Purchasing for Purchasing Agents

Transcription

1 Purchasing for Purchasing Agents VERSION: 9/20/2014

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3 Table of Contents About the Purchasing Process 2 Entering a Request for Quote (RFQ) or Invitation for Bid (IFB) 4 Entering Vendor Responses 15 Awarding a Quote 19 PO Auto Sourcing 22 Entering or Modifying a Vendor Quote Group 26 Entering a Request for Proposal (RFP) 29 Creating a Purchase Order by Copying From a Requisition and Working with Purchase Orders 35 Create a Purchase Order Using the Expedite Requisitions Page 55 1

4 About the Purchasing Process Overview Departmental requesters create a non-vendor catalog purchase requisition if: The total amount of goods or services purchased is greater than $5,000. The total amount of goods or services purchased is less than $5,000, but the vendor is not in the vendor catalog and requires a purchase order. Depending on the circumstances, the requisition is routed to the department, central office, or both for approval. If the requisition is denied, the departmental requester can make changes to the document and resubmit it. Once approved, all requisitions route to a purchasing agent. Purchasing agents do one of the following: If the requisition can be purchased on a State/University Term Contract (UTC), the purchasing agent creates a purchase order, with reference to a State/UTC contract. If a State/UTC contract does not apply and the requisition total does not exceed $5,000, the purchasing agent creates a purchase order with reference to the requisition and sends the purchase order to the vendor. If a State/UTC contract does not apply, the requisition total exceeds $5,000, and a sole source is not provided, the purchasing agent creates a bid document to competively bid out the request. When the vendor responses come in, they are evaluated by the purchasing agent and the department, who jointly decide which vendor to purchase from. If the order exceeds $5,000 and a sole source is provided, the purchasing agent sends the bid to the vendor to complete. The bid is not a competitive bid. When the response comes in, the bid is awarded and a purchase order is sent to the vendor. If the requisition is over $5,000 and the department has already received the goods, the purchasing agent reviews the misuse information and then processes a confirming purchase order to pay the vendor. The department or the Central Receiving Department denotes the receipt in the system. If the goods required inspection, the purchasing agent will let the department know once they have passed inspection, so they can enter the receipt. The system then creates a receipt with reference to the purchase order, and when the vendor submits an invoice, a PO voucher entry is created to pay the vendor. 2

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6 Entering a Request for Quote (RFQ) or Invitation for Bid (IFB) Overview Bids are used to get quotes from vendors who are interested in providing goods or services to UNC-Chapel Hill. After a department requester has created a requisition for goods or services valued at more than $5,000, and that requisition has been approved via the workflow process, a Purchasing Agent will create a bid document by copying the requisition. Agents create a request for quote (RFQ) for orders over $5,000, but less than $10,000. Agents create an invitation for bid (IFB) for orders equal to or more than $10,000. If the requisition is on a State Contract or University Term Contract (UTC), bids are not required. If the requisition is being sole sourced to a single vendor, a bid document is required. Related Reference For information on handling responses to a bid, see Entering Vendor Responses, page 15. Menu Path Main Menu > Finance Menu > Purchasing > Request for Quotes > Add/Update RFQs Steps - Entering an RFQ or IFB Follow these steps to enter a bid: 1. Choose this menu option: Main Menu > Finance Menu > Purchasing > Request for Quotes > Add/Update RFQs Find An Existing Value If you want to view or update a RFQ that has already been created, enter the RFQ ID or search for the RFQ on the Find an Existing value tab. Otherwise, you will Add a New Value. Add a New Value 2. On the Add a New Value tab,complete the field: 4

7 In this field: Business Unit RFQ ID Enter the Business Unit associated with the RFQ. The RFQ ID is a system-assigned bid identification number. Leave the default value NEXT, and the system will apply the next available number. 3. Click the Add button. Result: The system displays the Request Quotes page. 4. Complete the field: In this field: Date Time Closed Solicitation Type Enter the date and time when the bid closes and vendor responses will no longer be accepted. Choose the appropriate option: RFQ if the bid is for services or IT products, and is valued at greater than $5,000 but less than $10,000 RFQ w/eo50 if the bid is for goods valued at greater than $5,000 but less than $10,000, and is not for IT products or services IFB if the bid is for services or IT products, and is valued at $10,000 or greater IFB w/eo50 if the bid is for goods valued at $10,000 or greater, and is not for IT products or services 5. Click the Copy From link. 5

