Purchase Order for New Users

Purchase Order for New Users
SRM Sourcing Purchase Order for New Users Course Number: V001

Welcome! INTRODUCTION:
“Welcome to the SRM Purchase Order course. This course is designed to provide Purchasing Professionals with the knowledge needed to create, reassign, approve, and output Purchase Orders.” KEY POINTS: Instructor may wish to distribute an agenda or review the units that will be covered. Also mention that the session will include exercises, instruction and screen shots.

Introductions

Course Objectives

Course Objectives After successfully completing this course you will be able to: Understand the basics of Commonwealth Purchasing Create a Purchase Order “from scratch” and send for processing Edit a Purchase Order and/or Delete a Purchase Order Create a Purchase Order with reference to a Contract Understand the requisitioning process Source a requirement and generate a purchase order from the solicitation document Liquidate commitments NOTES:

Agenda Commonwealth Procurement Basics
Creating, Editing, and Deleting Purchase Orders Approval Agent Report Understanding Requisitioning The Buyer’s Worklist Sourcing an Assigned Requirement Generating a Purchase Order from an Awarded Bid Liquidating Commitments

Commonwealth Procurement Basics
INTRODUCTION: “This unit covers some of the basics for procuring commodities and services in the Commonwealth.”

Commonwealth Procurement Law
Act 57 of 1998 Signed into law in May of by former Governor Tom Ridge Act 57 contains the “Commonwealth Procurement Code”, Title 62 of the Pennsylvania Consolidated Statutes The Procurement Handbook is a standard reference guide for the Commonwealth Procurement Code INTRODUCTION: “What are the guidelines for procurement in Pennsylvania state government?” KEY POINTS: Review information on the slide. TRANSITION: “Now let’s talk about the Procurement Handbook.”

Procurement Handbook The Pennsylvania Procurement Handbook provides information on the policies, procedures, and guidelines for the procurement of materials, services, and construction under the authority of Act 57 of 1998 The Handbook is “Online” and no longer exists in hard copy or PDF By being maintained online, the Handbook will always be current and in “real-time” INTRODUCTION: “The Procurement Handbook should known to all Commonwealth Purchasing Professionals” KEY POINTS: Review information on the slide. TRANSITION: “Let’s look at a comparison between POs and contracts.”

Procurement Handbook (cont’d) All Commonwealth Purchasing Professionals should be familiar with the structure and organization of the Procurement Handbook The Handbook is divided into four Parts, with numerous Chapters under each Part Each Chapter is specific to a particular procurement rule or procurement type URL: INTRODUCTION: “The Procurement Handbook should known to all Commonwealth Purchasing Professionals” KEY POINTS: Review information on the slide. TRANSITION: “The rules contained in the Procurement Handbook affect your everyday work.”

Disability Procurement - PIBH
Section 520 of the Commonwealth Procurement Code, 62 Pa.C.S. § 520 DGS-PIBH Operational Agreement DGS Requirements Contract

Commonwealth Procurement Code Section 520 Governs Commonwealth purchasing of materials manufactured and services performed by persons with disabilities Provides the framework for the Commonwealth purchasing program to benefit persons with disabilities. DGS designates a central nonprofit agency to facilitate program orders and to market and sell program products to Commonwealth agencies.

Commonwealth Procurement Code Section 520 (cont’d) Gives DGS the authority to establish the guidelines, policies, and procedures for doing business with the central nonprofit agency. No competitive bidding is required DGS establishes the fair market price (FMP) Persons with disabilities must make an appreciable contribution The agency for persons with disabilities must also be capable of meeting the Commonwealth agency’s specifications. DGS, with assistance from the purchasing agency, must conduct annual compliance reviews for contracts exceeding $300,000. Deficiencies must be corrected within 45 days of notice, or there may be penalties.

DGS-PIBH Operational Agreement DGS designated PIBH as the central non-profit agency Defines the operational procedures Fair market price determination Carve-out List (reference materials and services that agencies are required to offer to PIBH) Annual Disability Procurement Council Meetings Allows annual price adjustments Only DGS has the authority to review certain confidential contract information

DGS-PIBH Operational Agreement (cont’d) PIBH may be used as a subcontractor to the prime contract For performance deficiencies, purchasing agency must submit written notification to PIBH and their member agency giving them 45-days to correct deficiencies Gives PIBH the option to file a dispute that includes a pre-protest exchange of communications between the parties Agreement continues until one party gives the other party 60 days written notice of termination (or until termination for default)

Statewide Requirements Contract Contract covers the Commonwealth agencies’ actual purchasing requirements for materials manufactured and services performed by persons with disabilities. Includes both materials and services DGS must establish the FMP No minimum order P-card enabled The contract terminates 60 days after one party gives the other party written notice of termination (or until termination for default)

The PIBH Carve-Out List includes all materials and/or services that you must first offer to PIBH before you can purchase the materials or services from any other supplier. If the materials or services are not listed on the PIBH Carve- Out List, then you are not required to offer the materials or services to PIBH. You may proceed with purchasing the materials or services through other procurement methods. If you would still prefer to order the materials or services from PIBH, even though the item is not listed on the PIBH Carve-Out List, you may request that DGS establish a fair market price.

Do not order any PIBH item directly from PIBH if the PIBH item is available on another contract. You must order the PIBH item from the applicable contract. Currently, there are PIBH items on the following contracts: PIBH Statewide Requirements Contract Office Supplies Statewide Requirements Contract Janitorial Supplies Statewide Requirements Contract Carpet Installation Statewide Requirements Contract

Statewide Requirements Contracts
These contracts cover goods and services that are commonly used by most agencies, or are used by one or more agencies at locations throughout the Commonwealth DGS negotiates and manages these contracts and Agencies are required to order their items or services directly from the supplier who holds the contract Statewide contracts make ordering by the agencies practical, convenient, and at a cost-savings by purchasing at bulk rates INTRODUCTION: “Part I, Chapter 9 of the Handbook covers Statewide Requirements Contracts” KEY POINTS: Review information on the slide. TRANSITION: “Now we’ll look at examples of these contracts.”

Statewide Requirements Contracts
Some examples of statewide requirements contracts are: Medical Services Equipment Maintenance Program PIBH Products & Services Correctional Industries Products Catering Services Office Supplies IT Hardware Commercial Furniture Maintenance, Repair, Operation (MRO) * To view additional contracts, see the DGS Portal Website INTRODUCTION: “These are just a few of the available statewide contracts” KEY POINTS: Review information on the slide. TRANSITION: “All statewide contracts can be viewed in their entirety on the DGS website.”

Understanding Contracts (eMarketPlace)
Open Internet Explorer. In the Address line, enter the following address:

The eMarketPlace website will display. To search for contracts, select the Contracts section as shown below.

This will open the contracts search screen as shown below.

Select the “Search by” dropdown to select how you want to search for a contract. You can search open or archived contracts, or you can search both. You can also view a list of Contracts by selecting the link at the top of the page.

If you choose Description from the dropdown, another space will open for you to enter a keyword/description to search by. In the example below, were entered the word “catering” and selected the search button. This brought up all the contracts that include catering.

The contract search screen shows the Contract Number, Description, Overview, Change Notice, Reason for Change, Category, Ending Date, Supplier, COSTARS, Commodity Specialist, Agency, Last Updated, Parent No., MSCC, PCard, Solicitations, Tabs, Awards, Contract No. However, to see all of this information you will need to scroll to the right. To view the Overview, you would select the piece of paper in that column, same with the change notice.

Contract Overview

Copy of Fully Executed Contract

Contract Change Order

Searching for MBE/WBE on the DGS Portal Website
Open your Internet Explorer Type in the address bar: Select the “Procurement” link at the top of the page.

On the left side of the page, click on Bureau of Minority and Women Business Opportunities.

In the center of the page in the left column, click on “Find MBE/WBE’s”. This will take you to the database search for MBE/WBE’s.

You can find MBE/WBE’s by using the Code Look Up for the type of service/material you need, by vendor name, or by the county your looking for a vendor to exist in.

Dollar Thresholds Under certain conditions, Agencies are authorized to procure materials and services outside of Statewide Requirements Contracts When these conditions exist, the procurements may not exceed the dollar thresholds outlined in Part I, Chapter 7, of the Procurement Handbook The next two slides briefly describe the types of procurements and thresholds

