Los Angeles Unified School District AWMS Procurement Low Value and Annual Contract Purchasing Guide
LAUSD AWMS Maintenance and Operations Low Value and Annual Contract Purchase Guide DEFINITION Low Value Purchase: For goods, commodities, general services or professional services that are not available through M&O Stores, Warehouse, Master Contracts, Annual Contracts, Bench Contracts or Piggyback Contracts and that do not exceed $25,000. The $25,000 limit is inclusive of tax and shipping. Annual Contract Purchase: For goods, commodities, general services or professional services that are in a Vendor s annual contract with the District as the sole supplier of the deliverables. TIP: For Low Value Purchases, please obtain Vendor quotes prior to initiating the requisition in Maximo. Please also confirm that the selected Vendor has a District assigned Vendor number. 1. CREATE PURCHASE REQUISITION The Requestor will perform this function. Login Login to Maximo using your User Name and Password. Start Center The Start Center opens. Hover your pointer over the Purchasing module. Select Purchase Requisition from the dropdown menu. To request a new Maximo user account or to download a copy of this guide and all other application guides, go to Maximo s webpage at http://mo.laschools.org/fis/existing-facilities/m-and-o/awms. 1
New PR The Purchase Requisition Find screen appears. Click on the New PR icon in the Maximo toolbar. Description Maximo generates a new Maximo PR number (Purchase Requisition in the status Waiting for Approval (WAPPR). Name the Maximo PR in the Description field using the following naming convention: 2 Letter Craft Code (space) Work Order Number (space) School Site (i.e., AA 9343925 Sunland ES). If you would like to add an additional comment to the Description field, separate the additional comment from the naming convention by a comma, and type your additional comment directly into the Description field (i.e., AA 9343925 Sunland ES, Purchase Bookcases). Click on the Long Description button to add any special instructions for the PR. Click here to open the Long Description page to type special instructions concerning the entire PR. PR Type Type PD (Low Value Purchase) or PG (Annual Contract Purchase) or click on the Lookup icon next to the PO Type field and select the appropriate type. Priority Enter a Priority Number for your Purchase Requisition (3 being Standard and 5 being Urgent based on your need). Supervisor Enter the employee number of your supervisor 2
Requested By The Requested By field will auto-populate based on the Maximo login. If you would like to change the requestor, simply overtype the field with the appropriate requestor name. Required Date Enter the date that you would like your purchase delivered. Company Enter the vendor number of the company whom you wish to purchase the supplies/services. If you selected PG (Annual Contract Purchase) for your PR Type, you must enter the contract number associated with the company in the field labeled Contract#. Ship To Bill To Attention In the Ship To section: Click in the Name field and type the four-digit Org Code of the location the materials will be shipped to. If you would like to Will Call the purchase, enter the letters WC in the Name field and the words Will Call will populate. In the Bill To section: Click in the Name field and type the four-digit Org Code of the location the materials will be shipped to. Optional field. This field may be left blank. The two-letter Craft Code (AA, GA, EA, etc.) may be used to indicate a position. A Labor Code (employee number) may be entered to indicate an employee. Save Click on the floppy disk icon in the Maximo toolbar to Save the record. Look for the message at the top of the screen, Record has been saved. Save Supervisor employee number Vendor Number PD or PG as the PR Type Ship To location number Contract Number (Annual Contracts Only) Bill To location number 3
2. CREATE THE MAXIMO PR LINE ITEMS. The Requestor will perform this function. RFQ Lines Click on the PR Lines tab. New Row Click on New Row to create the first PR Lines item. Item Search Enter a NIGP (generic) Commodity Code in the Item field and click outside the field. The item description auto-populates. The description may be overtyped to better describe the item. The Model and Manufacturer fields may be used to specify the make and model of an item. The Long Description of the line item may be used for items requiring lengthy specifications. Specifications listed here will print together with the line item description. To Search for a NIGP (generic) Commodity Code: Click on the Detail Menu next to the Item field. Choose Go to Item Master. 4
