To do this… | Follow these instructions… |
Purchase Requisitions (aka PReq) |
Create a Purchase Requisition |
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Change/Modify a Purchase Requisition |
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List, search or display a Purchase Requisition, which you can use to:
- List all Purchase Requisitions for your funds center
- Find out which Procurement Specialist is assigned to your requisition
- Verify the status of your Purchase Requisition
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Get a list of Purchase Documents (contracts, or POs) by funds centre, in the GUI |
Refer to the Procurement How To guide |
Delete a line in a Purchase Requisition |
Retrieve the Purchase Requisition (make sure you are in change mode), then select the line you want to delete, and then click on the garbage can button |
Find a GSIN (Goods and Services Identification Number) |
- Do not select any GSIN at the Item Overview level
- Only select the GSIN at the Item Detail level (under the Material Data tab) and search for the GSIN at this level, with the enhanced search (removing the 500 restriction)
- Choosing the GSIN at the Item Detail level automatically updates the Item Overview level
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Cannot save a Purchase Requisition: there is an FM error message or a message that there is no fund |
- This means there is no money allocated to the funds centre, so you cannot commit funds.
- Contact your Financial Management Advisor.
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The Purchase Requisition is for the benefit of my funds centre manager (such as training, coaching etc. to be attended by the manager) |
- Use the regular funds centre, and inform the cost centre manager that he/she must not approve it
- Contact the cost centre manager’s direct supervisor and ask him to review and approve it
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- Retrieve the Purchase Requisition, then reduce the amount on the appropriate lines
- This is supposed to happen automatically, and the myEMS team is currently investigating why this is not always occurring automatically
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Questions about a specific contract |
- First, if you know which Procurement Specialist is assigned to the contract, contact them directly
- If not, identify the Procurement Specialist on the file using the instructions provided above and then contact the Procurement Specialist directly
- For a list of names and phone numbers of Procurement Specialists, review the Contact Us page
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What is the procurement process? |
- Consult the Procurement Roadmap
- If you cannot find what you need there, send an email
- The process varies. Generally, managers and staff plan, budget and define their requirements, then send a Purchase Requisition. Procurement Specialists put the contract in place according to legislation, regulation and policy and maintain records with regard to the contracting process. Once they award the contract, a signed copy is sent to the manager and/or his staff. The manager and/or staff manage the contract, receive goods/services, handle invoices, request amendments, maintain requirement files, etc. Once all goods and services are received and payments made, the contract is closed.
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Accuracy: Inaccurate contract information in SAP |
- Some data errors happened during the switch from OMTM (FRA: MTEE) to SAP
- Procurement Specialists are working to correct these errors
- Please contact the Procurement Specialist assigned to your file
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Information on Centrally Managed Cost Pools |
- For national CMCPs, view the Costing Advisory Services site; for more information, contact those identified in the links provided
- For regional CMCPs, first view the Procurement pages; for more information, contact your regional Managed Services
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Acquisition Cards |
Create a card document |
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Change or cancel a card document |
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Display a card master record |
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Create a card document if tax exempt Create a card document in US funds Enter PRI for Pride and Recognition program purchases |
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Find an Authorization Number |
- In person purchase: cash register receipt should indicate the authorization number
- Purchase via phone or online: Invoice or email should indicate the authorization number
- Your VISA Intellilink account shows the authorization number for every purchase
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Complete a Tracked Asset Form for an acquisition card purchase |
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Acquisition Card monthly log questions |
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What am I allowed to buy with the Acquisition Card |
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How do I request an Acquisition Card? |
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Goods/Services Receipt |
Create Goods Receipt for Non-Serialized Material in the Portal (assets that are not tagged; see the Standard for Managing and Tracking Assets to review which assets must be tagged) Create Goods Receipt for Services |
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Reverse a Goods Receipt |
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Create goods receipt for a serialized material in the Portal |
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Cancel Materiel Document |
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A partial invoice (not the final invoice) I entered consumed the entire goods receipt, and now I cannot pay any further invoices for this contract |
- To avoid this problem in the first place, in myEMS you must do goods receipts for only the portion of the goods/services that you have received, when you receive them
- If this situation does occur, contact the Procurement Specialist, who will need to correct the Purchase Order (PO) before you can pay
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Service Entry Sheets (SES) |
- At this time, use Service Entry Sheets (SES) only for contracts converted from OMTM (CMS) with a D in column A
- Follow the instructions on the portal at myEMS help:
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Other Issues |
Financial Signing Authority (FSA) questions, including:
- Who was my Purchase Requisition sent to?
- My manager is away, so who will approve in myEMS?
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Workflow |
- Review the documentation in myEMS
- If you cannot find what you need, use myEMS Help
- If you still cannot find the info, Report an Incident
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Travel |
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Invoices and payments questions Financial coding including releasing of Internal Orders |
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If you still need additional myEMS assistance related to the Procurement topics above… |
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Inquire about other myEMS subjects, e.g.:
- Info Sessions
- Reporting
- Training
- Tickets or Reporting an Incident (including status and follow up)
- Access
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