Use Purchase Orders

							General Notes
extranet.in.gov
*IOT Password reset
*Go through menu items in the upper right hand corner (Home, Favorites, Worklist, Sign out)
*Using favorites - include opening a new window to see the navigation.
*ALWAYS use Sign Out instead of the X to close out of PS.
*My system profile - be sure to update your email address in PS - Financials and HR.
*GMIS vs. Procurement Issues
   idoaprocissues@idoa.in.gov        for item file, epro and purchasing issues
*Print screen and save as a word document so they can add to an email as an attachment.
*Yellow notify button (can find on ePro>Buyer Center>Manage Purchase Orders)
can use instead of going to email client - cc self.

Manage Requisitions
 Search tips
 eProcurement>Manage Requisitions
 *To search by Requisition ID number - can enter last 4/5 numbers, put the cursor in front, and hold down 0 until it stops
 *Leave the date from blank to do a wide open search
 *Can search on the PO ID field if you have the po number and not the requisition number - can help receivers.
 *Can search by entering a word in the Requisition name spot and it should pull all reqs with that name - Ex Staples.
 *Click on the requisition id number, then yellow triangle to left of po info, then click on the receipt icon to see all.

UNSPSC Codes - everything entered in ePro is tied to one whether in the item file or you pick it
 Using Search Criteria for Best Results
 *eProcurement>Create Requisition Special Request - Special Item Add Items/Services panel - Category field
 *Click on the magnifying glass and then type a brief description in the description dialog box and click Find.
 *The results are returned in numerical order based on the category number. Click on the Description column
 header to resort the results in alphabetical order (true of any header in PS that has an underscore) - can click the
 column header again to resort in reverse order.




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  *Better to search on a description without adjectives at first and by the single version of the word or even
  a truncated version - batter instead of 9 volt battery or batteries.
  *Keep in mind that the UNSPSC code drives the account and the whether or not an item is automatically tagged as an asset.
  At least one person per agency has the ability to change it.

  www.UNSPSC.org
  *Click on Search the Code in the upper left hand corner.
  *UNSPSC codes build as follows (from generic to specific)
  10000000
               Live Plant and Animal Material and Accessories and Supplies
  10150000
               Seeds and bulbs and seedlings and cuttings
  10151900
               Flower seeds and bulbs and seedlings and cuttings
  10151906
               Lily Bulbs
  *Type a brief description in the Search Title dialog box and click Search.
  *Better to search on a description without adjectives at first and by the single version of the word or even
  a truncated version - batter instead of 9 volt battery or batteries.
  *Can copy and paste the ID number into the PeopleSoft Category Search dialog box and click Find.
  *If you find an appropriate UNSPSC code on this website that is not in PeopleSoft, then post a GMIS issue
  so that it can be added. Or if a account doesn't pull appropriately.
  *May want to change the number of returned records to 300 if expecting a large result.

Items
   Finding Items in the ePro Catalog
   *Easiest to use the PS Item ID number found on the QPA listing. QPA listing available at
   http://www.in.gov/idoa/2450.htm
   *Never enter a requisition for an expired QPA - the purchase order won't build!
   *Open one of the fuel QPAs to show that the item numbers are listed. Talk about the components that add
   up to a fuel invoice - fuel tax .18, LUST tax, fuel inspection .01, North Central


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  *Vendor name and price range (from and to) are an excellent combo. Safelite and 162.44
  *Vendor name, price range, and a short description should narrow the results way down. Safelite, 162.44, Ford
  *Show all columns icon. See description, vendor, price, and item id at the same time.
  *Click on blue item description link to see QPA contract it's tied to - may be under the more details tab.
  *Use a wildcard symbol (in this case *) when using a partial item id number search For example *23751
  *Some special QPAs do not have line items set up and should be entered as Special Request - special items.
  Goodyear tires not in the core market basket are a perfect example.

  Compare Price Against Contract
  http://www.in.gov/idoa/2450.htm Can use edit find on this page to search by description. Can use the same once
  you have a particular QPA open to find a particular item on the contract.
  *If PS pricing doesn't match, please post a IDOA Procurement Issue - the purchase order will not build correctly.

  The Contract Item is Tied To
  Purchasing>Procurement Contracts>Add/Update Contract
  *Can search by the QPA contract number = contract id or short vendor name
  *Notice the contract status - must be in approved status for item to tie to the contract


Expedite Multiple Requisitions
  Review Req Expediter Page
  eProcurement>Buyer Center>Expedite Requisitions
  *Search using Business Unit and PO ID Budget Year to return all available requisition lines.
  *Click on the Include check box in front of the appropriate req. lines, click on build pos as approved and submit.
  *Can monitor progress through the process monitor or go to manage requisitions to pick up the purchase order
  number when it's completed.

Vendor Info
  Using Search Criteria for Best Results
  Vendors>Add/Update>Vendors
  *Change drop down to contains - true throughout PS.


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  *Easiest to search by Federal ID number - AOS Vendor ID - no leading zero.
  *Name 1 field - use the main word - Grainger instead of W. W. Grainger
  *Use vendor short name by entering the main word - Grainger
  *Make sure that vendor status says Approved on the results page.