Dollar Thresholds (non-contract materials)
$ $5,000.00 No bid required/No documents required – Agency $5, $10, (small informal bid) Requires 3 quotes – Agency $10, $20, (delegated formal bid) Delegated Competitive Sealed Bidding - Agency $20, (DGS delegated formal bid) Competitive Sealed Bidding - DGS Small No-Bid: A. Requirements. This procedure may be utilized by agencies to procure materials or services directly from a supplier when: 1. The materials or services are not on an effective DGS statewide requirements contract and/or the purchase price is less than the minimum amount stated in a contract. i. If the Agency has uncertainty about the availability of a material or service from a statewide requirements contract, they should contact the DGS Commodity Specialist responsible for that commodity to verify if the material or service is available from, or could be added to, a statewide requirements contract. ii. If the requested material or service is available from, or could be added to, a DGS statewide requirements contract, the agency may request approval to purchase off contract in accordance with Part II, Chapter 9 - Off Contract Procurements. 2. If the procurement is a material, they are not available from the DGS Bureau of Supplies and Surplus Operations. 3. The procurement has a total cost not exceeding the small no-bid thresholds, listed in Part I, Chapter 7 - "Thresholds and Delegations". B. General. Competitive bids are not required for procurements that do not exceed the small no-bid thresholds identified in Part I, Chapter 7 - "Thresholds and Delegations". The Agency must make a written record of the purchase by obtaining from the supplier a cash register receipt, invoice, or Commonwealth Purchasing Card receipt. A written statement of work (such as quote, cost estimate, or work proposal) from the supplier is required for services. Small Informal Bid Procurements: 1. Requirements. This procedure may be utilized by Agencies when procuring directly from a supplier and ALL of the following requirements apply: a. The material and/or service is not listed on an effective DGS statewide requirements contract or the purchase price is less than the minimum amount stated in the contract. i. If the Agency has uncertainty about the availability of a material or service from a statewide requirements contract, it should contact the DGS Commodity Specialist responsible for that commodity to verify if the material or service is available from, or could be added to, a statewide requirements contract. ii. If the requested material or service is available from, or could be added to, a DGS statewide requirements contract, the agency may request approval to purchase off contract in accordance with Part II, Chapter 9 - Off Contract Procurements. b. The material and/or service is available from more than one supplier and it does not constitute a sole source procurement. c. The procurement has a total cost within the range of small informal bid procurement thresholds listed in Part I, Chapter 7 - "Thresholds and Delegations". d. If the requirement is a material, the item is not available from the DGS Bureau of Supplies and Surplus Operations. 2. General. Procurements may be made through the solicitation of three quotes (by telephone, fax, , or SRM RFQ) and with the issuance of a Purchase Order. Delegated Formal Bid: 1. Requirements. This procedure is utilized by Agencies when procuring materials or services directly from a supplier via the competitive sealed bidding method of award and ALL of the following requirements apply: a. The material and/or service is not listed on an effective DGS statewide contract or the purchase price is less than the minimum amount stated in the contract. i. If the Agency has uncertainty about the availability of a material or service from a statewide requirements contract, they should contact the DGS Commodity Specialist that is responsible for that commodity. The Commodity Specialist will verify if the material or service is on a contract or if it may be possible to add the material or service to a contract. ii. If it is not on contract and will not be added to a contract, the Agency must obtain the written approval from the Commodity Specialist (or designee) prior to proceeding with the procurement. This approval is attached to the purchase order. b. The material and/or service is available from more than one supplier and does not constitute a sole source procurement. c. The procurement has an estimated total cost within the range of delegated procurements thresholds identified in Part I, Chapter 7 - "Thresholds and Delegations". This procedure will also be utilized by Agencies receiving specific delegation from DGS BOP to contract for materials and/or services by using the competitive sealed bidding method of award. d. If the requirement is a material, the item is not available as a warehouse item from the DGS Bureau of Supplies and Surplus Operations. 2. General. The Agency shall process requirements from the thresholds established in Part I, Chapter 7 - "Thresholds and Delegations". Purchases must be made utilizing SAP to prepare a Request for Quote (“RFQ”) and the Purchase Order. This procedure is also used by Agencies that have received specific delegation from DGS to contract for materials and/or services with a total cost exceeding the Agency threshold identified in Part I, Chapter 7 - "Thresholds and Delegations" and utilizing the competitive sealed bidding method of award. Complete Delegated-DGS Formal bid: A. Requirements. The following procedure shall be used by Agencies when materials and/or services are to be procured through competitive sealed bidding and the following conditions are met: a. If the requirement is a material, the item is not available as a warehouse item from the DGS Bureau of Supplies and Surplus Operations. b. The effective DGS statewide requirements contract does not have the material and/or service listed or the purchase price is less than the minimum order amount and/or quantity. i. If the Agency has uncertainty about the availability of a material and/or service from a statewide requirements contract, they should contact the DGS Commodity Specialist responsible for that commodity to verify if the material and/or service is available from (or could be added to) a statewide requirements contract. ii. If the requested material and/or service is available from (or could be added to) a DGS statewide requirements contract, the Agency may request approval to purchase off contract only within the requirements set forth in with Part II, Chapter 9. c. The procurement has an estimated total cost which exceeds the delegation thresholds identified in Part I, Chapter 7 - "Thresholds and Delegations". B. General. DGS shall issue IFBs and award contracts and/or purchase orders for materials and/or services with a total cost exceeding the delegation thresholds. Agencies are required to submit purchase requisitions using the SRM shopping cart to initiate the processing. SRM will automatically assign the cart to DGS when the delegation thresholds are exceeded.

Dollar Thresholds (non-contract services)
$ $5,000.00 No bid required/No documents required – Agency $5, $10, (small informal bid) Requires 3 quotes – Agency $10, $250, (delegated formal bid) Delegated Competitive Sealed Bidding - Agency $250, (DGS delegated formal bid) Competitive Sealed Bidding – DGS Small No-Bid: A. Requirements. This procedure may be utilized by agencies to procure materials or services directly from a supplier when: 1. The materials or services are not on an effective DGS statewide requirements contract and/or the purchase price is less than the minimum amount stated in a contract. i. If the Agency has uncertainty about the availability of a material or service from a statewide requirements contract, they should contact the DGS Commodity Specialist responsible for that commodity to verify if the material or service is available from, or could be added to, a statewide requirements contract. ii. If the requested material or service is available from, or could be added to, a DGS statewide requirements contract, the agency may request approval to purchase off contract in accordance with Part II, Chapter 9 - Off Contract Procurements. 2. If the procurement is a material, they are not available from the DGS Bureau of Supplies and Surplus Operations. 3. The procurement has a total cost not exceeding the small no-bid thresholds, listed in Part I, Chapter 7 - "Thresholds and Delegations". B. General. Competitive bids are not required for procurements that do not exceed the small no-bid thresholds identified in Part I, Chapter 7 - "Thresholds and Delegations". The Agency must make a written record of the purchase by obtaining from the supplier a cash register receipt, invoice, or Commonwealth Purchasing Card receipt. A written statement of work (such as quote, cost estimate, or work proposal) from the supplier is required for services. Small Informal Bid Procurements: 1. Requirements. This procedure may be utilized by Agencies when procuring directly from a supplier and ALL of the following requirements apply: a. The material and/or service is not listed on an effective DGS statewide requirements contract or the purchase price is less than the minimum amount stated in the contract. i. If the Agency has uncertainty about the availability of a material or service from a statewide requirements contract, it should contact the DGS Commodity Specialist responsible for that commodity to verify if the material or service is available from, or could be added to, a statewide requirements contract. ii. If the requested material or service is available from, or could be added to, a DGS statewide requirements contract, the agency may request approval to purchase off contract in accordance with Part II, Chapter 9 - Off Contract Procurements. b. The material and/or service is available from more than one supplier and it does not constitute a sole source procurement. c. The procurement has a total cost within the range of small informal bid procurement thresholds listed in Part I, Chapter 7 - "Thresholds and Delegations". d. If the requirement is a material, the item is not available from the DGS Bureau of Supplies and Surplus Operations. 2. General. Procurements may be made through the solicitation of three quotes (by telephone, fax, , or SRM RFQ) and with the issuance of a Purchase Order. Delegated Formal Bid: 1. Requirements. This procedure is utilized by Agencies when procuring materials or services directly from a supplier via the competitive sealed bidding method of award and ALL of the following requirements apply: a. The material and/or service is not listed on an effective DGS statewide contract or the purchase price is less than the minimum amount stated in the contract. i. If the Agency has uncertainty about the availability of a material or service from a statewide requirements contract, they should contact the DGS Commodity Specialist that is responsible for that commodity. The Commodity Specialist will verify if the material or service is on a contract or if it may be possible to add the material or service to a contract. ii. If it is not on contract and will not be added to a contract, the Agency must obtain the written approval from the Commodity Specialist (or designee) prior to proceeding with the procurement. This approval is attached to the purchase order. b. The material and/or service is available from more than one supplier and does not constitute a sole source procurement. c. The procurement has an estimated total cost within the range of delegated procurements thresholds identified in Part I, Chapter 7 - "Thresholds and Delegations". This procedure will also be utilized by Agencies receiving specific delegation from DGS BOP to contract for materials and/or services by using the competitive sealed bidding method of award. d. If the requirement is a material, the item is not available as a warehouse item from the DGS Bureau of Supplies and Surplus Operations. 2. General. The Agency shall process requirements from the thresholds established in Part I, Chapter 7 - "Thresholds and Delegations". Purchases must be made utilizing SAP to prepare a Request for Quote (“RFQ”) and the Purchase Order. This procedure is also used by Agencies that have received specific delegation from DGS to contract for materials and/or services with a total cost exceeding the Agency threshold identified in Part I, Chapter 7 - "Thresholds and Delegations" and utilizing the competitive sealed bidding method of award. DGS delegated formal bid: A. Requirements. This procedure may be used by Agencies when services to be procured through competitive sealed bidding: 1. Are not listed on an effective DGS statewide requirements contract. 2. Are available from more than one supplier and do not constitute a sole source procurement. 3. Have a total value greater than $500,000. B. General. DGS shall issue IFBs and award contracts for services with a total cost exceeding $500,000 unless the Agency has received specific written delegation from the Secretary of General Services or designee. Agencies are required to submit purchase requisitions to DGS to initiate the process. All purchase requisitions must be approved by the Agency comptroller.

IT Procurement/Waiver Review Process
Information Technology Bulletin – ITB-EPM003 The purpose of this ITB is to provide direction to agencies for IT procurements according to specific dollar thresholds and for IT procurements for all non-standard purchases. This ITB applies to all agencies, boards, commissions and councils under the governor’s jurisdiction. Agencies not under the governor’s jurisdiction are encouraged to follow this policy to ensure they develop and implement applications that facilitate enterprise-wide interoperability.

IT Procurement/Waiver Review Process (cont)
This ITB established an enterprise-wide policy for IT procurement reviews for purchases in excess of $100,000 and is issued in accordance with Executive Order “Enterprise Information Technology Governance Board”, issued on May 9, 2007. Executive Order broadens the role of the Office of Administration/Office for Information Technology (OA/OIT) by requiring agencies to receive approval from the OA/OIT prior to the issuance of IT procurement documents and/or requests. Review of standard and non-standard purchases is based on type/dollar thresholds as defined in the following examples.

The agency Chief Information Officer (CIO)/IT Manager is to the documentation specified in ITB-EPM003 to the agency’s OA/OIT CoP Planner at least twenty (20) working days prior to issuance to a supplier(s).

Communication Process Once the Agency (Chief Information Officer) CIO/IT Manager has submitted complete documentation to the CoP Planner, the request is submitted to the Deputy Chief Information Officer (DCIO) and if necessary, the Technical Architecture Review (TAR) board. The agency CIO/IT Manager will be notified if clarification or additional information is needed. In some instances, the agency will meet with the TAR board for discussion/clarification. Once all questions are answered and issues resolved, the CoP Planner will notify the agency CIO/IT Manager, CoP Agency Services Coordinator, DCIO, Comptroller, and the DGS BOP that the request has been approved (with or without comments/conditions) or denied.