Find In the Find screen: Type the name of the item in the Item description field. Type Y in the Generic NIGP field. Click on Find or hit Enter on your keyboard. Item Select the Commodity Code (Item) that best describes the item by clicking on the selection to highlight it. Click on your selection to highlight it. Return Click on Return With Value to populate the PR Line with your selection. The Commodity Code number will be inserted in the Item: field in the PR Lines. Click here to open the Long Description page to enter specifications for this line item. 5
Fill In Enter the following details for requisition line. Quantity, Order Unit and adjust the Tax Code if necessary. Work Order Number Verify that the Location, Section, and GL Debit Account are populated. Quantity/Order Unit Work Order Number Unit Cost Repeat steps if you are ordering more than one item. Save Click on the floppy disk icon in the Maximo toolbar to Save the record. Look for the message at the top of the screen, Record has been saved. 3. PRINT THE PURCHASE REQUISITION REPORT The Requestor will perform this function. Click on Select Action and choose PR Details Report from the dropdown list. 6
Print Report Click on the Print icon in the Maximo toolbar to print the Report. Click on the Print icon Print the Report. Requestor to sign under the Requestor line and obtain the CPM or Designee signature under the Approved By line for Low Value or Annual Contract Purchases under $5,000 or AFSD or Designee signature for Low Value or Annual Contract Purchases from $5,000 to $10,000 or LDFD or Designee signature for Low Value or Annual Contract Purchases above $10,000. Submit report to the Clerical for processing and signature under the P.O. line and file. 4. OBTAIN PO#, CREATE THE PURCHASE DOCUMENT IN IFS, APPROVE PURCHASE REQUISITION AND CREATE PURCHASE ORDER The Clerical Department will perform these functions. Clerical will obtain the PO number (using the existing process for PO number generation), enter into IFS to create the purchase order document: In IFS, log on and navigate to the SUSF screen. Enter N in FUNCTION for New. Enter PD or PG in TRAN. Enter MOK (or other area identification) in AREA. Enter the PO number in the NUMBER field and hit enter on your keyboard. IFS opens the Purchase Order screen and displays your PO number in the DOCID field. 7
Enter all purchase lines and take the document to ACCEPT. In Maximo, go to the Purchase Requisition record in the PR application. Click on the change status icon and select Approved from the dropdown list and click OK. Click on Select Action and choose Create PO from the dropdown list. 8
Enter PO Number that was created in IFS as the Purchase Order number and click OK. Note: A Maximo PO may only be created where the Requestor or Designee has presented a signed copy of the Maximo Purchase Requisition report to the clerical staff and the Maximo PR has already been moved to the status of APPR (Approved). 5. APPROVE PO, PRINT PURCHASE ORDER REPORT The Clerical Department will perform these functions. APPROVE PO To Approve the PO in Maximo, from the Start Center: Hover the pointer over the Purchasing module. Choose Purchase Orders. Enter the Purchase Order number in the top search field and click on the 9
Click on the change status icon and select Approved from the dropdown list and click OK. PO Details Report Click on Select Action and choose PO Details Report from the dropdown list. 10
Print Report Click on the Print icon in the Maximo toolbar to print the Report. Clerical staff signs the PO report and submit to Requestor for confirmation and filing. Requestor to submit a copy of PO report or provide PO Number to vendor to initiate purchase. 6. OPTIONAL: CHANGE/MODIFY PURCHASE ORDER The Complex Project Manager or Designee will perform these functions. To Change/Modify a PO in Maximo, from the Start Center: Hover the pointer over the Purchasing module. Choose Purchase Orders. 11
Click on the change status dropdown list and click OK. icon and select Waiting on Approval (WAPPR) from the After the status of the PO is changed to WAPPR, the CPM or Designee can make necessary changes to the PO and print the Modified PO Report. Modified PO Report Click on Select Action and choose Run Report from the dropdown list. A separate window opens which lists the available reports for the active application. Click on the Purchase Order Details Report. 12
In the Purchase Order Details Request Page, select Yes under the Print Modified PO? drop down list and click on Submit. Print Report Click on the Print icon in the Maximo toolbar to print the Report. Request to sign Modified PO Report; obtain CPM or Designee s signature and submit to Clerical. 13
