How Do I . . . Use a Purchasing Agreement

Step 2a: If agreement exists INTRO 1 2a 2b 3 4 NEXT

What to do How to do it

A. Complete a Departmental Purchase Order (DPO) citing the agreement # in the Agreement # field on the DPO. You must cite the agreement number on a DPO in order to properly use it in DaFIS.

A valid agreement number must be entered in the Agreement # field on the DPO.
The default information on the agreement will populate many of the fields on the DPO, including the vendor information and the shipping and payment terms.
The dollar limit for the agreement is the limit for the DPO when citing the agreement. This dollar limit is for a single order per vendor per day, including tax and shipping.
Use the commodity codes established specifically for the agreement. You can see these commodity codes by double-clicking on the agreement number after entering it in the Agreement # field. Remember to stay within the "spirit" of the agreement, and do not use the agreement to purchase commodities that are not part of the agreement.

B. For ongoing service, such as bottled water service, you can set up a DPO for a year or process a DPO for each month. If you are using a blanket agreement for an on-going service, you can process one DPO for an extended period of time, such as for a year's worth of water service. When processing a DPO for a year, you can enter a quantity of "12" to account for service for each month of the year.

This can save time from having to process a DPO each time you want to purchase off the agreement.
Multiple AP Vendor Invoices (VIs) can be processed against the single DPO.
Be careful when establishing the dollar amount on a single DPO. This amount counts toward the maximum allowed on the agreement, even if the VIs processed against it are less than the total set up on your DPO.

Step 2a: If agreement exists INTRO 1 2a 2b 3 4 NEXT
	What to do	How to do it
A.	Complete a Departmental Purchase Order (DPO) citing the agreement # in the Agreement # field on the DPO.	You must cite the agreement number on a DPO in order to properly use it in DaFIS. A valid agreement number must be entered in the Agreement # field on the DPO. The default information on the agreement will populate many of the fields on the DPO, including the vendor information and the shipping and payment terms. The dollar limit for the agreement is the limit for the DPO when citing the agreement. This dollar limit is for a single order per vendor per day, including tax and shipping. Use the commodity codes established specifically for the agreement. You can see these commodity codes by double-clicking on the agreement number after entering it in the Agreement # field. Remember to stay within the "spirit" of the agreement, and do not use the agreement to purchase commodities that are not part of the agreement.
B.	For ongoing service, such as bottled water service, you can set up a DPO for a year or process a DPO for each month.	If you are using a blanket agreement for an on-going service, you can process one DPO for an extended period of time, such as for a year's worth of water service. When processing a DPO for a year, you can enter a quantity of "12" to account for service for each month of the year. This can save time from having to process a DPO each time you want to purchase off the agreement. Multiple AP Vendor Invoices (VIs) can be processed against the single DPO. Be careful when establishing the dollar amount on a single DPO. This amount counts toward the maximum allowed on the agreement, even if the VIs processed against it are less than the total set up on your DPO.

Next - Pay for items.

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