Exemption from This Policy: In the event an agency chooses to seek an exemption for reasons such as the need to comply with requirements for a federally mandated system, the waiver portion of the IT Procurement/Waiver Review Form is to be completed and submitted to the agency CoP Planner. See ITB-EMP003 IT Procurement Review Process documentation at the OA/OIT website for further information.

Purchase Orders INTRODUCTION:
“This unit covers the creation, editing, and deletion of purchase orders.”

Purchase Order Overview
Contracts vs. Purchase Orders Contracts do not encumber or “commit” funds Encumbrances are important in determining the total amount of funds available in a fiscal year Purchase Orders commit funds and can be valid for up to 5 years A commitment encumbrance is created when a PO is fully approved and provides funding for that specific item or service INTRODUCTION: “What’s the difference between a purchase order and a contract?” KEY POINTS: Review information on the slide. TRANSITION: “Let’s look at additional information related to encumbrances.”

Contracts vs. Purchase Orders (cont’d) The purpose and main benefit of encumbrance accounting is avoiding budget overspending Encumbrances can also be used to predict cash outflow and as a general planning tool The formula used to determine the amount of funds which are available is: Funds Available = Budget – Actuals - Encumbrances INTRODUCTION: KEY POINTS: Review information on the slide. TRANSITION: “Let’s look at a comparison between POs and contracts.”

Contracts vs. Purchase Orders (cont’d) When the procurement begins with a requisition, upon approval, funds are placed aside in the form of an obligation encumbrance (Pre-Commitment) After the requisition’s associated purchase order is approved, the obligation encumbrance becomes a commitment encumbrance Upon payment to the vendor, the commitment encumbrance is reversed and the funds appear under the Actual funds balance rather than an Encumbrance balance INTRODUCTION: KEY POINTS: Review information on the slide. TRANSITION: “Let’s look at a comparison between POs and contracts.”

So… …when should you use a contract? …when should you use a multi-year PO? INTRODUCTION: “When should you use a PO or a Contract?” KEY POINTS: Review information on the slide. TRANSITION: “Let’s look at a comparison between POs and contracts.”

Type of Commitment Preferred Document Long-term commitment with supplier Funding is not required to be committed up front, but at the time of PO creation Contract Multiple agencies or plants within an agency are creating POs Budgetary commitment of funds is required, including future-year funding Multi-year PO INTRODUCTION: “You will notice the difference between the contract and PO regarding funds commitment.” KEY POINTS: Review information on the slide. Note also that multiple agencies or plants can create POs off one contract, so in that case a contract is the correct choice. One system note: If you attempt to exceed the contract funding, there is a hard stop in the system. You can, however, exceed the shopping cart amounts (if it doesn’t exceed contract amount). TRANSITION: “There are some business process changes that affect purchase orders. Let’s review those, and then we can create POs.”

Stand alone Purchase Orders (i.e., from “scratch”) can be created, based on a supplier’s quote or no bid award, when a requirement has not been submitted Stand alone Purchase Order’s should be created when procuring items or services designated as “exempt” in the Field Procurement Handbook (Chapter 1, Paragraph C, #5) Examples: works of art, historic objects, published books, maps, periodicals, technical pamphlets, video and audio reproduction, etc. There is no “copy” or template function for Purchase Orders in SRM

In many cases, the use of Document Builder is not necessary when creating Purchase Orders For POs under $10,000, the following standard language is included: “In performing the services or furnishing the material covered by this Purchase Order, the supplier agrees to comply with the Standard Terms and Conditions for Purchase Orders Not Exceeding $10,000, Form STD 280, located on the DGS website….” For POs referencing an existing contract, the following standard language is included: “This Purchase Order is issued pursuant to the referenced Contract and constitutes the Suppliers authority to deliver the item(s) referenced at the prices stated……in accordance with the Contract terms and conditions” INTRODUCTION: KEY POINTS: TRANSITION:

For POs referencing a Solicitation, etc., the following standard language is included: “This Purchase Order is comprised of…the above-referenced Solicitation, the Suppliers Bid or Proposal, and any documents attached to this Purchase Order or incorporated by reference” Additional instructions to the supplier may be added in the PO Header Text, Item Text, and in any additional document attachments INTRODUCTION: KEY POINTS: TRANSITION:

Creating Purchase Orders
SRM Agency Purchaser Select Purchase Order Select Process Purchase Order KEY POINTS: Review information on the slide. TRANSITION: “To work with a purchase order that already exists, you can locate it through the familiar search fields.”

Search for Purchase Orders using the common search methods, or select from the Worklist Create a Purchase Order in the same manner as any other document in SRM KEY POINTS: Review information on the slide. Select the CREATE button to create a new purchase order.

Select the appropriate PO transaction type and select the CREATE button For Sole Source POs created by agencies designated “Independent”, use transaction types ZSBI or ZSDI For all other Sole Source POs created by agencies, use transaction types ZSSB or ZSSD INTRODUCTION: “As usual, a drop down menu is available with all the choices for PO types.” KEY POINTS: The POs are varied according to contract or solicitation type and agency type. The available PO types have not changed for SRM implementation. TRANSITION: “The data entry methods are similar for any type.”

On the Header Data tab, Basic Data sub-tab, complete the applicable fields, taking special note to check the “Non Standard Terms & Conditions checkbox when T’s & C’s are non- standard INTRODUCTION: “The creation begins, of course, with the Header Data tab active and the Basic Data screen displayed.” KEY POINTS: Review information on the slide. Note that some fields are specific to purchase orders, but many are typical of any document created in SRM. Note that data will default from the originating source—shopping cart (requisition); contract; or solicitation response.

Scroll down to the Partner Overview area and complete the required fields: Vendor, Requester, Goods Recipient, Ship-To Address, and Location Select the DISPLAY icon to view the Partner’s details

If the Vendor number is not known, a search can be performed either in SRM or SAP R/3 Select the FIND icon to search in SRM To search in SAP R/3 using transaction code XK03, see additional information on next slide

Using SAP Transaction XK03 (Vendor Display) to find vendor information This transaction allows the user to display all the information contained in a vendor’s master record, based on the vendor number Use this transaction to research any aspect of the vendor’s master data The XK03 transaction allows the user to see information in all screens Note: The Commonwealth is not using the Withholding tax screen

To find additional Vendor Ordering Addresses, select the Vendor details icon. Select the Further Addresses button to search for additional addresses for that vendor.

The vendor number will automatically default into the search field. Select the “Start” icon.

A list will display showing all available ordering addresses for that vendor.

DOCUMENTS sub-tab Enter applicable text in the fields within Text Overview area Scroll forward for additional Text Type options, such as Encumbrance Information

DOCUMENTS sub-tab Attach necessary documents to the Purchase Order in the Attachments area, located below the Texts area NOTE: Do not use a “wildcard” character in the title of your attachment. Also, be careful that your file name is not to long.

OUTPUT sub-tab Purchase Orders are not output automatically Purchasers must manually trigger the output of the document

In SRM output, the Purchase Order will include an issuance date instead of an approval date When properly output, the issuance date is the date/time of the output If a change is made, the changed document will show the new date at output INTRODUCTION: KEY POINTS: Review information on the slide. TRANSITION: “That is all the upfront material. Let’s jump right into creating a purchase order.”

OUTPUT sub-tab Use the OUTPUT sub-tab to print. Select the SEARCH icon to search for the printer, or enter the printer “short name” (i.e. OA70) if known Enter your agency’s two-character code in CAPS, along with an * (asterisk) to generate a list of your agency’s network printers Select the START button

In the results list, select the desired printer by clicking on the name The printer name will populate into the Printer field

OUTPUT sub-tab If approvals are needed, the document cannot be output until all approvals are complete Upon final approval, access the “Change Purchase Order”, go to the Output sub-tab, and select the LOG button

OUTPUT sub-tab In the search results of Document Outputs, select the OUTPUT icon to print the fully executed document Note the Status is “Not processed” The document has printed and the Status has changed to “Successfully processed”

APPROVAL sub-tab The Approval sub-tab is not functional in SRM, due to custom workflow that we are using Use the Approval Agent Report to view the status of approvals for a specific procurement document

Select the Item Data tab and continue data entry in the applicable fields Enter as much of the information listed on the Overview Screen as possible. Access line item details by selecting the Item number

The Item Data tab also contains fields to add shopping cart line items and/or catalog items. Enter the Shopping Cart number and Item number, if known, then select the ADD button

If shopping cart number is not known, select the START SEARCH button to view carts as shown below

Expand the cart to display the line items Select the checkbox next to the applicable line item to be added to the Purchase Order Select the ADD TO PURCHASE ORDER button

The shopping cart line item details are pulled into the Purchase Order

Continue data entry in the applicable Item Data sub-tabs

Line item prices for Purchase Orders created from “scratch” will be “Manual” Enter the Amount, Per, and Unit

Enter applicable text in the fields within Text Overview area Attach necessary documents to the Purchase Order in the Attachments area NOTE: Do not use a “wildcard” character in the title of your attachment. Also, be careful that your file name is not to long

ACCOUNT ASSIGNMENT sub-tab Be certain to enter Account Assignment information into each line item in Purchase Orders created from “scratch” Use the DETAILS icon to enter data into each Account Assignment Item

ACCOUNT ASSIGNMENT sub-tab An account assignment is the coding used to reflect which account the funds for a purchase are to be pulled from Account assignments consist of the Cost Center, Internal Order (if federal funds are used), Fund, and the General Ledger

ACCOUNT ASSIGNMENT sub-tab If necessary, select the method of Cost Distribution per line item Do not use “by Value”. If necessary, change the Cost Assignment Category Choose the ellipsis (“…”) for additional category options

ACCOUNT ASSIGNMENT sub-tab Controlling Cost Centers Example: 18 = Agency (same as Business Area number) 1 = Secretary or Deputy Secretary 0100 = Organization 123 = Agency Defined

ACCOUNT ASSIGNMENT sub-tab SAP Fund Example: 10 = Ledger 123 = Appropriation 07 = Fiscal year 333 = Agency Defined-Lower level fund

ACCOUNT ASSIGNMENT sub-tab Funds Center Example: 18 = Agency (Business Area) 1 = Optional Secretary or Dep Sec 1020 = Organization 000 = Always 0

