PB4 - U.T. Purchasing Prepared Requisition

A PB4 requisition is used for institutional or state fund purchases having a monetary estimate of over $10,000 and less than $25,000 on state funds, and, over $25,000 on institutional funds. The Purchasing Office will send out Invitations to Bid on these requisitions and issue a purchase order when written competitive bids are obtained.

Sole Source purchases are handled as PB4 documents. For purchases less than $10,000 (state funds) and $25,000 (institutional funds), the department can take one telephone bid and prepare a Sole Source letter. The telephone bid information should be entered into the Bidder/Bid Quote Information section. The Comments to Buyer field in the Remarks/Comments to Buyer section should alert the buyer that the sole source letter will follow.

Example:

Sole Source letter sent via campus mail
Sole Source letter to be hand carried to Purchasing

Required Sections for PB4:

A sample of the required PB4 screens follows:


The Cover Sheet allows you to create the document.

+----------------------------------------------------------------------------------+
|     SELECT AN ACTION OR MARK SECTIONS OF THE DOCUMENT FOR REVIEW                 |
|   *DALPHB             Purchase Requisition Document - PB4            Year: 96 97 |
|   Command: PB4 Dept Req Nbr: AEDPB40001_____ Misc: _______________  P Ctr: U-045 |
|   ============================================================================== |
|   Status: CREATED             --COVER  SHEET--          Document ID: G0PB4999986 |
|                                                                                  |
|      Action: ___  Summary: TEST PB4 AEDPB40001_______________________________    |
|      Created: 09/09/96 by  ACAED - DAVIS, ANN E                Category:         |
|      UT Req Nbr: C00023     Requestor: SID SMART                                 |
|      PO Nbr:             Bid Invitation Nbr: 09600005           Notify: ACAED    |
|      Sections:         X _ Address Information                                   |
|                        X _ Line Item(s) Information -                01 Item(s)  |
|                        X _ Account(s) Information                                |
|                        X _ Bidder/Bid Quote Information                          |
|                        X _ Bid Summary/Award Vendor                              |
|                          _ Awarded Vendor Information                            |
|                        X _ Order Status Log                                      |
|                        X _ Item Status Counters                                  |
|                          _ Remarks for Paper Copy                                |
|                          _ Define Codes                                          |
|   PCC Code _                                                                     |
|   Total Order Amt: 15000.00              Associated Document ID:                 |
|    *** FINAL INBOX SELECTION ***                                                 |
|   -- 0 UT Austin  ------ PF1=Options ------ PF8=Exit ------  9/19/96 11:17 AM -- |
+----------------------------------------------------------------------------------+

[ Contents ]


The Address Information section provides delivery instructions and department contact information.

+----------------------------------------------------------------------------------+
|     Address information successfully updated.                                    |
|                              Address Information                                 |
|                                                                                  |
|                                                                                  |
|  Bill:     U-109                                                                 |
|            UT ACCOUNTS PAYABLE                                                   |
|            2200 COMAL STREET                                                     |
|                                                                                  |
|            City: AUSTIN                     State: TX  Zip: 78722                |
|                                                                                  |
|                                                                                  |
|  Ship To:  U-110                                                                 |
|            UT CENTRAL RECEIVING                                                  |
|            2200 COMAL STREET                                                     |
|                                                                                  |
|            City: AUSTIN                     State: TX  Zip: 78722                |
|                                                                                  |
|                                                                                  |
|  Dept Resource Contact: FBEBR_________                                           |
|    Dept Resource Phone: 512 - 471 - 8000                                         |
|                                                                                  |
|   ----- Enter = Update --- Clear = Cover Sheet --- PF3 = Next Section -----      |
|                                                                                  |
+----------------------------------------------------------------------------------+

[ Contents ]


The Line Item(s) Information section is used to enter individual line items. You are not required to provide unit prices because in most cases we must obtain written bids. You may, however, provide prices if the order total is less than $10,000 (state) or $25,000 (institutional) and you plan to forward a Sole Source letter. Press the ENTER key to access additional line items. After the last line item has been entered and the line item has been successfully added, the PF3 function key will take you to the next section.

