CGI Advantage Procurement compiles all activities, documents, and related correspondence for the procurement into a Virtual Procurement Folder. The Virtual Procurement Folder provides a single point for tracking, assignment, and reporting during the life cycle of the procurement.
The Procurement Folder ties multiple procurement documents and several Accounts Payable (Payment Request and Disbursement) documents together. The folder is given a unique identification number, which allows a user to identify all procurement documents and documentation that apply to a particular purchase. The Procurement Title field also allows users to easily identify procurement documents and is displayed on various Procurement pages. The value in the Procurement Title field is inferred from the Document Description field from the first document in a Procurement Chain that is used to create the Procurement ID. The Procurement Title can only be changed using the Update Procurement link from the Procurement Management (PRCUID) page, which depending upon Procurement Security setup might be the manager, Buyer and/or Procurement Administrator. Users can search by Procurement Title from the Procurement Management (PRCUID) table to easily find procurements.
A procurement may consist of all or a combination of States as defined on the Procurement Type table; all procurements must contain the Award and Post Award State. From the Procurement Management (PRCUID) page, a user can review each State associated with that folder by selecting the state from the Available State section on PRCUID. The selected state view on the PRCUID page allows users to access associated documents, milestones, documentation, and notes for each State within the procurement folder from this same PRCUID. Each document throughout the life cycle of a procurement fits within a Procurement Folder.