B+ Purchase Request Guide
Creating a New Purchase Request
Log into B+ This action takes the user to the home screen. Check for important announcements from the ICS department and for notices about tasks in your workflow.
Click on the PR/PO tab
B+ Purchase Request Guide
Creating a New Purchase Request Click on Purchase Requests
Click on the sign This will create a new blank Purchase Request
B+ Purchase Request Guide
Assign a Purchase Request number If this is a normal PR click the PR SEED line. *Toward the end of the school year there will be a line for next school year’s PRs *The PR PC line is used for Purchase requests that accompany P-card purchases. You would use this line if the order is a P-card purchase that utilizes Federal Funds or is for an asset that must be tagged. Click on the drop down box
next to the PR field to assign a # to the PR.
B+ Purchase Request Guide
Use the drop down box under the vendor tab and select Lookup.
*If this is a new vendor enter TBA in the Vendor field and input the vendor’s information in the notes screen and skip the lookup.
Type the name of the vendor in the text box on the right then double click the vendor in the list that appears.
*Sometimes the vendor is in there more than once. Click on the vendor in the list once to see and verify the address information on the bottom of the screen.
Enter Vendor Information
B+ Purchase Request Guide
Bid Numbers
*The End Use box is a good place to put the name of the person that the order is for.
Enter a Bid # using the drop down box next to the Bid # field
*It is important to use the bid number even if it is an Open PO or Confirming order. This is how we track our contract usage.
Search for Bid #’s by using the search fields at the top of the popup window or scrolling through the list.
*Search using Bid Number or Bid Name by changing the Filter with the drop down box. *Search only works in ALL CAPS. Double Click on the appropriate bid number. Some high use Bid #’s Office Depot SC618-000-11-1 Grainger SC450-000-11-ACS Catalog Discount 15/16-602MP Pitney Bowes SC600-760-11-1
B+ Purchase Request Guide
Req. Codes
Click here to enter Req. Codes *THESE ARE IMPORTANT and should be used on every PR.
Enter all the Requisition codes that apply to this order. *Either FX, EV, CO or DM should be on every PR. If you would like Purchasing to fax your order after approval use FX, EV is used for orders to be emailed (please include email address in notes section), use DM for orders that Purchasing does not need to send anywhere and CO is for confirming orders. *Any purchase using Federal Funds must use the AA and FF Requisition codes (in that order). If you have attached documents you must use DA. See the next page for a list of the most common Requisition Codes.
B+ Purchase Request Guide
Purchase Request Notes
Click on the Notes tab to enter notes about this order. *Notes in the PR notes section are for internal use only. The NT req. code must be used to let B+ users know there are notes entered here. This is also where you input new vendor information. Nothing on this screen will show up on the PO.
*To have comments appear on the face of your PO click on the Print After tab at the bottom of the notes field and type in your notes. Notes entered here will print after the items in your PO. Please use no more than 37 characters per line on this screen.
B+ Purchase Request Guide
Creating Line Items
Click on Items to begin entering Line Items
Enter line items PLEASE! ALWAYS USE ALL CAPS WHEN CREATING PURCHASE REQUESTS! The Item Number will auto fill Enter the Quantity Enter catalog number or item number in the Catalog Number field Enter the Unit Info (EA, SET, BOX…) Enter the item Description Always begin each description with a noun. We need one word that de-scribes what you are buying so that anyone can understand what the item is. For example, everyone may not know what,
CFL, 42W, T4, GX24Q-4 (4-Pin) is.
So please describe this as LAMP, CFL, 42W, T4, GX24Q-4 (4-Pin)
If you would like a small note to appear on the face of the PO press enter af-ter your last line item description and type it there. Do not use another line.
B+ Purchase Request Guide
Enter account coding The first ten digits (org key) go in the 1st empty field after GL. The last seven digits (function & object) go in the 2nd box. To split the cost of an item between two different accounts click the drop down box then choose, Show Account Splits, to enter an additional account number and assign values to each account. This can be done by percentage or amount.
Coding
B+ Purchase Request Guide
Attachments
Attach any support documentation for your Purchase Request. Click on the Attachments bar on the left side of the screen Click Add Attachment. Support documentation includes quotes (your 3 competitive quotes if the order is over $2,500), or a form (such as an application or registration form) that needs to be sent with the PO. When in doubt attach, it’s always better to have too much information rather than not enough. If the attachment is more than 5 pages, please call Purchasing, for instruction.
In the Description field enter your R# followed by a word to describe the attachment
Click on the browse button, find and select the support documents.
Click the attach button when selected Enter the DA Req. Code on the Req. Code
screen!
B+ Purchase Request Guide
Open/Blanket PO’s
Create an Open / Blanket PO Enter the digits of the dollar amount you would like in the quantity field minus the decimal
point. For example $200.00 should be entered in the quantity field as 20000. In the description field enter what the PO is for. If the Purchase order is for use in a store, list
the Authorized Users in the description field. In the Unit Price field enter .01, this will allow you to receive on the various invoices you get
against the PO. All Open / Blanket PO’s need the req. code OP or BP. Do not retype the words Open PO or
Blanket PO in the description field, that is what the Req. code does. To have the PO sent to your location include a note (and the NT Req. code)
B+ Purchase Request Guide
Large Quantity Line Item PO’s
Large quantity line item PO’s When placing an order that encompasses a large quantity of different items (such as books for the media center) enter it similar to an open PO. See the example below. Do not use this method for Federal Fund purchases (must be itemized). Enter the digits of the dollar amount of the order in the quantity field minus the decimal point. For example $200.00 should be entered in the quantity field as 20000. Then enter .01 in the Unit Price field Then attach a list of the items. When shopping an online vendor you can attach a screen print of your shopping cart. Also, include a note to fax or email the attached list with the PO if needed. Don’t forget to attach the list! En-tering the price this way allows you to receive on the items as they come in.
Include a List Number, Consign Number or Reference Number in your description. Purchasing does not send the Attachment list/ Shopping Cart.
B+ Purchase Request Guide
Submit a Purchase Request
Click the submit button The PR will now go to the next person in the approval chain
Click the Workflow bar Click the green check mark next to your name.
