course number: v001 srm sourcing purchase order for new users
TRANSCRIPT
Course Number:V001
SRM SourcingSRM SourcingPurchase Order Purchase Order for New Usersfor New Users
Welcome!
Introductions
Course Objectives
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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
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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
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Commonwealth Procurement Law
• Signed into law in May of 1998 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
Act 57 of 1998
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Commonwealth Procurement Law
• 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”
Procurement Handbook
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Commonwealth Procurement Law
• 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: www.dgs.state.pa.us/procurement
Procurement Handbook (cont’d)
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Disability Procurement - PIBH
• Section 520 of the Commonwealth Procurement Code, 62 Pa.C.S. § 520
• DGS-PIBH Operational Agreement
• DGS Requirements Contract
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Disability Procurement - PIBH• 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.
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Disability Procurement - PIBH
• 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.
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Disability Procurement - PIBH
• 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
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Disability Procurement - PIBH• 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)
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Disability Procurement - PIBH• 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)
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Disability Procurement - PIBH• 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.
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Disability Procurement - PIBH• 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
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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
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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
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Understanding Contracts (eMarketPlace)
Open Internet Explorer.
In the Address line, enter the following address: www.emarketplace.state.pa.us.
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Understanding Contracts (eMarketPlace)The eMarketPlace website will display. To search for contracts, select the Contracts section as shown below.
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Understanding Contracts (eMarketPlace)This will open the contracts search screen as shown below.
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Understanding Contracts (eMarketPlace)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.
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Understanding Contracts (eMarketPlace)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.
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Understanding Contracts (eMarketPlace)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.
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Understanding Contracts (eMarketPlace)Contract Overview
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Understanding Contracts (eMarketPlace)Copy of Fully Executed Contract
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Understanding Contracts (eMarketPlace)Contract Change Order
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Searching for MBE/WBE on the DGS Portal Website• Open your Internet Explorer
• Type in the address bar: www.dgs.state.pa.us
• Select the “Procurement” link at the top of the page.
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Searching for MBE/WBE on the DGS Portal Website
• On the left side of the page, click on Bureau of Minority and Women Business Opportunities.
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Searching for MBE/WBE on the DGS Portal Website• 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.
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Searching for MBE/WBE on the DGS Portal Website• 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.
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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
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Dollar Thresholds (non-contract materials)• $0.00 - $5,000.00
– No bid required/No documents required – Agency
• $5,000.01 - $10,000.00 (small informal bid)
– Requires 3 quotes – Agency
• $10,000.01 - $20,000.00 (delegated formal bid)
– Delegated Competitive Sealed Bidding - Agency
• $20,000.01 + (DGS delegated formal bid)
– Competitive Sealed Bidding - DGS
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Dollar Thresholds (non-contract services)• $0.00 - $5,000.00
– No bid required/No documents required – Agency
• $5,000.01 - $10,000.00 (small informal bid)
– Requires 3 quotes – Agency
• $10,000.01 - $250,000.00 (delegated formal bid)
– Delegated Competitive Sealed Bidding - Agency
• $250,000.01 + (DGS delegated formal bid)
– Competitive Sealed Bidding – DGS
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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.
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– 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 2004-8 “Enterprise Information Technology Governance Board”, issued on May 9, 2007.
– Executive Order 2004-8 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.
IT Procurement/Waiver Review Process (cont)
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IT Procurement/Waiver Review Process (cont)• The agency Chief Information Officer (CIO)/IT Manager is to
email 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).
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IT Procurement/Waiver Review Process (cont)• 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.
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IT Procurement/Waiver Review Process (cont)• 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. http://www.portal.state.pa.us/portal/server.pt?open=512&objID=416&PageID=210791&mode=2
Purchase Orders
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Purchase Order Overview
• 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
Contracts vs. Purchase Orders
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Purchase Order Overview
• 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
Contracts vs. Purchase Orders (cont’d)
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Purchase Order Overview
• 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
Contracts vs. Purchase Orders (cont’d)
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Purchase Order Overview
So……when should you use a contract?