ACCOUNT ASSIGNMENT sub-tab Funds Center and Funds Center Hierarchy: Fund Centers represent the organizational areas of responsibility for budgetary monitoring and reporting CO objects, cost centers, internal orders, WBS elements can be assigned or linked to funds centers

ACCOUNT ASSIGNMENT sub-tab G/L Account and Commitment Item (see next slide)

ACCOUNT ASSIGNMENT sub-tab Commonwealth G/L Types 1 – Asset Accounts 2 – Liability Accounts 3 – Reserves, Unreserved, Equity Accounts 4 – Revenue Accounts 5 – Costs of Goods Sold 6 – Expense Accounts 7 – GAAP only accounts 8 – Reserved for CO CO secondary postings Such as 200 transfers 61 – Personnel Services 62 – Inventory Consumption 63 – Operational Expense 64 – Fixed Assets 66 – Grants 67 – Bad Debt Expenses 68 - Depreciation

General Ledger/Commitment Items Relationship
Creating Purchase Orders ACCOUNT ASSIGNMENT sub-tab General Ledger/Commitment Items Relationship G/L Accounts Commitment Item Accounts Travel-Lodging Travel-Subsistence Travel-Mileage Travel Travel-Transportation Travel-Other

ACCOUNT ASSIGNMENT sub-tab Functional Area Example: 1340 1 = Program-Budget 3 = Category 4 = Sub-category 0 = Not defined

ACCOUNT ASSIGNMENT sub-tab Controlling Federal Grant Internal Orders Example: G G = Agency Indicator 21100 = Grant Number 1000 = Program Measure 01 = Class

ACCOUNT ASSIGNMENT sub-tab Internal Orders are also used for: Maintain cost collection Costs with pre-determined life i.e., dockets, claim cases, missions Federal Grants Non-Grant Internal Order numbers will be system generated, with some exceptions for unique business process

ACCOUNT ASSIGNMENT sub-tab Selecting “AS” will bring up the entry screen for Asset accounting

ACCOUNT ASSIGNMENT sub-tab Select “ALL” (Mixed Account Single Line) when there is no cost distribution by quantity or percentage between cost centers, funds or G/L accounts, but there is a need to enter an additional cost element to cost center (order, or WBS element)

ACCOUNT ASSIGNMENT sub-tab Select “MIX” (Mixed Account Multi Line) when there is a cost distribution by quantity or percentage using multiple cost centers, funds or G/L accounts

ACCOUNT ASSIGNMENT sub-tab Enter applicable data, and if necessary, select the “Next” link to continue data entry on the next line Select the “Back to Account Assignment Overview” link to return to the previous screen

Naming an SRM Document Naming Your Document
There is a 40-character limit on the document’s name Characters include letters, punctuation, and spaces The name must include: Your 2-digit agency business area number Space Noun that describes the item (no abbreviations) Comma Adjectives or Descriptors, as necessary

Naming an SRM Document Naming Your Document Examples:
21 Van, wheelchair 78 Trucks, dump, heavy 78 Tarp, cover system, road salt 35 Monitors, air quality 35 Analyzer, thermogravimetric 35 Mass Spectrometer, gas chromato, TOF 20 Chromatography system, ion, upgrade 78 Sheeting, reflective, traffic

After all data entry in the Purchase Order has been completed, name your shopping cart, select the CHECK button to review and resolve any errors (If your PO references a contract, do not use the CHECK button) Select the ORDER button to submit the Purchase Order for approval and ordering

Changing Purchase Orders
Locate the applicable Purchase Order Select the CHANGE icon

Certain changes to a Purchase Order trigger a new release strategy: Increase in Purchase Order total value Change from supply to service Change from standard to non-standard terms and conditions Deleting a contract reference *Note: Any changes made prior to the purchase order being fully approved will start the approval process over.

Certain changes to a Purchase Order trigger a re-release approval by Comptroller: Increase in total Purchase Order value Account Assignment category changes The 1st two digits of the G/L change (which changes the account) Changes in fund account (except 6th and 7th digits, which signify the fiscal year) commitment

ITEM DATA tab, PRICES sub-tab Prices from Contract, such as contracts for services with $1.00 line item pricing, can be changed Select the ADD FURTHER CONDITIONS dropdown menu

Select “Price (Manual)” from the list and the screen will automatically refresh with manual pricing fields

Enter the appropriate data in the Amount, Per, and Unit fields

Creating Purchase Orders Reference a Contract w/o a requirement
Create the PO in the usual manner by choosing the transaction type and selecting the CREATE button

On the Header Data tab, Basic Data sub-tab, scroll down to the Partner Overview area

Complete the required fields: Vendor, Requester, Goods Recipient, Ship-To Address, and Location

Select the Item Data tab Enter the item’s basic information: Quantity, Unit of Measure, and Price/Per (always allow the default “Material” to remain) This can be done either from the Item Overview area, or the line item’s Basic Data sub-tab, as shown next Select the line item’s number or DISPLAY icon to show details

Enter the item’s basic information: Quantity, Unit of Measure, and Price/Per (if not entered in the Item Overview area) Now add the Contract number, and if applicable, the Line Item number This can be done either by data entry or by using SEARCH

Select the REFRESH button The Contract information populates the Net Price/Value fields, Incoterm, and Product Category Note that the UOM is now grayed out and cannot be edited

The Item Overview screen also reflects the defaulted Contract information in the Net Price and Product Category fields Note on the Item Overview screen that like the Item’s Basic Data tab, the UOM cannot be edited

To change the UOM, you would need to remove the reference to the contract, and go back to the Item Overview screen. Now you will notice that the space for the UOM is open for change. Make the change, then go back into the basic data tab and re-enter the contract reference.

Continue completing the remaining applicable subordinate tabs within the Item Data tab

PRICES sub-tab Special Note on the Prices tab: The Contract pricing information has defaulted into the Prices tab, and may be overridden/edited if necessary

Continue completing any applicable subordinate tabs within the Header Data tab Check the PO and address any errors that may occur HOLD or ORDER the Purchase Order

Deleting Purchase Orders
Deleting an SRM PO which was never “Ordered” The Purchase Order was created in SRM and placed on “Hold” (i.e., never “Ordered”) PO replication to R/3 did not occur, and deletion at the header level can be executed in SRM

Verify that the Purchase Order does not exist in R/3 Delete the SRM PO at the header level

Deleting SRM PO after it was “Ordered” The Purchase Order was created in SRM and replicated to R/3 when it was “Ordered” Deletion or Cancelling of the PO will occur at the line item level

Delete the appropriate line items using the TRASH CAN icon Select the ORDER button to replicate the changes to R/3

The line items deleted in SRM are replicated to R/3 and identified with TRASH CAN icons The committed funds are unencumbered

Approval Agent Report INTRODUCTION:

Approval Agent Report Workflow:
A term used to refer to the movement of work from one responsible party to another. SRM’s workflow automatically routes requirements to responsible parties based on established guidelines and approval thresholds.

Approval Agent Report Viewing Approval Workflow
Do not use the Approval Preview subordinate tab to view approval workflow INTRODUCTION: “The Approval Preview sub-tab should not be used to see the document’s approval workflow.” KEY POINTS: The Commonwealth uses a custom workflow solution in SRM The approval preview sub-tab displays incorrect information TRANSITION: “Use the Approval Agent Report instead.” COPA utilizes SRM custom workflow Run Approval Agent Report to view complete approval workflow and the status of each level

Approval Agent Report Select My Settings
Select the Approval Agent Report option INTRODUCTION: “To display approvals of documents under review, run the Approval Agent Report.” KEY POINTS: The report identifies approvers for a procurement document and is available to all SRM users TRANSITION:

Approval Agent Report The Display Approval List – PO/BI/CT screen opens: Select the OBJECT TYPE button to display list of possible entries

Approval Agent Report Select the desired entry from the results list (such as Purchase Contract in this example) Select the CHECKMARK icon to accept

Approval Agent Report The Display Approval List – PO/BI/CT screen redisplays with the report number populating the object type field: Enter the PO ID, Bid Invitation ID, or the Contract ID in the OBJECT ID field Select the EXECUTE button

Approval Agent Report INTRODUCTION:
“The list of approvers for the document displays. As you can see, the PO has been approved by the Level 1 Approver, and is waiting to be approved by a Level 2 Approver. The Level 3 approval level will follow after.” KEY POINTS: The report lists the approver level for each approver, the approver’s name and the status of the approver TRANSITION: “Let’s move on to Approving and Rejecting Documents.”

Understanding Requisitioning

The requisitioning process directly impacts the Purchaser Shopping cart line items may have incorrect data which will then require extra work for the Purchaser A purchase order that was auto-generated by the Requisitioner may require change or deletion by the Purchaser

Key steps in the requisitioning process Change Attributes (upon first log-in only, when creating a shopping cart) Choose the catalog or “describe requirement” Select items and add them to the shopping cart Edit the “required on” (delivery) date, if necessary Check the “Proceed using P-Card” box, if applicable, in the Basic Data area

Key steps in the requisitioning process (cont’d) Enter the cost assignment information Enter any applicable Text notes and/or Attachments Assign a Source of Supply, if applicable Name and Order the shopping cart Follow-on document (Solicitation, Purchase Order, or Contract) is created

Changing Attributes

Changing Attributes (continued) There are two mandatory attributes that your Requisitioner must set before creating their first shopping cart: Plant Delivery Address

Changing Attributes (continued) When setting the Plant attribute, a list of Values will display for the Requisitioner’s agency. Selecting the radio button next to the appropriate choice will set the attribute. “Add New Line” should never be chosen.

Changing Attributes (continued) The default Delivery Address attribute is set by typing in the assigned delivery address number. Alternate address numbers may also be entered and set as the default. Addresses and corresponding numbers are available online at:

Changing Attributes (continued) An optional attribute that many Requisitioners choose to set is the Cost Center attribute. By doing so, the default information will automatically populate into each shopping cart. Note that it can be overridden, if necessary. The Value (cost center) is entered, and Action icon selected to confirm.

