Lesson 1: Procurement Basics

1)       Terminology

       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

       Inquiring on Commodity Codes

       Inquiring on Vendor-Commodity Codes Catalog

       Inquiring on Vendor (V) Address Book Records

       Print Address Book Labels

 

3)       Procurement Flows

      Life Cycle of a Purchase Order

      Procurement Rules by Dollar Amount

      Document Types

      Status Codes

      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

       Entering a Purchase Requisition

       Entering Attachments to Order Header

       Entering Attachments to Order Detail

       Entering Line Default Information

       Copying an Existing Purchase Requisition

       Print Purchase Requisition

 

2)       Quotation Request Processing

      Generating a Quotation Request from a Purchase Requisition

      Entering Suppliers to Receive Quotation Requests

       Running the Print Quotations Report

      Entering Bid Responses

 

3)       Purchase Order Processing

       Purchase Order Split Coding Manual

       Generating a Purchase Order from a Requisition

       Generate a Purchase Order from a Quotation Request

       Entering a Purchase Order Direct

       Print Purchase Order

Lesson 3: Commodity Contracts

 

1)       Creating Commodity Contracts

       Creating Commodity Contracts

 

2)       Create a Purchase Requisition

       Enter a Purchase Requisition

 

3)       Purchase Order Processing

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

 

Lesson 4: Agency Level Contractual Services

 

1)       Enter Deviation Request for Service Contract

       Enter a Deviation Request (O8) for a Service Contract

 

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

       Entering a Purchase Requisition

 

3)       Quotation Request Processing

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

       Entering Suppliers to Receive Quotation Requests (Z1)

       Entering Bid Responses (Z1)

 

4)       Service Contract Processing

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

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

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

       Revising a Service Contract (O4)

       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

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

1)       Generate a PO from an Existing Service Contract

 

6)       Interagency Services Processing

       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

       Entering a Purchase Requisition

 

2)       Purchase Order Processing

       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

       Entering a Purchase Requisition

 

2)       Create a Purchase Requisition for Communications Equipment

       Entering a Purchase Requisition for Communications Equipment (OT)

Lesson 7: Procurement Review and Approval Process

1)       Review Purchasing Data

       Inquiring on Procurement Documents

       Running the Approval Route Report

       Report Example: Approval Route Report

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

 

2)       Approval Processing

       Approval Route Worksheet

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

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

       Approving Purchase Requisitions, Contracts, and Purchase Orders

       Rejecting Purchase Requisitions, Contracts and Purchase Orders

 

3)       Addendum

       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

       Revising a Procurement Document

       Reviewing Revisions to a Procurement Document

       Running the Print Order Revisions History Report

       Report: Order Revisions History Report

Lesson 9: Receipt Processing

1)       Receipt Processing

      Entering Receipts by PO

       Reversing Receipts

      Inquiring on Receipts

       Post Receipt Batches

       Two-way vs. Three-way Match QRC

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

       Entering Vouchers Using Three-Way Match

       Reviewing, Approving, and Working with Voucher Batches

Lesson 10: Reports

      Purchasing Reports Quick Reference Card

1)       Procurement Reports

       Approval Route Report (See report example)

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

      Open PO Detail by Supplier (See report example)

      Open Requisitions (See report example)

       PO Recap (See report example)

       PO Summary by Business Unit (See report example)

       PO Summary by Supplier (See report example)

       Revisions History (See report example)

       Stacking Purchase Orders (See report example)

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

 

2)       Contract Reports

       Contract Usage (See report example)

       Contract Performance (See report example)

       Contract Usage by Contract Number (See report example)

       Contracts Due to Expire (See report example)

       Number of Contracts in Dollar Range (See report example)

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

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

       Total Dollars Remaining on Contract (See report example)

 

3)       Vendor Reports

       Received/Vouchered Status Report (See report example)

       Vendor Performance Detail Report (See report example)

       Vendor Performance Summary Report (See report example)

      Voucher History with a Purchase Order (See report example)

      Voucher History without a Purchase Order (See report example)

 

4)       Other Reports

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

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

Lesson 11: Approval Routes

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

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

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

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

      Approval Delegation

Lesson 12: Quick Reference Cards

      Inquire on Vendor Address Book Records

      Inquire on Vendor Commodity Codes

      Inquire on Commodity Codes

      Special Order Purchases

      Enter Purchase Requisition

      Generate Purchase Order from Purchase Requisition

      Generate Quotiation Request from Purchase Requisition

      Generate Purchase Order from Quotation Request

      Enter Receipts

      Enter Receipts - 3X5 card

      Approve/Reject Procurement Documents

      Approve/Reject Procurement Documents - 3X5 card

      Procurement QRC