Overview Terminology Buy A&M Terminology TAMUS Terminology Definition Accounts Payable Basic Purchasing Bid Accounts Payable Purchaser Bid; Solicitation Enter data from invoices received from vendors into Invoice documents in Buy A&M as part of a 3-way match between PO, Receipt and Invoice, and submit for approval. AP Supervisor role, approve the Invoices of others. Process requisitions, Conduct solicitations, Manage contracts, Create purchase orders. Conduct solicitations, Create and publish solicitation amendments, Close response period, Access the Bid Tabulation (Bid Tab) document (scoring Proposals/Application). Bid Amendment Amendment to an Request for Grant Application or RFP. Change Order Manage change orders and contract amendments. Department Access Requisitioner Create requisitions, Approve documents, Receive items. Invoice Invoice Pay for goods and service with 3 way match. Purchase Order Purchase Order Quote Proposals; Bids Receipts Receipts Receive goods and services for 3 way match. 1
Overview Terminology Buy A&M Terminology TAMUS Terminology Definition Reqisitioner Preparer Requisition Requisition Request on- or off-contract goods and services. Requisition Type - Direct Open Market L-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. Requisition Type - Open Market Off-contract Purchase A request for items not contained on a contract or blanket. Requisition Type - Release Contract Purchase A request for items off of a Master Blanket PO. Requisition Type - RPA Seller Vendor Paper Voucher Vendor Vendor; Supplier A Request for Payment Authorization. This allows an already made purchase to be entered into the system and for which should be accounted. 2
Overview Functional User Roles Purchasing Roles Primary Functions Personnel Basic Purchasing (BP) Process requisitions Conduct solicitations Manage contracts Cut purchase orders Purchasing / Procurement Department Access (DA) All Optional Create requisitions Approve documents Receive items* Manage informal solicitations End-users (Customers) Approvers Business Managers Budget Central Receiving Accounts Payable (AP) Enter data from invoices received from vendors into Invoice documents in Buy A&M as part of a 3-way match between PO, Receipt and Invoice, and submit for approval With AP Supervisor role, approve the Invoices of others Accounts Payable 3 3
Overview Documents Document Type Purpose Created By Requisition Bid Bid Tab Quote Request on- or off-contract goods and services Conduct formal and informal solicitations Create and publish solicitation amendments Close response period Access the Bid Tabulation (Bid Tab) document View and evaluate solicitation responses Request clarifications and revisions to responses Recommend vendors for award Convert awards to purchase orders and contracts Respond to a solicitation Department Access (automatically created by closing response period) Seller (vendor) Purchase Order Send orders to vendors Setup and manage term contracts Change Order Manage change orders and contract amendments Access via Purchase Order Department Access (Initiate/Approve) (Initiate/Approve/Apply) Receipt Record receipt, return and cancellation of ordered goods/services Access via Purchase Order Department Access (optional) Invoice Document invoices received from vendors against the PO and Receipt to facilitate a 3-way match Approve to send payable transaction to USAS Accounts Payable 4 4
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 (creates a new copy of the Authorized users completed by the creator. document) 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) Reopen (returns document to In Progress status) Send to vendor Current approver Creator Authorized users Creator Authorized users Creator Authorized users Creator Authorized users 5
Overview Document Statuses, Continued Status Name Meaning Available Actions Actions Permitted By Gone to Bid Requisition has been converted to a solicitation for competitive bidding by vendors as required by procurement policies Clone N/A Gone to PO 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 Clone N/A Partial receipt An order (PO) that was previously Sent to a vendor has been partially received in Buy A&M. Change Order Additional Receiving Clone Department Access (if authorized) Basic Purchasing Complete receipt Approved for Invoice 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 Change Order Additional Receiving Clone None (additional Receipts can be created against the same PO to adjust received totals if needed) Creator Authorized users N/A Closed A PO has been fully paid and received None Creator Authorized users 6
