Purchase Items on Contract

For more information on the Delivery Order (DO) transaction, refer to the "PO Transaction Type" topic. For information on the Shopper (SHOP) page, refer to the "Shopper Functionality" topic.

To purchase items on contract using the Shopper (SHOP) page, perform these steps:

Open the Shopper (SHOP) page.
Search for the commodity that you want to purchase.

At a minimum you must either enter a value in the Search For field or you must populate the Vendor, Commodity or Warehouse fields. For example, if you know a vendor that has an established Master Agreement for a commodity that you want to purchase, then enter the name of the vendor in the Vendor field.
Select the Search button after you have entered your search criteria.
Repeat the above given steps to narrow your search results.

Add the Commodity to your Shopping Cart.

Select the line in the Available from a Master Agreement search results tab for the commodity that you want to request.

For an Item: Enter the amount that you want to request in the Quantity field and populate the Unit and Unit Price fields. Select Add to Cart. (Note: The Quantity, Unit, and Unit Price fields must all be populated if any of the fields are populated for a given line.)
For Services: Indicate the amount in the SC Amount field and then select Add to Cart.

The Shopping Cart icon at the top of the Shopper page is updated with the total items/services added and the total price. The Quantity/Unit/Unit Price/SC Amount fields are blanked out after an item/service is successfully added to the Shopping Cart.

Repeat Step 3 until you have added all the items that you want to request to your Shopping Cart. If you have entered a value into the Quantity, Unit, Unit Price or SC Amount fields, then you must select the Add to Cart button before navigating from this page or selecting any other link or button on this page; otherwise, a warning message is issued. Selecting Leave Page/OK (depending on your browser) clears any data entry from items not added to the shopping cart and transitions you to your intended destination. Selecting Stay on Page/Cancel (depending on your browser) keeps you on the current page and maintains the values you have entered into the Quantity, Unit, Unit Price or SC Amount fields.

Note: When adding multiple rows to a Cart with a single click, then the user must select all the desired rows, enter the required values, and then click on the Add to Cart icon next to the Export icon on the header of the corresponding section.

Verify Shopping Cart Items.

Select the Edit Shopping Cart button, which transitions you to the Shopping Cart page.
Verify that all items in your Shopping Cart are correct. You can make modifications directly from this page. Refer to the Shopping Cart page help for more information.
Populate the Shipping Location, Billing Location and Delivery Date fields.
Select the Proceed to Checkout button, which transitions you to the Checkout page.

Initiate the Checkout Process.

From the Checkout page, you can populate the Transaction Identifier tab. The Code field defaults for you. In this scenario if the value specified in the USE_DO_PRC_SHOPPER parameter on the Application Parameters table is DO, then this field defaults to the value specified in the Delivery Order Default field on the System Options table. You can only choose valid DO Doc Sub Type codes, if needed. Refer to the “Initiate Checkout Process” topic for more information.
You can optionally specify an Accounting Template or an Accounting Profile.
You can optionally specify a PCard ID.
You can manually enter a unique transaction id in the ID field, or you can select the Auto Numbering flag if a record is set up on the Auto Numbering (ADNT) page for the current Fiscal Year for the specified Transaction Code and Department.
Select the Checkout button when you are ready to create the Delivery Order transaction.

Complete the Header tab.

On the General Information section, the following fields are required, and if left blank are automatically populated by CGI Advantage: Record Date, Budget FY, Fiscal Year, Period, and Procurement Type ID.
On the General Information section, the following fields are conditionally required based on site specific setup on the Transaction Control (DCTRL) table: Transaction Name and Transaction Description.
On the General Information section, the following field is conditionally required based on site specific setup on the Procurement Transaction Control (PRDOC) table: PCard ID.
On the Requestor Issuer Buyer section, the following fields are conditionally required based on site specific setup on the Procurement Transaction Control (PRDOC) table: Issuer ID, Requestor ID, Name, Phone Number, and Email.
On the Reporting section, the following fields are conditionally required based on site specific setup on the Procurement Transaction Control (PRDOC) table: Reporting 1, Reporting 2, and Reporting 3.

Expand and complete the Commodity tab.

On the General Information section, most required fields were populated for you when the DO was created. However, you may change specific values, if needed. You can also specify an Accounting Template for each Commodity line. Or simply insert Accounting Lines for each Commodity line on the Accounting tab.
The following field is conditionally required, based on site specific setup on the Procurement Transaction Control (PRDOC) table: Commodity.
On the General Information section, the following field is required: Line Type.
On the General Information section, the following fields are required if the Line Type is Item: Quantity, Unit, and Unit Price.
On the General Information section, the following field is required if the Line Type is Service: Contract Amount.
On the General Information section, the following fields are required if the Line Type is Discount: List Price and Discounted Unit Price.
On the General Information section, the following field is conditionally required, based on site specific setup on the Transaction Control (DCTRL) table: CL Description.
On the Shipping/Billing section, the following fields are conditionally required, based on site specific setup on the Procurement Transaction Control (PRDOC) table: Shipping Location, Shipping Method, Free on Board, Delivery Date, Delivery Type, and Billing Location. Note: The Shipping Location and Billing Location default from the Procurement User table, based on the value specified in the Requestor ID field on the Header. If values are entered in the fields on the Default Shipping/Billing section on the Header, after the Ship/Bill To Lines link is selected on the Header, the values will default to all blank fields in the Shipping/Billing section for all existing commodity lines. Or select Ship/Bill From Header on the Commodity line, to only default values to the selected Commodity line.
On the Specifications section, Packing Instructions, Hazardous Materials, Special Handling, Additional Handling Info, Manufacturer, and Model can be conditionally required with the Procurement Transaction Control (PRDOC) table.
On the Tolerance section, Under Contract Amt, Under Quantity, Over Contract Amt, and Over Quantity can be conditionally required with the Procurement Transaction Control (PRDOC) table.
Repeat the above given steps if there is more than one commodity line being requested.

Expand and complete the Accounting tab.

On the General Information section, the following fields are required: Event Type, Line Amount, and Reserved Funding. The Line Description field can be conditionally required with Transaction Control (DCTRL).
If you specified an Accounting Template on the Commodity tab, then an accounting line is created for you; otherwise, select Insert New Line.
On the Reference section, fields may be required or prohibited from a number of places. Budget Fiscal Year Staging, the Transaction Control (DCTRL), and the Event Type Requirements (ERQ) tables all have the ability to define a reference as Required, Prohibited, or Optional (Unrestricted). When any one value is entered, all must be entered.
On the Fund Accounting section, the only required field is Fund. No other fields are mandatory on the Fund Accounting or Detail Accounting sections, but system configuration may make them conditionally required. This can include various COA from Event Type Requirements (ERQ), COA Required Element tables, and Required Budget (REQBUD).
Repeat the above given steps if there is more than one accounting line is required.

Click Validate to validate for errors.
If errors exist, fix the errors and repeat Step 10. If no errors exist, then continue with Step 12.
Click Submit to submit the transaction.