1 Receiving a Purchase Order

The ePro system enables Vendors to connect and do business electronically with agencies employing it which includes responding to Bid Solicitations and receiving Purchase Orders online. To view Solicitations, submit responses, and view Purchase Orders, vendors must register in the agencies' respective system (e.g. COMMBUYS, NevadaePro, ARBuy, OregonBuys, etc).

 

Once the vendor is fully registered, the Vendor will be able to view and respond to Solicitations and to view Purchase Orders sent from the agency (specific to each individual agency). These actions will be accomplished in the Seller role in the system. As such, a user should navigate to the Seller role to execute the activities outlined in this guide.

 

Finally, in this guide, the term "Agency" is used to refer to all the various agencies utilizing an ePro product solution.

 

1.1 Purchase Order Notification

The Seller will receive an email from the system notifying the Seller of a Purchase Order. The email is sent to the Vendor’s general or Purchase Order Mailing email address (unless otherwise selected by the agency).

 

 

1.2 Homepage

The purpose of the Homepage is to present documents the Seller may take action on (e.g., Open Solicitations, Purchase Orders) or that the Seller has created in the past (e.g., Quotes, Invoices). The homepage also presents the latest news items or updates regarding the system.

 

Step 1: Click PO tab

The Purchase Order tab is divided into three sections: Purchase Orders/Change Orders (Un-Acknowledged), Purchase Orders - Sent, and Subcontractor - Purchase Orders. 

 

If the Agency has enabled Bilateral Change Orders, the Seller will have a section, Change Orders Pending my Approval to review and approve Change Orders sent by the Agency. See Section 3 for steps on approving Bilateral Change Orders.

 

Step 2: Click the Purchase Order number

 

If the Seller has not acknowledged the Purchase Order, then the Seller should select both checkboxes presented to acknowledge the Purchase Order and to notify the requestor and click Proceed.

 

 

The Summary tab is initially displayed to the Seller.

 

1.3 Summary tab

The Summary tab provides an overview of all the information provided by the Seller on the previous tabs.

 

Step 1: Click the General tab

The Seller cannot take action on the Purchase Order from the Summary tab.

 

 

1.4 General tab

The purpose of the General tab is to display header level data for the specific document to the Seller. The Seller cannot take action on the General tab.

Step 1: Click the Items tab

 

 

1.5 Items tab

The purpose of the Items tab is to display the details of the goods or services ordered, such as the description, quantity, and price. The Seller cannot take action on the Items tab.

 

Step 1: Click the Attachments tab

 

 

1.6 Attachments tab/Agency subtab

The Attachments tab/Agency subtab displays to the Seller the attachments uploaded by the Agency for the Purchase Order. The Seller is able to download the attachments from this tab.

 

1.6.1 Files

Files are documents that are completed outside of the system, saved, and uploaded to the system.

 

1.6.1.1 Download attachments

Step 1: Click the download icon next to the file name

 

Step 2: Open the file

 

 

1.6.2 Forms

Forms are documents that are completed electronically in the system by the Seller and saved to the document.

 

1.7 Attachments tab/Vendor subtab

The purpose of the Attachments tab/Vendor subtab is to capture any supporting documentation regarding the Purchase Order that may be helpful to the Purchaser or Basic Purchasing user managing the Purchase Order. The Basic Purchasing user managing the Purchase Order will receive an email notification when the Seller has uploaded attachments to the Purchase Order.

 

1.7.1 Files

Files are documents that are completed outside of the system, saved, and uploaded to the system.

 

1.7.1.1 Upload Attachments

Step 1: Click Add File

 

 

Step 2: Click Browse

 

The Seller clicks Browse to upload a file from their computer.

 

Step 3: Select the file

 

Step 4: Complete the fields

 

The Seller may update the Name for the attachment and enter a description that will display to the Agency user.

 

Step 5: Update visibility

 

The Seller can make the attachment confidential so external users cannot see the attachment.

