Department/Area: Purchasing

SYSTEM MUST HAVES

MET?

(Place a 0, 1, or 2 in the box next to each item to indicate how the vendor meets the requirement.)

0 = No

1 = Yes - with difficulty

2 = Yes

Online requisitioning/approval/tracking through entire process - a requisitioner can enter a requisition online, it's sent to purchasing manager and approved. Must have user friendly interface. E-mail notification system with pertinant data to give status of order at all stages (acceptance, denial, reasons). Ability to have internal and external comments on PO.

Notes:

Optional budget review within program to check for valid account # and dollars. Need to be able to override at requisition level whether to submit an over budget request.

Notes:

Encumbrances posted to multiple accounts for a single line or multiple lines

Notes:

Designate buyer/approver in Purchasing by dollar amount or commodity. Need to be able to set up how it will flow to a specific person during requisition stage. Multiple automatic PO number assignment stations. Must be able to handle multiple blocks of PO numbers specific to a buyer, purchase order type, or department.

Notes:

Reporting and query ability: open PO; all PO by designated buyer, cost center, PO range; encumbrances by GL account; by vendor; acct number; date; PO number; requester; commodity code. (custom reporting tool and ability to extract tool). Requesters should be able to query POs without ability to create PO.

Notes:

Copy function for creating new POs and requisitions.

Notes:

Ability to view entire PO or requisition, including item, budget, GL codes and requistioner, on a single screen. Ability to see encumbered amount and total amount actually spent on same screen by PO.

Notes:

Online requisition system must be web based, and work for both PC and Macintosh.

Notes:

Ability to do change order after invoice has been applied. Need to be able to re-open and adjust a PO after it has been closed.

Notes:

Ability to toggle easily between a PO and receiving and accts payable.

Notes:

DEMO TOP 10 IN PART BY SHOWING THE FOLLOWING

No special requests

Other Musts in Top 10 at One or More of the Colleges

Ability to enter POs directly without requisition.

Notes:

Tightly integrated fixed asset tracking system; ability to designate whether an item should be tracked or tagged on receipt.

Notes:

Ability to roll PO encumbrances forward at the end of fiscal year.

Notes:

Capability to submit orders via fax or email without printing them, incorporating site specific terms and conditions.

Notes:

Vendor information tracking needs. Versatile vendor search and address entry capability. Soundex like search that is not case sensitive. Larger address fields for vendors. Ability for requisitioners to give vendor information to Purchasing via the requisition. Nice to have site specific process flow buttons to indicate fax, paper only, etc. Vendor maintenance capabilities.

Notes:

Good end user documentation, so we don't need to write our own general documentation.

Notes:

EDI interface throughout the process for purchasing, checks, etc.

Notes:

Ability to create an approval matrix with alternates.

Notes:

Ability to track purchases by commodity codes. Need other site selectable attributes that can be used for sorting, reporting, etc…

Notes:

Merge multiple requisitions or line items to a single PO.

Notes:

Receiving function that interfaces with PO and accts payable (including return of goods).

Notes:

Ability to customize PO and other forms to add site specific language. (ex. Terms and conditions)

Notes: