Lesson 1: Procurement Basics

1) Terminology

Ø Defining Terminology

1) Non-Stock, Stock, and Fixed Assets

2) Commodity and Service

3) Purchasing Documents: Purchase Requisition, Quotation Request, Purchase Order, Contract

4) Document/Order Types

5) Exception orders

6) Next Numbers

7) Status Codes

8) Approval Routes

9) Address Book Records and certain Search Types

10) Line Types

11) Business Unit

12) Account Numbers: Business Unit. Object Account

13) Inventory Number for Non-Stock

14) Report Codes

15) Commodity Codes and Relationship to Vendors

2) Commodity Codes Inquiries

Ø Inquiring on Commodity Codes

Ø Inquiring on Vendor-Commodity Codes Catalog

Ø Inquiring on Vendor (V) Address Book Records

Ø Print Address Book Labels

3) Procurement Flows

Ø Life Cycle of a Purchase Order

Ø Procurement Rules by Dollar Amount

Ø Document Types

Ø Status Codes

Ø Menu Selections and Document Flows

Lesson 2: Non-Stock/Non-Contract Purchasing

* Please refer to Menu Selections and Document Flows for processes determined by dollar amount.

1) Create a Purchase Requisition

Ø Entering a Purchase Requisition

Ø Entering Attachments to Order Header

Ø Entering Attachments to Order Detail

Ø Entering Line Default Information

Ø Copying an Existing Purchase Requisition

Ø Print Purchase Requisition

2) Quotation Request Processing

Ø Generating a Quotation Request from a Purchase Requisition

Ø Entering Suppliers to Receive Quotation Requests

Ø Running the Print Quotations Report

Ø Entering Bid Responses

3) Purchase Order Processing

Ø Purchase Order Split Coding Manual

Ø Generating a Purchase Order from a Requisition

Ø Generate a Purchase Order from a Quotation Request

Ø Entering a Purchase Order Direct

Ø Print Purchase Order

Lesson 3: Commodity Contracts

1) Creating Commodity Contracts

Ø Creating Commodity Contracts

2) Create a Purchase Requisition

Ø Enter a Purchase Requisition

3) Purchase Order Processing

Ø Generating a Purchase Order (OG) from an Existing Commodity Contract (OC)

Lesson 4: Agency Level Contractual Services

1) Enter Deviation Request for Service Contract

Ø Enter a Deviation Request (O8) for a Service Contract

2) Create a Purchase Requisition for a Service Contract – Processed by Agency

Ø Entering a Purchase Requisition

3) Quotation Request Processing

Ø Generating a Quotation Request (Z1) from a Purchase Requisition (O3)

Ø Entering Suppliers to Receive Quotation Requests (Z1)

Ø Entering Bid Responses (Z1)

4) Service Contract Processing

Ø Generating a Service Contract (O4) from a Purchase Requisition (O3) or Deviation Request (O8)

Ø Generating a Service Contract (O4) from a Quotation Request (Z1)

Ø Entering a Service Contract (O4) Directly * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø Revising a Service Contract (O4)

Ø Contract Renewal (O4) from (O4) * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid - Contract Renewal (O4) from (O4) * Job Aid - Printing Contract Renewal

5) Purchase Order Processing

Ø Generating a Purchase Order (O9) from an Existing Service Contract (O4)

1) Generate a PO from an Existing Service Contract

6) Interagency Services Processing

Ø Interagency Services Processing

1) Entering Interagency Service Contract (O4)

2) Generate a Purchase Order (Z8) from Interagency Service Contract

Lesson 5: Bureau Level Contractual Services

1) Create a Purchase Requisition for a Service Contract - Processed by Bureau

Ø Entering a Purchase Requisition

2) Purchase Order Processing

Ø Generating a Purchase Order (O9) from an Existing Service Contract (O4)

1) Generate a PO from an Existing Service Contract

Lesson 6: Procurement – Enter an Exception order

* Please refer to Menu Selections and Document Flows for processes for Exception order purchasing.

