Attractive Items Purchases

Procurement Bulletin 2018-13

August 30th, 2018

Certain items are called “attractive assets” under ESDC policy due to their portability and likelihood of theft. Whenever an Acquisition cardholder buys one of these items, the cardholder must take steps to have an asset record created in myEMS (SAP) and get an asset tag attached to the actual item so that ESDC can track it.

During a recent internal audit, the Asset Management Policy and Procurement (AMPP) team learnt that many of these attractive items do not have proper records. Therefore, this Bulletin is a brief summary and reminder of the procedures, which are also available through the Intranet (links below).

The AMPP team also wants to make the asset-tagging process more intuitive for Acquisition Card purchases. Send any comments in that regard to NC-PURCHASING_PORTAL-PORTAIL_D'ACHATS-GD.

Process for Attractive Assets Purchases

First, learn the types of attractive items (Standard for Managing and Tracking Assets, section 6.3). The best way is to visit the above link. If we make major changes in future, we will notify cardholders (and other key groups).

Then, when you buy any attractive item using the Acquisition Card, follow the myEMS instruction CRK1 (Create Card Document – Tracked Asset). As detailed at the above link, you must click the Tracked Asset checkbox. This will lead to additional screens where you fill in asset information. This information allows CFOB to create the asset record in myEMS (SAP). In most cases, your regional CFOB team will mail you the asset tag (sticker). You (or a colleague) must place it on the asset.

Process for Capital Assets Purchases ($10K+)

At ESDC, purchases of valuable assets of $10,000+ via Acquisition Cards will be rare. To ensure proper tracking, before you buy the item contact NC-PURCHASING_PORTAL-PORTAIL_D'ACHATS-GD to discuss the circumstances and get the procedures.

(This applies to any single asset worth $10,000+. If a $10,000+ purchase consists of multiple attractive items, you divide the items line by line – one physical item per line – in your card document, as per the CRK1 myEMS instructions linked above.)

Procurement (Contract) Purchases

This does not involve the Acquisition Card. In this case, you work with the procurement team to create a contract. Therefore, the assigned procurement specialist will check asset information when they create the Purchase Order (PO). To ensure the specialist has the necessary information, you must follow the proper Purchase Requisition (PReq) Process for capital or attractive assets.

Questions and Comments

Questions and comments of a general nature related to the contents of this bulletin can be sent to AMPP at NC-PURCHASING_PORTAL-PORTAIL_D'ACHATS-GD.

Distribution:

  1. Business Reference Network Members
  2. Administrative Professionals Network
  3. Visa Cardholders
  4. NC-DIST-CFOB-DGAPF-PROCUREMENT-APPROVISIONNEMENT
  5. NC-DIST-CFOB-DGAPF-NAASPO-PSNASA