Clerical to make necessary changes in IFS; change the Maximo PO status to APPR and submit the Modified PO report (w/ Initial) back to Requestor. 7. CREATE MAXIMO INVOICE RECORD The Clerical Department will perform these functions. There are two ways to access the Invoice application. If you are still in the Purchase Order application, copy the PO Description (right click and select copy). Click on Go To, hover over the Purchasing module and select the Invoices application. Copy description If you are not in the Purchase Order application, go to the Start Center, hover over the Purchasing module and select the Invoices application. In the Invoices application, click on the New Invoice icon. 14
A new invoice number will auto-generate. Paste or type in the short description of the PR/PO in the description field; insert the PO Number under PO and Save. Insert PO description Insert PO Number After receiving the five part hard copy of the Purchase Order from Procurement Services, Clerical separates the document and stamp the blue (with languages that indicates LAUSD will pay for shipping), and pink and golden rod copies (with a stamp that leaves a space for the date to be entered when sent for payment to Accounts Payable). Distribute hard copies to the Requestor/Designee to file. In the Maximo Invoice record, clerical enters the date he/she distributed the hard copies to the Requestor/designee in the Distributed field. 15
8. ORDER RECEIVED, REQUESTOR OR DESIGNEE TO RECEIVE LINE ITEM IN RECEIVING APPLICATION The Requestor or Designee will perform these functions. When the material is received by the Requestor or Designee, he/she must receive the items in Maximo through the Receiving application. You may receive entire orders, partial orders, and even partial lines in the Receiving application. Receiving To Receive the Line Items in Maximo, from the Start Center: Hover the pointer over the Purchasing module. Choose Receiving. Enter the PO Number in the top search field and click on the Select In the Receiving screen that appears, click on the Select Ordered Items button. 16
Items Click in the selection boxes to select the items received. The top checkbox selects all items. Click OK when the items received have been selected. Click here to select ALL Line Items. Enter the Packing Slip # (optional) Enter the received quantity Save Click on the Save icon in the Maximo toolbar. Saving the record changes the Receipt Status to COMPLETE (if ALL items have been received; if not the Receipt Status changes to PARTIAL). Submit packing list to Clerical Department or Designee. 9. PACKING LIST INFORMATION, TRACK INVOICE, SUBMIT FOR PAYMENT, CLOSE PO The Clerical Department will perform these functions. Upon receipt of the packing list, he/she enters the date the packing list was received into the field labeled Pack List and the packing list number in the field labeled Pack List #. 17
Upon receipt of the vendor invoice, he/she enters the date the invoice was received in the Invoiced field and the Vendor Invoice number and submits invoice to the Requestor or Designee. Note: In the case where a purchase order has multiple vendor invoices/packing lists, enter the second and any subsequent vendor invoice and packing list details in the Long Description of the Invoice record. The Requestor or Designee will perform these functions. When all items are received; submit the Blue Form, Vendor Invoice(s), and Purchase Order Details Report to Supervisor for review and signature on Blue Form. The packet is then given to the AFSD or Designee for final signature on the Blue Form. The AFSD or Designee will forward the packet to the Clerical Department. The Clerical Department will perform these functions. Clerical Department enters into IFS and RC (receives) the Purchase Order. He/she stamps the Blue and Golden Rod copies with a RC stamp and enter the date the PO was sent for payment on the Pink and Golden Rod copies. In the Maximo Invoice record, he/she clicks on the Invoice Line tab. Click on the Copy PO Lines button. 18
Check the box to the left of the PO number and click OK. Go back to the Invoice Tab and enter the actual cost (Pretax Total, Tax Total, Shipping) from the Vendor Invoice and Save. Note: If the Approved Total is 10% or $200.00 greater than the PO Total, Clerical must return Blue form to Requestor for follow-up. Clerical will make copies of the Blue and Vendor Invoice(s). The original Blue, Yellow, and Invoice go to Accounts Payable for payment. Enter the date the PO is sent for payment on the Pink and Golden Rod copies. The copy of the white will be submitted to the Technical Services Unit. The Pink and Golden Rod copies will remain in the Area as file copies. 19
Enter the date the Invoice packet will be delivered to Accounts Payable for payment in the Accounts Payable field. Click on the change status icon and select PAID from the dropdown list and click OK. The Invoice status is now changed to PAID and the PO is automatically CLOSED. File documents as needed. 20