Choosing the Catalog or “Describe Requirement”

In SRM, items can be selected in two ways: Catalogs Punch-out sites (supplier sites) Material/Service Contract Catalog (contract items maintained in catalog format) Internal Goods/Services (items with Product Numbers from DGS Statewide Contracts) Warehouse (items available from a COPA warehouse) “Describe Requirement” Used when an item cannot be found in a catalog

Catalog items COPA Internal Ecatalog: Used when selecting items from a warehouse (Agency or DGS)

Catalog items Material/Service Contract Catalog (M/SCC): Used when selecting items from DGS contracts available in SRM

Catalog items “Punch-Out” Catalogs: Used when selecting statewide contract items from the Supplier’s catalog site

Choosing a supplier with a punch-out catalog displays the catalog in a new window Each site has its own look and feel, but each allows the ability to search and select items for the cart Some sites refer to the cart as a cart, while others refer to it as a requisition or other term

Additional notes about “Punch-Out” Catalogs Punch-out catalogs do not necessarily contain every item specified on the statewide contract, so additional line items may need to be added to the cart using “describe requirement” Supplier sales representatives may not be familiar with the punch-out catalog, and their quotes may not match (in word or item reference) what is in the catalog

Describe Requirement Used when the item is not available in any of the catalogs

The Requisitioner completes the order form, as shown in this example The Product Type “Goods” is always selected (never select services), and text entry is used for the Description, Internal Note, Quantity, and Price The Unit of Measure and Category are selected from drop-down menus The Required on (delivery) date defaults to +14 days X

Basic Data This area allows the data entry or acceptance of default data for several fields Price, material, G/L code, and other information defaults into SRM and cannot be changed when items are selected from the Ecatalog or M/SCC All information is data entered if the item is not a contract item

Cost Assignment Cost Assignment information must be entered for each item in the cart Additional cost data is entered on the item’s Detail screen A cart cannot be ordered if the details for an item are absent or incorrect

Documents and Attachments The Texts area allows for entry of Vendor Text and Internal Notes The Attachments area supports the attachment of various document types to the shopping cart

Source of Supply The Source of Supply (supplier) originates from the item’s (product’s) number/category, if applicable If the supplier is incorrect – and not associated with a contract item – it can be deleted (Note: Order via Describe Requirement if the defaulting vendor on contract is not going to be used)

Source of Supply (cont’d) A search for a different supplier, or contract line item, can be performed The Requisitioner may select the radio button next to the appropriate supplier and assign it (or, leave it unassigned)

Follow-On Documents From the requisitioning process, a purchase order is generated via one of these methods: SRM creates and transmits the Purchase Order to the supplier via fax or electronically Requirement (requisition line item) workflows to the Purchaser to process into a Solicitation or Purchase Order

Follow-On Documents (continued) A Purchase Order can be system-generated only if ALL THREE of the following criteria are met: The cart’s value is less than $10,000 AND all items in the cart are from specified catalog suppliers AND AFTER the cart has received final approval A requirement is transmitted to a Purchaser to process into a Solicitation or Purchase Order if ANY ONE of the following criteria is met: The cart was created via “Describe Requirement” OR the cart’s value is more than $10,000 OR the cart contains any item(s) not from an approved catalog supplier

Follow-On Documents (cont’d) After a cart has received final approval: The Purchase Order, if system-generated, is sent directly to the supplier The requirements which need further processing will be automatically routed to an agency Purchaser or to DGS Material requirements totaling $20,000 will workflow automatically routed to DGS for solicitation processing ($250,000 for service requirements) Requirements from a statewide contracts will workflow to the agency Purchaser

Electronic Transmittal of Purchase Orders (XML) Enabled suppliers will receive Purchase Orders via XML Grainger, WESCO, and Dell are currently enabled (7/25/2007) Process is similar to “autofax” functionality Thresholds for auto-generated Purchase Orders apply, whether transmission is via autofax or XML Purchase Order attachments do NOT transmit to the vendor via XML INTRODUCTION: KEY POINTS: TRANSITION: Updated 7/25/2007

For further information and guidelines regarding XML PO Transmittals, please refer to the “XML PURCHASE ORDERS” section located under ADDITIONAL REFERENCE MATERIALS at the end of this document KEY POINTS: Briefly review the information on the slide. TRANSITION: “For review, let’s look at a graphic representation of the advertising process.”

Assigning & Receiving Requisitions: “The Buyer’s Worklist”
INTRODUCTION: “The Buyer’s Worklist” is the area in which all requirements will be delivered. From there, the user chooses which items to work with and what work to perform on them.” TRANSITION: “Our learning objectives are listed next.”

Assigning Work SRM Agency Purchaser Select Agency Sourcing
Select Redistribute Workload INTRODUCTION: “From the menu, select these choices.” KEY POINTS: Remind participants that their menu will look different in production, but the screens will be similar or the same. TRANSITION: “What happens when you select this choice? Let’s review some of the process.”

Assigning Work If you are authorized to assign work to others:
Use Redistribute Workload to assign requirements to specific groups or sourcing professionals Sends the Requirements to the Buyer’s Worklist This transaction is also used to reassign responsibility for Solicitations, Contracts, and Purchase Orders INTRODUCTION: “Remember that this transaction applies to those who assign work to others. Accepting an assignment and working with it is covered in the next section. Right now we are only talking about assigning work to others.” KEY POINTS: Review information on the slide. TRANSITION: (Information continues on next slide.)

Assigning Work In SRM, a shopping cart might contain more than one type of commodity The line items are listed separately in the Redistribute Workload sourcing area Assign individual line items to a Purchaser The Purchaser will later select the individual line items to hold or process when they appear in his/her own worklist KEY POINTS: Review information on the slide. SRM routes requirements by line. The purchaser’s worklist (where he/she processes the requirement by making a solicitation document, contract, or PO) is covered in the next section of this training. TRANSITION: “Now let’s look at those screens we use to assign work.”

Assigning Work Finding Potential Assignments
INTRODUCTION: “After selecting the Redistribute Workload choice from the menu, this screen opens.” KEY POINTS: In order to find the types of documents you want to assign or work with, you must search for them. Otherwise, ALL requisitions/requirements will be listed. Note the available options (in red box) of documents to work with. Use the mouse or other selection method to check the box or boxes that indicate the type of document you want to find in your list. TRANSITION: “In order to make it easy to find what you want, there are a variety of search methods available.” Use the checkboxes to identify what type(s) of document to view Requirements, Purchase Orders, Solicitations (Bid Invitations), and Contracts are available options

INTRODUCTION: “Use any of the drop-down menus to narrow the search.” KEY POINTS: Review information on the slide. Always verify or change the Purchasing Group data. TRANSITION: “Still looking at the same screen…” Use other criteria from dropdown menus to further refine the type of documents to be viewed The Purchasing Group defaults to the buyer’s group, so it must be verified or changed Select “In Process” from the Status dropdown menu

INTRODUCTION: “Select all the fields you want to use and then select the START button.” KEY POINTS: Search functions will be covered in detail in a later section. TRANSITION: “Now we are ready to see the results of our search.” Extended search fields are also available After selecting the desired search criteria, select the START button

Assigning Work Making the Assignment The Results List screen displays
INTRODUCTION: “Here is an example screen with the results listed. These are the documents you can work with.” KEY POINTS: To view details of a document, select the link with its document number. TRANSITION: “If you want to work directly with the document, and not view its details, do not select the link. Instead…” The Results List screen displays View a document by selecting it’s document number

Assigning Work Making the Assignment
INTRODUCTION: “Check the box next to the document you want to work with.” KEY POINTS: Review information on the slide. Note the header checkbox and its ability to select or deselect all items at once. Even if there are so many items that they flow onto another page, selecting SELECT ALL will capture all the items on all the pages. TRANSITION: “Now you can assign the item or items.” Select a document by using the checkbox next to it Select all documents by using the header checkbox

INTRODUCTION: “To assign the items, you will need to make two selections.” KEY POINTS: First select the purchasing organization. Use the menu and the series of dots the same way you used them to select the items to work with. TRANSITION: “Then you will make another selection, as shown on the next slide.” Use the dropdown menu to select the Purchasing Organization and Purchasing Group to which the work is to be assigned

INTRODUCTION: “There is no functionality to the ASSIGN AUTOMATICALLY button. There is no workflow behind it, so the assignment won’t go anywhere.” KEY POINTS: Review information on the slide. TRANSITION: “The assignment will be confirmed as shown on the next screen.” Select the START MANUAL ASSIGNMENT button Do not use the ASSIGN AUTOMATICALLY button

The selected item(s) are displayed De-select any items that are not to be reassigned Select the START ASSIGNMENT button Alternately, select the BACK TO SEARCH RESULTS button to restart the search INTRODUCTION: “Here you see the confirmation of your assignment. You can either finalize the assignment or, if you made a mistake, you can deselect it.” KEY POINTS: Review information on the slide. TRANSITION: “A confirmation message will appear.”

Assigning Work Making the Assignment A confirmation dialog box appears
Select the OK button to complete the assignment If CANCEL is selected, the items are not reassigned INTRODUCTION: “Again you have the option to move forward or to cancel if you made a mistake.” KEY POINTS: Review information on the slide.

Selecting the OK button displays this MESSAGES screen Select the UPDATE MESSAGES button to confirm the assignment Note, you may need to select the UPDATE MESSAGES button several times before the document is reassigned. Once you get the green dot stating the assignment is complete, you can move onto the next step. INTRODUCTION: “This is the screen that appears next.” KEY POINTS: Review information on the slide. TRANSITION: “If there are new messages, you will see them here. Otherwise, the confirmation remains.”

Select the BACK TO INITIAL SCREEN button to return to the Redistribution of Workload screen INTRODUCTION: “Now you have completed the assignment.” KEY POINTS: To assign other items to different groups, return to the initial screen. DISCUSSION: Allow participants the opportunity to ask questions or offer ideas on the use of this feature. TRANSITION: “You may continue to assign work as necessary from this area.”

Receive the Requisition
Buyer’s Worklist The Buyer’s Worklist shows pending requirements for the Purchaser to source KEY POINTS: Review information on the slide. TRANSITION: “What can you do with items that show up in your worklist? That depends on what your role is.”