+----------------------------------------------------------------------------------+
|    Make changes or press enter to go the next screen.                            |
|                               Line Item Information                              |
|                                                                                  |
|  Action: ___                   Item Nbr: 1___           Class: 010 Item: 30      |
|                                                                                  |
|       Quantity: 15000.0000____           Unit of Measure: EACH___________        |
|                                                                                  |
|   Description and Specifications                                                 |
|    GROMMETS____________________________________________________                  |
|    ____________________________________________________________                  |
|    ____________________________________________________________  Extended        |
|    ____________________________________________________________  Description: _  |
|                                                                                  |
|   Requestor's Name: SID SMART________________    Phone: ( 512 ) 471 8802         |
|                                                                                  |
|   Deliver to Dept.: EDUCATION - TRAINING_____    Bldg: MAI    Room: 132____      |
|                                                                                  |
|   CAS Nbr: _________                    Inventory Unitcode: _______              |
|   ARC Nbr: _______________                     Radioactive: _                    |
|                                                                                  |
|                                                                                  |
|                                                                                  |
|    ----ENTER=Update----CLEAR=Cover Sheet----PF3=Next Section----PF4=Back-----    |
+----------------------------------------------------------------------------------+

[ Contents ]


Bidder/Bid Quote Information allows you to provide suggested sources. The Purchasing Office will add to your suggested source list to ensure that an adequate number of bids (including HUB sources) are solicited.

+----------------------------------------------------------------------------------+
|     You must select this bidder and enter detailed bidder information.           |
|                                                                                  |
|                            Bidder/Bid Quote Information                          |
|                                                                                  |
|  Enter 'X' to enter or view more detailed information or 'D' to delete a bidder: |
|                                                                                  |
|                                                                                  |
|  X/D   VID - Mail Code Bidder Name                                       D/P HUB |
|  ----  --------------- -----------                                       --- --- |
|    X   10204640733 000 MICRO LAN COMPUTER SYSTEMS                         D      |
|    _   10428280142 000 MICROAGE COMPUTER CENTER                              ASM |
|    _   10430394980 000 TOTAL PERIPHERALS INC                                 ASF |
|    _   ___________ ___                                                           |
|    _   ___________ ___                                                           |
|    _   ___________ ___                                                           |
|    _   ___________ ___                                                           |
|    _   ___________ ___                                                           |
|    _   ___________ ___                                                           |
|    _   ___________ ___                                                           |
|                                                                                  |
|   Mark to add new bidder not on file: _                                          |
|                                            BUYERS:  Mark to Enter Bid Info: _    |
|                                                                                  |
|   ----- Enter = Update ----- Clear = Cover Sheet ----- PF3 = Next Section -----  |
+----------------------------------------------------------------------------------+

[ Contents ]


Buyers should add Mail Date, Bid Opening Date and Web Desc for web page posting.

    +----------------------------------------------------------------------------+
    |   Make changes of press CLEAR to exit.                                     |
    |                                                                            |
    |           Bid Information for Bid Invitation Number: 09600245              |
    |                                                                            |
    |     Buyer's Initials: MPTLB                 Mailing Date: ________         |
    |                                                                            |
    |     Bid Opening Date: ________    or Mark here for Return Mail: _          |
    |                                                                            |
    | Web Desc: ____________________________________________________________     |
    +----------------------------------------------------------------------------+


+---------------------------------------------------------------------------+
|                                                                           |
|                           Detailed Bidder Information                     |
|                                                                           |
|  Vendor ID and Mail Code: 10204640733000                                  |
|            Name: MICRO LAN COMPUTER SYSTEMS________________________       |
|         Address: P.O. BOX 1135_____________________________________       |
|                  __________________________________________________       |
|            City: MERRIMACK___________   State: NH  Zip: 93054______       |
|           Phone: 603 - 429 - 2977  Fax: 603 - 424 - 4612   HUB:           |
|                                                                           |
| Contact date: 09091996                                                    |
| Contact Name: VIC VARSITY______________  Contact Phone: 512 - 471 - 8800  |
|                                                                           |
|   No response: _     No bid: _     Not delivered: _                       |
| Payment terms: NET 30___________________  FOB: SHIPPING POINT___________  |
| Delivery time: 1__     Days/Weeks/Months(D/W/M): W     or Date: 09161996  |
| Deliv comment: _________________________                                  |
| Shipping charge-entire order:         100.00     Total Bid: 15100.00      |
|                                                                           |
|              To enter, view, or update item quote information:  _         |
|                                                                           |
|  ---------- Enter = Update ---------- Clear = Previous Screen ----------  |
+---------------------------------------------------------------------------+

[ Contents ]


You are required to indicate 'Y' (Yes) or 'N' (No) in the Department to Review Bids before Awards section.

