Efficient Procurement Requisitions Overview
This overview covers the Procure-to-Pay process in e-Procurement, including different types of requisitions, account coding, and entering asset and non-asset requests. Get insights on modifying and canceling e-Pro requisitions effectively.
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Procure to Pay (PTP): E-Procurement Requisitions Valerie L. Mitchell, Procurement Officer Valerie L. Mitchell, Procurement Officer Whitney Williams, Procurement Manager Whitney Williams, Procurement Manager Department of Procurement, Contract, and Grant Administration
Agenda Introductions Procurement Department Overview Requisition Overview Requisition Types What to Include with Requisition Account Code/Category Code Amount Only vs Quantity Profile ID & Manufacturer ID How to Enter Non-Asset Requisition How to Enter Asset Requisition (Express Item Entry) How to Enter Asset Requisition (Special Requests) Modify an E-Pro Requisition Cancel an E-Pro Requisition Requisition Pushback
Introductions Valerie L. Mitchell: Procurement Officer, Department of Procurement, Contract, and Grant Administration (DPCGA) email: Valerie.l.Mitchell@mdcourts.gov Whitney Williams: Procurement Manager, Department of Procurement, Contract, and Grant Administration (DPCGA) email: Whitney.Williams@mdcourts.gov
Procurement Department Overview The Judiciary s Department of Procurement, Contract & Grant Administration (DPCGA) is responsible for procuring goods and services for the Judiciary, in accordance with Procurement Policy. Procurement Policy can be found at https://www.mdcourts.gov/sites/default/files/import /employeehandbook/pdfs/procurementpolicy.pdf The Administrative Office of the Courts (AOC) Procurement Officers are tasked with providing assistance and oversight throughout the entire process, from requisition to award.
Requisition Overview An internal document created by a requestor, through e- Procurement, authorizing the commencement of a purchasing transaction. Should include a description of the need and other information that is relative to the transaction. Is eventually processed into a Purchase Order. Must contain as much detail as possible about the request to assist the Procurement Department with fulfilling the request.
Requisition Types 1. Requisitions for Non-Asset Items 2. Requisitions for Asset Items to be received locally- Special Requests 3. Requisitions for Asset Items to be received at the warehouse- Express Item Entry 4. Requisitions for add-ons or groupings
What do I include with my requisition? Description of the goods or services that the using unit/requestor wants to procure Scope of Work (SOW) Quote(s) Sole Source Request & Justification Form (located on CourtNet ) Estimated price of the goods and/or services Recommended/ Suggested Vendors Delivery specifications Due by date
Account Code/Category Code What is it? A four-digit General Ledger Account Code that is used to identify each account maintained in the general ledger. (i.e., 0301-Postage, 0902- General Office Supplies) How does it impact me as a requestor? Upon entering a requisition, it is important that the correct account/category code is selected so that the purchase is posted to the correct account. All account codes with the description can be found at https://courtnet.courts.state.md.us/finance/quickreference/objectcodesa nddefinitions.pdf
Amount Only vs Quantity How are the goods or services being received? Goods are received by the Quantity Examples: Chairs, Tables, Desks Quantity allows you to receive a partial shipment Amount Only does not allow for partial shipment
Amount Only vs Quantity Services are usually set up and received by Amount; however, there are instances in which Services should be set up and received by Quantity. Professional Services (i.e., Consultant)- when a contractor is paid an hourly rate times a particular number of hours- this is received by Quantity. As-needed Repair Services- when a contractor is providing as needed repair services, the invoices will vary, and the PO will be bought down - received by Amount. DPCGA makes the final determination on which is more appropriate for all purchases.
Creating an eProcurement Non-Asset Requisition Quick Reference Tip Sheet can be found at https://mdcourts.gov/sites/default/files/import/gears/tipsheet s92/ptp/requisitions/92creatinganonassetrequisition.pdf GEARS Navigation: Main Menu > eProcurement > Requisition A non-asset requisition is created in the eProcurement module for procuring non-asset goods/services.
Creating an eProcurement Asset Requisition- Express Item Entry Quick Reference Tip Sheet can be found at https://mdcourts.gov/sites/default/files/import/gears/tipsheet s92/ptp/requisitions/92creatingarequisitionforassetsreceivedint hewarehouses.pdf GEARS Navigation: Main Menu > eProcurement > Requisition An Express Item Entry Requisition is created in the eProcurement module for procuring assets that will be received in an Inventory Warehouse location
Creating an eProcurement Asset Requisition- Express Item Entry (cont.)
Manufacturer ID The Mfg Item ID or model represents the actual item s unique model number as assigned by the manufacturer Another way to think of it is in vehicle terms: Chevy Tahoe Manufacturer: Chevrolet Model/Item ID: Tahoe
Profile ID The Profile ID is required when using an asset- related category/account (0701, 10XX, 11XX, 14XX) on a requisition or PO. The Profile ID is entered when creating the requisition and is a summary description of the asset being procured.
Creating an eProcurement Asset Requisition- Special Requests Quick Reference Tip Sheet can be found at https://mdcourts.gov/sites/default/files/import/gears/tipsheet s92/ptp/requisitions/92creatingarequisitionforassetsreceivedloc ally.pdf GEARS Navigation: Main Menu > eProcurement > Requisition A Special Request Requisition is created in the eProcurement module for procuring assets that will NOT be received in an Inventory or Warehouse location.
Creating an eProcurement Asset Requisition- Special Requests (cont.)
Modifying an E-Procurement Requisition Quick Reference Tip Sheet can be found at https://mdcourts.gov/sites/default/files/import/gears/tipsheets92/ ptp/requisitions/92modifyinganeprorequisition.pdf GEARS Navigation: Main Menu > eProcurement > Manage Requisitions
Requisition Modifications Change may be required when: Adding/updating the requisition name Modifying the quantity or amount Changes to line descriptions Important to Remember: Changes may require another budget check and resubmission for approval. Cannot be modified if already sourced into a PO
Cancelling an E-Procurement Requisition Quick Reference Tip Sheet can be found at https://mdcourts.gov/sites/default/files/import/gears/tipsheets92/ptp /requisitions/92cancelingarequisition.pdf GEARS Navigation: Main Menu > eProcurement > Manage Requisitions A requisition may be cancelled when the product or service is no longer needed and certain conditions exist in GEARS.
Final Check Requisition Overview Reviewed items to include with your requisition Reviewed the types of Requisitions Account/Category Codes Amount Only vs Quantity Manufacturer ID & Profile ID Created Non-Asset Requisition Created Express Item Entry Asset Requisition Created Special Request Asset Requisition Requisition Modifications, Cancellations, and Pushback