In the Buyer’s Worklist, a Purchaser can: Process requirements (shopping carts) Propose and assign sources of supply to the requirement Create solicitation documents Create purchase orders After the follow-on document is created, the requirement disappears from the work area INTRODUCTION: “Agency personnel can perform any of these tasks.” KEY POINTS: Review information on the slide, noting that we will cover in detail each of the tasks they can perform. TRANSITION: “What if you are responsible for assigning work to others? You can do that from this area, as well. Let’s see how.”

In the Buyer’s Worklist, a Purchaser cannot: Start work on an assignment and then send it back to the Worklist for someone else to finish, because a follow-on document (solicitation, PO) has been created The follow-on document must be deleted Have the Requisitioner re-create the requirement Print out the Worklist Copy and paste a screenshot of the Worklist into a Word document for review and/or printing

Accessing the Buyer’s Worklist Select Agency Sourcing Select Carry Out Sourcing KEY POINTS: Review the menu path as shown on the slide. TRANSITION: “Let’s see what the screen looks like when we select this choice.”

Using the Buyer’s Worklist INTRODUCTION: “You will see all open assignments on this screen.” KEY POINTS: In order to find assignments that are appropriate for you, it is necessary to use the FIND tab and features. TRANSITION: “Let’s see how we use the find feature in this area. The process is similar to the one we covered earlier.” The Sourcing screen displays all open assignments You will move assignments to your work area Select the FIND tab to locate requirements that apply to your purchasing group

Finding Your Assignments INTRODUCTION: “You can perform broad or narrow searches.” KEY POINTS: Review information on the slide. Note that you can narrow the field by adding more criteria. To find all possible appropriate assignments, simply search for those assigned to your purchasing organization and purchasing group. DISCUSSION: Ask participants to think of a reason that they might choose to search by one of the other fields. Answers will vary, but they may work only with a particular product type, or they may know of a requisition that should be worked on immediately and may want to find it by requisitioner or another method. TRANSITION: “You may notice the Extended Search link on this page (next to the START button). Let’s talk about that for a minute. Look at the next slide.” Enter your Purchasing Organization and Purchasing Group To find all assignments for your organization and group, leave other search fields blank

Finding Your Assignments To narrow the search, add information and/or select EXTENDED SEARCH link Select the START button Items matching your selection criteria appear on a new screen INTRODUCTION: “You can narrow a search even more by using the fields found there. We will cover that area in detail later in the training, but we don’t need it right now. Just for your information, you should be aware that the search/find function throughout SRM is consistent and is available for nearly every task.” KEY POINTS: Review information on the slide. TRANSITION: “In SRM, there are many functions but most of them appear throughout the system. In other words, you can search the same way, view details, copy, and perform many other functions the same way in each area. Whether you are creating solicitations or contracts, assigning work or reviewing a submission, most of the screens and buttons will become very familiar to you.” “On the next screen, you will notice the many similarities between this task and the assignment of work that we did earlier.”

Finding Your Assignments INTRODUCTION: “Notice how familiar the screens are starting to seem?” KEY POINTS: Review information on the slide. Note that a new icon appears here: the page arrows alert the user that more assignments are available on other pages. Selecting the ASSIGN TO ME button changes the Purchasing Group to your own Pgroup. Selecting the ADD TO WORK AREA button will also add the item to your own work area, but it will not change the Pgroup assignment. Therefore, any documents you create off that assignment will need to be changed to reflect your Pgroup. Therefore, we recommend that you choose the ASSIGN TO ME button. Note that any assignment you make to yourself must be worked on during that session. In other words, if you log off before working with the item, the item will no longer be in your work area. It will, however, be assigned to your pgroup and no one else can work on it. So, if you do not have time to work on an item at the time, do not put it into your work area. Leave it available for others to work with. Note that any work on a document (even beginning to create a solicitation document) CAN be saved. So, after you begin creating a document (solicitation, contract, purchase order), you CAN leave the document and come back to it later. (That process is covered in the training in sections on each document.) It is ONLY during the assignment period that an item “disappears” from your area if you do not complete it during that session. TRANSITION: "When you assign something to your work area, you can begin to process it." Using the checkboxes, select an item you want to add to your work area (to work with now) Select the ASSIGN TO ME button Note that more items may be available on the next page

Working with the Assignments INTRODUCTION: "If you want to know more about the requisition and its associated documents, simply select the link." KEY POINTS: Review the highlighted items on the slide. Note that you can view details here, but cannot process a requirement until it has been placed into your work area. TRANSITION: "Let's take a look at the Work Area, where you have assigned the items." To view the original shopping cart and its details and documents, select its link

Working with the Assignments INTRODUCTION: "In the Work Area screen, there are a variety of options available. In fact, you can perform nearly any required task on an assignment from this launch site." KEY POINTS: Review the options that are available from this area by noting the buttons highlighted in the red box. Note that participants will NOT use some buttons, such as TAKE VENDOR FROM EXTERNAL LIST, SUBMIT TO GROUPING, and CREATE AUCTION. TRANSITION: "FYI: While you can create documents from this area, you can also select the options from the main menu, as well. There are several methods available for every function in SRM. You will choose the one that seems most convenient to you after becoming familiar with the system." After assigning item(s), the Work Area screen displays From this screen, it is possible to perform any necessary action on the requirement

Working with the Assignments INTRODUCTION: "After viewing and assigning the items, you may confirm the choice or remove them if you made a mistake." KEY POINTS: Review information on the slide. Recall that you cannot save the item to work on later UNLESS you have started to create a solicitation, contract, or purchase order. Do NOT select the HOLD button, as that would return the item to the available pool of work, but would not allow anyone to process it. After selecting the REMOVE FROM WORK AREA button, a confirmation appears, and users select the OK button to confirm. TRANSITION: "You may be wondering what happens to requisitions that are no longer needed. Let's review some of the business processes for that next." Process the documents now… OR If you cannot work on it now, select the REMOVE FROM WORK AREA button to make the requirements available to other sourcing professionals

Working with the Assignments If a Purchaser has not begun work on the assigned requisition, the Requisitioner is able to remove the request The Requisitioner must open the requisition and then delete the item(s) and/or shopping cart This deletion makes the requisition unavailable to the Purchaser INTRODUCTION: "If you have already begun working on an item or if there is a solicitation or contract attached to it, it is a little more complicated to remove the item. We will cover all that later in the course. But it's very easy to remove a requisition before the sourcing begins." KEY POINTS: If purchaser changes a Requisition in his/her work list, it does not trigger workflow. Review information on the slide. TRANSITION: "Let's assume now that you have the items you want to work with in your work area. How do you find or propose a source of supply for the requested item? That's our next topic."

Working with the Assignments INTRODUCTION: "First check to see if a source of supply is available for the item." KEY POINTS: Review information on the slide. The sources of supply are in the system based on a variety of information the requisitioner provided (material group, and so forth). You can look in this area for a sole source item to see if it is on contract. TRANSITION: "The screen that next opens will list the various sources of supply." To see if a source of supply (contract) is available for the item, select the requirement’s checkbox Then select the PROPOSE SOURCES OF SUPPLY button

Propose Sources of Supply Use the checkbox to select the desired source of supply To view multiple suppliers, select the COMPARE PRICES button When the source is chosen, select the UPDATE PURCHASE ORDER VALUE button to transfer the source of supply (contract) to the requirement INTRODUCTION: "If sources are available, use this process to select one." KEY POINTS: Review information on the slide. TRANSITION: "Next we will assign the source of supply."

Propose Sources of Supply KEY POINTS: Review information on the slide. TRANSITION: "You are returned to the work area." Use the checkboxes to select desired source of supply Select the COPY CHANGES AND BACK button

Propose Source of Supply INTRODUCTION: "Recall that you can perform a variety of tasks from this area. If there is no source of supply for the item, you have several choices." KEY POINTS: The user can remove an item from the work area if necessary. However, just because a source of supply is not available at this time does not mean the items should necessarily be removed from the work area! The sourcing professional may need to create a solicitation document or move forward in some other way. TRANSITION: "If you need to move forward with the process, you may select one of the options." If a suitable source of supply is not available, return to this Work Area screen The item can be removed from the work area, if desired

Working with the Assignments INTRODUCTION: "Notice that SRM uses some terms differently than the Commonwealth uses them. For example, to create a solicitation document, you would select SRM's CREATE BID INVITATION button. Use this button even if a "bid" is not what you are inviting suppliers to submit. This is simply one of those terms that you will need to become familiar with as you use SRM." KEY POINTS: Briefly review the options available. This has already been covered, so do not spend much time here. Remind participants that some buttons are not active. The three highlighted in the red boxes are active. Only a small number of DGS employees will create auctions. This training course will explain how to create solicitation documents, contracts, and purchase orders. All solicitations can start from the CREATE BID INVITATION button Purchase orders can also be started directly from the worklist

Sourcing an Assigned Requirement
INTRODUCTION: “Now we’re going to cover sourcing out an assigned requirement which was workflowed into the Buyer’s Worklist.” TRANSITION:

We’re still in the Carry Out Sourcing function of the Sourcing role INTRODUCTION: “Let’s review an example of how to source out a requirement which has been workflowed to us.”

In this example, the shopping cart number is known, so the FIND tab is used to perform an Extended Search. INTRODUCTION: “In this particular example, we know the shopping cart number, so we’ll use the FIND tab to search for it.”

The search results display. Select the requirement by placing a checkmark in the box next to the item. In this example, the ASSIGN TO ME button is used. INTRODUCTION: “The search results display the requirement (shopping cart). We’ve selected the requirement and then the ASSIGN TO ME button to put it into our own Work Area.” “We know that we want to send it out for bid, so from within the Work Area, we’re selecting the item and then the CREATE BID INVITATION button.” The requirement is moved to the purchaser’s Work Area. Select the item by placing a checkmark in the box next to it’s description. In this example, an IFB will be created by using the CREATE BID INVITATION button.

The Sourcing – Document Preview screen displays. The Bid Invitation checkbox is automatically selected, and the bid type defaults to “BID Invitation For Bid”. Change the bid type, if necessary. INTRODUCTION: “The search results display the requirement (shopping cart). We’ve selected the requirement and then the ASSIGN TO ME button to put it into our own Work Area.” “We know that we want to send it out for bid, so from within the Work Area, we’re selecting the item and then the CREATE BID INVITATION button.” In this example, we are using the default bid type. Select the PROCESS BID INVITATION button to continue processing the Bid Invitation. Select the CREATE BID INVITATION button to create the bid and continue sourcing in the Work Area, as in this example.

