CREATION OF SUPPLEMENTAL PPMP FOR NON-COMMON-USE ITEMS

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2 CREATION OF SUPPLEMENTAL PPMP FOR NON-COMMON-USE ITEMS 2

3 SPCMIS User Manual iprocurement Author: Julius Ermitanio, Michael Angelo Soliven, Reah Mae Supnet & Carlo Martin Evangelista Creation Date: 27 October 2014 Last Updated: 28 February 2017 Document Ref: SPCMIS User Manual - Creation of Supplemental PPMP for Non-Common Use Items Version: 3.1 Approvals: Recommending Approval: Approved by: 3

4 1. DOCUMENT CONTROL 1.1 Change Record Date Author Version Change Reference: 27 October November 2014 Julius Ermitanio & Michael Angelo Soliven Julius Ermitanio & Michael Angelo Soliven 1.0 Initial 2.0 Update 22 September 2016 Reah Mae Supnet & Carlo Martin Evangelista 3.0 Major Revision 28 February 2017 Reah Mae Supnet 3.1 Update 4

5 2. Description Script ID Script Name Information System Functional Domain Purpose Data Requirement Dependencies Scenario Author UMSP Supplies, Procurement, and Campus Management Information System iprocurement PPMP Requester To create a supplemental PPMP for Common Use Items Charge Account Setup Approval Path Setup Purchase Order Information Additional items are added after the PPMP is submitted and approved this may be due to additional budget or reallocation of budget Supplies, Procurement, and Campus Management Information System iprocurement PPMP Requester 5

6 STEP 1. Go to uis.up.edu.ph STEP 2. Log-in your credentials (e.g. username and password) 6

7 STEP 3. On the homepage, go to Main Menu and select iprocurement PPMP Requester, UP 7

8 STEP 4. Select iprocurement Home Page 8

9 STEP 5. Select Non-Catalog Request 9

10 Non-Catalog Request window will appear. Enter required fields STEP 6. Enter Item Description. 10

11 STEP 7. Enter Quantity STEP 8. On Unit of Measure click ( ) Search button 11

12 To search Unit of Measure, enter a key word with (%) to view all possible results. Example: ft%. Click Go Quick Select the unit of measure 12

13 STEP 9. Enter Unit Price. The currency is automatically set to PHP STEP 10. Check RFQ Required and Negotiated boxes 13

14 STEP 11. After entering data on the required fields, click Add to Cart. 14

15 STEP 12. The Special Information page will appear Fill in the required field PhilGEPS Category You may also fill in the optional fields: PPA number, PPA Description and the Mode of Procurement Then, click Continue PhilGEPS Category These are the general categories of items according to PhilGEPS. Program/Project/Activity (PPA) number. This number is set by the originator. This is not system generated. This number will help the approver to easily identify the grouping of items. Program/Project/Activity (PPA) Description. Here you may add the Title of the activity/program/project 15

To add item/s in the Shopping Cart, click Clear All to empty the fields then repeat STEP 5 to STEP 11 The Shopping Cart page will

16 STEP 14. Items will then be reflected on the Shopping Cart. When done adding items you may now proceed in checking-out by clicking View Cart and Checkout STEP 13. To add item/s in the Shopping Cart, click Clear All to empty the fields then repeat STEP 5 to STEP 11 The Shopping Cart page will appear. It contains the summary of items in your shopping cart. Here you can edit the PPA information, quantity and price of the items, delete a line, save your cart, proceed to checkout or return to the store to add more items in our cart 16

To delete a line, click on the trash icon ( ) found on the right most column To edit the quantity and price, place the cursor in the corresponding field and type the amount To save, click save then

17 To delete a line, click on the trash icon ( ) found on the right most column To edit the quantity and price, place the cursor in the corresponding field and type the amount To save, click save then fill in the requisition description field using this naming convention: Supplemental PPMP Non Common Use Items (Year) office project (Example: Supplemental PPMP Non Common Use Items (2017) Cash Office) Then click Save. To continue shopping, click return to shopping then you will be redirected to the iprocurement homepage. STEP 15. Click Checkout button 17

18 Checkout: Requisition Information window will appear. Fill-in required fields 18

19 STEP 16. Fill-in Purpose following the naming convention below: Supplemental PPMP Common Use Items (Year) Office Example: Supplemental PPMP Common Use Items (2017) Cash Office STEP 17. On Requisition Type click ( button. ) Search 19

20 Click Go Click Quick Select on Supplemental PPMP 20

21 STEP 18. On Item Category click ( ) Search button Click Go 21

22 To search Item Category, enter %non-common%on the search field then click Go Click Quick Select on Non- Common use Items 22

23 Step 19. On Source of Fund click ( ) Search button. Click Go. 23

24 Click Quick Select on which fund to be used (example: General Fund) STEP 20. On Responsibility Center click ( )Search button 24

25 To search Responsibility Center (RC), on Search By select Description. Enter the responsibility center with (%) to view all possible results. Example: %UPS%Cash% Then click Go Click Quick Select the Responsibility Center 25

26 STEP 21. On Special Code click ( )Search button Click Go 26

27 For office/s with special code, on Search By select Description. Enter a key word from your project with (%) to view all possible results. Example: %Fee% Click Go. Then Quick Select the special code. 27

28 Select the date when the items are needed. The format is day-month-year/ (DD)-(MMM)- (YYYY) (Example: 23-SEPT-2016 ) 28

29 STEP 23. Click Edit Lines STEP 24. Review the items. You may Select an item that you wish to copy, delete or update. After reviewing and editing click Apply 29

30 STEP 25. Checkout: Requisition Information page will reappear. After entering required fields, click Next 30

31 Checkout: Approvals and Notes window will appear STEP 26. To view an approval list, select and click an approver 31

32 Approval Group window will appear. To return from previous page, click Return NOTE: Review the approval path and verify the details entered in the requisition header. These details are: Responsibility Code, Special Project Code, Item Category and Requisition Type. For incorrect approval paths, or or call (loc 3) STEP 27. To add an attachment, click Add Attachment button on the lower left 32

33 STEP 28. Enter Attachment Summary Information required fields. On the Define Attachment section, click Browse then select the document to attach. If you wish to add more attachments by clicking Add Another. After, click Apply. 33

34 STEP 29. The attachment will appear in the Attachment section. After, click Next 34

35 STEP 30. Click Submit Confirmation will appear. Take note of the Requisition number. 35

36 To check the status of Requisition, follow Tip IX Viewing Requisition Approval History located in the Tips folder. To create requisition based on the previously submitted PPMP, follow Tip III - Using the submitted document as template located in the Tips folder. Result Information: Expected Results: Created Supplemental PPMP for Non-Common use items. DISCLAIMER: The screenshots in this document are for illustration purposes only and may not be the same as the final user interface. 36

Doc Ref: [SPCMIS] User Guide [Create PO (Web based)] Create PO (Web based) File Ref: ITDC [SPCMIS] UG [Create PO (Web based)] [ ] (v.

Doc Ref: [SPCMIS] User Guide [] File Ref: ITDC [SPCMIS] UG [] [20170301] (v.2) 1 Doc Ref: [SPCMIS] User Guide [] File Ref: ITDC [SPCMIS] UG [] [20170301] (v.2) 2 Doc Ref: [SPCMIS] User Guide [] SPCMIS