Requisitions Training

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Madeline Wilkinson
5 years ago
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1 Requisitions Training

2 Agenda Overview Creation & Setup On-Contract Items & Vendors Addresses Accounting Attachments Internal Communication Approval Vendor Notification Change Orders Off-Contract Items & Vendors Informal Quotes Punchouts

3 Overview

4 Overview What is a Requisition? Requisition documents in Buy A&M allow users to place requests for goods and services. The type of Requisition will determine whether the request is for goods and services on- or off-contract, or for a reimbursement for funds already spent. Requisitions are completed by indicating the type of request, adding the items representing the good and services being requested, providing the shipping and billing addresses and indicating funding sources.

5 Overview Requisition Types Requisition Type Purpose Primary Features Open Market Request off-contract goods/services Creator defines goods/services being requested Enables creator to solicit price quotes from vendors via Informal Quote document Routes to Procurement for final approval and to convert to Bid or PO Procurement can edit resulting PO before sending it to the vendor Creator must have Requisitioner role designation Direct Open Market (Standard) Release Direct Release Place orders for off-contract goods/services that do not route through procurement Request on-contract goods/services Place orders for on-contract good/services that do not route through procurement Creator defines goods/services being requested Enables creator to solicit price quotes from vendors via Informal Quote document Vendor must be selected prior to submitting for approval Routes to creator to send to the vendor following approval No procurement involvement Creator must have Department Buyer role designation Associated contract setup for Standard Release Type Creator finds on-contract items via search and adds them to the requisition Routes to Procurement for final approval and to convert to PO Procurement can edit resulting PO (except vendor) before sending it to the vendor Creator must have Requisitioner or Contract Shopper role designation Associated contract setup for Direct Release Type Creator finds on-contract items via search and adds them to the requisition Routes to creator to send to the vendor following approval No procurement involvement Creator must have Requisitioner or Contract Shopper role designation RPA Document purchase made outside of Buy A&M, such as emergency purchases Creator defines items already purchased Invoice information, including vendor must be provided Following approval, immediately becomes completed PO Creator must have Requisitioner role designation 5

6 Overview Requisition Statuses Status Code Status Name Meaning Available Actions Actions Permitted By 1RI 1RRA 1RRP 1RRT 1RPO; 1RB In Progress Ready for Approval Ready for Purchasing Returned Gone to X The initial status of new documents. The document is still being completed by the creator. The document has been submitted for approval and is travelling down an approval path. The document has been approved and procurement must decide whether to conduct a solicitation (for off-contract Requisitions), purchase the items or disapprove the request. The document was disapproved by an approver or Basic Purchasing user. The document has been converted into a Purchase Order or Bid. The resulting Purchase Order or Bid must be processed. Edit Submit for Approval Clone (creates a new copy of the document) Cancel Approve/Disapprove Edit (accounting and commodity code information only) Clone Cancel Convert to Bid (for Open Markets) Convert to Purchase Order Disapprove Clone Cancel Reopen (returns document to In Progress status) Clone Cancel Clone Creator Authorized Superusers Current approver Basic Purchasing user Creator Authorized Superusers Any DA or BP user 1RC Cancelled The document has been cancelled. Clone Any DA or BP user

7 Creation & Setup

8 Creation & Setup Logging In

9 Creation & Setup Role Selection

10 Creation & Setup Items Dropdown

11 Creation & Setup Quick Buy

12 Creation & Setup Quick Buy Add Items to Req

13 Creation & Setup Cloning Requisitions 13

14 Creation & Setup Cloning Requisitions (cont.)

15 Creation & Setup Create New

16 Creation & Setup Setup Overview

17 Creation & Setup Optional Tabs 17

18 Creation & Setup General Tab

19 Creation & Setup General Tab Standard Fields Field Description Requisition Number Short Description* Status Fiscal Year Department / Location* Organization Required by Date Entered Date Requisition Type Type Code Solicitation Enabled The document number auto-assigned Short description of the Requisition. 100 character limit. The current status of the Requisition. The fiscal year that the document is being created for. The business units that own the contract. Generally, these are the units that originally requested the items being contracted. These will automatically transfer from cloned documents and awarded Bids. The Organization that the document is being placed on behalf of. The date that the requested goods/services are needed by. The date that the Requisition was originally assigned a number The type of Requisition that is being completed. Only necessary to select if Direct Open Market is desired. The Type Code field enables agencies to identify documents by a label of their own definition. Administrators must define the options available within this dropdown box. Selecting this check box will enable solicitations against this requisition.

20 Creation & Setup General Tab Standard Fields, cont. Field Requestor Purchaser Contact Contact Phone Alternate ID Tax Rate Estimated Cost Print Format* Description The user that created that owns the Requisition and has rights to edit it. This field automatically populates with the name of the creator. The Basic Purchasing user that the Requisition will be routed to if it requires procurement involvement. The name of the person that should be contacted with questions about this Requisition. This field automatically populates with the name of the creator. The phone number of the person that should be contacted with question about this Requisition. This field automatically populates with the phone number of the creator. The Alternate ID field is used by the interface to document the encumbrance number. Anything input into this field will be overwritten once the Requisition is approved. If selected, the tax rate will automatically be applied to all items on the Requisition. The estimated cost of the all the goods/services being requested on this document. This field automatically updates as Items are added to the Requisition. The format of the Requisition that will print when selecting the Print button on the Summary tab. This can be changed while the Requisition is in any status.