The bid invitation is created and the “Sourcing” screen re-displays. Note the messages below the Work Area. The errors are normal and will be addressed within the bid document. Note the last message, which identifies the newly created document number to the Purchaser.

From the “Process Bid Invitation” screen, a search for the bid is performed by entering the bid invitation number on the FIND BID INVITATION tab. Under Search Results, the document can be viewed or changed. In this example, we are selecting the CHANGE icon in order to complete the document.

The “Change Bid Invitation” screen displays, at the Header Data tab, Basic Data sub-tab. Enter necessary data into appropriate fields (or verify the data pulled in from the requirement) on all applicable subordinate tabs. Continue data entry/verification in this manner on the Item Data tab.

When data entry is complete, select the CHECK button to view and resolve any errors. Select PUBLISH to send the solicitation document through approval workflow.

After approval, the document will published in accordance with the Type of Publication (Public or Restricted).

Generating a PO from an Awarded Bid
After our Invitation for Bid was approved and published, the two invited Suppliers submitted their bid responses. The responses were evaluated and one of the bids was accepted. In our example, we will process the awarded response into the Follow-on Document “Purchase Order”.

On the Bidder Overview screen, the awarded supplier’s Bid Status is displayed as “Bid under review”. Access the awarded bid by selecting either the bid status link or the CHECK BID icon.

The bid is displayed. Note the GENERATE PURCHASE ORDER button is available for selection. Before generating the PO, the Transaction Type for Purchase Order must be chosen. Select the dropdown button to display the transaction types. Once the PO has been generated, the transaction type cannot be changed!

In our example, the “Standard PO” transaction type is selected. Now select the GENERATE PURCHASE ORDER button.

The system message “Purchase order(s) created”. Select OK. Scroll down to the bottom of the Basic Data screen to see additional system messages, including the Purchase Order document number.

Access the “Process Purchase Order” screen, and search for the PO by entering the PO number on the FIND PURCHASE ORDER tab. Under Search Results, the document can be viewed or changed. In this example, we are selecting the CHANGE icon in order to complete the document.

The “Change Purchase Order” screen displays. If necessary, enter any additional data into the applicable subordinate tabs on the Header Data tab. Select the Item Data tab and follow the same process.

When data entry is complete, select the CHECK button to view and resolve any errors. Then select ORDER to send the Purchase Order through approval workflow.

The system message displays confirming that the document was ordered. If no approvals are necessary, as in our example, the document is prepared for output.

Liquidating Commitments
INTRODUCTION:

Commitment of Funds A shopping cart creates a pre-commitment of funds A purchase order creates a commitment of funds An open PO goes to R/3 (even before approval) and places a commitment on the funds A PO/commitment is locked until either deleted or approved KEY POINTS: Review information on the slide. Remember that you are creating a commitment when you create a purchase order. Those funds are not available to any other source until the PO is either deleted (the commitment is removed) or the PO is approved and the funds are used. TRANSITION: “If you decide that you do not want the purchase order to move forward, you must liquidate the commitment. That process is covered on the next few slides.”

If the shopping cart is no longer needed, the cart must be deleted by the Requisitioner Deleting the cart liquidates the pre-commitment Deleting the cart removes the items from the purchaser’s worklist If the Purchaser has already assigned items, the items must be put back into the group’s worklist INTRODUCTION: “There are several steps along the way at which a commitment (or pre-commitment) can be liquidated. The shopping cart can be deleted, the items can go back into the worklist, the solicitation document can be removed, or the PO itself can be deleted. If a purchaser already has the unwanted items in her work area, they must be removed.” KEY POINTS: Review information on the slide. The cart itself must be deleted by the Requisitioner This slide presents the graphic shown earlier in text format. Use the slide as review for those participants who do not learn through graphical representations. TRANSITION: “This process involves communication between the requisitioner and the purchaser.” Remove the items from the individual’s or group’s worklist Contact the requisitioner and ask him/her to delete the shopping cart

If the purchaser has already created a solicitation document: Locate the solicitation document through the usual search methods Select the CHANGE icon Select the DELETE button Contact the requisitioner and ask him/her to delete the shopping cart KEY POINTS: Review information on the slide. This slide presents the graphic shown earlier in text format. Use the slide as review for those participants who do not learn through graphical representations. Again, communication between requisitioner and purchaser is important. The cart itself must be deleted by the requisitioner. The process is not difficult, but it must be followed by both parties, and in a timely manner. TRANSITION: “The final liquidation scenario involves a purchase order that already exists.”

If the purchaser has already created a purchase order: Locate the purchase order through the usual search methods Open the purchase order Select the CHANGE icon Select the DELETE button KEY POINTS: Review information on the slide. This slide presents additional information, explaining what happens to a purchase order that must be liquidated. If another PO will be created, then the pre-commitment is still required. However, if the item is no longer wanted, then the pre-commitment (cart, assignment to work area, and / or solicitation document) must be deleted as well. Follow procedures already outlined for removing the cart, assignment, and / or solicitation document.

Partial Liquidation of a Purchase Order When there will be no more confirmations or invoices, the remainder of the Purchase Order may be liquidated The liquidations will be per line item “Change” the Purchase Order On each applicable line item, select the checkboxes to mark that no more confirmations or invoices are expected Reduce the quantity to what was received, then follow the procedures for completing a cart. The remaining commitment is liquidated INTRODUCTION: “When you expect no more confirmation and no more invoices, you can liquidate the remaining commitment by flagging the PO as complete.” KEY POINTS: Review information on the slide. Note that this field is located on the Change Purchase Order screen. The comptrollers enter the invoice in R3 and mark final, this then liquidates the PO automatically TRANSITION: “On the next two slides, we will show some example scenarios.”

A shopping cart was created, and a follow-on PO created for equal quantity. BUT, it is decided after the partial receipt that no more delivery/service is expected from the supplier: INTRODUCTION: “When you expect no more confirmation and no more invoices, you can liquidate the remaining commitment by flagging the PO as complete.” KEY POINTS: Review information on the slide. Note that this field is located on the Change Purchase Order screen. The comptrollers enter the invoice in R3 and mark final, this then liquidates the PO automatically TRANSITION: In Change Purchase Order, on the Item Data tab, Statistics sub-tab, select the checkboxes to mark the PO for final receipt and final invoice to liquidate the open items and open commitment NOTE: Marking only the GR as final does not liquidate the R3 commitment.

A shopping cart was created for a quantity of 25, but it is decided later (either before or after creating a partial award) that the remaining balance of the shopping cart is no longer required: In the sourcing Worklist, the Purchaser selects the cart and marks it as a completed item The cart is removed from sourcing Worklist and the remaining pre-commitment liquidated “Complete Item” NOTE: Step-by-step instructions to “Complete” an item follow this slide

Completing a Shopping Cart The Purchaser locates the shopping cart by using the FIND tab in the Carry Out Sourcing function of the Sourcing menu

Completing a Shopping Cart (cont’d) Within the search results, select the Requirement line items that are to be “completed” Select the ASSIGN TO ME button

Completing a Shopping Cart (cont’d) Choose the WORKLIST tab Select the REMOVE FROM WORK AREA button Select OK when the resulting message displays

Completing a Shopping Cart (cont’d) Select the ACTIONS button for each of the items that you want to “complete”, then the REFRESH button

ADDITIONAL REFERENCE MATERIALS
INTRODUCTION: “It is important to know the approval thresholds and levels because they determine who approves the procurement document.”

Contents Guidelines for XML Purchase Orders
Approval Levels and Thresholds Reviewing Procurement Documents XK03 Display Vendor EUP

Guidelines for XML Purchase Orders
INTRODUCTION:

Guidelines for XML Purchase Orders Cancelling a PO prior to order being shipped Purchaser contacts supplier to have the order cancelled in their system, then deletes the PO line item(s) Requisitioner cancels cart in SRM NOTE: No cancellation message is distributed from SRM when the order is cancelled INTRODUCTION: KEY POINTS: TRANSITION: Updated 7/25/2007

Guidelines for XML Purchase Orders (cont’d) Changing a PO prior to order being shipped Purchaser contacts supplier to have the order cancelled in their system, then deletes the PO line item(s) Requisitioner cancels cart in SRM Requisitioner creates a new order for the item(s) which contain the updated/changed information NOTE: Existing orders submitted via XML may not be changed and therefore must be cancelled INTRODUCTION: KEY POINTS: TRANSITION: Updated 7/25/2007

Guidelines for XML Purchase Orders (cont’d) Cancelling or Changing a PO after the order has been shipped Return the order by following the normal return process If applicable, the Requisitioner creates a new order for the item(s) which contains the updated/changed information INTRODUCTION: KEY POINTS: TRANSITION: Updated 7/25/2007

Guidelines for XML Purchase Orders (cont’d) Technical failure at PO XML transmission IES monitors all XML transmissions and are aware of any transmission failures; resolution will occur within IES IES will notify the Requisitioner only if the failure cannot be resolved Technical failure of XML transmission of invoices All issues related to XML transmission of invoices will be resolved by the Comptroller and/or Treasury INTRODUCTION: KEY POINTS: TRANSITION: Updated 7/25/2007

Additional Information regarding XML PO’s Purchase Orders for inventory items (Grainger and WESCO) are created in R/3, not SRM No Dell Purchase Orders are created in R/3 SRM Purchase Orders (non-inventory) for Grainger, WESCO, and Dell) should be started using the shopping cart process All XML Purchase Orders – both inventory and non- inventory – must contain a ship-to address and vendor product numbers INTRODUCTION: KEY POINTS: TRANSITION: Updated 7/25/2007

Additional Information regarding XML PO’s (cont’d) Purchase Order changes and cancellations made in SRM do not transmit to the vendor Attachments on XML Purchase Orders do not transmit to the vendor INTRODUCTION: KEY POINTS: TRANSITION: Updated 7/25/2007

Approval Thresholds and Levels

Solicitations approval levels Document Type # of Approvals Level of Approvals IFB 1 Agency Head Approver RFP 2 Agency Head Approver and Agency Legal RFQ ad hoc Solicitation Invitation Ad Hoc Approver RFQ IT ITQ Agency Head Approver, Agency Legal Supplier Pricing Request (SPR) Agency Head Approver, DGS approval INTRODUCTION: “One of the features of SRM is that the approval workflow is built in.” KEY POINTS: The entire workflow is built into SRM, with agency, DGS, comptroller, and legal routing. This table shows the number of approvals needed for the five solicitation types. Note that the Comptroller is added to the approval workflow for all service solicitations. This information, along with other threshold and business rules, was covered in the web-based ‘Fundamentals’ course. If participants need a reminder about these processes, they may review that course. TRANSITION: “The next slide also pertains to approval workflow.”

