Buy A&M. Departmental Access Training. Direct Open Market. The new E-Procurement System. Requisition Type:

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1 Buy A&M The new E-Procurement System Departmental Access Training Requisition Type: Direct Open Market

2 Your Event Here Direct Open Market Equivalent to FAMIS Limited Document (L-Doc). Purchases under $5,000 (exception of computers, charter bus services, etc) For authorized users, this is a request for items not contained on a contract or blanket that will allow the user to complete the purchase order and send without need of a buyer.

3 Buy A&M Terminology Reqisitioner Overview - Terminology PVAMU Terminology Definition Creates requisition Creator Requisition Requisition Request on- or off-contract goods and services. Requisition Type - Direct Open Market Requisition Type - Open Market Limited Document (L-Doc) Off-contract Purchase (R-Doc) For authorized users, this is a request for items not contained on a contract or blanket that will allow the user to complete the purchase order and send without need of a buyer. A request for items not contained on a contract or blanket. Only Buyers can issue purchase orders. Requisition Type - Release Contract Purchase A request for items off of a Master Blanket PO. Requisition Type - RPA Seller Vendor Exempt Document (E-Doc) Vendor Vendor; Supplier A Request for Payment Authorization. This allows ready made purchases to be entered into the system and for which should be accounted (i.e memberships, rental cars, etc) Buy A&M System

4 Buy A&M Training Overview Document Statuses Status Name Meaning Available Actions Actions Permitted By Edit The initial status of new documents. Submit for Approval Creator In Progress The document is still being Clone (creates a new copy of the Authorized users completed by the creator. document) Cancel Ready for Approval Returned Ready to Send Sent Cancelled The document has been submitted for approval and is travelling down one or a series of approval paths. The document was disapproved by an approver. The document has been approved and is ready to be sent to a vendor or vendors. The document has been sent to a vendor or vendors. The document has been cancelled by the creator or an authorized user for the document s business units. Approval/Disapproval Edit (accounting and commodity code information only) Clone Cancel Reopen (returns document to In Progress status) Clone Cancel Send to vendor Clone Cancel Clone Cancel Clone Current approver Creator Authorized users Creator Authorized users Creator Authorized users Creator Authorized users

5 Buy A&M Training Overview Document Statuses, Continued Status Name Meaning Available Actions Actions Permitted By Gone to Bid Gone to PO Partial receipt Complete receipt Approved for Invoice Closed Requisition has been converted to a solicitation for competitive bidding by vendors as required by procurement policies Requisition has been converted directly to a PO or the Bid it was previously converted to has been awarded as one or more POs to one or more vendors An order (PO) that was previously Sent to a vendor has been partially received in Buy A&M. An order (PO) that was previously Sent to a vendor has been completely received in Buy A&M. A receipt has been approved against a PO so that payment of Invoices for the items received can be made A PO has been fully paid and received Clone Clone Change Order Additional Receiving Clone Change Order Additional Receiving Clone None (additional Receipts can be created against the same PO to adjust received totals if needed) None N/A N/A Department Access (if authorized) Basic Purchasing Creator Authorized users N/A Creator Authorized users

6 Buy A&M System Login Screen

7 Buy A&M System Before you login Things to Remember Buy A&M works best in Internet Explorer Make Sure your Pop-Up Blocker is off Production Environment - Use Single Sign On to access the Buy A&M System

8 Buy A&M System SSO entry to BAM (Production Environment) Click Buy A&M link

9 Home Page Layout 2. Header Bar 1. Role Selection 3. Navigation Bar (to the document) 4. Header Tab (Navigate through the document) 9 Periscope Holdings, Inc.

10 Your Event Here Start a new requisition 1. Documents 2. Requisitions 3. New

11 Header tab 1. General general information (select type: Direct Open Market). 2. Items provide description of goods/services 3. Address shipping/invoicing information 4. Accounting account information 5. Routing routing for approval 6. Attachment attach documents (quotes, invoices, etc.) 7. Notes additional information for vendor 8. Reminders set up reminders 9. Summary summary of completed information.

12 General Tab: 1. Short Description of what is being purchased 1 2. Requisition Type Direct Open Market Type Code Regular Order (on most cases) 4. TIBH select option 5. Click Save & Continue Next steps 1. Requisition number should populate Click Items tab 5 3. Click Add Open Market Items to enter a description

13 Items Tab Note: Requisition number Items Tab: 1. Long Description of what is being purchased 2. Quantity - How many Note: Requisition Status 3. Unit Cost - price 4. UOM unit of measure 5. Discount if there is a discount NIGP Class Three (3) digit number. Use eyeglass to search. 7. NIGP Class Item Two (2) digit number 7 6 Next steps Click Save & Continue to enter another item - or - 1. Click Save & Exit 2. Click Vendors Tab 3. Click Look up & Add Vendors

14 Vendors Tab To look up vendors: Search by (1)Vendor ID or Search by (2)Vendor name Then Click (3)Find It Select Vendor Then Click Save & Exit - to add vendor

15 Vendors Tab 1. Once the vendor populate please verify if this is the correct vendor for this order. 2. Check this box as Recommended Vendor 3. Click Save & Continue

16 Address Tab Next steps Verify this is the correct Ship & Bill to address for this order. 1. Click Accounting Tab. 2. Next to Account Code click magnifying glass to search and enter the account code..

17 Accounting Tab To look up account: Click magnifying glass Enter the account code Or 2. Description 3. Then Click find it.

18 Accounting Tab 1. Select account 2. Press Select

19 Accounting Tab NOTE: The Object code will automatically populate when the NIGP code is entered. However if the code 9999 is populated due to an error code, you will need to enter the correct object code here. 1. Click Saved based on Percentages or Click Saved based on Dollars 2. Click Rebuild for All Items

20 Attachments Tab Attach quote or other documents

21 Notes Tab Add notes here Reminders Tab Set up reminders

22 Your Event Here Summary Tab Review Summary Information Submit for approval

23 Your Event Here Requisition To Purchase Order NOTE: ONCE A REQUISITION IS APPROVED BY THE APPROVER THE SYSTEM WILL AUTOMATICALLY SEND THE PURCHASE ORDER TO THE VENDOR. PLEASE CHECK YOUR REQUISITION PRIOR TO SENDING IT FOR APPROVAL. ONCE THE PURCHASE ORDER IS SENT, THEN ANY CHANGES WILL REQUIRE A CHANGE ORDER TO THE PURCHASE ORDER.

24 Requisition Tab 1. Requisition tab 2. Ready for Purchasing 3. Select requisition

25 Summary Tab Ready for Purchasing Convert to PO

26 Convert to PO 1. Select Single PO Using recommended vendor 2. Select Convert to PO Attach vendors quote

27 New Purchase Order Select new purchase order

28 PO Sent PO sent to vendor