iVisions - Requisitions: Start to Finish

Working with a Requisition from Start to Finish

A requisition is the first step in purchasing goods or services for the district. It must be created, approved, and then converted into a purchase order (PO) before any order is placed. This guide walks you through the entire process.

Step 1 – Gather Your Documents

• Obtain a quote or estimate from the vendor.
• Scan the document into your Downloads folder using: Epson Scan – Scanning a Document to your PC.

Step 2 – Log into iVisions

1. Open iVisions.
2. Enter your username and password.
3. Ensure the correct fiscal year is selected.
4. Click Login.

Step 3 – Access the Control Panel

1. From the left-hand menu, go to My Favorites → Control Panel.
2. If you don’t see it, navigate to Purchasing & Payables → Purchasing, right-click on Control Panel, and select Add to Favorites.

Step 4 – Create a New Requisition

1. In the Control Panel, click the + icon below the blue bar.

Step 5 – Fill in Required Information

You’ll be prompted for details. Items marked in RED are required:

• Vendor: Select vendor. (If missing, obtain a W-9 and send to ESD.)
• DAC: Always “Business and Finance Services.”
• Requester: Enter your name.
• Order Type:
  • Purchase Order = one-time order
  • Blanket = multiple orders over time
• Account: Use the DO Account Codes Excel File.
• QTY: Enter the quantity.
• Part Number: Optional, but encouraged.
• Description: Provide enough detail for identification.
• Unit Price: Enter per-unit price.

After each line, click the Disk icon (circled in green) to save.

Step 6 – Attach Supporting Documents

1. Select your requisition in the window.
2. Click Actions → Manage Documents.

On the Manage Documents screen:

• Select Invoice or Quote as the document type.
• In Notes, use this format: DOCUMENT# = $PRICE LOCATION.
• Click the Paperclip icon to attach your file.

Browse to your Downloads folder, select the scanned file, and click Upload.

Step 7 – Submit for Approval

• Your requisition has now been submitted.
• Write the requisition number on the paper copy of the quote or invoice and file it.
• Both the Business Manager and Superintendent must approve.
• You’ll receive an email once the requisition is converted to a PO.

Approved! Next Steps

Once approved, you’ll need to print the PO.

1. In iVisions, go back to the Control Panel.
2. Enter your requisition number in the Req Number field and click Apply.

3. Select your requisition/PO and click Actions → Print Preview.

4. In the Print window, check only File, Vendor, and Print Signature. A PurchaseOrders.PDF file will download.
5. Open and print it. You may discard the digital copy after printing.

Step 8 – Distribute Copies

• Vendor Copy: Give this to the staff member who requested the order. They will contact the vendor.
• File Copy: Attach it to the original quote and file it. Keep until the invoice arrives.