…when should you use a multi-year PO?
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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 Contract
Budgetary commitment of funds is required, including future-year funding
Multi-year PO
Purchase Order Overview
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• 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
Purchase Order Overview
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• 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”
Purchase Order Overview
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– 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
Purchase Order Overview
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Creating Purchase Orders
• SRM Agency Purchaser
• Select Purchase Order
• Select Process Purchase Order
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Creating Purchase Orders
• 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
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Creating Purchase Orders
• 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
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Creating Purchase Orders
• 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
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Creating Purchase Orders
• 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
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Creating Purchase Orders
• 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
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• 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
Using SAP Transaction XK03 (Vendor Display) to find vendor information
Creating Purchase Orders
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Creating Purchase Orders• To find additional Vendor Ordering Addresses, select the Vendor details
icon.
• Select the Further Addresses button to search for additional addresses for that vendor.
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Creating Purchase Orders
• The vendor number will automatically default into the search field.
• Select the “Start” icon.
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Creating Purchase Orders• A list will display showing all available ordering addresses for that vendor.
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Creating Purchase OrdersDOCUMENTS sub-tab
• Enter applicable text in the fields within Text Overview area
– Scroll forward for additional Text Type options, such as Encumbrance Information
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Creating Purchase OrdersDOCUMENTS 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.
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Creating Purchase Orders
• Purchase Orders are not output automatically
• Purchasers must manually trigger the output of the document
OUTPUT sub-tab
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• 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
Creating Purchase Orders
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Creating Purchase OrdersOUTPUT 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
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Creating Purchase Orders
• In the results list, select the desired printer by clicking on the name
– The printer name will populate into the Printer field
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Creating Purchase OrdersOUTPUT 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
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Creating Purchase Orders
• In the search results of Document Outputs, select the OUTPUT icon to print the fully executed document
– Note the Status is “Not processed”
OUTPUT sub-tab
• The document has printed and the Status has changed to “Successfully processed”
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Creating Purchase Orders
• The Approval sub-tab is not functional in SRM, due to custom workflow that we are using
APPROVAL sub-tab
• Use the Approval Agent Report to view the status of approvals for a specific procurement document
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Creating Purchase Orders
• 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
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Creating Purchase Orders
• 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
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Creating Purchase Orders
– If shopping cart number is not known, select the START SEARCH button to view carts as shown below
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Creating Purchase Orders
– 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
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Creating Purchase Orders
– The shopping cart line item details are pulled into the Purchase Order
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Creating Purchase Orders
• Continue data entry in the applicable Item Data sub-tabs
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Creating Purchase Orders
• Line item prices for Purchase Orders created from “scratch” will be “Manual”
– Enter the Amount, Per, and Unit
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Creating Purchase Orders• 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
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Creating Purchase Orders
• 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
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Creating Purchase Orders
• 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
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Creating Purchase OrdersACCOUNT 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
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Creating Purchase OrdersACCOUNT ASSIGNMENT sub-tab
Controlling Cost Centers
18 = Agency (same as Business Area number)
1 = Secretary or Deputy Secretary
0100 = Organization
123 = Agency Defined
Example: 1810100123
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Creating Purchase OrdersACCOUNT ASSIGNMENT sub-tab
SAP Fund Example: 1012307333
10 = Ledger
123 = Appropriation
07 = Fiscal year
333 = Agency Defined-Lower level fund
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Creating Purchase OrdersACCOUNT ASSIGNMENT sub-tab
Funds Center Example: 1811020000
18 = Agency (Business Area)
1 = Optional Secretary or Dep Sec
