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Entering a Requisition

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Entering a Requisition

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    • Table of Contents

    Wengage Login

    All information must be typed in ALL CAPS.

    Creating a New Requisition

    1. Look for a tab or section labeled "Unsubmitted" within the Wengage's interface.

    2. Once you have clicked the "Unsubmitted Tab," navigate to the upper-right corner of the screen or window.

    1. Look for the button labeled "New".

    2. Click on the "New" button to create a new requisition.

    1. Do not enter anything in the "RQ No" field as it will auto-populate when you save the document.

    1. Set the RQ date as the current date.

    1. Choose "11 (GENERAL FUND)", as it should be the only available option.

    1. Select the correct vendor from the available options.

    1. How to Write Descriptions for Purchase Requisitions

    All information must be typed in ALL CAPS.

    Description Section

    • Provide a brief summary of the items being purchased.

    • This section is reviewed by the Board, so clarity and conciseness are essential.

    • Only limited space is available — avoid unnecessary words or duplication.

    Campus Acronyms

    Acronym

    Campus

    ATO

    Atoka

    ANT

    Antlers

    BRY

    Durant

    HUG

    Hugo

    MCC

    Idabel

    MCA

    McAlester

    POT

    Poteau

    SPI

    Spiro

    HAS

    Stigler

    TAL

    Talihina

    Always start with the campus acronym.

    Formatting Guidelines

    Program Purchases

    Format: CAMPUS ACRONYM – DESCRIPTION – PROGRAM ACRONYM
    Example: SPI - GLOVES - PN

    General (Non-Program) Purchases

    Format: CAMPUS ACRONYM – DESCRIPTION
    Example: HUG - LAWN MAINTENANCE

    Open Purchase Orders (Max $500)

    Open PO with a Program

    Format: CAMPUS ACRONYM – OPEN PO FOR "ACCOUNT TYPE"
    Examples:

    • ANT - OPEN PO FOR ELECTRICITY

    • HAS - OPEN PO FOR TIRE REPAIR

    • BRY - OPEN PO FOR WT SUPPLIES

    Open PO without a Program

    Format: CAMPUS ACRONYM – OPEN PO FOR "ACCOUNT TYPE" – PROGRAM ACRONYM
    Examples:

    • MCA - OPEN PO FOR SUPPLIES - WT

    • MCC - OPEN PO FOR TRAVEL - SS

    Do not type out “purchase order.” Use “PO.”

    Repairs & Maintenance

    Format: CAMPUS ACRONYM – DESCRIPTION
    Examples:

    • ADM - EXPLORER WINDSHIELD REPAIR

    • HUG - LAWN MAINTENANCE

    Requisitions with Multiple Items

    Non-Program Purchases

    Format:CAMPUS ACRONYM – ITEM 1, ITEM 2, ITEM 3, ETC.

    Examples: TAL - DRILL, SAW, SCREWS, ETC.

    When submitting multiple items:

    • You may either list them in the description or reference an attached list.

    • The description must include at least two item types for clarity.

    • Equipment valued over $500 must be entered on a separate line to ensure correct entry into inventory.

    WED Purchases

    Format: WED – DESCRIPTION – CAMPUS ACRONYM
    Example: WED - CNA, CMA TEXTBOOKS - POT

    You do not need to include the campus acronym in the item description for this section.

    Registrations

    Format: CAMPUS ACRONYM – REGISTRATION PURPOSE
    Example: MCC - CONF REGISTRATION - CA

    Dues & Fees

    Format: CAMPUS ACRONYM – TYPE OF DUE OR FEE
    Examples:

    • ATO - CHAMBER MEMBERSHIP DUES

    • ADM - DESIGN SOFTWARE SUBSCRIPTION FEE

    Entering a Quote

    1. Please input any desired file name in the designated field.

    The File Name box must contain a name.

    1. There's no requirement to select the box adjacent to "Attach and Print with PO." While it won't cause any issues if checked, it's not essential.

    2. Click on the browse button to locate the file you wish to attach.

    1. Finally, click on the "Save" button to store the entered information.

    Creating a New Item/Request

    1. Navigate to the "Unsubmitted" tab within the interface.

    1. Click on "Requested" within the Unsubmitted section.

    1. Verify that the "Items" tab is selected; this should be the default view.

    1. Click on the "New" button to create a new request.

    1. Provide a detailed description in the designated field that clearly describes the item(s) or product(s) being purchased. Include specifics such as the name, model, purpose, or any other relevant information to identify the purchase.

    All information must be typed in ALL CAPS.

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    1. Enter the following details:

      1. Quantity: Input the number of items being purchased.

      2. Unit Price: Specify the cost per unit of the item.

      3. Discount (if applicable): If there's a discount applied to the purchase, enter the discount amount.

      4. Shipping (if applicable): If there are shipping charges, enter the relevant shipping cost.

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    1. After filling in the details, click on "Add New" at the bottom to add this item.

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    Associating the Request with a Budget Line (PRP - Purpose):

    1. Access the PRP (Purpose) section in Wengage:

      1. Locate and click on the PRP drop down menu.

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    1. Select the appropriate budget line:

      1. Begin typing the program name in the provided field.

    2. Choose the correct budget line:

      1. Ensure to select the specific budget line associated with your program. Take note that multiple budgets might share similar words or letters, so be careful in selecting the accurate coding line.

    3. Automatic Coding Line Fill-in:

      1. Upon selecting the budget line, the system should automatically populate the associated coding line for that program.

      2. Except for the “Unit”. You will have to select that one and there will be only one option.

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    1. Click 'Save' to confirm:

      1. Click on the 'Save' button to store your entered program name and associated coding line.