8 Result: The system displays the Enter Copy Criteria page. 6. Complete the fields: In this field: Copy From Select Req Lines Specific Requisitions Choose Requisitions. Choose Req Lines. Check this checkbox, then search for and choose, or enter, the Requisition Number you want to copy from. Copy all Req/RFQ Lines Check this checkbox. 7. Click OK. 6

9 Result: The system brings the line item information into the Request Quotes page. 8. If you want to add header comments, click the Header Comments link. 7

10 Result: The system displays the RFQ Header Comments page. 9. If you are entering header comments, complete these fields: In this field: Comments Use Standard Comments Enter any comments that apply to the entire bid. Click this link if you want to choose a pre-defined, standard comment. Result: The system displays the Standard Comments page. a. Search for and choose, or enter, the appropriate Comment Type. b. Click OK. Result: The system returns you to the RFQ Header Comments page. Send to Vendor Show at Voucher Show at Receipt Check this checkbox if you want these comments to be dispatched to the vendor. Check this checkbox if you want these comments to appear on the voucher. Check this checkbox if you want these comments to appear on the receipt. Note: After the vendor responses come in, use the Attach button on the RFQ Header Comments page to attach the bid tabulation form. If it was posted on the IPS website, you can also attach documentation from that site here. 10. Click OK. 8

11 Result: The system returns you to the Request Quotes page. 11. Click the Dispatch Vendor List link. Result: The system displays the RFQ Dispatch Vendor List page. 12. Complete either the Quote Group ID or the Vendor ID and Location: In this field: Quote Group ID Vendor ID If you want to send this bid to a specific, pre-determined group of vendors, search for and choose, or enter, the Quote Group ID. For information about setting up or maintaining Quote Groups see Entering or Modifying a Vendor Quote Group, page 26 If you don't want to send this bid to a specific Quote Group, search for and choose, or enter, a vendor you would like to send this RFQ to. Note: To add another vendor, click the Plus button. Location Search for and choose,or enter, the vendor location code that represents the address you want to send the RFQ to. Caution: Do not select a vendor location that has the letters EDX in the Default Location column. These vendors can only be used when purchasing from the vendor catalog. 13. Click OK. 9

12 Result: The system displays the Request Quotes page. 14. If you are ready to send the bid to the vendors, complete this field: In this field: Status Verify that the status is Approved or change to Approved Click the Save button. 10

13 16. Click the Dispatch Vendor List link again. Before previewing a printerfriendly copy of the RFQ, mark the checkbox next to any vendor's name. Since this is only a print preview, it doesn't matter which vendor you choose. 17. Click OK. Result: The system returns you to the Request Quotes page. 18. Click the View Printable Version link. 11

14 Result: The system opens the printable version in a new browser window. 19. Close the printable version browser window. Note: The document has already been saved and will be dispatched to the vendors by an automatic process that the system runs. Handling Asset Trade-Ins If the requisition has a negative amount line involving an asset trade-in, the purchasing agent will need to make a note on the equipment line that the vendor needs to include pricing for the trade in amount. The negative line will not transfer to the bid, as negative amounts aren't allowed by the system on bid documents. The buyer can enter the note either within the description of the item, or by entering a line comment. Follow these steps to enter a line comment: 1. On the Request Quotes page click the comment icon next to the equipment line. 2. Enter a comment about the asset trade-in. 3. Complete this field: In this field: Send to Vendor Check this checkbox. 4. Click OK. 12

15 Result: The system returns you to the Request Quotes page. Canceling a RFQ / IFB Purchasing agents can use the Request Quotes page to cancel a RFQ or IFB if they haven't entered the responses, past the bid opening date. 1. On the Request Quotes page, complete this field: In this field: Status Select Cancelled from the drop down menu. 13

16 14 Result: The system cancels the RFQ / IFB.