1020 = Organization
000 = Always 0
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• 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
Creating Purchase OrdersACCOUNT ASSIGNMENT sub-tab
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Creating Purchase OrdersACCOUNT ASSIGNMENT sub-tab
G/L Account and Commitment Item
(see next slide)
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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
Creating Purchase OrdersACCOUNT ASSIGNMENT sub-tab
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General Ledger/Commitment Items Relationship
G/L Accounts Commitment Item Accounts
6311010 Travel-Lodging
6311020 Travel-Subsistence
6311030 Travel-Mileage
6311040 Travel-Transportation
6311999 Travel-Other
6311000 Travel
ACCOUNT ASSIGNMENT sub-tab
Creating Purchase Orders
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Creating Purchase OrdersACCOUNT ASSIGNMENT sub-tab
Functional Area Example: 1340
1 = Program-Budget
3 = Category
4 = Sub-category
0 = Not defined
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Creating Purchase OrdersACCOUNT ASSIGNMENT sub-tab
Controlling Federal Grant Internal Orders
G = Agency Indicator
21100 = Grant Number
1000 = Program Measure
01 = Class
Example: G21100100001
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• 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
Creating Purchase OrdersACCOUNT ASSIGNMENT sub-tab
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Creating Purchase OrdersACCOUNT ASSIGNMENT sub-tab
– Selecting “AS” will bring up the entry screen for Asset accounting
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Creating Purchase OrdersACCOUNT 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)
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Creating Purchase OrdersACCOUNT 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
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Creating Purchase OrdersACCOUNT 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
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• 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
– Space
– Adjectives or Descriptors, as necessary
Naming Your Document
Naming an SRM Document
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• 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
Naming Your Document
Naming an SRM Document
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Creating Purchase Orders
• 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
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Changing Purchase Orders
• Locate the applicable Purchase Order
– Select the CHANGE icon
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Changing Purchase Orders
• 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.
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Changing Purchase Orders
• 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
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Changing Purchase Orders
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
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• Select “Price (Manual)” from the list and the screen will automatically refresh with manual pricing fields
Changing Purchase Orders
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• Enter the appropriate data in the Amount, Per, and Unit fields
Changing Purchase Orders
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Creating Purchase OrdersReference a Contract w/o a requirement
• Create the PO in the usual manner by choosing the transaction type and selecting the CREATE button
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Creating Purchase OrdersReference a Contract w/o a requirement
• On the Header Data tab, Basic Data sub-tab, scroll down to the Partner Overview area
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Creating Purchase OrdersReference a Contract w/o a requirement
• Complete the required fields: Vendor, Requester, Goods Recipient, Ship-To Address, and Location
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Creating Purchase OrdersReference a Contract w/o a requirement
• 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
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Creating Purchase OrdersReference a Contract w/o a requirement
• 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
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Creating Purchase OrdersReference a Contract w/o a requirement
• 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
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Creating Purchase OrdersReference a Contract w/o a requirement
• 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
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Creating Purchase Orders Reference a Contract w/o a requirement
• 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.
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Creating Purchase OrdersReference a Contract w/o a requirement
• Continue completing the remaining applicable subordinate tabs within the Item Data tab
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Creating Purchase OrdersReference a Contract w/o a requirement
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
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Creating Purchase OrdersReference a Contract w/o a requirement
• Check the PO and address any errors that may occur
• HOLD or ORDER the Purchase Order
• Continue completing any applicable subordinate tabs within the Header Data tab
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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
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Deleting Purchase Orders
• Verify that the Purchase Order does not exist in R/3
• Delete the SRM PO at the header level
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Deleting Purchase Orders
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
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Deleting Purchase Orders
− Delete the appropriate line items using the TRASH CAN icon
− Select the ORDER button to replicate the changes to R/3
119119
Deleting Purchase Orders
− 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
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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.
