When purchasing a commodity, an agency must first determine if it is available from an existing contract.  If so, the contract must be used to procure the item.  Please refer to the AS Materiel Division – State Purchasing Bureau website for more information.

 

Overview – Entering a Purchase Requisition, Non-Contract/Non-Stock Commodity

 

Agencies can generate purchases for commodities that are less than $10,000 without processing through AS Materiel Division, State Purchasing Bureau.

 

With the exception of "Exception Orders", the total value of the Purchase Requisition will determine the process applied to the procurement of the item(s).  If the purchase is for an item that has been identified as an  Exception Order”, follow appropriate procedures for those purchases.  See Document Flows and Menu Selections. 

 

If a State contract does not already exist for a required item and the total value does not exceed $2000; an agency can pay the vendor through NIS Accounts Payable without creating a PO.  Or, the agency can choose to purchase the item(s) with a Purchase Order through NIS Procurement.  Please note: Agencies are strongly urged to obtain a minimum three bids on purchases for goods over $2000.

 

If a State contract does not already exist for a required item and the total value of the order will not exceed $10,000, the agency, board, or commission (agency) has the option to either utilize the Purchase Requisition process or enter a Purchase Order directly. 

If a State contract does not already exist for a required item, and the total value of the order will exceed $10,000, the agency must utilize the Purchase Requisition process.

Purchase Requisition Process:

Order Type - Description

Navigation


OR - Requisition * (optional)

Purchasing – Agencies > Requisitions – Agency > Work with Requisition

* Optional if a Purchase Order (OP) will be entered directly.  The Purchase Requisition (OR) is required for purchases with a total value equal to or greater than $10,000.

 

 

Overview – Entering a Purchase Requisition for an Exception Order

 

State Statute requires purchase of certain items to be made through specific agencies.  The end user must determine if an item that they wish to purchase falls within this category of "Exception Orders."  Once this is determined, the end user must initiate the purchase using a requisition defined in the "Exception Orders" menu(Link to current Direct Purchase Authority letter from DAS Materiel Division Administrator.) 

Exception Orders (ex. firearms, motor vehicles, IT equipment, etc.) are routed to specified agencies through the use of Approval Routes. End users must estimate the total value of the purchase to route the document to the appropriate entity. If you are unable to determine an estimated value, you must enter a total equal to or greater than $5.00.  

Order Type

Description

Navigation


OO - Restricted Requisition (does not route outside agency)

Purchasing – Agencies > Requisitions – Agency > Work with Requisition


OT - Requisition for Communications Equipment

Purchasing – Agencies > Requisitions – Agency > Work with Requisition


OW - Requisition for Equipment, Print Services, or Firearms Thru AS Materiel Division, State Purchasing Bureau

Purchasing – Agencies > Requisitions – Agency > Work with Requisition


OI - Requisition for Vehicles Thru AS – Transportation Services Bureau

Purchasing – Agencies > Requisitions – Agency > Work with Requisition


ON - IT Equipment and Services

Purchasing – Agencies > Requisitions – Agency > Work with Requisition


 

Overview – Entering a Purchase Requisition to Generate a Commodity Contract (OR)

Order Type - Description

Navigation


OR - Requisition for Commodity Contract

Purchasing – Agencies > Requisitions – Agency > Work with Requisition


 

Overview – Entering a Purchase Requisition for Services

 

Any agency can identify the need for a service contract.  It is the responsibility of each agency to ensure that the process used complies with State Statutes and other governing authorities. If the state agency processes the service, there are five possible process flows:

 

1. Direct Pay for items less than $500 (less than $25,000 as per Agency, Board, and Commission memo dated January 16, 2004, reference memo for requirements) Link to ABC memo 

 

2. Purchase Requisition (optional) → Purchase Order

* Optional if a Purchase Order (O9) will be entered directly.  The Purchase Requisition (O3) is required if a Quotation Request (Z1) will be used to solicit bid.

 

3. Purchase Requisition → Contract → Purchase Order

 

4. Purchase Requisition → Quotation Request → Purchase Order

 

5. Purchase Requisition → Quotation Request → Contract → Purchase Order

The system has been configured to allow a state agency to request that AS Materiel Division, State Purchasing Bureau process the service contract.  This is done by entering a Purchase Requisition (O5).  Please contact AS Materiel Division – State Purchasing Bureau at (402) 471-2401 to assure resources are available. 

 

Order Type - Description

Navigation


O3 - Requisition for Service – Processed by Agency  * (optional)

Purchasing – Agencies > Requisitions – Agency > Work with Requisition

* Optional if a Purchase Order (O9) will be entered directly.  The Purchase Requisition (O3) is required if a Quotation Request (Z1) will be used to solicit bid.


O5 - Requisition for Service – Processed by Bureau

Purchasing – Agencies > Requisitions – Agency > Work with Requisition


Z6 - Requisition for Services - Exempt

Purchasing – Agencies > Requisitions – Agency > Work with Requisition

 


NIS Policies

 

The tasks in this documentation provide end users with the tools to enter data and collect data in NIS.  It is the responsibility of the agencies to comply with State Statutes, Federal Rules and Regulations, and State policies.  For further information concerning State Statutes and policies, please refer to both internal agency resources and the Department of Administrative Services website: http://www.das.state.ne.us/.

 

Navigation: Purchasing > Purchasing – Statewide > see below

Order Type - Description

Navigation


OR - Requisition * (optional)

Purchasing – Agencies > Requisitions – Agency > Work with Requisition

* OR is optional if a Purchase Order (OP) will be entered directly.  The Purchase Requisition (OR) is required if a Quotation Request (OQ) will be used to solicit bids


OO - Restricted Requisition (does not route outside agency)

Purchasing – Agencies > Requisitions – Agency > Work with Requisition

 

OT - Requisition for Communications Equipment

Purchasing – Agencies > Requisitions – Agency > Work with Requisition


OW - Requisition for Equipment, Print Services, or Firearms Thru AS Materiel Division, State Purchasing Bureau

Purchasing – Agencies > Requisitions – Agency > Work with Requisition


OI - Requisition for Vehicles Thru AS Transportation Services Bureau

Purchasing – Agencies > Requisitions – Agency > Work with Requisition


ON - IT Equipment and Services

Purchasing – Agencies > Requisitions – Agency > Work with Requisition


O3 - Requisition for Service – Processed by Agency ** (optional)

Purchasing – Agencies > Requisitions – Agency > Work with Requisition

** O3 is optional if a Purchase Order (O9) will be entered directly.  The Purchase Requisition (O3) is required if a Quotation Request (Z1) will be used to solicit bid.


O5 - Requisition for  Service – Processed by Bureau

Purchasing – Agencies > Requisitions – Agency > Work with Requisition


Z6 - Requisition for Services - Exempt

Purchasing – Agencies > Requisitions – Agency > Work with Requisition


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