Effective Friday, March 18, 2005, you will see changes in the NIS Purchasing menus.

We have made changes to the Purchasing menus based on: (1) input from end-users (2) changes in system functionality, and (3) a decrease in the number of document types.

Previously, menus were process driven by type of purchase: “Contracts for Commodities”, “Services”, “Non-Inventory Commodities”, “Exception Orders”. Within each of the menu selections, end users determined which type of document to enter/generate/revise. The new menus are based on the type of purchasing document you intend to enter/generate/revise. All requisitions will be entered/revised via a “Requisition” menu, purchase orders will be entered/generated/revised via a “Purchase Order” menu, etc.

The following represents major changes to the document types and document flows. For specific information regarding document flows, please reference: Document Flows and Menu Selections.

Contracts for Commodities:
Requisition (OJ) is replaced by the Requisition (OR) for contracts equal to or greater than $10,000 or the Requisition (OW) for contracts that are less than $10,000.
When requesting a Commodity contract, the agency must indicate this in the Description field on the Order Header window. (Description = Commodity Contract)

One-Time Purchases:
Requisition (OD) is replaced by Requisition (OR).
Purchase Order (OH), generated by State Purchasing Bureau, is replaced by Purchase Order (OP)

Exception Orders:
“Restricted” Orders have been renamed to “Direct Purchase Authority, DPA” Orders. This flow will now use the Quotation Request (OQ), rather than a Quotation Request (O2).
Purchase Order (Z7) is replaced by Purchase Order (O6). Purchases of “IT Equipment and Services” from a contract (either commodity or service) will be generated into one document type.
Micrographic Equipment should be ordered through DAS - Materiel Division, State Purchasing Bureau using the (OW) requisition. The (OM) requisition is no longer available to end users.

Upcoming Addition: Deviation Request for Contractual Services:
The Deviation Request for Contractual Services (O8) is currently a paper process. In the near future, this process will be available in NIS. A Flash Memo will be sent out prior to its availability.