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Approval Agent Report
Viewing Approval Workflow
• Do not use the Approval Preview subordinate tab to view approval workflow
– COPA utilizes SRM custom workflow
– Run Approval Agent Report to view complete approval workflow and the status of each level
123123
Approval Agent Report
1. Select My Settings
2. Select the Approval Agent Report option
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The Display Approval List – PO/BI/CT screen opens:
3. Select the OBJECT TYPE button to display list of possible entries
Approval Agent Report
125125
4. Select the desired entry from the results list (such as Purchase Contract in this example)
5. Select the CHECKMARK icon to accept
Approval Agent Report
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Approval Agent ReportThe Display Approval List – PO/BI/CT screen redisplays with the report number populating the object type field:
6. Enter the PO ID, Bid Invitation ID, or the Contract ID in the OBJECT ID field
7. Select the EXECUTE button
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Approval Agent Report
UnderstandingRequisitioning
129129
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
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Understanding Requisitioning
Key steps in the requisitioning process
1. Change Attributes (upon first log-in only, when creating a shopping cart)
2. Choose the catalog or “describe requirement”
3. Select items and add them to the shopping cart
4. Edit the “required on” (delivery) date, if necessary
5. Check the “Proceed using P-Card” box, if applicable, in the Basic Data area
131131
Understanding Requisitioning
Key steps in the requisitioning process (cont’d)
6. Enter the cost assignment information
7. Enter any applicable Text notes and/or Attachments
8. Assign a Source of Supply, if applicable
9. Name and Order the shopping cart
10. Follow-on document (Solicitation, Purchase Order, or Contract) is created
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Changing Attributes
Understanding Requisitioning
133133
Changing Attributes (continued)
There are two mandatory attributes that your Requisitioner must set before creating their first shopping cart:
•Plant
•Delivery Address
Understanding Requisitioning
134134
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.
Understanding Requisitioning
135135
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: www.dgs.state.pa.us/procurement
Understanding Requisitioning
136136
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.
Understanding Requisitioning
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Understanding Requisitioning
Choosing the Catalog or “Describe Requirement”
138138
Understanding Requisitioning
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
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Understanding Requisitioning
• COPA Internal Ecatalog: Used when selecting items from a warehouse (Agency or DGS)
Catalog items
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Understanding Requisitioning
• Material/Service Contract Catalog (M/SCC): Used when selecting items from DGS contracts available in SRM
Catalog items
141141
Understanding Requisitioning
• “Punch-Out” Catalogs: Used when selecting statewide contract items from the Supplier’s catalog site
Catalog items
142142
Understanding Requisitioning• 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
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Understanding Requisitioning
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
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Understanding Requisitioning
• Used when the item is not available in any of the catalogs
Describe Requirement
145145
Understanding Requisitioning
X
• 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
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Understanding Requisitioning
• 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
Basic Data
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Understanding Requisitioning
• 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
Cost Assignment
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Understanding Requisitioning
• 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
Documents and Attachments
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Understanding Requisitioning
• 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
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Understanding Requisitioning
• 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)
Source of Supply (cont’d)
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Understanding Requisitioning
From the requisitioning process, a purchase order is generated via one of these methods:
Follow-On Documents
• 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
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Understanding Requisitioning
• 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 (continued)
153153
Understanding Requisitioning
After a cart has received final approval:
Follow-On Documents (cont’d)
• 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
154154
• 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
Electronic Transmittal of Purchase Orders (XML)
Updated 7/25/2007
Understanding Requisitioning
155155
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
Understanding Requisitioning
Assigning & Receiving Requisitions:
“The Buyer’s Worklist”
157157
Assigning Work
• SRM Agency Purchaser
• Select Agency Sourcing
• Select Redistribute Workload
158158
Assigning Work
• 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
If you are authorized to assign work to others:
159159
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
160160
Assigning Work
Finding Potential Assignments
• Use the checkboxes to identify what type(s) of document to view
– Requirements, Purchase Orders, Solicitations (Bid Invitations), and Contracts are available options
161161
Assigning WorkFinding Potential Assignments
• 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
162162
Assigning Work
• Extended search fields are also available
• After selecting the desired search criteria, select the START button
Finding Potential Assignments
163163
Assigning Work
Making the Assignment
• The Results List screen displays
• View a document by selecting it’s document number
164164
Assigning Work
Making the Assignment
• Select a document by using the checkbox next to it
• Select all documents by using the header checkbox
165165
Assigning Work
Making the Assignment
• Use the dropdown menu to select the Purchasing Organization and Purchasing Group to which the work is to be assigned
166166
Assigning Work
Making the Assignment
• Select the START MANUAL ASSIGNMENT button
• Do not use the ASSIGN AUTOMATICALLY button
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Assigning Work
Making the Assignment
• 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
168168
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
169169
Assigning WorkMaking the Assignment
•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.
