Purchasing Office

Purchasing Processes in *DEFINE

Purchasing Centers, Commodity Codes, Suppliers
Which Electronic Document?
Verification of Funds
PB3 - Department-Prepared Requisition
PBO - Small Purchase Order
PB4 - U.T. Purchasing-Prepared Requisition
State Contracts Overview
PB7 - State Contract Requisition
PB7 - State Contract Clauses
Historically Underutilized Businesses
Help: Screen Descriptions, Fields Explained, Navigation Hints

Purchasing Centers, Commodity Codes, Suppliers

• Purchasing Center Information
• Commodity Code Information
• Purchasing Suppliers Information

Which Electronic Document?

• *DEFINE Documents PBO, PB3, PB4
• *DEFINE Document PB7
• Non-Automated Contract Purchase Order Form
• What You Need to Create Electronic Purchasing Documents

Verification of Funds

• Order Status Log

PB3:- Department-Prepared Requisition

• Required Sections for PB3
• Optional Sections for PB3
• Cover Sheet: Create the Document
• Address Information Section
• The Line Item(s) Information Section
• The Bidder/Bid Quote Information Section
• First Bidder
  • Bid is not complete
  • Difference between "No Bid" and "No Charge"
• The Second Bidder
• The Third Bidder
• Bid Summary/Award Vendor Section
• Remarks for Paper Copy
• Account Information
• To Send the Document to the Next Desk

PBO: Small Purchase Order

• Vendor Copies of PBO Orders
• No PBO Orders for These Items
• Required Sections for PBO
• Optional Sections for PBO
• Cover Sheet: Create the Document
• Address Information Section
• The Line Item(s) Information Section
  • If you require additional space
• Vendor Information Section
• Account Information
• To Obtain the Purchase Order Number
• To Send the Document to the Next Desk
• Funds are Encumbered When?

PB4 - U.T. Purchasing-Prepared Requisition

• Required Sections for PB4
• Cover Sheet: Create the Document
• Address Information Section
• The Line Item(s) Information Section
• The Bidder/Bid Quote Information Section
• Buyers' Additions
• Remarks for Paper Copy
• Account Information
• Awarded Vendor Information
• To Send the Document to the Next Desk
• Funds are Encumbered When?
• If Changes Need to be Made?

State Contracts Overview

• Automated Contract
• Non-Automated Contract
• Confirmation Orders
• How to Avoid Duplicate Shipments

PB7 - State Contract Requisition

• Required Sections for PB7
• Optional Sections for PB7
• Cover Sheet: Create the Document
• Address Information Section
• The Line Item(s) Information Section
• Additional Line Items Advisory
• Awarded Vendor Information is a "View Only" Screen
• Account Information
• Clauses for Entire Order
• To Send the Document to the Next Desk
• Funds are Encumbered When?

PB7 - State Contract Clauses

Historically Underutilized Businesses

• PC5 - Class and Item Code
• PS5 - Bidders for a Class and Item
• HUB Requirements

Help: Screen Descriptions, Fields Explained, Navigation Hints

• Address Information Section
• Item Screen
• Account Screen
• Multiple Account Screen
• Quote Screen
• Bidder Information - First Screen
  • Select/Delete a Bidder
  • VID/Mail Code
  • Add a new bidder not on file
• Bidder Information - Second Screen
  • Modifiable Fields
• Awarded Vendor Information
• Summary of Bid Screen
• Vendor Screen for PBOs
• PB7 Item Screen
• Remarks Screen
• Item Counters
• Order Status Log
• PB7 Clause Screen