17 Entering Vendor Responses Overview Use the Maintain Responses page to enter responses to a bid from vendors into the system for analysis. Related Reference For information on creating a bid, see Entering a Request for Quote (RFQ) or Invitation for Bid (IFB), page 4 Menu Path Main Menu > Finance Menu > Purchasing > Request for Quotes > Add/Update Vendor Responses Steps - Entering Vendor Responses Follow these steps to enter vendor responses: 1. Choose this menu option: Main Menu > Finance Menu > Purchasing > Request for Quotes > Add/Update Vendor Responses 2. Click the Find an Existing Value tab. 3. Enter the Business Unit and complete any of the other fields: In this field: Business Unit RFQ ID Vendor ID Vendor Location Vendor Name Enter the Business Unit associated with the bid you want to enter the responses for. Search for and choose, or enter, the RFQ of the bid you want to enter responses for. Search for and choose, or enter, the Vendor ID of the bid you want to enter responses for. Search for and choose, or enter, the Vendor Location of the bid you want to enter responses for. Search for and choose, or enter, the Vendor Name of the bid you want to enter responses for. 4. Click the Search button. Result: If the bid was sent to multiple vendors, the system displays them at the bottom of the page. 15

18 5. Click any link in the row for the vendor whose responses you want to enter. Result: The system displays the Maintain Responses page. 6. Complete these fields for each line the vendor responded to: In this field: Vendor Responded Checkbox Quantity Price Check this checkbox on each line the vendor responded. Enter the quantity specified by the vendor. Enter the price specified by the vendor. 7. Click the Save button. 16

19 Note: To send an to someone regarding the quote, click the Send link, complete the mesage and click OK. 8. Click the Return to Search button to enter responses from other vendors or for other bids. Note: You can record responses only for those vendors who are loaded in the system. If you receive any responses from vendors that are not already loaded in the system, you cannot record these responses until the vendor is loaded. Vendors should only be added to the system if they will be awarded the bid. 17

20 After the vendor responses come in, navigate to the bid and attach the bid tabulation form. See Entering a Request for Quote (RFQ) or Invitation for Bid (IFB), page 4

21 Awarding a Quote Overview In response to a Request for Quote (RFQ) or Invitation to Bid (IFB), a vendor sends a quote to University buyers, who enter the quote s data into the system. Next, the buyer notifies the requisitioning department that the quotes are ready for the department to review. The department reviews the responses and generates a memo to the buyer specifying the winning vendor. Most of the time, the lowest-bid vendor is the winning vendor. When the department awards the contract to a vendor who is not the lowest-bid vendor, the department is required to justify their choice. The buyer uses the Award Quotes page in the system to award the quote to the specified vendor, who must already have a vendor record in the system. If the vendor does not yet have a vendor record in the system, the award is put on hold until: 1. The vendor returns the completed Vendor Masterfile Record Data form to the buyer. 2. The buyer creates a vendor request in the system via the campus vendor pages. The buyer can attach the Vendor Masterfile Record Data form to the request so the vendor coordinator will have that information. 3. The vendor coordinator approves the vendor request and enters the informatation from the Vendor Masterfile Record Data attachment into the system, creating the vendor record. Related Reference For information on creating a bid, see Entering a Request for Quote (RFQ) or Invitation for Bid (IFB), page 4. For information on entering responses to a bid, see Entering Vendor Responses, page 15 Menu Path Main Menu > Finance Menu > Purchasing > Request for Quotes > Award Quotes Steps - Awarding a Quote Follow these steps to enter award a quote: 1. Choose this menu option: Main Menu > Finance Menu > Purchasing > Request for Quotes > Award Quotes 19