If you have any additional comments that should be printed on all the order copies (including the vendor copy), type the information in Remarks. The information typed in the Remarks will precede all line items on the purchase order.

You may refer to this section at any time to determine the document's current status, such as whether bids have been mailed out, when bids will be opened, the processing buyer's name, etc..

+----------------------------------------------------------------------------+
|   Please make changes and press enter to continue.                         |
|                           Remarks for Paper Copy                           |
|                                                                            |
|                                 Remarks: _                                 |
|          <  NOTE: FITTINGS SHALL BE PLAINLY MARKED AS TO SIZE, >           |
|          <  WEIGHT, PRESSURE RATING, MANUFACTURER'S NAME, AND_ >           |
|          <  STANDARDS DESIGNATION. FITTINGS SHALL BE SUPPLIED_ >           |
|          <  WITH A PLASTIC PROTECTIVE COATING ON THE THREADS__ >           |
|          <  TO PREVENT THREAD DAMAGE DURING SHIPMENT._________ >           |
|                                                                            |
|                             Comments to buyer:                             |
|             __________________________________________________             |
|             __________________________________________________             |
|             __________________________________________________             |
|             __________________________________________________             |
|             __________________________________________________             |
|                                                                            |
|                 Department to Review Bids before Awards: _                 |
|                                                                            |
|                                                                            |
| ----ENTER=Update----CLEAR=Cover Sheet----PF3=Next Section----------------- |
+----------------------------------------------------------------------------+

[ Contents ]


Account Information. You may change or add account number(s) prior to release to the Purchasing Office.

+----------------------------------------------------------------------------+
|   Please make corrections and press (ENTER).                               |
|                             Account Information                            |
|                                                                            |
|                                                                            |
|                                          Order Total         Purchasing    |
|         Year          Account               Cost             Authority     |
|                                                                            |
|          96          1900000050          15000.00                L         |
|                                                                            |
|                Account Title: OA  -PURCHASING TEST ACCOUNT                 |
|                Accounting Expendable Amount: 100000.00                     |
|                Departmental Free Balance   :                               |
|                                                                            |
|                                                                            |
|                                                                            |
|                   Mark here to assign multiple accounts                    |
|                    or separate accounts by line item: _                    |
|                                                                            |
|                                                                            |
| ----ENTER=Update----CLEAR=Cover Sheet----PF3=Next Section----------------- |
+----------------------------------------------------------------------------+

[ Contents ]


Awarded Vendor Information. Only a buyer in the Purchasing Office can make an award on a PB4 document. You may review this section at any time to see if a vendor has been assigned.

+----------------------------------------------------------------------------------+
|     No vendor has been awarded this order.                                       |
|                             Awarded Vendor Information                           |
|                                                                                  |
|  Vendor ID and Mail Code:                 To cancel the award to this vendor: _  |
|     Name:                                                                        |
|  Address:                                                                        |
|                                                                                  |
|     City:                        State:     Zip:                                 |
|    Phone:     -     -       Fax:     -     -        HUB:                         |
|                                                                                  |
|  Reason for award: __________________________________________________            |
|                    __________________________________________________            |
|                    __________________________________________________            |
|                    __________________________________________________            |
|                    __________________________________________________            |
|                                                    Extended reason: _            |
|                                                                                  |
|  Contact name:                                 Contact date:                     |
|  Delivery:         Days/Weeks/Months(D/W/M):        or Date:                     |
|  Payment terms:                                                                  |
|         F.O.B.:                             Shipping charge:                     |
|                                                                                  |
|       ----- Enter = Update --- Clear = Cover Sheet --- PF3 = Continue -----      |
|                                                                                  |
+----------------------------------------------------------------------------------+

[ Contents ]


To send the document on to the next desk in the routing path you must press the PF3 key to return to the Cover Sheet. Type 'APP' in the Action field and press the ENTER key.

Funds are encumbered when the last departmental approver approves the PB4 document and it is released to the Purchasing Office. The initial encumbrance is for the estimated amount. When the actual order is issued, the initial encumbrance is reversed and the actual order total is encumbered.

NOTE: If changes need to be made after the document is released to the Purchasing Office, call your buyer and request that the document be returned. You will NOT be able to retrieve the document by using the command 'REC'. This ensures that document changes are not made after bids have been mailed.


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The University of Texas at Austin
Purchasing Office
purchasing@austin.utexas.edu

Last Modified: 2013.07.23 at 16:41