21 Creation & Setup General Tab Custom Fields Field Description User Ref/Ref 4 RPA Receive Date 7-digit number Date goods received when creating an RPA

22 On-Contract Items & Vendors

23 On-Contract Items Tab w/ No Items

24 On-Contract Searching for Items to Add 24

25 On-Contract Searching for Items to Add (cont.) 25

26 On-Contract Searching for Items to Add (cont.) 26

27 On-Contract Searching for Items to Add (cont.) 27

28 On-Contract Items Tab w/ Items Edit Item Sort Delete Items Edit Print Sequence Change Quantity Search for More Items

29 On-Contract Items Tab w/ Items (cont.)

30 On-Contract On-Contract Items w/o Unit Pricing 30

31 On-Contract Items Tab (cont.) 31

32 On-Contract Item-Level Tabs 32

33 On-Contract Vendor Tab 33

34 Addresses

35 Addresses Overview 35

36 Addresses Header-level Tab 36

37 Addresses Items-level Tab 37

38 Accounting

39 Accounting Overview 39

40 Accounting Header-level Tab 40

41 Accounting Header-level Tab (cont.) 41

42 Accounting Header-level Tab Rebuild for All Items 42

43 Accounting Items-level Tab Buy A&M Online

44 Attachments

45 Attachments Attachments Tab

46 Attachments Attaching Files

47 Attachments Downloading Attachments

48 Attachments Deleting Files

49 Internal Communication

50 Internal Communication Notes Tab

51 Internal Communication Item-Level Notes Tab

52 Internal Communication Reminders Tab

53 Approval

54 Approval Summary Tab

55 Approval Approval Paths

56 Approval Requisition Interface Transaction

57 Approval Approval Process

58 Off-Contract Items & Vendors

59 Off-Contract Create New Requisition

60 Off-Contract Adding New Items 60

61 Off-Contract Adding New Items (cont.)

62 Off-Contract Adding New Items: Standard Fields Field Description Print Sequence* The order the items will appear to vendors. The default sequence is the order that the items are added to the document. Item Type* Can be either Normal or Narrative. Normal items can be ordered while Narrative items cannot. Narrative items only permit you to enter a Description and a Print Sequence. Description* The definition of the good or service being requested. For Narrative items, the Description can be instructions or other information. Quantity* The total number of the item being requested. Unit Cost* The estimated cost of one unit of the item. UOM* The unit of measure for the item. Discount % The standard discount percentage for each unit of the item. Negative numbers entered here signify a markup. You cannot enter both a Discount % and Total Discount Amount. Total Discount Amount The dollar discount for each unit of the item. Negative numbers entered here signify a markup. You cannot enter both a Discount % and Total Discount Amount. NIGP Class* The 3-digit NIGP Class code for the item. You can either type in the code, select a code from the dropdown, or use the eyeglass icon to conduct a keyword search for the appropriate code. NIGP Class-Item* The 2-digit NIGP Class-item code for the item. Commodity Code The 11-digit NIGP Detail code for the item. Use the Lookup Commodity Code button to search for the appropriate code. This is an optional field. Most agencies will not use this field. Tax Rate The tax rate that should be applied to this item. This is an optional field. Freight The estimated freight charges associated with ordering the desired quantity of the item. Manufacturer / Brand / Model / The specific product details. These fields are optional. Make / Pckg

63 Off-Contract Adding New Items: Commodity Codes

64 Off-Contract Items Tab w/ Items

65 Off-Contract Items Detail Screen 65

66 Off-Contract RPA Items 66

67 Off-Contract Vendors Tab 67

68 Off-Contract Vendor Search 68

69 Off-Contract Vendor Search (cont.) 69

70 Off-Contract Recommending Vendors 70

71 Off-Contract Informal Quote 71

72 Off-Contract Ready for Purchasing Status

73 Informal Quotes

74 Setup Overview

75 Setup Vendors Tab

76 Setup Soliciting Quotes via Buy A&M

77 Setup Vendors Tab Fields Field Publish Informal Bid on Web Show Unit Prices to Vendors Allow Vendor to Change Quantity Allow Vendor to Change UOM Unrestricted Restricted Bid Ending Date Bid Available Date Purge Date Description When checked, allows vendors to view and submit price quotes for the Items on your Requisition. If this option is not checked, you must solicit price quotes outside of the system. Once selected, Bid Ending Date field becomes required in order to publish the solicitation. When checked, displays to vendors the unit price estimates entered for each Item on the Requisition. This option is unchecked by default so that vendors are not given an idea of how much you are expecting to spend per Item. When checked, allows vendors to edit the desired quantity you provided for each Item. This option is useful if vendors may provide the Item(s) in pre-packaged quantities (e.g. package of 3 vs. package of 8). When checked, allows vendors to edit the desired unit of measure you provided for each Item. This option is useful if vendors may provide the Item(s) in different units (e.g. boxes vs. each). When selected, all registered vendors can view and respond to the solicitation within the system. When selected, only the vendors you select on the Vendors tab can view and respond to the solicitation within the system. If neither Restricted or Unrestricted is selected, all registered vendors will be able to view and respond to the solicitation within the system. If soliciting price quotes, the date and time you expect all vendor price quotes to be submitted. This will be communicated to vendors, but does not effect when you are able to end the solicitation, view submitted price quotes or recommend vendors for award. If soliciting price quotes, the date and time that the notification about the solicitation will be sent to selected vendors, and that vendors will be able to view and respond to the solicitation within the system. NOT USED

78 Setup Date Selection

79 Bidders Overview 79

80 Bidders Adding Bidders 80

81 Bidders Vendors Tab 81

82 Bidders Notifying Vendors 82

83 Bidders Notifying Vendors (cont.) 83

84 Bidders Notifying Vendors (cont.) 84

85 Response Vendor Roles Vendor Roles Seller Seller Administrator Primary Functions Respond to solicitation opportunities Acknowledge received purchase orders Manage vendor users (Sellers)

86 Response Vendor Homepage