22 2. Enter the Business Unit and as many fields as necessary to refine your search results. Entering the Business Unit and RFQ ID opens the Analyze Quote tab. In this field: Business Unit Look up, or enter, the Business Unit associated with the Request for Quote (RFQ). RFQ ID If you know it, enter the ID of the RFQ. RFQ Status Origin Buyer If you know it, enter the current status of the RFQ. If you know it, enter the area associated with the RFQ. If you know it, enter the buyer listed on the RFQ. 3. Click the Search button. Result: The system displays the search results list, or goes directly to the Analyze Quotes tab. If a search results list appears, click on the RFQ that you want to enter award information for. Then, the system displays the Analyze Quotes tab. 4. On the Analyze Quote tab, complete the field: In this field: Award List of Items to Vendor Lookup, or enter, the vendor ID for the vendor you are awarding the quote to. 20

23 5. On the Create PO/Contract tab, complete the fields. In this field: Create Form Type Create Select Purchase Order. Check this checkbox. 6. Click the Save button. 21

24 PO Auto Sourcing Overview After awarding a quote to a vendor, you can run the PO Auto Sourcing Process in order to get a PO number. Related Reference For information on awarding a quote, see Awarding a Quote, page 19 Menu Path Main Menu > Finance Menu > Purchasing > Purchase Orders > Stage/Source Requests > PO Auto Sourcing Steps - PO Auto Sourcing Follow these steps to run the process: 1. Choose this menu option: Main Menu > Finance Menu > Purchasing > Purchase Orders > Stage/Source Requests > PO Auto Sourcing 2. On the Add a new Value tab, create a new run control ID with no spaces and click Add. Note: The next time you run the process you can use the Find an Existing Value tab to find a previously created Run Control. 22

25 3. On the Objectives tab, check the box beside Request for Quotes and ensure all other boxes are unchecked. 4. Click the magnifying glass next to Buyer and select a buyer. This will assign any unassigned POs to that buyer. 5. Click the Options tab at the top of the page. 6. Click the Expand All button. 7. In the Business Unit to Business Unit fields, enter the business unit listed on the bid (this will either be UNCCH or UNCGA.) 8. Do not change any of the checkboxes. 9. Click the Run button at the top of the page. 23

26 Click OK.

27 11. Click the Results tab at the top of the page. 12. Continue to click the Retrieve button every few seconds until the Process Run Status is "Success." 25

28 Entering or Modifying a Vendor Quote Group Overview Purchasing agents can create specific vendor quote groups if they need to send a bid to a group of specialized vendors that meet criteria before they can bid. This will only be done in rare cases for a few specific departments, such as Cogeneration Facility. Related Reference For information on creating a bid, see Entering a Request for Quote (RFQ) or Invitation for Bid (IFB), page 4. Menu Path Main Menu > Finance Menu > Purchasing > Request for Quotes > Manage Vendor Quote Group Steps - Entering or Modifying a Vendor Quote Group Follow these steps to create or modify a vendor quote group: 1. Choose this menu option: Main Menu > Finance Menu > Purchasing > Request for Quotes > Manage Vendor Quote Group Find An Existing Value If you want to view or update a vendor quote group that has already been created, enter or search for the Quote Group ID or Short Description on the Find an Existing value tab. Otherwise, you will Add a New Value. Add a New Value 2. On the Add a New Value tab,complete the fields: In this field: Set ID Quote Group ID Enter the Business Unit associated with the vendor quote group Enter a unique name or number to help you identify the vendor quote group. 3. Click the Add button. 26

29 Result: The system displays the Manage Vendor Quote Group page. 4. Complete the following: In this field: Description Vendor Short name or Vendor ID Enter a description that will help you identify the vendor quote group. Click the magnifying glass beside either of these columns and search for and choose a vendor you would like to add to this group. Note: To add another vendor, click the Plus button. Location Search for and choose,or enter, the vendor location code that represents the address you want to send the RFQ to. Caution: Do not select a vendor location that has the letters EDX in the Default Location column. These vendors can only be used when purchasing from the vendor catalog. 5. After you have added all of the vendors you need, click the Save button. 27

30 28 Result: The system saves the vendor quote group.

