approved/acknowledged by the originating authorizer. The completed form and supporting documentation should be submitted to purchase@yorku.ca. 

All forms remain where they have always been at the strategic procurement website.  

New Process Q&A

If you have any questions that are not listed below, please reach out to the Sm@rtBuy team.

  1. Please refer to the job aids and video guides. 
  1. Please refer to the Sm@rtBuy User Guide 
  1. Should you need further assistance, please contact smartbuy@yorku.ca  
  1. Catalogue Purchase Requisitions – for quick shop items/goods that can be purchased from existing Supplier Catalogues.  
  1. Non-Catalogue Purchase Requisition – for goods or services that are not available on Supplier Catalogues. 
  1. The following documents are required to proceed with new Supplier setup: Supplier Direct Deposit Form – completed and signed by the Supplier. The department is required to work with the Supplier and complete the Supplier Direct Deposit Form. 
  1. Supplier Void cheque or bank letter are required to set up the Supplier with EFT payment method (applies to Suppliers based in Canada only. US-based vendors are currently being paid via cheque). 
  1. Vendor quote, contract, or additional supporting documentation that proves the vendor will be engaged to provide goods/services to a specific unit(s) within York University. 
  1. All the above requirements must be sent to venreq@yorku.ca  

Other currencies must be converted to CAD or USD using OANDA currency converter. The converted amount in USD or CAD will have to be entered on the Non-Catalogue Purchase Requisition form in Sm@rtBuy. For more information please refer to the Creation to Submission Job Aid.

Please send an email to smartbuy@yorku.ca for assistance. 

Yes. PCards can be used for low dollar value purchases, usually less than $25,000. Learn more about:

  • Purchasing Goods under $25K
  • Purchasing Services under $25K

Please contact your vendor first to resolve the issue. If  further assistance is required, please contact smartbuy@yorku.ca.

Please forward the request to smartbuy@yorku.ca. The downloadable copy from Sm@rtBuy is only for internal reference.

An email notification would be issued to you if your requisition has been returned and you have your notification preferences set to ‘ON’. Review the “History” tab on the requisition. Usually this is due to the cost centre not having enough funds to cover the cost you are requesting for purchase. In this case, please review your available cost centre balance in e-Reports or update the cost centre on the Purchase Requisition form. 

Please contact smartbuy@yorku.ca.

Yes. You will be able to create a Purchase Requisition in Sm@rtBuy using a fund 400 or 500. 

Returned requisitions can be accessed by navigating through Shop>My Carts and Orders>View Carts>Draft Carts. Once in Draft Carts, click on the Shopping Cart Name of the returned Purchase Requisition.  

No, all new Purchase Requisitions will need to be completed and submitted in Sm@rtBuy. We will continue to have regular drop-in sessions for two weeks following the launch date of the new process, as well as monthly drop-in training sessions after.

A reminder to take a look at the compiled resources should you need any help with the system.

Yes, you should be able to see all the POs in Sm@rtBuy for your department if you are a delegate of any of the cost centers.

No, a requisitioner cannot also be an approver. By default, approver roles cannot submit requisitions. 

There are no changes to facilities purchases. All purchases pertaining to facilities will remain the same, submitted through the Maximo system.

Need more help?

For all other concerns or enquiries, reach out to the Sm@rtBuy team at smartbuy@yorku.ca