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


In this lesson you will learn how to enter a Deviation Request.


Steps:

  1. Click the State of Nebraska link.

    Step 1
  2. Click the Purchasing - Agencies link.

    Step 2
  3. Click the Deviation Request link.

    Step 3
  4. Click the Enter Deviation Request (O8) link.

    Step 4
  5. Click the Add button.

    Step 5
  6. In the Supplier field enter the address book number of the vendor. 

     

    In this lesson enter "1790581" into the Supplier field.

    Step 6
  7. Press [Tab].

    Step 7
  8. In the Ship to field enter the address book number of the location where services are to be performed.

     

    Note: The Ship to number will automatically populate the Send Invoice To field. 

     

    In this lesson enter "557767" into the Ship to field.

    Step 8
  9. Press [Tab].

    Step 9
  10. Press [Tab].

    Step 10
  11. In the Buyer field enter the address book number of the buyer who is responsible for this Deviation Request/Service Contract. 

     

    In this lesson enter "4455871" into the Buyer field.

    Step 11
  12. Click in the Business Unit field.

    Step 12
  13. In the Business Unit field enter the Business Unit which is applicalbe to this deviation request / service contract. 

     

    Enter "65025009" into the Business Unit field.

    Step 13
  14. Click in the Requested field.

    Step 14
  15. In the Requested field enter the date you want to receive the product/service.

     

    If this field is not populated, the current date will default.

     

    Note: You can type the date in MM/DD/YY format or you can use the Visual Assist tool (calendar icon).  

     

    In this lesson we are going to use the Visual Assist tool.

     

    To you use the Visual Assit tool click the Calendar Icon.

    Step 15
  16. Click the Next Month button.

    Step 16
  17. Click the Next Month button.

    Step 17
  18. Click the 5th.

    Step 18
  19. Click the OK button.

    Step 19
  20. Press [Tab].

    Step 20
  21. In the Promised Delivery field enter the date the vendor has promised to have the product/service provided. 

     

    In this lesson enter "7/5/2010" into the Promised Delivery field. 

    Step 21
  22. Press [Tab].

    Step 22
  23. If known, enter the Cancel Date  the contract is scheduled to end or work is to be completed.  This is not a required field for Deviation Requests

     

    In this lesson enter "7/5/2015" into the Cancel Date field.

    Step 23
  24. Click the Additional Properties tab.

    Step 24
  25. Document Description

     

    o Highly Recommend

     

    o Populate for a commodity or service requisition, this field can be used for free form text.  It is helpful to fill this field in at the requisition level.  Populate with data that describes the goods/services being procured.  This information will print on reports. 

     

    o This field can hold up to 30 alpha/numeric characters

    Step 25
  26. Click in the Document Description field.

    Step 26
  27. Enter the desired information into the Document Description field. Enter "CPR EQUIP MAINTENANCE".

    Step 27
  28. Document Location

     

    o Mandatory

     

    o Identifies the facility where a commodity or service requisition was established, this field can be pulled from the address book.

     

    o This must be a Address Book Search Type of “F” - facility

    Step 28
  29. Click in the Document Location field.

    Step 29
  30. Enter the desired information into the Document Location field. Enter "678925".

    Step 30
  31. Document Contact

     

    o Mandatory

     

    o Identifies the primary person responsible for the commodity or service requisition.  This field can be pulled from the address book.

     

    o This must be an Address Book Search Type of “B, E, N, or X”.

    Step 31
  32. Click in the Document Contact field.

    Step 32
  33. Enter the desired information into the Document Contact field. Enter "100378".

    Step 33
  34. Click the Category Codes tab.

    Step 34
  35. The New/Renew field is used to indicate if the anticipated contract is new or a renewal.

     

    The Funding field may be used to indicate if American Recovery & Reinvestment Act (ARRA) funds are being utilized.

    Step 35
  36. Click in the New/Renew field.

    Step 36
  37. Enter the desired information into the New/Renew field. Enter

     a valid value
     e.g.
     "N"
    .

    Step 37
  38. Enter the NIGP Code in the Inventory Number field.  

     

    If you need to find the applicable 5-digit code, note that all Services will be greater than 90000. You can use the Visual Assist tool if necessary. This field will not print on the purchasing documents.  

     

    In this lesson enter "93818" into the NIGP Number / Inventory Number field.

    Step 38
  39. Enter the desired information into the NIGP Number/ Inventory Number field. Enter

     a valid value
     e.g.
     "93818"
    .

    Step 39
  40. Press [Tab].

    Step 40
  41. Press [Tab].

    Step 41
  42. Press [Tab].

    Step 42
  43. Enter the quantity of the item you are ordering in the Quantity Ordered field. 

     

    Enter "5" into the Quantity Ordered field.

    Step 43
  44. Press [Tab].

    Step 44
  45. The Tr. UoM field stands for Transaction Unit of Measure.  The system defaults to EA (each).  You can override this with the appropriate unit of measure if necessary.  Other options can be found using the Visual Assist tool. 

     

    Enter "YR" into the Tr. UoM field.

    Step 45
  46. Press [Tab].

    Step 46
  47. Enter the cost per unit in the Unit Cost field. 

     

    Enter "10000" into the Unit Cost field.

    Step 47
  48. Press [Tab].

    Step 48
  49. Press [Tab].

    Step 49
  50. Press [Tab].

    Step 50
  51. Enter a description pertaining to the specific detail line in the Description 1 field.  This field is limited to 30 characters.  What is entered here will print on all purchasing documents.

     

    Note: For Contracts and Deviations, Desription 1 and Description 2 should be unique.   

     

    Enter "CPR Equipment Maintenance" into the Description 1 field.

    Step 51
  52. Press [Tab].

    Step 52
  53. If necessary enter a description pertaining to the specific detail line in the Description 2 field.  This field is limited to 30 characters.  What is entered here will print on all purchasing documents.  

     

    In this lesson enter "Medline Model #123456" into the Description 2 field.

    Step 53
  54. Press [Tab].

    Step 54
  55. In the Account Number field enter an account number which references the agency's business unit and object account which will be funding the purchase.  The format will be "Business Unit.Object Code".  For example, 12345678.987654. 

     

    Enter "65025009.527100" into the Account Number field.

    Step 55
  56. Scroll over to the Dev Request field.

     

    Click in the scroll bar to scroll over.

    Step 56
  57. Click in the Dev Request field.

    Step 57
  58. The Dev Request field allows us to identify what type of deviation is being requested. 

     

    1 = Sole Source-Sole availability at location

    2 = Sole Source – Uniqueness of service

    3 = Emergency

    4 = Other Circumstances 

     

    In this lesson enter "1" into the Dev Request field.

    Step 58
  59. Add line attachments if desired.  Refer to Creating Document Attachment training manual for details about adding line attachments.

     

    Add additional lines as needed. 

     

    In this lesson we are not going to add an attachment are additional lines.

    Step 59
  60. Click the OK button.

    Step 60
  61. To view assigned number, click on the Order Detail tab.

    Step 61
  62. The O8 number will be displayed in the Previous Order field.  You should make note of it in the event you wish to do more work with this Order Number at a later time.

    Step 62
  63. If you want to continue with a new order you can do so from this screen (Enter Deviation Request (O8) - Order Header) and follow the steps provided in this work instruction.

     

    If you are finished click the Cancel button.

    Step 63
  64. Click the Close button.

    Step 64

You have successfully completed this lesson.

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