170170
Assigning Work
Making the Assignment
• Select the BACK TO INITIAL SCREEN button to return to the Redistribution of Workload screen
171171
Receive the Requisition
• The Buyer’s Worklist shows pending requirements for the Purchaser to source
Buyer’s Worklist
172172
Receive the Requisition
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
173173
Receive the Requisition
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
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Receive the Requisition
• Select Agency Sourcing
• Select Carry Out Sourcing
Accessing the Buyer’s Worklist
175175
Receive the Requisition
• 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
Using the Buyer’s Worklist
176176
Receive the Requisition
• Enter your Purchasing Organization and Purchasing Group
– To find all assignments for your organization and group, leave other search fields blank
Finding Your Assignments
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Receive the Requisition
• 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
Finding Your Assignments
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Receive the Requisition
• 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
Finding Your Assignments
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Receive the Requisition
• To view the original shopping cart and its details and documents, select its link
Working with the Assignments
180180
Receive the Requisition
• 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
181181
Receive the Requisition
• 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
182182
Receive the Requisition
• 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
Working with the Assignments
183183
Receive the Requisition
• 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
Working with the Assignments
184184
Receive the Requisition
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
185185
Receive the RequisitionPropose Sources of Supply
• Use the checkboxes to select desired source of supply
• Select the COPY CHANGES AND BACK button
186186
Receive the Requisition
Propose Source of Supply
• 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
187187
Receive the Requisition
• All solicitations can start from the CREATE BID INVITATION button
• Purchase orders can also be started directly from the worklist
Working with the Assignments
Sourcing an Assigned Requirement
189189
Sourcing an Assigned Requirement
We’re still in the Carry Out Sourcing function of the Sourcing role
190190
Sourcing an Assigned RequirementIn this example, the shopping cart number is known, so the FIND tab is used to perform an Extended Search.
191191
Sourcing an Assigned Requirement
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.
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.
192192
Sourcing an Assigned RequirementThe 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.
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.
193193
Sourcing an Assigned Requirement
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.
194194
Sourcing an Assigned Requirement
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.
195195
Sourcing an Assigned Requirement
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.
196196
Sourcing an Assigned RequirementWhen data entry is complete, select the CHECK button to view and resolve any errors. Select PUBLISH to send the solicitation document through approval workflow.
197197
Sourcing an Assigned RequirementAfter approval, the document will published in accordance with the Type of Publication (Public or Restricted).
198198
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”.
199199
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.
Generating a PO from an Awarded Bid
200200
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!
Generating a PO from an Awarded Bid
201201
In our example, the “Standard PO” transaction type is selected. Now select the GENERATE PURCHASE ORDER button.
Generating a PO from an Awarded Bid
202202
Generating a PO from an Awarded Bid
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.
203203
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.
Generating a PO from an Awarded Bid
204204
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.
Generating a PO from an Awarded Bid
205205
Generating a PO from an Awarded Bid
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.
206206
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.