 

Step 5: Click Save & Exit

The Seller can click Save & Continue to remain on the page to update the visibility or edit the description. The Seller can click Cancel & Exit to exit from the page without saving.

 

 

NOTE: Once the Seller clicks Save & Exit, the Seller can only edit the visibility or delete an attachment with a Change Order.

 

1.7.1  Forms

Forms are documents that are completed electronically in the system by the Seller and saved to the document.

 

1.8 Notes tab

The purpose of the Notes tab is to capture notes applicable to all Items listed on the Purchase Order. Authorized Sellers on the Vendor's account can access the notes. The Purchaser or Basic Purchasing user managing the Purchase Order will receive an email notification of the Seller's notes and can view the note on the Purchase Order. If the agency creates a note for the Seller to view and read, the Seller will see the Agency's notes on this tab.

 

Step 1: Enter note information in the box

 

Step 2: Click Save & Continue

 

The Seller can click Reset to erase all information entered in the box, prior to clicking Save & Continue.  Notes cannot be deleted.

 

Step 3: Click Change Orders tab

 

 

1.9 Change Orders tab

The purpose of the Change Order tab is to display to the Seller any Change Orders associated to the Purchase Order and to allow the Seller to create Change Orders.  A Seller can create a Change Order on Master Blanket Purchase Orders if the agency has given the Seller user the explicit privilege to create a Change Order, and the Purchaser has allowed Seller created Change Orders for the specific Purchase Order.

 

See section 2 for steps to create a Change Order.

 

1.10 Subcontractors tab

The purpose of the Subcontractors tab is to display to the Seller the subcontractor information if applicable including the participation data.

 

2 Creating a Change Order for a Master Blanket Purchase Order

A Seller can create a Change Order on Master Blanket Purchase Orders if <client name> has given the Seller user the explicit privilege to Create a Change Order and the Purchaser has allowed Seller created Change Orders for the specific Purchase Order.

Step 1: Click Create Change Order

 

 

2.1 General tab

The Seller cannot update the General tab using the Master Blanket Change Order.

 

2.2 Items tab

The Seller can update the Items tab using the Master Blanket Change Order. The Seller can edit or add items in the system or the Seller can export the items into a CSV file, edit the items, and upload items into the system.

 

2.2.1 Edit Items in the System

When the Seller needs to make minor edits to items, the Seller may edit items directly in the system.

Step 1: Select the Item under Item #.

 

 

Step 2: Edit Item information

Step 3: Click Save & Exit

 

 

2.2.2  Export/Upload Items

When the Seller needs to make multiple edits to items, the Seller may export the items into a CSV file, edit the items, add items and upload the changes. The Import file must adhere to a specific CSV file format. The most straightforward way to obtain a CSV file in this format is to select Export Items.

 

Step 1: Click Export Items

Step 2: Click Open to open the exported CSV template

 

 

Step 3: Update the template

The exported file is the template to use to add additional items to the Purchase Order or to make changes to the existing items.

 

 

The exported file contains columns A thru AC. Refer to the table below for descriptions of each column and guidance on entering information into each column. The Field Entry column lists the required fields and other guidance or restrictions that apply to particular fields. Required fields are identified with an asterisk.

 

