course number: v001 srm sourcing purchase order for new users

Course Number:V001

SRM SourcingSRM SourcingPurchase Order Purchase Order for New Usersfor New Users

Welcome!

Introductions

Course Objectives

55

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

66

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

88

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

99


• 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

1010


• 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)

1111

Disability Procurement - PIBH

• Section 520 of the Commonwealth Procurement Code, 62 Pa.C.S. § 520

• DGS-PIBH Operational Agreement

• DGS Requirements Contract

1212

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.

1313


• 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.

1414


• 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

1515

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)

1616

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)

1717

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.

1818

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

1919

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

2020

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

2121

Understanding Contracts (eMarketPlace)

Open Internet Explorer.

In the Address line, enter the following address: www.emarketplace.state.pa.us.

2222

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

2323

Understanding Contracts (eMarketPlace)This will open the contracts search screen as shown below.

2424

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.

2525

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.

2626

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.

2727

Understanding Contracts (eMarketPlace)Contract Overview

2828

Understanding Contracts (eMarketPlace)Copy of Fully Executed Contract

2929

Understanding Contracts (eMarketPlace)Contract Change Order

3030

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.

3131

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.

3232

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.

3333

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.

3434

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

3535

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

3636

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

3737

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.

3838

– 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)

3939

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).

4040

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.

4141

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

4343

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

4444


• 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)

4545


• 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)

4646


So……when should you use a contract?

…when should you use a multi-year PO?

4747

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


4848

• 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


4949

• 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”


5050

– 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


5151

Creating Purchase Orders

• SRM Agency Purchaser

• Select Purchase Order

• Select Process Purchase Order

5252


• 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

5353


• 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

5454


• 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

5555


• 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

5656


• 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

5757

• 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


5858

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.

5959


• The vendor number will automatically default into the search field.

• Select the “Start” icon.

6060

Creating Purchase Orders• A list will display showing all available ordering addresses for that vendor.

6161

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

6262

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.

6363


• Purchase Orders are not output automatically

• Purchasers must manually trigger the output of the document

OUTPUT sub-tab

6464

• 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


6565

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

6666


• In the results list, select the desired printer by clicking on the name

– The printer name will populate into the Printer field

6767

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

6868


• 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”

6969


• 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

7070


• 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

7171


• 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

7272


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

7373


– 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

7474


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

7575


• Continue data entry in the applicable Item Data sub-tabs

7676


• Line item prices for Purchase Orders created from “scratch” will be “Manual”

– Enter the Amount, Per, and Unit

7777

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

7878


• 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

7979


• 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


8080

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

8181


Controlling Cost Centers

18 = Agency (same as Business Area number)

1 = Secretary or Deputy Secretary

0100 = Organization

123 = Agency Defined

Example: 1810100123

8282


SAP Fund Example: 1012307333

10 = Ledger

123 = Appropriation

07 = Fiscal year

333 = Agency Defined-Lower level fund

8383


Funds Center Example: 1811020000

18 = Agency (Business Area)

1 = Optional Secretary or Dep Sec

1020 = Organization

000 = Always 0

8484

• 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


8585


G/L Account and Commitment Item

(see next slide)

8686

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


8787

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



8888


Functional Area Example: 1340

1 = Program-Budget

3 = Category

4 = Sub-category

0 = Not defined

8989


Controlling Federal Grant Internal Orders

G = Agency Indicator

21100 = Grant Number

1000 = Program Measure

01 = Class

Example: G21100100001

9090

• 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


9191


– Selecting “AS” will bring up the entry screen for Asset accounting

9292


– 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)

9393


– 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

9494


– 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

9595

• 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

9696

• 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

9797


• 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

9898

Changing Purchase Orders

• Locate the applicable Purchase Order

– Select the CHANGE icon

9999


• 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.

100100


• 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

101101


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

102102

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


103103

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


104104

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

105105


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

106106


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

107107


• 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

108108


• 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

109109


• 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

110110


• 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

111111

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.