31 Entering a Request for Proposal (RFP) Overview When departments need a request for proposal (RFP), they will create a purchase requisition and attach the RFP form in word format to the requisition. Agents will use the Request Quotes page to copy the requisition into a bid document, in order to get a system generated bid number. Next, they will open the RFP form that the department attached, and plug in the bid number and the bid opening and closing dates. Then, agents will turn the document into a PDF file, and send it to the vendor. Related Reference For information on handling responses to a RFP, see Entering Vendor Responses, page 15. Menu Path Main Menu > Finance Menu > Purchasing > Request for Quotes > Add/Update RFQs Steps - Entering a RFP Follow these steps to enter a RFP: 1. Choose this menu option: Main Menu > Finance Menu > Purchasing > Request for Quotes > Add/Update RFQs Find An Existing Value If you want to view or update a RFP that has already been created, enter the RFQ ID or search for it on the Find an Existing value tab. Otherwise, you will Add a New Value. Add a New Value 2. On the Add a New Value tab,complete the field: In this field: Business Unit RFQ ID Enter the Business Unit associated with the RFQ. The RFQ ID is a system-assigned bid identification number. Leave the default value NEXT, and the system will apply the next available number. 29

32 3. Click the Add button. Result: The system displays the Request Quotes page. 4. Complete the field: In this field: Date Time Closed Solicitation Type Enter the date and time when the bid closes and vendor responses will no longer be accepted. Choose RFQ. Note: Even though this is a RFP instead of an RFQ, the system does not have an RFP option, so select RFQ. 5. Click the Copy From link. 30

33 Result: The system displays the Enter Copy Criteria page. 6. Complete the fields: In this field: Copy From Select Req Lines Specific Requisitions Choose Requisitions. Choose Req Lines. Check this check box, then search for and choose, or enter, the Requisition Number you want to copy from. Copy all Req/RFQ Lines Check this check box. 7. Click OK. 31

34 Result: The system brings the line item information into the Request Quotes page. 8. Click the Save button. Steps - Working with the RFP Form At this point, you should use the Manage Requisitions page to download the RFP form that the department attached. 32

35 Note: You may find it helpful to download the word form before starting the RFP document. Follow these steps to download the form onto your computer: 1. Choose this menu option: Main Menu > Finance Menu > eprocurement > Manage Requisitions Manage Requisitions 2. On the Manage Requisitions page, in order to find the requisition, complete one or more of the fields: In this field: Business Unit Requisition Name Requisition ID Request Status Date From Date To Requester Enter the business unit associated with the requisition you are searching for. If the requisition was given a name, enter the name of the requisition you are searching for. Enter the requisition ID of the document you are searching for. Choose the appropriate status from the list box of the requisition you are searching for. Use the Date From and Date To fields to search for requisitions created within a specific date range. Use the Date From and Date To fields to search for requisitions created within a specific date range. Enter the Requester ID of the person listed as the requester on the requisition you are searching for. Note: The requester is the department contact for the requisition. Entered By PO ID Enter the ID of the person who entered the requisition you are searching for. Enter the purchase order ID associated with the requisition you are searching for. 3. Click the Search button. 33

36 Result: The system displays the first 50 results that meet the criteria you specified. If you don't see the requisition you are searching for within those results, enter more criteria in the search fields and try again. 4. Once you see the requisition you are looking for, select "Edit Requistion" from the drop down menu, click the Go button and open the attachment. 5. Download the word form onto you computer, enter the bid number and bid opening and closing dates, and save the document as a PDF. Then or mail the PDF to the appropriate vendors. When the responses come in, work with the department to decide which vendors meet the techncial requirements. In order to complete the process, refer to the following training materials: For information on handling responses to a RFP, see Entering Vendor Responses, page 15. For information on Awarding Quotes, see Awarding a Quote, page 19 For more information on the bid process, see Entering a Request for Quote (RFQ) or Invitation for Bid (IFB), page 4. 34