Agency contract approval thresholds and levels Materials Services Thresholds Approval Workflow $0 – $5,000 None $5,000 – $10,000 Comptroller $5,000 – $24,999 Agency Head Agency Legal $10,000 – $20,000 $25,000 and up Attorney General $20,000 and up INTRODUCTION: “Here are the approval workflows for Agency contracts…” KEY POINTS: Note that non-standard T’s & C’s require approval from OGC and AG. This information, along with other threshold and business rules, was covered in the web-based ‘Fundamentals’ course. If participants need a reminder about these processes, they may review that course. TRANSITION: “The next slide also pertains to approval workflow.” Non-standard terms and conditions require approval from the Office of General Counsel and the Attorney General

Standard PO approval thresholds and levels for agencies under the Governor’s jurisdiction Standard T&Cs Non Standard T&Cs Thresholds Approvals $0-$5000 None $0-up Comptroller $5,000 and up Agency Legal OGC* Attorney General $0-$10,000 $5,000-$10,000 $10,000 and up Agency Head OGC $10,000 up With reference to contract services and materials INTRODUCTION: “Let’s look at standard PO approval workflows for agencies under the Governor’s jurisdiction.” KEY POINTS: Note the relationship between PO approval levels with contract references and those without reference. Note that this table does not apply to agencies under the Governor’s jurisdiction for services. We’ll look at those next. This information, along with other threshold and business rules, was covered in the web-based ‘Fundamentals’ course. If participants need a reminder about these processes, they may review that course. TRANSITION: “The next slide also pertains to approval workflow.” to contract MATERIALS ONLY Without reference *OGC = Office of General Counsel

Standard PO approval thresholds and levels for agencies under the Governor’s Jurisdiction for services without reference to a contract Standard T&Cs Non Standard T&Cs Thresholds Approvals $0-$5000 None $0-$10,000 Comptroller $5,000-$10,000 Agency Legal $10,000 -$24,999 Agency Head OGC Attorney General $10,000 up $25,000 up Without reference to contract SERVICES ONLY INTRODUCTION: “These approval workflows are also for agencies under the Governor’s jurisdiction, for services POs without reference to a contract.” KEY POINTS: Note that the Attorney General sees POs over $25,000 if they are not associated with a contract. This information, along with other threshold and business rules, was covered in the web-based ‘Fundamentals’ course. If participants need a reminder about these processes, they may review that course. TRANSITION: “The next slide also pertains to approval workflow.”

Standard PO approval thresholds and levels for materials or services for independent agencies Standard T&Cs Non Standard T&Cs Thresholds Approvals $0-$5000 None $0-up Comptroller $5,000 and up Agency Legal Attorney General $0-$10,000 $5,000-$10,000 $10,000 and up Agency Head $10,000 up With reference to contract INTRODUCTION: “Finally, standard PO approval workflows for independent agencies.” KEY POINTS: TRANSITION: “The next slide also pertains to approval workflow.” Without reference to contract

Sole Source POs for materials and for services without a reference to a contract Standard T&Cs Non Standard T&Cs Thresholds Approvals $0-$5000 None $5,000 and up DGS Sec Comptroller DGS Legal Treasury OGC* Sole Source Board Attorney General $0-$10000 $5000-$10,000 Agency Legal $10,000 up Agency Head $10,000 and up Sole Source Material PO INTRODUCTION: “Now we’ll cover Sole Source POs for materials, and for services without reference to a contract.” KEY POINTS: An important point to make on this table is that OGC approval is required prior to the Attorney General’s for POs with non-standard T’s & C’s for agencies under the Governor’s jurisdiction. However, Independent agencies do not need this level of approval. This information, along with other threshold and business rules, was covered in the web-based ‘Fundamentals’ course. If participants need a reminder about these processes, they may review that course. TRANSITION: “Our last slide pertaining to approval workflow is next.” Sole Source Service PO – no contract reference

Off-contract and Emergency PO approval thresholds and levels Standard T&Cs Non Standard T&Cs Thresholds Approvals $0-$5000 None $0 up Agency Head $5000 up Comptroller Agency Legal OGC* Attorney General DGS Dir BOP Off Contract INTRODUCTION: “Finally, we’ll cover Off-Contract and Emergency POs.” KEY POINTS: As a reminder, off-contract POs are created when a contract is in existence, but the agency has received delegation by DGS not to use it. This information, along with other threshold and business rules, was covered in the web-based ‘Fundamentals’ course. If participants need a reminder about these processes, they may review that course. TRANSITION: *OGC approval is required for POs with non-standard T&Cs for agencies under the Governor's Jurisdiction; independent agencies do not need this level of approval Emergency POs

Reviewing Procurement Documents

Reviewing Documents Scroll down the BASIC DATA screen to view the Partner Overview Select the DETAIL icons to review data At the bottom of the BASIC DATA screen you will find the DISPLAY CHANGE DOCUMENTS button At the far end of the subordinate tabs you will find the Versions tab INTRODUCTION: “On the next several slides, we’ll talk about document versions and the changes between those versions. Comparing document versions can be somewhat confusing and time consuming, however, so using this functionality only when absolutely needed – such as when workflow has been re-initiated.” KEY POINTS: The Versions subordinate tab displays an overview of all versions of the document The DETAIL icon provides detail for the associated item DISPLAY CHANGE DOCUMENTS button displays a log of changes TRANSITION: “Let’s take a look at the Versions sub-tab for this example.”

Reviewing Documents The VERSIONS screen on the Header Data tab displays the Version Overview containing all versions of the document Each Version is associated with the procurement document INTRODUCTION: KEY POINTS: TRANSITION: “Next we’ll learn how to compare versions.” Select the ITEM number or DETAIL icon to review the corresponding document

Reviewing Documents The COMPARE button displays all changes between two selected document versions INTRODUCTION: KEY POINTS: Only two versions may be compared at one time TRANSITION: “Now we’ll look at the comparison of the two selected documents for this example.” Select the checkboxes of the two versions that the purchaser wants to compare

Reviewing Documents A separate window opens to display the document in a PDF format Print the page(s) or view on-screen The differences in each version is displayed side-by- side INTRODUCTION: KEY POINTS: TRANSITION: “There’s one important note regarding the Output Preview display, and we’ll go over that next.”

Reviewing Documents Text notes will NOT display in the Output Preview, and must be viewed in the Versions: Details INTRODUCTION: KEY POINTS: TRANSITION:

Reviewing Documents Repeat the comparison process, if necessary, with other version combinations INTRODUCTION: “When there are several versions of the document, you may want to compare the changes between the various versions.” KEY POINTS: The most current versions are listed first in the Version Overview The Active Doc. and Change Version(s) will typically be the focus of the comparison The “Created on” dates are date/timestamps by the backend system and should be ignored by the user TRANSITION: “You may have noticed that there are two Historical Versions, and we’ll cover those now.”

Reviewing Documents Some versions may not have any differences
A Historical Version is automatically created in the backend system along with the Active Version Version numbers on the Versions sub-tab may not always correspond with the version numbers in the Change Log INTRODUCTION: “As previously mentioned, looking at the different versions can be confusing.” KEY POINTS: TRANSITION: “Let’s take a look at the DISPLAY CHANGE DOCUMENTS log.”

Reviewing Documents Change Log
Expand or limit the amount of data on the screen by selecting options from the Changed Since, Changed by and/or Item Number fields. The options in the Sorted by field allow the Approver to sort the data. INTRODUCTION: “Here is a screenshot of the DISPLAY CHANGE DOCUMENTS log.” KEY POINTS: TRANSITION: “We’ll cover important points about the Log next.” Select the BACK TO PURCHASE ORDER link to return to the BASIC DATA sub-tab

Reviewing Documents Important Notes regarding the Display Change Documents Log All document changes are recorded in the Change Log, regardless if the document was put on Hold or Ordered Document updates in the backend system are recorded in the Change Log Document Status Indicators are noted in the Change Log, recording all document activity The Indicator is referred to first, and the Status of the Indicator follows: “Awaiting Approval Indicator: Status is Inactive” (i.e., the document is no longer awaiting approval) INTRODUCTION: KEY POINTS: Although the Versions tab and Change Log contains good information, the Approver should only look at them when necessary TRANSITION: “Now we’ll move on to the Documents subordinate tab.”

Reviewing Documents The Details shows only the data that is different in both versions Any changes that exist are displayed under the headings “Header Data” and “Item Data” Select the OUTPUT PREVIEW button for ease in viewing the differences in versions INTRODUCTION: KEY POINTS: Use the EXPAND ALL and COLLAPSE ALL buttons or expand/collapse each area individually TRANSITION: “Let’s take a look at the Output Preview.”

Reviewing Documents SRM Tabs: Alphabetical Order Data SRM tab
Account Assignments Item Data tab - Account Assignment subordinate tab for each item Attributes Header Data tab – Attributes subordinate tab Conditions Header Data tab – Conditions subordinate tab Justification Header Data tab – Documents subordinate tab Plant (listed as Location in SRM) Header Data tab – Basic Data subordinate tab Purchasing Group Statement of Work Supplier Terms and Conditions Valid to/from dates Value Item Data tab – Basic Data subordinate tab Vendor INTRODUCTION: “This table contains the same information as the previous one, but is listed in alphabetical order.” KEY POINTS: Refer to the SRM Help Card containing Header Data and Item Data Tab information TRANSITION:

XK03 Display Vendor EUP Use this procedure to display vendor information. Use the link to find the End-User Procedures for this transaction. Once in COPA Custom Help, select Procurement; select PR Master Data; select Display Vendor Master Data.

SRM Sourcing Purchase Orders Thank you!

Purchase Order for New Users

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