How Do I . . . Use a Purchasing Agreement

Step 2b: If agreement does not exist for your organization INTRO 1 2a 2b 3 4 NEXT

What to do How to do it

A. If agreement exists, but is not currently available to your department, contact Purchasing. Contact the Contracting Services unit of Purchasing at 747-3850.

Purchasing may be able to add your department organization to the agreement.
If not, complete the appropriate purchasing document for your type of purchase: Departmental Purchase Order (DPO) or Requisition (PR). See below.

B. If no agreement exists, complete the appropriate purchasing document for the item or service you wish to purchase.

Refer to the Purchasing Decision Chart for assistance in determining what purchasing document needs to be completed.
To establish an agreement for on-going services complete a Blanket Type of PR:

Refer to the instructions for completing a PR in the online reference manual.
In the Description field on the Item Information screen include detailed information on what the agreement is for, the proposed start and end dates, the "not to exceed" amount of the agreement, and any additional information that will help Purchasing in determining the best vendor for the agreement. A sample entry in the Description field could be:

CONTRACT PERIOD FROM OCTOBER 1, 2003 THROUGH SEPTEMBER 30, 2004. NOT TO EXCEED: $3,600.00, HOURLY COST: $75.00 EDIT WHITE PAPERS ON BUMBLE BEES AND GLASSY WINGED SHARPSHOOTERS BILLING PERIOD: MONTHLY.

Note: Per policy, a blanket request must be submitted whenever a department spends more than $50,000 annually for a repetitively used commodity. Use the Commodities Purchased Log (28) in Decision Support to determine the dollar amount of commodities purchased annually in your organization.
Purchasing will create a Purchase Order/Business Agreement (PO) to establish the blanket agreement. The PO will not create any liens; the liens will be created when you process a DPO against the blanket agreement.
Create a DPO and cite the PO number in the Agreement # field. You can create one DPO for the entire dollar amount of the blanket agreement or create a DPO each time you order items off of the agreement. The DPO will create a lien against the item total dollar amount.

Step 2b: If agreement does not exist for your organization INTRO 1 2a 2b 3 4 NEXT
	What to do	How to do it
A.	If agreement exists, but is not currently available to your department, contact Purchasing.	Contact the Contracting Services unit of Purchasing at 747-3850. Purchasing may be able to add your department organization to the agreement. If not, complete the appropriate purchasing document for your type of purchase: Departmental Purchase Order (DPO) or Requisition (PR). See below.
B.	If no agreement exists, complete the appropriate purchasing document for the item or service you wish to purchase.	Refer to the Purchasing Decision Chart for assistance in determining what purchasing document needs to be completed. To establish an agreement for on-going services complete a Blanket Type of PR: Refer to the instructions for completing a PR in the online reference manual. In the Description field on the Item Information screen include detailed information on what the agreement is for, the proposed start and end dates, the "not to exceed" amount of the agreement, and any additional information that will help Purchasing in determining the best vendor for the agreement. A sample entry in the Description field could be: CONTRACT PERIOD FROM OCTOBER 1, 2003 THROUGH SEPTEMBER 30, 2004. NOT TO EXCEED: $3,600.00, HOURLY COST: $75.00 EDIT WHITE PAPERS ON BUMBLE BEES AND GLASSY WINGED SHARPSHOOTERS BILLING PERIOD: MONTHLY. Note: Per policy, a blanket request must be submitted whenever a department spends more than $50,000 annually for a repetitively used commodity. Use the Commodities Purchased Log (28) in Decision Support to determine the dollar amount of commodities purchased annually in your organization. Purchasing will create a Purchase Order/Business Agreement (PO) to establish the blanket agreement. The PO will not create any liens; the liens will be created when you process a DPO against the blanket agreement. Create a DPO and cite the PO number in the Agreement # field. You can create one DPO for the entire dollar amount of the blanket agreement or create a DPO each time you order items off of the agreement. The DPO will create a lien against the item total dollar amount.

Next - Pay for items.

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