Excel Column	Column Header	Field Description	Field Entry Guidance/Restrictions
A	Item Number*	The number that determines the sequential order of each item in the system	Must be sequential
B	Description*	Description of line item	Maximum of 4000 alphanumeric characters (avoid special characters).  Recommended to use standard inventory descriptions. Description is a searchable field in the system catalog.
C	Quantity*	Quantity of item being requested	Maximum of 15 integers or decimal values without commas (cannot have more than 5 decimal places). If there is an indefinite quantity available, enter “0”.
D	Unit Cost*	Cost of each item	Maximum of 15 integers or decimal values without commas (cannot have more than 5 decimal places). Value entered must be greater than or equal to “0”.
E	Unit of Measure*	A valid unit of measure in the system, associated with the listed item	Enter in all caps and must be a valid abbreviation in the system drop-down menu
F	Class Code*	Three digit NIGP Class Code associated with the item	Must be valid NIGP Class Code in the system
G	Class Item Code*	Two digit NIGP Class Item Code associated with item	Must be valid NIGP Class Item Code in the system
H	Commodity Code	Six digit NIGP Group Detail code. (Available if configured)
I	Discount Percent	Discount % for line item	If entered, the Discount Amount must equal (Unit Cost * Quantity * Discount Percent). Entered as a whole number, 5% discount enter as “5”.  Cannot have more than 3 decimal places.
J	Discount Amount	Total Discount dollars based on Discount %	Required if Discount Percent entered. Cannot have more than 2 decimal places. Entered as a negative number. Discount Amount must  equal (Unit Cost * Quantity * Discount Percent)
K	Tax rate Code	Tax rate code based on client’s configuration for Tax Rate Code	If applicable, enter a Tax Rate ID from client’s tax rate codes in the dropdown. (Maintain Tax Rates)
L	Freight Amount	The amount of Freight applied to this item	Maximum of 10 integers or decimal values without commas (no more than 2 decimal places). If Freight Amount is $1.50, enter as “1.5”.
M	Manufacturer	Manufacturer of item	Maximum of 30 alphanumeric characters. Recommended to enter if known.
N	Make	Make of item	Maximum of 30 alphanumeric characters. Recommended to enter if known.
O	Brand	Brand of item	Maximum of 30 alphanumeric characters. Recommended to enter if known.
P	Packaging	Packaging of item	Maximum of 30 alphanumeric characters. Recommended to enter if known.
Q	Model (#)	Model of item	Maximum of 30 alphanumeric characters. Recommended to enter if known.
R	Minimum Quantity	Minimum quantity that can be ordered	Maximum of 15 integers and decimals without commas (no more than 5 decimal places)
S	Maximum Quantity	Maximum quantity that can be ordered	Maximum of 15 integers and decimals without commas (no more than 5 decimal places)
T	UPC/ISBN	UPC/ISBN number for the item	Maximum of 30 alphanumeric characters. Recommended to enter if known.
U	SKU	SKU for the item	Maximum of 30 alphanumeric characters. Recommended to enter if known.
V	Tags	Keywords that will return this item in a search	Comma separated keywords. Maximum of 30 alphanumeric characters. Recommended to enter if known.
W	URL	External URL that provides more info on the product	Recommended to enter if known
X	Product Length	Product length of the item	Recommended to enter if known. Max of 50 integers or decimals without commas.
Y	Product Width	Product width of the item	Recommended to enter if known. Max of 50 integers or decimals without commas.
Z	Product Height	Product height of the item	Recommended to enter if known. Max of 50 integers or decimals without commas.
AA	Product Weight	Product weight of the item	Recommended to enter if known. Max of 50 integers or decimals without commas.
AB	Main Image	An image of the item	Images must be from a publicly accessible URL. Format must be .jpg, .jpeg, .bmp, or .png
AC	Main Image Text	Description of the image	Required if image is uploaded. Maximum of 200 alphanumeric characters. All images must have text describing them for ADA compliance

 

Step 4: Save file as CSV file

The Seller must follow the field entry guidance when making changes to the template.

 

 

Step 4: Click Upload Items

 

 

Step 5: Click Browse

 

The Seller will locate the saved CSV file to upload.

Step 6: Click Save & Exit

 

 

Step 7: Click Ok to Proceed to Upload Items

The Seller must click OK to proceed to upload the template. The message indicates items in the file with the same Item Number will replace any items on the Items tab. Click Cancel to return to the Items tab without uploading the file.

 

 

Step 8: Review Errors, if applicable

If errors are encountered during the upload process, they will display in the Validation Errors system message. The Seller must review the error(s) and return to the file to make the necessary corrections. The Seller must fix the errors in order to upload the CSV file. After making the corrections return to Upload Items and repeat the steps for the upload.