37 Creating a Purchase Order by Copying From a Requisition and Working with Purchase Orders Overview After a requisition has been approved, if a bid does not need to be created, a buyer can use the Add/Update PO page to create a purchase order (PO) by copying from an existing requisition. If a bid has been created, the buyer should use the Award Quotes menu screen and follow those procedures. A purchase order is an official offer issued to a vendor that indicates quantities, types, and agreed upon prices for goods or services. Purchase orders are required for any order more than $5,000. Purchase orders can also be created for orders less than $5,000 if the vendor requires a purchase order. Purchase orders must be approved by the Purchasing Director if they are more than $50,000. Menu Path Main Menu > Finance Menu > Purchasing > Purchase Orders > Add/Update PO Steps Creating a Purchase Order by Copying From a Requisition Follow these steps to create a purchase order: 1. Choose this menu option: Main Menu > Finance Menu > Purchasing > Purchase Orders > Add/Update PO Find an Existing Value If you want to view the status of, or update, a purchase order that has already been created, enter or search for the PO Number on the Find an Existing Value tab, then view the status or make the appropriate changes. For more information, refer to Using the Maintain Purchase Order Page. Otherwise, you will Add a New Value. Add a New Value 2. On the Add a New Value tab, complete the field: In this field: Business Unit PO ID Look up, or enter, the business unit associated with the purchase order. Leave the default value NEXT, and the system will apply the next available number. The PO ID is a system-assigned purchase order identification number. 35

38 3. Click the Add button. Result: The system displays the Maintain Purchase Order page. 4. Complete the fields: In this field PO Date Vendor Copy From Leave the system-default current date. Lookup, or enter, the vendor that the purchase order will be sent to. Choose Requisition from the list box. Note: In rare cases, such as if the vendor's name changes mid stream, you could do a purchase order to purchase order copy by selecting Purchase Order from the list box. 36

39 Result: The system displays the Copy Purchase Order from Requisition page. 4. Lookup or enter the Requisition ID and as many fields as necessary to refine your search results. In this field Buyer Vendor ID Origin Category Requisition ID Requisition Name Contract ID Leave this field blank. If you know it, enter the a vendor ID associated with the requisition you are searching for. Do not change this field. This will always be ONL If you know it, enter a category code associated with the requisition you are searching for. If you know if, enter the number of the requisition you are searching for. If you know it, enter the name of the requisition you are searching for. Leave this field blank. 5. Click the Search button. 37

40 Result: The system displays the requisition lines that meet the search criteria. 6. Under the Selection Requisition Lines heading, in the Select column, mark the checkboxes for the requisition lines you want to copy. Note: To copy all of the requisition lines, mark the Select All checkbox above the Copy To PO button. 6. Click the Copy To PO button. 38

41 Result: The system returns you to the Maintain Purchase Order page. Using the Maintain Purchase Order Page 7. If you want to add header comments, click the Add Comments link. 39

42 Result: The system displays the PO Header Comments page. 8. If you are entering header comments, complete these fields: In this field: Comments Use Standard Comments Enter any comments that apply to the entire PO. Click this link if you want to choose a pre-defined, standard comment. Result: The system displays the Standard Comments page. a. Search for and choose, or enter, the appropriate Comment Type. b. Click OK. Result: The system returns you to the PO Header Comments page. Send to Vendor Show at Voucher Show at Receipt Approval Justification Attach Check this checkbox if you want these comments to be dispatched to the vendor. Check this checkbox if you want these comments to appear on the voucher. Check this checkbox if you want these comments to appear on the receipt. Check this checkbox if you want the comments to be viewable if the document goes through the workflow process. Click this button to attach supporting documentation to the PO. Examples of supporting documentation include signed contracts or agreements, terms and conditions, and quotes from the vendor. 40

43 9. Click OK. Result: The system returns you to the Maintain Purchase Order page. 10. Complete the field: In this field: Dispatch Method Choose how you want to submit the order to the vendor: Print to send a written copy of the order to the vendor. Phone to submit the order to the vendor by phone. The vendor will not receive a written copy of the order. 41

