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Statewide Procurement User Group

Statewide Procurement User Group. April 1 st , 2009 9:00 AM – 12:00 PM. Announcements

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Statewide Procurement User Group

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  1. Statewide Procurement User Group April 1st, 20099:00 AM – 12:00 PM

  2. Announcements • Presentations ~ Commodity Request (from start to end) ~ Reference Fields ~ Contact New & Renew ~ American Recovery and Reinvestment Act ~ Status Codes ~ NVISION Update ~ Customizing Grids ~ All Doc Inquiry • Questions and Answers Today’s SPUG Agenda

  3. Opening Remarks Steve Sulek

  4. Announcements Look at Open POs

  5. Commodity Request Kay McKay & Sharon Zimmerman

  6. Commodity Request ProcessProcure to Receipt OR  OQ  OP to Receipt (OV) Example Cameras

  7. Commodity Request OR - Requisition

  8. Commodity Request OR- Requisition

  9. Commodity Request OR- Requisition

  10. Commodity Request OR- Requisition • Document Enters Approvals • If document is >$10,000 it will route to SPB • If document is <$10,000 remains at Agency • Must get 3 (three) bids if >$2000.00 • Must provide documentation • Via Attachments • OQ Process

  11. Commodity Request OQ – Invitation to Bid • Generate OQ from OR • Quote Suppliers /Enter Opening Date • Print ITB (Invitation to Bid) • Print Vendor Label – optional • Process not shown refer to work instruction • Send ITB to Vendors • (fax, mail, email) must be < $10,000 • Open/Enter Quote(s)/Tabulate/Evaluate

  12. Commodity Request OQ – Invitation to BidGenerate OQ from OR

  13. Commodity Request Generate OQ from OR

  14. Commodity Request Generate OQ from OR

  15. Commodity Request Generate OQ from OR

  16. Commodity Request Generate OQ from OR

  17. Commodity Request Generate OQ from OR

  18. Commodity Request Quote Suppliers /Enter Opening Date

  19. Commodity Request Quote Suppliers /Enter Opening Date

  20. Commodity Request Quote Suppliers /Enter Opening Date

  21. Commodity Request Quote Suppliers /Enter Opening Date

  22. Commodity Request Print ITB (Invitation to Bid)

  23. Commodity Request Print ITB (Invitation to Bid) Click Data Selection > Submit Fill in the Data Selection Click on OK until back to menu

  24. Commodity Request Print ITB (Invitation to Bid)Open /Print Document

  25. Commodity Request Non NIS Functions • Send ITB to Vendors • (fax, mail, email) must be < $10,000 • Tabulate/Evaluate

  26. Commodity Request Open/Enter Quote(s)/Tabulate/Evaluate

  27. Commodity Request Open/Enter Quote(s)/Tabulate/Evaluate

  28. Commodity Request Open/Enter Quote(s)/Tabulate/Evaluate

  29. Commodity Request Generate OQ to OP

  30. Commodity Request OQ to OP

  31. Commodity Request OQ to OP

  32. Commodity Request OP – Purchase Order Document Enters Approvals If document is >$10,000 it will route to SPB If document is <$10,000 remains at Agency

  33. Commodity Request OP – Purchase Order • Revise OP • Delete Cancel Date • Verify/Change Ship To/Send Invoice To • Order Address (if needed) • Attachments (if needed) not shown refer to work instruction • Header to Detail Populate • Print OP • Send OP to Supplier/Vendor • Receive OP

  34. Commodity Request OP

  35. Commodity Request Revise OPDelete Cancel DateVerify/Change Ship To/Send Invoice To

  36. Commodity Request Revise OPOrder Address

  37. Commodity Request Revise OPOrder Address

  38. Commodity Request Revise OPOrder Address

  39. Commodity Request Revise OPHeader to Detail Populate

  40. Commodity Request Revise OPHeader to Detail PopulateClick OK through the Header Click OK through the Detail screenDocument changes you have made

  41. Commodity Request Print OP

  42. Commodity Request Print OPClick Data Selection > SubmitFill in the Data SelectionClick on OK until back to menu

  43. Commodity Request Print OP View Job Status

  44. Commodity Request Receive OP

  45. Commodity Request Receive OP

  46. Commodity Request Receive OP

  47. Commodity Request Receive OP • After receipt the OP is ready for payment QUESTIONS

  48. Reference Fields Connie Heinrichs

  49. Reference Fields Old Reference  Contract DescriptionMay 1, 2009 – moving the Reference Field Agency Homework Review All O4 Contracts combine Pmt Remark w/Contract Location Pmt Remark will be renamed to Contract Description All information in the Reference field will move to new Contract Description field. Reference field is located in Additional Information from the header form exit.

  50. Reference Fields Current Header Look

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