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Purchase Order

Purchase Order. GSA Training Module. Purchase Order Training Module Overview. Description: This training module will take you step-by-step through the Purchase Order (PO) documents available in the Regional Business Application (RBA) IT-Solutions Shop (ITSS) component.

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Purchase Order

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  1. Purchase Order GSA Training Module

  2. Purchase Order Training Module Overview Description: This training module will take you step-by-step through the Purchase Order (PO) documents available in the Regional Business Application (RBA) IT-Solutions Shop (ITSS) component. Navigation:If the tutorial opens up in your web browser, simply click your mouse or your space bar to advance to the next slide. Use the “Backspace” key to go back. If the tutorial opens in the PowerPoint application, click on “F5” to view the tutorial. Use the spacebar or click your mouse to advance to the next slide. To go back, click on the “Backspace” key.

  3. Purchase Order Glossary

  4. Purchase Order Privileges *CSR can edit pre-award, but cannot sign. ** Contracting Officer can edit & sign pre-award. ***Client and Contractor can view Purchase Order after signed by Contracting Officer. ****Contractor can edit bilateral Purchase Order in a ‘Pending Vendor Signature’ state.

  5. View Purchase Order from Order Package View Click on the Purchase Order link right beneath the Certification of Funds link in the Order Package View to open an existing Purchase Order in view mode. There will be only one awarded Purchase Order on each awarded order leg.

  6. Within the Pre-Award Workflow Context Only unilateral POs are available for selection on the basic order leg The creation and signing of the PO in ITSS is the final step in the award phase

  7. Within the Post-Award Workflow Context After award of the basic order, Purchase Orders can be issued as unilateral or bilateral POs A task item business rule enforces that a bilateral PO be issued on an order mod if a task item was added or removed to the order and an RFQ was not issued to the contractor

  8. Create Purchase Order After order leg has been funded, the Purchase Order can be created by clicking the Create PO button on either the Directed Buy, Market Analysis, or Order Mod

  9. Select Purchase Order Form Type Form 30 is not available as a PO option on basic order legs A Form 300 cannot be issued as a bilateral PO

  10. Purchase Order Types

  11. Form 300 / Top 1/3 of form / GSA user / Edit mode Select a contractor from a list of contractors within the company authorized to use the contract or Open Market

  12. Form 300 / Middle 2/3 of form / GSA user / Edit mode Contractor Remittance Address is pre-populated with the Remit Address from either the Contract document or the Company profile (if awarded as Open Market) Shipping Address is pre-populated with the Shipping Person information entered on the COI Place of Inspection / Acceptance Address is pre-populated with the Accepting Person information entered on the COI

  13. Form 300 / Bottom 3/3 of form / GSA user / Edit mode Enter free-form text in the text area above the table Task item data is pulled from the Dollars Subform and displayed within a non-editable table An editable signature checkbox is displayed to the GSA Contracting Officer for signing the PO Click Submit to validate the data. Contractor demographic data will be validated against the CCR.

  14. CCR Data Validation The CCR Validation validates Contractor Information on the Purchase Order against the CCR database

  15. Select Purchase Order Form Type / Enforcing Bilateral PO / GSA user / Edit mode If a task item was added or removed on a mod and no RFQ was issued, GSA user will be forced to use a bilateral PO. Thus, Form300 option will not be available.

  16. Create Form 30 / Top 1/3 of form / GSA user / Edit mode Contractual Mod Number

  17. Create Form 30 / Middle 2/3 of form / GSA user / Edit mode Indicate whether the PO is unilateral (IS NOT) or bilateral (IS) Task item data is pulled from the Dollars Subform and displayed within a non-editable table

  18. Create Form 30 / Bilateral PO Enforcement / GSA user / Edit mode Since an RFQ was not issued on this Order Mod and tasks items were either added or removed, the user is not given the option of a unilateral PO. They will only be allowed to issue a bilateral PO to enforce documented contractor acknowledgment of the change in task item(s).

  19. Create Form 30 / Bottom 3/3 of form / GSA user / Edit mode An editable signature checkbox is displayed to the GSA Contracting Officer for signing the PO If the PO is bilateral then an editable signature checkbox is displayed to the Primary Contractor after the PO is signed by the Contracting Officer

  20. Awarded Form 1449 / Top 1/3 of form / GSA user / View mode Once a PO is signed by the Contracting Officer, users are able to Print the PO or Print the PO with Terms Contractor Company addresses located outside the United Status are not automatically verified against CCR data and should be verified manually

  21. Awarded Form 1449 / Middle 2/3 of form / GSA user / View mode Task item data is pulled from the Dollars Subform and displayed within a non-editable table Free-form text entered by the Contracting Officer is displayed below the task item table. If wished to display ceiling value on PO enter it within the free-form text area.

  22. Awarded Form 1449 / Bottom 3/3 of form / GSA user / View mode Once the PO is signed by the Contracting Officer their name and the date the PO was signed are displayed on the PO. If the PO is bilateral and the Contracting Officer has signed the PO then the Contractor is able to put the PO in edit mode to sign the PO. Only the contractor signature checkbox is editable on a signed bilateral PO.

  23. Create Form 26 / Top 1/3 of form / GSA user / Edit mode

  24. Create Form 26 / Middle 2/3 of form / GSA user / Edit mode Task item data is pulled from the Dollars Subform and displayed within a non-editable table Enter free-form text in the text area below the table

  25. Create Form 26 / Bottom 3/3 of form / GSA user / Edit mode Indicate if the PO is bilateral (IS) or unilateral (IS NOT) An editable signature checkbox is displayed to the GSA Contracting Officer for signing the PO

  26. Print with Terms Click on the Print button to display the PO form as a paper document without RBA headers and borders

  27. Purchase Order Status Glossary

  28. Next Steps… • Upon award of the basic Purchase Order the following documents can be generated: • Acceptance Information Document to accompany a VITAP Imported Invoice • Order Modification Document • Supporting Documents • Action Memo • Report • Resume Acceptance • Shipping Document • Staffing Notice

  29. Questions & Support • For questions regarding AAS Policy please contact randy.matlack@gsa.gov, gale.greenwald@gsa.gov, or robert.niewood@gsa.gov • For questions regarding the Purchase Order training module please contact RBA Technical Support: • Phone: (877) 243-2889 • Email: helpdesk@gsarba.com

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