 

 

Step 9: Items tab displays uploaded CSV template information

 

2.3.4 Add Item

The Seller is able to add Items to the Purchase Order.

 

Step 1: Click Add Item

 

Step 2: Complete Required Fields

 

 

Field Name	Field Description	Field Implication	Recommended Usage
Description	Description of line item	Searchable in external searches (if applicable)	Descriptions are often structured "noun, descriptive adjectives"; for example: green beans, 8oz can, French style
NIGP Class ID	Three digit Class Code associated with the item	Searchable in internal and external searches	NIGP codes are used to track spend and identify strategic sourcing opportunities
NIGP Class Item ID	Two digit Class Item ID associated with item	Searchable in internal and external searches	Additional detail to NIGP Class ID
Quantity	Quantity of item being requested	Visible externally and to Vendors	For unknown quantities, enter "1"

Step 3: Complete Optional Fields as preferred

Field Name	Field Description	Field Implication	Recommended Usage
Unit Cost	Estimated price of each item	Used to calculate overall estimated cost	n/a
UOM	Unit of Measure for item	Visible externally and to Vendors	n/a
Discount %	Discount % for item	Discount % will change the Total Cost of item	n/a
Total Discount Amt.	Total Discount dollars based on Discount %	Calculated automatically by system based on Discount %; user can edit	n/a
Tax Rate	Configurable dropdown	Tax rate is included in Estimated cost if used	n/a
Manufacturer	Manufacturer for item	Informational, Vendor cannot edit on Quote	Varied
Brand	Brand of item	Informational, Vendor cannot edit on Quote	Varied
Model	Model of item	Informational, Vendor cannot edit on Quote	Varied
Make	Make of item	Informational, Vendor cannot edit on Quote	Varied
Packaging	Packaging of item	Informational, Vendor cannot edit on Quote	Varied

 

Step 4: Click Save & Exit

 

The Seller can click Save & Continue to stay on the page or can click Save & Add New to save the current item information and add a new item. The Seller can click Reset to erase the entered information or click Cancel to exit out of the page to return to the Items tab.

 

 

2.3 Subcontractors

The Seller can update the Subcontractors tab using the Master Blanket Change Order. New subcontractors may be added and existing subcontractors may be deactivated.

 

2.3.1 Add Subcontractor

Step 1: Click Lookup & Add Vendor Subcontractors

 

A new window will open for the Seller to search for subcontractors. The Seller may enter any of the search criteria and click on Find It.

 

 

Step 2: Enter search criteria and click Find It

 

To return all Vendors, leave search criteria blank before clicking Find It.

 

Step 3: Select the Vendor and click Save & Exit

 

The Seller can click Save & Continue to continue to add subcontractors or click Save & Next Page to save the selected Vendor(s) and view the results on other pages. The Seller can click Find Vendors for All Commodity Codes on the PO to return all Vendors who registered for the NIGP codes listed on the Items on the Purchase Order. The Seller can click Close Window to return to the previous window.

 

 

Step 4: Set subcontractor requirements

 

The subcontractor requirements determine how the users will manage the subcontractor on the MBPO through the system. These users include both Purchasers and prime Vendor and subcontractor personnel.

 

Field Name	Field Description	Field Implication	Recommended Usage
Enable prime vendor payment entry	Allows the prime Vendor to record payments made to the subcontractors	Documents payments made from prime Vendor to subcontractors	Recommended
Enable prime vendor payment entry	Allows the subcontractor to see when the vendor receives payment from the agency	Subcontractor can see payments	Varies
Enable prime vendor subcontractor update	Allows the prime Vendor to update the subcontractor on the MBPO	Vendor can update subcontractors	Varies
Enable subcontractor payment acknowledgement	Allows the subcontractor to acknowledge payment from prime Vendor	Documents subcontractor's confirmation of payment	Recommended
Effective Date	The start date of the subcontractor		Varies
Expiration Date	The date the contract between the prime Vendor & subcontractor ends	Informational	N/A
Estimated Dollar	The estimated dollar amount the prime Vendor will pay the subcontractor	Informational	N/A
Estimated Percent	The percentage of the contract the prime will pay the subcontractor	Informational	N/A

 

Step 5: Click Save & Continue

 

 

2.3.2 Delete a Subcontractor

Step 1: Select Delete

 

Select Delete All to remove all subcontractors from the Purchase Order.