Generating a PO from an Awarded Bid
Liquidating Commitments
208208
• 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
Liquidating Commitments
Commitment of Funds
209209
• If the shopping cart is no longer needed, the cart must be deleted by the Requisitioner
Liquidating Commitments
• If the Purchaser has already assigned items, the items must be put back into the group’s worklist
– Deleting the cart liquidates the pre-commitment
– Deleting the cart removes the items from the purchaser’s worklist
1. Remove the items from the individual’s or group’s worklist
2. Contact the requisitioner and ask him/her to delete the shopping cart
210210
• If the purchaser has already created a solicitation document:
Liquidating Commitments
1. Locate the solicitation document through the usual search methods
2. Select the CHANGE icon
3. Select the DELETE button
4. Contact the requisitioner and ask him/her to delete the shopping cart
211211
Liquidating Commitments
• If the purchaser has already created a purchase order:
1. Locate the purchase order through the usual search methods
2. Open the purchase order
3. Select the CHANGE icon
4. Select the DELETE button
212212
Liquidating Commitments
• 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
Partial Liquidation of a Purchase Order
213213
• 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:
NOTE: Marking only the GR as final does not liquidate the R3 commitment.
Liquidating Commitments
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
214214
• 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”
Liquidating Commitments
NOTE: Step-by-step instructions to “Complete” an item follow this slide
215215
Liquidating Commitments
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
216216
Liquidating Commitments
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
217217
Liquidating Commitments
Completing a Shopping Cart (cont’d)
• Choose the WORKLIST tab
• Select the REMOVE FROM WORK AREA button
• Select OK when the resulting message displays
218218
Liquidating Commitments
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
220220
Contents
Guidelines for XML Purchase Orders
Approval Levels and Thresholds
Reviewing Procurement Documents
XK03 Display Vendor EUP
Guidelines for XML Purchase Orders
222222
Purchase Order Overview
Guidelines for XML Purchase Orders
Updated 7/25/2007
• 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
223223
Purchase Order Overview
Guidelines for XML Purchase Orders (cont’d)
Updated 7/25/2007
• 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
224224
Purchase Order Overview
Guidelines for XML Purchase Orders (cont’d)
Updated 7/25/2007
• 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
225225
• 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
Purchase Order Overview
Guidelines for XML Purchase Orders (cont’d)
Updated 7/25/2007
226226
• 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
Purchase Order Overview
Additional Information regarding XML PO’s
Updated 7/25/2007
227227
• 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
Purchase Order Overview
Additional Information regarding XML PO’s (cont’d)
Updated 7/25/2007
Approval Thresholds and Levels
229229
Approval Thresholds and Levels
Solicitations approval levels
Document Type # of
Approvals Level of Approvals
IFB 1 Agency Head Approver
RFP 2Agency Head Approver and Agency Legal
RFQ ad hoc Solicitation Invitation Ad Hoc Approver
RFQ IT ITQ 2 Agency Head Approver, Agency Legal
Supplier Pricing Request (SPR)
1 Agency Head Approver, DGS approval
230230
Approval Thresholds and Levels
Agency contract approval thresholds and levels
Materials Services
Thresholds Approval Workflow
Thresholds Approval Workflow
$0 – $5,000 • None $0 – $5,000 • None
$5,000 – $10,000 • Comptroller $5,000 – $24,999• Agency Head• Comptroller• Agency Legal
$10,000 – $20,000• Comptroller• Agency Legal
$25,000 and up
• Agency Head• Comptroller• Agency Legal• Attorney General
$20,000 and up• Agency Head• Comptroller• Agency Legal
Non-standard terms and conditions require approval from the Office of General Counsel and the Attorney General
231231
Approval Thresholds and Levels
Standard T&Cs Non Standard T&Cs
Thresholds Approvals Thresholds Approvals
$0-$5000 None $0-up Comptroller
$5,000 and up Comptroller Agency Legal
OGC*
Attorney General
$0-$5000 None $0-$10,000 Comptroller
$5,000-$10,000 Comptroller Agency Legal
$10,000 and up Agency Head OGC
Comptroller Attorney General
Agency Legal $10,000 up Agency Head
Comptroller
Agency Legal
OGC
Attorney General
With
refe
renc
e to
con
tract
se
rvice
s an
d m
ater
ials
With
out r
efer
ence
to
con
tract
MA
TER
IALS
ON
LY
