Create a Requisition from SuperQUOTE Award
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1 UNIVERSITY OF HAWAII Create a Requisition from SuperQUOTE Award Process Document 01/27/2014 0
2 Introduction A University Request for Quotation awarded via CommercePoint s SuperQUOTE 1 E-Quotation system can now be accessed in KFS to populate a Requisition document. This easy-to-use feature is conveniently located on the KFS Main Menu page. By clicking the applicable link, users can view a list of SuperQUOTE Award numbers, select the desired number and automatically populate a KFS Requisition with relevant SuperQUOTE Award details, thereby eliminating the need to re-enter the order information. The following informational guide provides step-by-step instructions on how to search for and select the desired SuperQUOTE Award number and then create a KFS Requisition for further processing. 1 Third party software product utilized by UH to obtain competitive quotations for procurement of needed goods and services. 1
3 Overview Background Pursuant to University Administrative Procedure A8.250, Small Purchases, any procurement less than $100,000 for goods and services may be made in accordance with the small purchase procedures specified therein. Pursuant to University Administrative Procedure A8.281, Construction, paragraph 2, Small Purchases, any procurement less than $250,000 for construction may be made in accordance with the small purchase procedures specified therein. In order to obtain quality goods, services, and construction at fair and reasonable prices, the University highly recommends purchasing through a competitive solicitation process. Moreover, insofar as it is practical and based on the University s specifications, adequate and reasonable competition shall be solicited via the use of CommercePoint s SuperQUOTE electronic online quotation system. For more information regarding the University s small purchase procedures and solicitation requirements, please visit for goods and services, and for construction. Getting Started To access the SuperQUOTE system, prospective users should contact their departmental business office staff to establish a user profile under the department s SuperQUOTE account, and, if needed, to register for CommercePoint s training session. Upon completion of the solicitation process and selection of the awarded vendor in SuperQUOTE, the system will feed the award data to KFS. The award number may then be accessed in KFS to create and populate a KFS Requisition document. NOTE: SuperQUOTE transmits award data approximately every 15 minutes. 2
4 Creating a Requisition from a SuperQUOTE Award To access a SuperQUOTE Award doc from KFS, go to the KFS Main Menu tab and click on the SuperQUOTE Awards link. Navigation: Main Menu tab Transactions Purchasing/Accounts Payable SuperQUOTE Awards The system will advance to the SuperQUOTE Lookup page. 3
5 The user s default FO code will be displayed in the Fiscal Officer Code field; enter the desired Award number and click to retrieve the Award document. Or, to view a more complete listing of SuperQUOTE Awards, delete the default FO code and then click. A list of valid Award numbers will be displayed. 4
6 Select the desired Award number from the Actions column. 5
7 The system will automatically create and populate the KFS Requisition document with pertinent SuperQUOTE details including: o Document Overview Tab Explanation: Name of SuperQUOTE requisitioner and other Vendor quotes received (if no other bids were received, the message, No other quotes will be entered) Organization Document Number: SuperQUOTE Award Number: SQnnnnn Chart/Org: Defaults to Initiator s profile o Delivery Tab NOTE: Delivery information will default to KFS Initiator s default delivery details, if available, and NOT to the address information from the SuperQUOTE Award doc. This information can be edited if desired. 6
8 o Vendor Tab Vendor Address Section Suggested Vendor: SuperQUOTE Vendor Name Vendor #: Defaults to blank until user searches and selects a valid Vendor # from the vendor base in KFS. NOTE: In order to search for a Vendor #, Requisition must first be saved. However, be aware that once saved, the SuperQUOTE number will no longer be available from the Main Menu>SuperQUOTE Awards link.* See page 10 for additional processing notes. Address 1: SuperQUOTE Address 1 Address 2: SuperQUOTE Address 2 (if completed; otherwise will be left blank) City: SuperQUOTE City State: SuperQUOTE State Postal Code: SuperQUOTE Zip Country: Defaults to blank until user searches and selects a valid Vendor # in KFS 7
9 o Items Tab Current Items Section Item Type: Defaults to QUANTITY Quantity: SuperQUOTE Quantity UOM: Defaults to EA (each) Description: SuperQUOTE Vendor Description + MFG Name + MFG Part # Unit Cost: SuperQUOTE Unit Price NOTE: SuperQUOTE extra charges (i.e., Misc charges, Taxes, Freight ), if any, will be populated in the Requisition Current Items section, with the following defaults: Item Type: NO QUANTITY Description: Miscellaneous, Tax, or Shipping (as applicable) Unit Cost: Applicable SuperQUOTE extra charge amount o To confirm the accuracy of the KFS Requisition data, verify the details against the applicable SuperQUOTE Award document. 8
10 9
11 o To edit the Requisition further, click at the bottom of the page.* See below for additional processing notes. o The system will assign a Requisition number and open all editable fields for updating, as needed. NOTES: *Once saved, KFS assigns a Requisition number to the edoc; at this point the SQ Award number will no longer be available for access from the SuperQUOTE Lookup page. If an Award number was clicked in error and the resulting Requisition was subsequently saved, it is suggested that you contact the affected department so that they can copy it to a new Requisition document and continue processing under their own default information, if needed. Capital Asset information, if applicable, should be completed in the Capital Assets tab. 10
12 11
13 o o o Be sure to attach any required supporting documents. When you have finished editing the Requisition and attached the required supporting documents, click to begin electronic routing for approval. For more information on Requisition processing, refer to the Create a Requisition training guide found on the Kuali Financial webpage, 12
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