  *No Auditor of State = needs a matching Vendor Information form at AOS.
  http://www.in.gov/auditor/2340.htm          to pick up the forms
  http://www.in.gov/idoa/2342.htm to pick up Auditor of State Vendor File Information Slides
  *Contacts tab has telephone, fax, email address and a link to the vendor's website if the information was provided.

  Purchasing>Request for Quotes>Add/Update RFQs Dispatch Vendor List
  *Use the magnifying glass to the right of the Vendor field.
  *Same instructions as above.

  eProcurement>Buyer Center>Expedite Requisitions
  *Use the magnifying glass to the right of the Vendor field.
  *Change the drop down to contains and search by Short Vendor Name - use the main word - Uniform.
  *Must use the appropriate location as found in the Vendor File.

Bidder Info
  Using Search Criteria for Best Results
  Sourcing>Bidder Information
  *Change the drop down to contains
  *Easiest to search by Federal ID number - ID Number - no leading zero. 350929792
  *Can search by the bidder's name in the field labeled Company Identification Number.       IKON
  *Verify in state or out of state information on the tab labeled Buy Indiana. Can verify MBE/WBE and Indiana
  Small Business status on the MBE/WBE tab. If the bidder has completed the UNSPSC tab, it will allow them
  to receive electronic bid notifications.
  *Use SOI_BIDDER_CATEGORY_PROFILE to run a query to look for MBE/WBE, Indiana and Small Businesses.
  *** Sand = 11111700 - truncate to 1111% or 11% to broaden the search


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Batch Processes - running processing from the menu
  Budget Check Reqs
  Purchasing>Requisitions>Budget Check
  *Enter Run Control
  *Appropriate drop down menu choices, Business Unit, Req Number, then RUN
  *Watch progress through Process Monitor - to success and posted

  Budget Check POs
  Purchasing>Purchase Orders>Budget Check
  *Enter Run Control
  *Appropriate drop down menu choices, Business Unit, PO Number, then RUN
  *Watch progress through Process Monitor - to success and posted

  Document Tolerance
  Purchasing>Purchase Orders>Verify Document Tolerance
  *Enter Run Control
  *Appropriate drop down menu choices, Business Unit, PO Number, then RUN
  *Watch progress through Process Monitor - to success and posted
  *Document Tolerance Errors occur when the requisition line is over the estimate by $500 or 10%.
  *If you have authority, then you can use eProcurement>Buyer Center>Manage Purchase Orders and
  click on the error to over-ride it. Click the over-ride check box and click Save.

  PO Dispatch
  Purchasing>Purchase Orders>Dispatch Pos
  *Enter Run Control
  *Enter Business Unit, PO Number, then RUN
  *Watch progress through Process Monitor - to success and posted


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Review Auditor of State PO Information
  Purchasing>Purchase Orders>Review AoS PO Information
  *Enter the Business Unit and Purchase Order number click search.
  *If the po is encumbered through AoS, the dollar amount will show and all resulting payments/partial payments.
  *Any payments processed that are not tied to the po will not be shown (Claim Voucher)


Document Status
  Review Requisition Info/Document Status
  Purchasing>Requisitions>Review Requisition Information>Document Status
  *Search by business unit and requisition number
  *Shows all documents related to the requisition - click on each type of blue link to show what is displayed.

  Review PO Info/Document Status
  Purchasing>Purchase Orders>Review PO Information>Document Status
  *Search by business unit and purchase order number
  *Shows all documents related to the purchase order - click on each type of blue link to show what is displayed.

  Review RFQ Info/Document Status
  Purchasing>Request for Quotes>Review RFQ Information>Document Status
  *Search by business unit and RFQ id number
  *Shows all documents related to the RFQ - click on each type of blue link to show what is displayed.

Accounting Entries
  Review Requisition Info/Accounting Entries
  Purchasing>Requisitions>Review Requisition Information>Accounting Entries change Accounting DETAIL to ALLOT
  *Good to check reconcilation to make sure funds have been released.


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  Review PO Info/Accounting Entries
  Purchasing>Purchase Orders>Review PO Information>Accounting Entries change Accounting DETAIL to ALLOT
  *Good to check reconcilation to make sure funds have been released.

How Do I Know That My PO Has Been Paid?
  See PO Accounting Entries
  Review PO Info/Accounting Entries or through PO Doc Status
  Purchasing>Purchase Orders>Review PO Information>Accounting Entries change Accounting DETAIL to ALLOT
  *Good to check reconcilation to make sure funds have been released.

  See Req Document Status
  Purchasing>Requisitions>Review Requisition Information>Document Status
  *Search by business unit and requisition number
  *Look for voucher and payment entries - click on the payment blue link to pull up check or EFT information.

  See PO Document Status
  Purchasing>Purchase Orders>Review PO Information>Document Status
  *Search by business unit and purchase order number
  *Look for voucher and payment entries - click on the payment blue link to pull up check or EFT information.




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