IT Purchase Request Process for University Employees

Submitting a new purchase request

Go to Cherwell Portal and click the link in the upper right corner to login to the portal

The following method is used to log in:
1. Username = ferris email address (short [email protected])
2. Password = <Ferris pass phrase>
Once signed into the Self-Service Portal, click on the Purchase Requisitions dropdown from the toolbar and then click on New Purchase Request.
After clicking on the New Purchase Request, the Product Catalog will appear. The product catalog is broken out into categories to choose what items you are looking to purchase.
1. You can also search the product catalog using the search box above the category boxes.
2. The categories are for Standard Items that have selected by IT Services as standard purchase items that meet the necessary requirements for the University.
3. At this time, the AV Packages category does not have any items added to them for purchase. We are working to add items to this in the future.
Click on a category to see the standard items for that particular category. They will appear in a listing.

You can click on an item to bring up the details of that item, including Name, Model, Price, and Product Overview.
1. Clicking the back button on your browser from the Product Catalog Item will bring you back to the Listing.
2. Clicking the back button on your browser from the Listing will bring you back to the Product Catalog.
Once you have found a standard item you would like to purchase, simply click on the Add Item button from the Product Catalog Item window. This will prompt you for the Quantity, FOAP (if you already have one), and if the item is for you or someone/somewhere else. After you answer all the prompts you will be brought to the Purchase Request window showing you the item you just added and some additional information.
You can now click the Continue Shopping button to add more items to your Purchase Request or you can click the Submit Purchase button to submit the Purchase Request to ITS for review. If you click Continue Shopping, you will be brought back to the Product Catalog window with the category boxes.
If you wish to purchase a Non-Standard item, simply click the Non-Standard Purchase box on the Product Catalog window.

You will now be prompted for the following information:
1. name of the item you wish to purchase (be as descriptive as possible)
2. URL of the web site on which you found the item (just copy and paste from the web page)
3. quantity of the item
4. cost of item (this is the list cost, which is not including shipping or tax)
5. FOAP (if you already have one)
6. If the item is for you or someone/somewhere else
After answering these prompts, you will be brought to the Purchase Request window showing the item(s) you added to the Purchase Request.
Once you have submitted your Purchase Request, the primary technician for your location will review the Purchase Request details and work with you on any additional information they may need.
1. In this new system, you can include both Standard and Non-Standard items in the same Purchase Request.
2. If a quote is needed, the primary technician will attempt to quote the item from a preferred vendor if possible, otherwise the provided vendor will be used.
Once all items have been quoted, if necessary, an approval email will be sent to the approving person(s) in your department to review the Purchase Request and make a determination on approving or denying the request.
Once they approve the Purchase Request, your items will be ordered. You can check the status of your Purchase Requests from the Self-Service portal that you used to create the Purchase Request.

Tracking purchase requests

Go to the Cherwell Portal in a webpage
Go to the upper right corner of the page and click Login
Log in using your Ferris Email Address ([email protected]) and Password
1. Username
2. Password
Click Purchase Requisitions and then My Purchase Requests
If the PR is under your own name, the list of Purchase Requests will show along with different statuses
1. Submitted - PR is still awaiting to be processed by a Technician or is waiting for approval by the budget approver. A technician will follow up with the customer or requestor once the PR is purchased
2. Approved - PR has been approved by the budget approver
3. Ordered - PR items have been ordered
4. Received - 1 or more items have been received by inventory
5. Distributed - The item(s) have been given to the customer
6. Cancelled - The request was cancelled by the user or by ITS
Once everything has been received, a work order will be submitted under the requestor's name and a technician will follow up with the customer to schedule installation

IT Purchase Request Process for University Employees

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