ProcureAZ Procurement System

Overview of Contract Ordering

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Ordering from Contracts in ProcureAZ

Search forContract Items

FinalizeShopping Cart

Release Order tothe vendor

Internal Documentation& Approvals

Contract Shopper

Internal Process

Contract Shopper

Why?• Allows you to search for contract

items & select quantities w/o retyping descriptions

• Can save shopping cart (‘requisition’) while agency internal documentation and approvals processed (or cancel if not approved). Online approvals in ProcureAZ are OPTIONAL.

• Can save/print copy of shopping cart and attach to internal documents for detail

• When your PO is approved, the ProcureAZ order can be sent electronically to vendor

• Maintain history of orders for due diligence

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Steps to Completing a Contract Order

Step 1: Login to the system

Step 2: Browse for items or search for items

Step 3: Select the items you want & the quantity

Step 4: Complete your internal approval/documentation requirements

Step 5: Transmit order to vendor

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Step 1. Logging InAccess the ProcureAZ system by using the internet browser.

Enter the Login ID you have been provided and your Password. Click “Login”

The first time you login, you will be asked to create a new password.

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Step 2. Browsing for Contract ItemsThe Items

dropdown on the user’s homepage allows you to browse items on State contract.

Items are grouped by NIGP code.

This is most useful if you are looking for general groups of items.

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Step 2a. Searching for Contract ItemsYou can also search for specific contract items from within a ProcureAZ requisition.

Requisitions are the ‘shopping cart’ in ProcureAZ.

You can search using criteria such as Item Description, Vendor, catalog, and commodity code.

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Step 3. Select the Items You WantOnce you have found the items you want, enter the quantity desired and Save. This will add the items to your ‘shopping cart.’

You do not need to type the description, pick the vendor, etc. because that data is pulled from the contract.

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Step 4. Complete Internal Approvals/DocumentationThe shopping

cart/requisition can be saved while you get internal approvals.

ProcureAZ allows online routing, if your agency wants, so that any contract order can be approved internally before issuing. However, this is OPTIONAL.

Documents can be printed or saved to allow attaching to your internal documents.

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Step 5. Transmit Order to VendorOnce internal approvals and documentation are complete, the end-user can submit the order to the vendor.

ProcureAZ will send an email notification to the vendor.

You can print the order for your records or internal processing, but the online order will always be there for your reference.