44 11. Click on the Attributes tab. 12. Complete the fields: In this field: Physical Nature Amount Only Choose the option you want: Goods if the purchase order line is for goods. Services if the purchase order line is for services. Mark this checkbox if the order is for a type of service and no quantity is involved. Note: If you need to check this box but box is grayed out, follow these steps: a. Click the Statuses tab b. Click the Blue Triangle / Change Order button c. Click the Amount Only tab and the box won't be grayed out. 42

45 13. Click on the Receiving tab. 14. Complete the fields: In this field: Receiving Required Inspection Required Choose the option you want: Do not if receiving should not be done, for example, if this is going to be a 'check with order' PO Optional if receiving is optional Required if receiving is mandatory. This is the system default. Check this checkbox if inspection is required. Note: Inspections are mostly required for carpet installations and furniture. 15. Click the Save button. 16. Complete the field: 43

46 In this field: PO Status Go to In the top right corner, click the checkmark icon to change the status from Open to Approved. Choose Budget Check 17. Click the Save button. Changing the Budget Date If the order needs to be encumbered in the next fiscal year, you will need to change the Budget Date. This can only be done if the budget has already been entered on that budget period in the Commitment Control module, otherwise you will receive an error message. This will only happen at fiscal year end when the Budget Office opens the budget period for the next fiscal year. To change the budget date follow these steps: 1. Click the Details tab. 44

47 2. Click the Schedule icon. 3. Click the Distribution/ChartFields icon. 4. Click the Budget Information tab. 5. Complete the field: In this field: Budget Date Enter a budget date in the next fiscal year. 45

48 6. Click OK. Note: The budget office will open this field starting in May of each year. Viewing the Asset Information If the buyers want to review the asset information to make sure it is correct, they can use the Asset Management tab. To view the asset information follow these steps: 1. Click the Details tab. 2. Click the Schedule icon. 46

49 3. Click the Distribution/ChartFields icon. 4. Click the Asset Information tab. 5. If an AM Unit and Profile ID has already been entered, you can review it to make sure it is correct. 47

50 Creating a Zero Value Line Sometimes a zero value line item exists. This usally involves the evaluation of equipment or the vendor billing for a piece of equipment and breaking the parts out as no charge items. Follow these steps to indicate the zero value line. 1. From the main page, click the Details tab. 2. Click the Schedule icon in the line that you want to mark as a zero value line. 3. Select the Shipment tab and mark the Zero Price box. 48

51 Dispatching the Purchase Order 1. When you have finished the purchase order and need to dispatch it manually, click on the Dispatch button. Viewing the Document Status Page You can use the Document Status link to see more information about the purchase order, such as whether or not the voucher / invoice has been entered against the purchase order. You can then drill down to see if payment has been processed. 2. Click the Document Status link on the Maintain Purchase Order page. Result: The system displays a new tab that lists all the documents associated with the purchase order. 49

52 3. To return to the Maintain Purchase Order page, close the Document Status tab. Updating the Purchase Order after the Department Creates a Change Order Sometimes, a department will need you to make a change to an existing purchase order. To do so, they create a new requisition from scratch and indicate in the header comments field that the requisition is being created as a change order and they will list the PO number. "Change Order for PO = 2XXXXXXXXX." Complete these steps to update the purchase order based on the department's requisition that is a change order: 1. Open the existing purchase order. 2. Complete the field: In this field Copy From Choose Requisition from the list box. 50

53 Result: The system displays the Copy Purchase Order From Requistion page. 3. Lookup or enter the Requisition ID and as many fields as necessary to refine your search results. In this field Buyer Vendor ID Origin Category Requisition ID Requisition Name Contract ID Leave this field blank. If you know it, enter the a vendor ID associated with the requisition you are searching for. Do not change this field. This will always be ONL. If you know it, enter a category code associated with the requisition you are searching for. If you know if, enter the number of the requisition you are searching for. If you know it, enter the name of the requisition you are searching for. Leave this field blank. 4. Click the Search button. Result: The system displays the requisition lines that meet the search criteria. 5. Under the Selection Requisition Lines heading, in the Select column, mark the checkboxes for the requisition lines you want to copy. Note: To copy all of the requisition lines, check the Select All checkbox above the Copy To PO button. 6. Click the Copy To PO button. 51

