ADVANTAGE TIPS IIIfor Procurement Documents:

Copy Machines:

Any copy machineor copy machine supplies being provided by one of the six Master Agreement vendors (Caltronics, Data Flow, Monterey Bay Office, Madden Co., Tri-County, and Zoom/Simplified Office Systems) should be processed using a DO.

All other vendors should be processed as an LPO.

For copy machines please use commodity code 98526, and for copy machine supplies use commodity code 60044.

Leases and Commodity Codes:

Operational/Capital lease award document types, typically LPOs, (for storage, vehicle, land, equipment, etc.) must utilize specific commodity codes. Please reference the NIGP codes listed on the Contracts/Purchasing web site at on the second tab which is titled Capital-Operational LEASES, tomake the appropriate selection. The object code will be automatically inferred when you use one of these commodity codes. Department’s will get an error message if they attempt to change the inferred object code.

DOs for Master Agreement Vendors with Recent Name Changes:

If you copy forward from a previous DO on a vendor who has changed their vendor name since Advantage went live, you will get an error message upon validation because of the vendor name change. Department’s need to create a new DO from their workspaces and select the new MA. Please see the Contracts/Purchasing web site for the most current MA list.

Changing a Commodity Code AFTER it’s been Submitted:

To change a commodity code after it’s been validated and submitted requires some extra steps. On the Commodity Screen when you type in the new commodity code, the CL Description AND the Commodity Specs fields must be cleared of all text. So first type in the new commodity code then delete the text in CL Description and Commodity Specs, then click Save…Validate…Submit. The screen shot below shows you these fields you need to clear before you Save:

Canceling an Award Document:

As long as no payments have been issued against a document you can easily cancel it out by opening the document and editing the dollar amount to zero on both the Commodity Tab and Accounting Tab.

Visit the Contracts/Purchasing Web Site for more information and resources pertaining to the Procurement Process.

Rev. 5/24/10