Overview What s a Bid? Bid documents enable Basic Purchasing (BP) users in Buy A&M to conduct solicitations. BP users complete Bids by defining the solicitation process to be used, indicating the relevant dates, creating the item(s) that can be bid upon, identifying vendors to notify, and attaching the appropriate terms, conditions, instructions, etc. Once approved, Bids can be published on the web to enable electronic response by registered vendors. After the response time has ended, Bid responses can be viewed, evaluated and awarded via the Bid Tab. 7
Overview Bid Documents Document Type Bid Bid Tab Purpose Conduct solicitations Create and publish solicitation amendments Close response period Access a link to the Bid Tabulation (Bid Tab) document after a Bid is opened and ready for evaluation View and evaluate solicitation responses Request clarifications and revisions to responses Recommend responses for award Convert awards to purchase orders and contracts Created By (automatically created by closing response period) Amendment Create and apply solicitation amendments Quote Respond to a solicitation Seller 8 8
Overview Bid Types Bid Types Open Closed Formal Informal Description Open Bids are those that allow any registered vendor in Buy A&M to submit a response. Open Bids are also viewable to users without a login ID from the Login Screen using the Open Bids link. Closed Bids are visible only to those vendors originally notified of the Bid upon publication. Only these vendors will be able to submit a response through the system. Formal Bids do not allow Basic Purchasing users to end the response period prior to the identified Opening Date/Time without a formal Bid Amendment. Therefore, vendors are able to respond electronically through the system up until the Opening Date/Time, and Basic Purchasing users are unable to view any submitted responses until this time as well. Bids are formal by default. No action is required to make a Bid formal. Formal Bids can be either Open or Closed. Bids marked as Informal allow Basic Purchasing users to view vendor responses prior to the close of the response period. An Informal Bid can be either Open or Closed. 9
Overview Bid Statuses Status Code 2BI 2BRA 2BRT 2BR 2BS 2BO 2BE 2BA Status Name In Progress Ready for Approval Returned Ready to Send Sent Ready to Open Opened Evaluated Approved Description The document is still being completed by the originator. It is still editable by the originator and any Basic Purchaser supervisor with rights over them. The document has been submitted and travelling down the approval path. The originator and approvers can edit only the Bidders and Attachments at this status. The document was returned to the originator by an approver prior to being published. The Bid can be Re-Opened to In Progress status, edited and re-routed for approval by the originator. The document has been approved and is awaiting the originator to send notification about the Bid to selected vendors and post on the Buy A&M login screen (if desired). The document can only be edited via an Amendment. Notification regarding the Bid has been sent to selected vendors and posted on the Buy A&M login screen (if desired). Vendors are now able to submit electronic responses. The document can only be edited via an Amendment. The Bid has reached its configured Opening date and time. Vendors can no longer submit electronic responses. The document can only be edited via an Amendment. The vendor responses to the Bid can now be viewed by the originator and any BP supervisor over them. The evaluation process occurs on the Bid Tab at this status. All Bid items have been recommended for award by the Basic Purchaser and are now awaiting approval. The award recommendation of all Bid items has been approved. These items are now waiting for the Basic Purchaser to convert them into one or more Purchase Orders. 2BPO 2BC All Bid items have been awarded and transferred to a Purchase Order. Participating Vendors Bid to PO can now see the Bid Tab and any attachments on it. Cancelled The Bid has been cancelled by the originator or an approver. 10
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.
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 12
Overview Requisition Statuses Status Name Meaning Available Actions Actions Permitted By In Progress The initial status of new documents. The document is still being completed by the creator. Edit Submit for Approval (creates a new copy of the document) Creator Authorized Superusers Ready for Approval The document has been submitted for approval and is travelling down an approval path. Approve/Disapprove Edit (accounting and commodity code information only) Current approver Ready for Purchasing 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. Convert to Bid (for Open Markets) Convert to Purchase Order Disapprove user Returned The document was disapproved by an approver or Basic Purchasing user. Reopen (returns document to In Progress status) Creator Authorized Superusers Gone to X The document has been converted into a Purchase Order or Bid. The resulting Purchase Order or Bid must be processed. Any DA or BP user Cancelled The document has been cancelled. Any DA or BP user
Overview What are Receipts? Receipts enable Basic Purchasing and designated Department Access users to document the receipt, return and cancellation of ordered items within Buy A&M. Receipts are created by finding the corresponding Purchase Order (PO) and indicating the quantity or dollar amount of an ordered good or service that has been received, returned or cancelled.
Overview Receipt Statuses Status Name In Progress Ready for Approval Approved for Invoice Returned Cancelled Description The document is still being completed by the originator. It is still editable by the originator and an authorized user from the document s business units. The document has been submitted and is travelling down the approval path. The document cannot be edited, only approved, disapproved or cancelled. The items on the receipt have been approved and Accounts Payable users are now authorized to pay invoices for them. The document was disapproved by an approver. The document can be Reopened by the originator to return it to In Progress status. The document has been cancelled by the originator, an approver, or an authorized user from the document s business units. 15
Overview What is a Purchase Order? Purchase Order documents (POs) in Buy A&M allow users to communicate any agreement with a vendor to provide goods and/or services. The type of PO will determine whether the agreement is for a one-time purchase, a term contract, or an order against a term contract. POs are completed by indicating the type of PO and the vendor, and adding the Items that represent the good/services to be provided. For one-time purchases, the shipping and billing address(es), and accounting information must also be designated. 16
Overview Purchase Order Types Purchase Order Type Open Market Release Blanket Contract Description Open Market POs support the one-time purchase of off-contract commodities/services. Standard Open Market POs can only be created by BP users, either from scratch, by converting Requisitions or Bids, or by cloning previous POs. Direct Open Market POs can only be created by DA users with the Department Buyer role designation. Direct Open Market POs are automatically created when a Direct Open Market Requisition is approved. Direct Open Market POs are sent to the vendor by the user that created the corresponding Requisition, and are not routed through procurement. Release POs support the purchase of on-contract commodities/services. Standard Release POs can only be created by BP users converting an approved Standard Release Requisition. Direct Release POs are automatically created when a Direct Release Requisition is approved. Direct Release POs are sent to the vendor by the user that created the corresponding Requisition, and are not routed through procurement. Blanket POs capture term contract agreements and allow for the processing of Release Requisitions against them for the life of the contract. BP users set the term of the Blanket PO and can limit which Organizations and Departments are able to process Releases off of the Blanket PO as well as how much each can spend. Like Blankets, Contract POs capture term contract agreements and allow for the processing of Release Requisitions against them for the life of the contract. However, Contract POs require users to associate every Item on the contract with an 11-digit NIGP Commodity Code. Contracts must also be associated with a Catalog. 17
Overview PO Documents Document Type Purchase Order (PO) Change Order Receipt Purpose Send orders to vendors Setup and manage term contracts Manage change orders and contract amendments Access via Purchase Order Record receipt, return and cancellation of ordered goods/services Access via Purchase Order Created By Department Access (optional change orders only) Department Access (optional) 18 18
Overview PO Statuses Status Name Meaning Available Actions Actions Permitted By In Progress Ready for Approval Returned Ready to Send Sent Partial Receipt Complete Receipt 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 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 the vendor. A portion of the ordered goods/services have been received. All of the ordered goods/services have been received. Edit Submit for Approval (creates a new copy of the document) Approval/Disapproval Edit (accounting and commodity code information only) Reopen (returns document to In Progress status) Change Order Send to vendor Change Order Receive Change Order Receive Change Order Receive All BP users Current approver All BP users All BP users DA users (only their own Direct Releases and Direct Open Markets) All BP users DA users (can only Receive against POs from their Dept/Loc) All BP users All BP users Cancelled The document has been cancelled. All BP users 19