How Do I . . . Use a Purchasing Agreement

Step 1: Determine if agreement exists for use by organization INTRO 1 2a 2b 3 4 NEXT

What to do How to do it

A. Run Agreement Lookup (34) in Decision Support. Use Agreement Lookup (34) to see agreements that your department can use:

Enter your organization code. If you don't know your organization code, click on the magnifying icon next to the Organization Code field name to do a search. If you have a number of organization codes, choose the one at the highest level to ensure that you see as many agreements as possible.
Check the boxes for Show Chartwide Agreements and Show Campuswide Agreements. This will ensure that you can see all agreements that are available to your organization.
Click on Process Query to get a list of all agreements that are available for use by your organization.
The resulting report can be sorted on various categories, including Vendor Name, Commodity Group, and Begin Date and End Date. The report gives you several important pieces of information, including:

expiration date for the listed agreements
whether or not it is a mandatory agreement, identified with a red asterisk * (mandatory agreements should be used when purchasing the specified commodity)
dollar limit for the agreement. The DPO limit varies according to each agreement. DPO dollar limits are for a single order per vendor per day, and include tax and shipping.

When viewing your results, click on the agreement number in order to view the Agreement Detail screen. There you will see a list of all of the commodity(s) that can be purchased on the agreement.
Another use of the Agreement Lookup is to view agreements set up for a specific commodity. On the input screen, enter the commodity code and process the query. On the results page, you will see a list of agreements for that specific commodity.
Search Tip: Because the Show Campuswide Agreements box is defaulted on the query input page, you can run the Agreement Lookup (34) without entering any additional search criteria. This will generate a report of agreements available to all departments (including yours), but it won't include any agreements set up specifically for your department.

B. Review prompt when using certain commodity codes on purchasing documents. When purchasing an item on a DPO or PR, you may get a prompt indicating "The commodity has a campus-wide blanket agreement." If you get this message, refer to the steps above in determining if an agreement exists. Although the agreement may not be required for the commodity being purchased, consider the time and cost-savings to your organization when using an agreement.

C. Subscribe to the Purchasing list to stay up-to-date on status of frequently-used university agreements. Subscribe to the Purchasing (purchase-info) list in order to stay up-to-date regarding information on frequently-used university agreements and purchasing policies and procedures. Official information on purchasing agreements is sent via this list. If you receive e-mail directly from vendors, the information may or may not be applicable to university purchasing. When in doubt, contact Purchasing.

Step 1: Determine if agreement exists for use by organization INTRO 1 2a 2b 3 4 NEXT
	What to do	How to do it
A.	Run Agreement Lookup (34) in Decision Support.	Use Agreement Lookup (34) to see agreements that your department can use: Enter your organization code. If you don't know your organization code, click on the magnifying icon next to the Organization Code field name to do a search. If you have a number of organization codes, choose the one at the highest level to ensure that you see as many agreements as possible. Check the boxes for Show Chartwide Agreements and Show Campuswide Agreements. This will ensure that you can see all agreements that are available to your organization. Click on Process Query to get a list of all agreements that are available for use by your organization. The resulting report can be sorted on various categories, including Vendor Name, Commodity Group, and Begin Date and End Date. The report gives you several important pieces of information, including: expiration date for the listed agreements whether or not it is a mandatory agreement, identified with a red asterisk * (mandatory agreements should be used when purchasing the specified commodity) dollar limit for the agreement. The DPO limit varies according to each agreement. DPO dollar limits are for a single order per vendor per day, and include tax and shipping. When viewing your results, click on the agreement number in order to view the Agreement Detail screen. There you will see a list of all of the commodity(s) that can be purchased on the agreement. Another use of the Agreement Lookup is to view agreements set up for a specific commodity. On the input screen, enter the commodity code and process the query. On the results page, you will see a list of agreements for that specific commodity. Search Tip: Because the Show Campuswide Agreements box is defaulted on the query input page, you can run the Agreement Lookup (34) without entering any additional search criteria. This will generate a report of agreements available to all departments (including yours), but it won't include any agreements set up specifically for your department.
B.	Review prompt when using certain commodity codes on purchasing documents.	When purchasing an item on a DPO or PR, you may get a prompt indicating "The commodity has a campus-wide blanket agreement." If you get this message, refer to the steps above in determining if an agreement exists. Although the agreement may not be required for the commodity being purchased, consider the time and cost-savings to your organization when using an agreement.
C.	Subscribe to the Purchasing list to stay up-to-date on status of frequently-used university agreements.	Subscribe to the Purchasing (purchase-info) list in order to stay up-to-date regarding information on frequently-used university agreements and purchasing policies and procedures. Official information on purchasing agreements is sent via this list. If you receive e-mail directly from vendors, the information may or may not be applicable to university purchasing. When in doubt, contact Purchasing.

Next - If Agreement exists

Next - If Agreement does not exist for your organization

Please consider the environment before you print this web page.