 

Step 2: Click Save & Continue

 

Once the Seller clicks Save & Continue, the system will delete the selected subcontractor from the document.

 

 

2.4 Attachments tab/Agency subtab

The Seller cannot update the Attachments tab/Agency subtab using the Master Blanket Change Order.

 

2.5 Attachments tab/Vendor subtab

The Seller can update the Attachment tab/Vendor subtab using the Master Blanket Change Order. New attachments may be added, and existing attachments may be modified or deleted.

 

2.4.1 Add Attachments

See Section 1 for steps for adding attachments.

 

2.5.2  Modify Attachments

The Seller can update the order and the visibility of the attachments.

 

Step 1:  Update visibility and order

 

The Seller can change the visibility of the attachment and make attachments confidential or visible to external users. The Seller can also change the order of the attachments.

 

Step 2: Click Save & Continue

 

 

2.5.3 Delete Attachments

Step 1: Select the attachment under Delete

 

Step 2: Click Save & Continue

 

 

2.6 Summary tab

The Summary tab of the Master Blanket Change Order can be updated by the Seller. The Seller can submit the Change Order for approval or delete the Change Order.

 

Step 1: Complete the Comments for the whole Change Order (if desired)

 

The system automatically inputs changes in the Header/Item Changes section.

 

Step 2: Review the changes

 

 

Step 4: Click Save & Continue

 

Step 5: Submit for Approval

Once the Seller has submitted the Change Order for approval, the Basic Purchasing user will need to review the Change Order before approving or disapproving after the document goes through configured approval paths. 

 

 

Once the Change Order is approved by the Basic Purchasing user, the Basic Purchasing user must also apply the Change Order. The Seller can only delete the Change Order. The Seller can click Delete to delete the Change Order.

 

2.6.1 Delete Change Order

If the Seller wishes to cancel all changes made to the Change Order, the Changer Order must be deleted.

Step 1: Click Delete Change Order

 

 

Step 2: Click Ok to the prompt to delete all changes

The Seller can click Cancel to return to the Change Order Summary tab without deleting the Change Order.

 

 

2.6.2 Disapproved Change Order

If the Basic Purchasing user has disapproved the Change Order, the Seller can reopen the Change Order and follow the steps above in creating a Change Order.

 

Step 1: Click Reopen Change Order to edit Change Order

 

Step 2: Review and edit tabs as needed

See the beginning of this section for steps on creating a Change Order.

 

 

2.6.3 Approved Change Order

If the Basic Purchasing user has approved the Change Order, the Seller can review the comments from the Basic Purchasing and create additional Change Orders if needed.

 

Step 1: Click Change Orders tab

 

Step 2: Click on Change Order #

The Seller can click Create Change Order to create additional Change Orders.

 

 

3 Approving Bilateral Change Orders

If the Agency has enabled Bilateral Change Orders, then the Seller must approve Change Orders created by the Basic Purchasing user managing the Purchase Order.

 

3.1 Homepage

If the Seller has Change Orders to review and approve, the Change Orders will display in the Change Order Pending My Approval section on the Purchase Order tab.

 

Step 1: Click the Purchase Order #

 

 

Step 2: Click Continue

The Seller will need to click Continue on the Change Order Disclaimer page in order to take action on the Change Order.

 

 

Step 3: Review changes

 

Step 4: Select Approve

 

The Seller can select to disapprove the Change Order.

 

Step 5: Click Save & Continue

The Seller can click Cancel & Exit to exit out of the page.

 

 

4 Document Processing

The purpose of the document processing diagram is to outline the different paths the document may take through the system after the user submits the document for approval.