1) Create a Purchase Requisition

Ø Entering a Purchase Requisition

2) Create a Purchase Requisition for Communications Equipment

Ø Entering a Purchase Requisition for Communications Equipment (OT)

Lesson 7: Procurement – Review and Approval Process

1) Review Purchasing Data

Ø Inquiring on Procurement Documents

Ø Running the Approval Route Report

Ø Report Example: Approval Route Report

Ø All Document Inquiry * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

2) Approval Processing

Ø Approval Route Worksheet

Ø Reviewing Approval Status of Purchase Requisitions, Contracts, and Purchase Orders

1) Review the Approval Status of Purchase Requisitions, Contracts, and Purchase Orders Awaiting Approval

Ø Approving Purchase Requisitions, Contracts, and Purchase Orders

Ø Rejecting Purchase Requisitions, Contracts and Purchase Orders

3) Addendum

Ø Approval Processing Discussion

1) Approval Routes

2) How Orders and Routes are Associated

3) Approving a Purchase Document

4) Rejecting a Purchase Document

Lesson 8: Revisions to Procurement Documents

1) Making and Reviewing Revisions

Ø Revising a Procurement Document

Ø Reviewing Revisions to a Procurement Document

Ø Running the Print Order Revisions History Report

Ø Report: Order Revisions History Report

Lesson 9: Receipt Processing

1) Receipt Processing

Ø Entering Receipts by PO

Ø Reversing Receipts

Ø Inquiring on Receipts

Ø Post Receipt Batches

Ø Two-way vs. Three-way Match QRC

Ø Entering Vouchers Using Two-Way Match (Click here to view Two-Way Match Policy on the DAS Materiel, State Purchasing Bureau website)

Ø Entering Vouchers Using Three-Way Match

Ø Reviewing, Approving, and Working with Voucher Batches

Lesson 10: Reports

Ø Purchasing Reports Quick Reference Card

1) Procurement Reports

Ø Approval Route Report (See report example)

Ø Open PO Detail by Branch/Plant (See report example)

Ø Open PO Detail by Supplier (See report example)

Ø Open Requisitions (See report example)

Ø PO Recap (See report example)

Ø PO Summary by Business Unit (See report example)

Ø PO Summary by Supplier (See report example)

Ø Revisions History (See report example)

Ø Stacking Purchase Orders (See report example)

Ø Statute Report * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid * (See report example)

2) Contract Reports

Ø Contract Usage (See report example)

Ø Contract Performance (See report example)

Ø Contract Usage by Contract Number (See report example)

Ø Contracts Due to Expire (See report example)

Ø Number of Contracts in Dollar Range (See report example)

Ø Number of Contracts in Dollar Range - Open (See report example)

Ø Number of Contracts in Dollar Range - Closed (See report example)

Ø Total Dollars Remaining on Contract (See report example)

3) Vendor Reports

Ø Received/Vouchered Status Report (See report example)

Ø Vendor Performance Detail Report (See report example)

Ø Vendor Performance Summary Report (See report example)

Ø Voucher History with a Purchase Order (See report example)

Ø Voucher History without a Purchase Order (See report example)

4) Other Reports

Ø Voucher Lines Added at 3-way Match Report (See report example)

Ø General Journal by 'O' Batch Report (See report example)

Lesson 11: Approval Routes

Ø Adding A New Route * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø Copying An Existing Route * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø Change an Existing Route * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø Delete an Existing Route * NVISION Course * HTML Version (blind & visually impaired users) * Job Aid

Ø Approval Delegation

Lesson 12: Quick Reference Cards

Ø Inquire on Vendor Address Book Records

Ø Inquire on Vendor Commodity Codes

Ø Inquire on Commodity Codes

Ø Special Order Purchases

Ø Enter Purchase Requisition

Ø Generate Purchase Order from Purchase Requisition

Ø Generate Quotiation Request from Purchase Requisition

Ø Generate Purchase Order from Quotation Request

Ø Enter Receipts

Ø Enter Receipts - 3X5 card

Ø Approve/Reject Procurement Documents

Ø Approve/Reject Procurement Documents - 3X5 card

Ø Procurement QRC