guiding statements

• OPS is an internal tool that tracks approvals; manages purchasing workflow; and receives documentation as a repository

• The PO process with Procurement is the same with or without OPS

• All PO's function as the preferred method of purchasing goods and services

• Procurement should always be contacted for PO's over $10,000 

  • PO's over $10,000 need to be competitively bid. Procurement facilitates the process

  • A sole source justification is an exception to the competitive bid process and requires approval from Procurement

• All quotes/contracts requiring signature, regardless of amount, necessitate Procurement's involvement for negotations and signature

• Signing a contract without the involvement of Procurement is a violation of internal controls.

Before processing a purchase request

• The requestor enters a ticket in the OPS system to request an order

• The ticket triggers an email to alert the shortcode approver and the finance approver to let them know a new request needs approval.  The ticket also alerts the purchaser

• The shortcode approver and the finance approver will either waive or approve the purchase

• The system automatically waives orders under an established threshold

• A shortcode is required to process the Purchase Request

• The purchaser makes sure the order has been properly approved or waived. If so, the purchaser processes the order.

• In cases where a signature from Procurement is necessary, the purchaser needs to work with their purchasing agent (buyer) 

  • If you don't know who your purchasing agent is, contact Shared Services

  • All purchases over $10,000 must involve your purchasing agent to create a PO

• Procurement-signed PO's are contracts

  • The contract should be set up with an open PO if multiple invoices will be matched against a single PO over time

    • The procurement agent will help with the initial requisition and PO 

    • The initial OPS ticket functions as a parent to subsequent OPS tickets that involve individual invoices

      • A copy of the signed contract; requisition number and PO number need to be recorded in the OPS ticket

• All quotes and invoices require a new OPS ticket to take advantage of the routing links in the system

  • If your invoice is related to a contract, enter these additional items below in the Purchaser Actions section - required

    • Contract ID in the Contract ID field

    • The parent OPS ticket number, and the original contract amount in the Purchaser Note field

• Record the requisition number in the Requisition ID field in the Purchaser Actions section - required

• Once the PO number is known, enter it into the PO# field in the Purchaser Actions portion of the OPS ticket - required

• An email will be sent to the Purchaser with a PO number for the requisition in question once it's ready

  • Alternatively, Procurement will send the PO number directly to the supplier depending on the disbatch method you used

• Upload all pertinent documentation (sole source docs, contracts, requisitions, etc) in the Attachments section for all purchases