54 Result: The system adds the new line(s) and returns you to the Maintain Purchase Order page. Note: You can use the Maintain Purchase Order page to modify a purchase order even without a new requisition from the department. For example, if the freight terms need to be changed. 52

55 Using the Report Manager Follow these steps to use the Report Manager: 1. Choose this menu option: Main Menu > Finance Menu > Reporting Tools > Report Manager 2. Select the Administration tab. 3. On the drop down menu on the far right side of the page, change from Days to All 4. Click the Refresh button. 5. Locate the PO Dispatch line and click on the PO_DISPATCH-PO DISPATCH.pdf link. Result: The system displays the purchase order with the authorized signature at the bottom. 53

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57 Create a Purchase Order Using the Expedite Requisitions Page Overview After a requisition has been approved, if a bid does not need to be created, a buyer can use the Expedite Requisitions page to review the requisition, assign a default buyer, change the vendor and quantity information, if necessary, and create a purchase order (PO.) If a bid has been created, the buyer should use the Award Quotes menu screen and follow those procedures. A purchase order is an official offer issued to a vendor that indicates quantities, types, and agreed upon prices for goods or services. Purchase orders are required for any order more than $5,000. Purchase orders can also be created for orders less than $5,000 if the vendor requires a purchase order. Purchase orders must be approved by the Purchasing Director if they are more than $50,000. Related Reference For information on an alternative way to create a purchase order, see Creating a Purchase Order by Copying From a Requisition and Working with Purchase Orders, page 35. Menu Path Main Menu > Finance Menu> eprocurement > Buyer Center> Expedite Requistions Steps - Create a Purchase Order Using the Expedite Requisitions Page Follow these steps to create a purchase order using the expedite requisitions page: 1. Choose this menu option: Main Menu > Finance Menu> eprocurement > Buyer Center> Expedite Requistions Expedite Requisitions 2. Lookup the requisitions you want to expedite by entering as many fields as necessary to refine your search results. 55

58 In this field Business Unit Requisition ID Requisition Name Requester Buyer Category Vendor Name If you know it, enter the business unit listed on the requisitions you are searching for. If you know it, enter the a requisition ID associated with the requisition you are searching for. If you know it, enter the name of the requisition you are searching for. If you know it, enter the requester of the requisitions you are searching for. If you know it, enter the buyer listed on the requisitions you are searching for. If you know it, enter a category code associated with the requisition you are searching for. If you know it, enter a vendor associated with the requisitions you are searching for. 3. Click the Search button. Result: The system displays the requisition lines that meet the search criteria. 4. Complete the field: In this field: Default Buyer Look up, or enter, the buyer ID that you want asociated with the purchase orders. 5. Before creating the purchase order, you have the option to change any of the following line item fields: 56

59 In this field: Vendor If you need to change the vendor, look up, or enter, the vendor number. To search for the vendor number: a. Click the Lookup (magnifying glass) icon. b. Enter the short vendor name. c. Click the Lookup button. Result: The system displays a list of vendors that match the criteria you specified. d. Choose the appropriate Vendor ID line. e. If the vendor is not listed in the system, refer to the Requesting a New Campus Vendor, page 1 training documentation. Location Po Quantity After selecting a vendor, if you want to change the vendor location, lookup, or enter, the location. If you need to, enter a new PO quantity. 6. If you need to change multiple lines to the same vendor, mark the select checkbox by each line you want to change and look up, or enter the vendor number in the field to the left of the Apply Vendor to Selected Lines button. Then, click the Apply Vendor to Selected Lines button. 57

60 Result: The system displays the new vendor information. 7. Check the checkbox to the left of each line you want to create a purchase order for. Caution: Make sure that you are selecting all lines that you want to use and that you do not accidentally select lines from other requisitions. 8. Click the Submit button. Result: The system removes the selected requisitions from the list and creates a purchase order. 58