Standard PO approval thresholds and levels for agencies under the Governor’s jurisdiction
*OGC = Office of General Counsel
232232
Approval Thresholds and Levels
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 Thresholds Approvals
$0-$5000 None $0-$10,000 Comptroller
$5,000-$10,000 Comptroller Agency Legal
$10,000 -$24,999 Agency Head OGC
Comptroller Attorney General
Agency Legal $10,000 up Agency Head
$25,000 up Agency Head Comptroller
Comptroller Agency Legal
Agency Legal OGC
Attorney General Attorney General
With
out r
efer
ence
to c
ontra
ct
SER
VIC
ES O
NLY
233233
Approval Thresholds and Levels
Standard T&Cs Non Standard T&Cs
Thresholds Approvals Thresholds Approvals
$0-$5000 None $0-up Comptroller
$5,000 and up Comptroller Agency Legal
Attorney General
$0-$5000 None $0-$10,000 Comptroller
$5,000-$10,000 Comptroller Agency Legal
$10,000 and up Agency Head Attorney General
Comptroller $10,000 up Agency Head
Agency Legal Comptroller
Agency Legal
Attorney General
Standard PO approval thresholds and levels for materials or services for independent agencies
With
refe
renc
e to
con
tract
With
out r
efer
ence
to
con
tract
234234
Approval Thresholds and Levels
Standard T&Cs Non Standard T&CsThresholds Approvals Thresholds Approvals
$0-$5000 None $0-$5000 None$5,000 and up DGS Sec $5,000 and up DGS Sec
Comptroller Comptroller DGS Legal DGS Legal Treasury OGC*
Sole Source Board Attorney General Treasury
Sole Source Board
$0-$5000 None $0-$10000 Comptroller$5000-$10,000 Comptroller Agency Legal
$10,000 up Agency Head OGC*Comptroller Attorney General
Agency Legal $10,000 and up Agency Head Comptroller Agency Legal
OGC* Attorney General
Sole
Sou
rce
Mat
eria
l PO
Sole
Sou
rce
Serv
ice P
O
– no
con
tract
refe
renc
e
Sole Source POs for materials and for services without a reference to a contract
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Standard T&Cs Non Standard T&Cs
Thresholds Approvals Thresholds Approvals
$0-$5000 None $0 up Agency Head
$5000 up Agency Head Comptroller
Comptroller Agency Legal
Agency Legal OGC*
Attorney General
$0-$5000 None
$5000 up DGS Dir BOP
Approval Thresholds and Levels
Off-contract and Emergency PO approval thresholds and levels
*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
Off
Cont
ract
Emer
genc
y PO
s
Reviewing Procurement Documents
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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
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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
– Select the ITEM number or DETAIL icon to review the corresponding document
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Reviewing Documents
• The COMPARE button displays all changes between two selected document versions
– Select the checkboxes of the two versions that the purchaser wants to compare
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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
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Reviewing Documents
• Text notes will NOT display in the Output Preview, and must be viewed in the Versions: Details
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Reviewing Documents
• Repeat the comparison process, if necessary, with other version combinations
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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
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Reviewing DocumentsChange 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.
Select the BACK TO PURCHASE ORDER link to return to the BASIC DATA sub-tab
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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)
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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
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Reviewing Documents
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 Header Data tab – Basic Data subordinate tab
Statement of Work Header Data tab – Documents subordinate tab
Supplier Header Data tab – Basic Data subordinate tab
Terms and Conditions Header Data tab – Documents subordinate tab
Valid to/from dates Header Data tab – Basic Data subordinate tab
Value Header Data tab – Basic Data subordinate tabItem Data tab – Basic Data subordinate tab
Vendor Header Data tab – Basic Data subordinate tab
SRM Tabs: Alphabetical Order
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XK03 Display Vendor EUP
• Use this procedure to display vendor information.
• Use the link www.copacustomhelp.state.pa.us 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.
Thank you!
SRM SourcingSRM SourcingPurchase OrdersPurchase Orders