Purchase Requisition Checklist and Other Tips

Procurement Bulletin 2016-1

January 13th, 2016

To facilitate the work of requisitioners and to ensure procurement transactions are processed quickly and effectively, procurement and contracting are providing the following tips and tricks.

Topics covered in this bulletin are:

  1. A purchase requisition (PReq) checklist
  2. Procurement services standards now tracked by myEMS
  3. New Confirming Order Form now in placev
  4. Do suppliers take Acquisitions Cards?
  5. Requests for an Acquisition Card - no delay

1. PReq Checklist

Requisitioners are invited to utilize the newly created Purchase Requisition Checklist (3rd item in list) which contain a complete description on how to properly complete a PReq.

2. Procurement Service Standards

MyEMS now keeps track of milestones for each PReq. These milestones will be used to track and measure transaction processing time against the procurement service standards. As a result, requisitioners can now get additional information on the status of each requisition by following the following instructions:

  1. Go to the PReq screen in SAP;
  2. The text at the top should indicate whether the PReq is "Checked in" or "Checked out";
  3. If the text indicates Checked out, it means that the procurement specialist is waiting for something (e.g. missing documents from the Program, 9200 sent to PWGSC and awaiting contract, etc.);
  4. For further information, click on the “History Check In/Out” button near the top to see why the PReq is checked-out.

This complements the existing document Purchase Requisitions (PReq): Find the PReq status and the Procurement Specialist’s name (DOCX, 592 KB).

3. New Confirming Order Form

Requisitioners must now use the latest "Substantiation form for a Confirming Order or Pre-Contractual Work " which is available on Tools & Templates for Admin Professionals and Managers (first sub-bullet under "How To"). The previous form, referred to as an Inappropriately Initiated Procurement (IIP), is discontinued and must no longer be used.

4. Acquisition Cards – Make sure the supplier is "on-board"

This is a reminder that before placing an order with a supplier for which you intend to use your acquisition card, confirm with them first that they take the card. If the supplier does not, you are required to complete a PReq for procurement and contracting. Alternatively, find a supplier who does accept the card. Following this process will ensure you avoid a policy deviation and the need to submit a request for a confirming order for such cases.

5. Requests for an Acquisition Card – no delay

As per the latest update to the Acquisition Card Policy (see section 6.2), the text has been modified to make it clear that new employees, including term employees with a minimum term of 6 months, can receive an acquisition card immediately (i.e. without first needing to be employed for a certain period).

Questions and comments of a general nature related to the contents of this bulletin can be sent to the Asset Management Policy and Procurement (AMPP) team by email at: NC-PURCHASING_PORTAL-PORTAIL_D'ACHATS-GD.

Distribution

  1. Requisitioners
  2. Procurement and Contracting