112112


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

113113


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

114114


• 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

115115

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

116116


• Verify that the Purchase Order does not exist in R/3

• Delete the SRM PO at the header level

117117


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

118118


− Delete the appropriate line items using the TRASH CAN icon

− Select the ORDER button to replicate the changes to R/3

119119


− 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

121121


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.

122122


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


1. Select My Settings

2. Select the Approval Agent Report option

124124

The Display Approval List – PO/BI/CT screen opens:

3. Select the OBJECT TYPE button to display list of possible entries


125125

4. Select the desired entry from the results list (such as Purchase Contract in this example)

5. Select the CHECKMARK icon to accept


126126

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

127127


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

130130


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


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

132132

Changing Attributes


133133

Changing Attributes (continued)

There are two mandatory attributes that your Requisitioner must set before creating their first shopping cart:

•Plant

•Delivery Address


134134


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.


135135


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


136136


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.


137137


Choosing the Catalog or “Describe Requirement”

138138


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

139139


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

Catalog items

140140


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

Catalog items

141141


• “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

143143


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

144144


• Used when the item is not available in any of the catalogs

Describe Requirement

145145


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

146146


• 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

147147


• 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

148148


• 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

149149


• 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

150150


• 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)

151151


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

152152


• 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


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


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


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


• Select a document by using the checkbox next to it

• Select all documents by using the header checkbox

165165

Assigning Work


• Use the dropdown menu to select the Purchasing Organization and Purchasing Group to which the work is to be assigned

166166

Assigning Work


• Select the START MANUAL ASSIGNMENT button

• Do not use the ASSIGN AUTOMATICALLY button

167167

Assigning Work


• 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


• 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


• 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


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


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

174174


• Select Agency Sourcing

• Select Carry Out Sourcing

Accessing the Buyer’s Worklist

175175


• 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


• Enter your Purchasing Organization and Purchasing Group

– To find all assignments for your organization and group, leave other search fields blank

Finding Your Assignments

177177


• 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


178178


• 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


179179


• To view the original shopping cart and its details and documents, select its link

Working with the Assignments

180180


• After assigning item(s), the Work Area screen displays

• From this screen, it is possible to perform any necessary action on the requirement


181181


• 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


182182


• 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


183183


• 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


184184


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


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


• All solicitations can start from the CREATE BID INVITATION button

• Purchase orders can also be started directly from the worklist


Sourcing an Assigned Requirement

189189


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


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


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


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


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.


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!


201201

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


202202


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.


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.


205205


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.


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


Commitment of Funds

209209

• If the shopping cart is no longer needed, the cart must be deleted by the Requisitioner


• 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:


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


• 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


• 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.


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”


NOTE: Step-by-step instructions to “Complete” an item follow this slide

215215


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


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



• Choose the WORKLIST tab

• Select the REMOVE FROM WORK AREA button

• Select OK when the resulting message displays

218218



• 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

222222



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


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



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



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


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


Additional Information regarding XML PO’s (cont’d)

Updated 7/25/2007

Approval Thresholds and Levels

229229


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


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


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


Standard PO approval thresholds and levels for agencies under the Governor’s Jurisdiction for services without reference to a contract





$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




$0-$5000 None $0-up Comptroller

$5,000 and up Comptroller Agency Legal

Attorney General



$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


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

235235



$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


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

237237

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

238238

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

239239

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

240240

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

241241

Reviewing Documents

• Text notes will NOT display in the Output Preview, and must be viewed in the Versions: Details

242242

Reviewing Documents

• Repeat the comparison process, if necessary, with other version combinations

243243

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

244244

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

245245

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)

246246

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

247247

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

248248

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

course number: v001 srm sourcing purchase order for new users

Documents

procurement of materials

procurement type url

particular procurement

commonwealth agencies

commonwealth agencys

purchase order andor

purchase ordercreate

handbook contd