Procurement Administration Module

If the Community has the Procurement module enabled, Community Administrator can view and manage procurement features.

Procurement Administration Screen

To view the Procurement Administration screen, go to the Administration module > click Modules > select Procurement.

The Procurement Administration screen will populate, displaying the following tabs:

• Features and
• Management (if your community has Financial Years enabled)

Features Tab

On the Features tab, there are 9 sections: General, Blanket Order, Checkout Default Layout, Terms and Conditions, Quotes, Payment, Receiving, Contract Spend and Non-Catalog Settings.

General:

• Enable Delivery Date: Allows delivery dates to be specified on purchase orders during checkout.
• Enable Saved Requisitions: Allows users to save a requisition and continue with it at a later point.
• Enable Price Estimates: Enables the price estimate functionality for non-catalog orders. This allows the buyer to specify a price range. This can be overridden for individual suppliers.
• Enable Retrofit Orders: Enables the ability to create retrofit orders. This option will appear in the checkout.
• Enable Retrofit Date: Enables the ability for buyers to specify the order date when creating a retrofit order.
• Non-Catalog Category Required: If enabled, buyers must provide a UNSPSC category for all non-catalog order items.
• Enable Line Copying: Allows buyers to copy and edit lines during checkout. This can be used if the buyer needs to split the line by quantity.
• Enable Reassign Requisitions: Allow buyers to reassign their items to other users during the checkout process.
• Enable Reassign Requisitions Outside Organization Units: Allow buyers to reassign their items to other users outside the organization unit during the checkout process.
• Enable Automatic cancellation of Incomplete Requisition: A periodic job will run to Cancel any Requisition that is sitting in Incomplete state for more than 2 years. 
• Order Submission availability in Checkout: Choose which Supplier types you want the "Do Not Send" option to be available on the Checkout screen.

Blanket Orders:

• Enable Blanket Orders: Enables Blanket Order Across all Suppliers (can be overridden for individual Suppliers).
• Enable Release Order Coding: If enabled allows buyers to update the account coding for release orders during checkout.
• Include Shipping: Include release orders shipping amount when deducting funds from blanket orders.
• Include Tax: Include release order tax amount when deducting funds from blanket order.

Checkout Default Layout:

These settings define which sections of the checkout are expanded or collapsed, by default.

Terms and Conditions:

Terms and Conditions are managed on a per-organization basis. The available link will redirect the user to the Organizations screen. For additional information, refer to help article Community Terms and Conditions.

Quotes:

• Auto-Accept Quotes: Enables the ability for supplier quotes to be automatically added to the buyers shopping cart rather than reviewed and accepted.
• Reminder Period: Defines the number of hours prior to a quotes expiry that the buyer will be sent a reminder.

Payment

Enables the ability for community buyers to purchase from suppliers using credit card.

Please note: This must be coordinated with suppliers that accept credit cards. The credit card payment option will only appear for those suppliers that have it enabled. If Stripe is enabled, see the settings for Stripe and how it is displayed to Buyers.

Receiving:

• Enable Receiving Date: Allows buyers to set a user-defined receiving date. This can be used if the community has a need to back-date receiving.
• Enable Auto-Receiving: Allows auto-receiving for all suppliers if the buyer selects it during checkout. This can be overridden for individual suppliers.
• Enable Auto-Receiving Threshold: If enabled, allows a threshold to be specified. All orders not over that value will have auto-receiving enabled by default. This can be overridden for individual suppliers.
• Auto-Receiving Threshold: Where the auto-receiving threshold value should be entered.
• Enable Invoice Reminder Wait time: If enabled, allows the receiving reminder for an order that has a Pending Receiving Invoice to be delayed by a number of days after the Order Created Date.
• Invoice Reminder Wait Days: This is the number of days after the Order Created Date that the system will wait before sending a receiving reminder for an order that has a Pending Receiving Invoice.
• Enable Open Order Reminder: If enabled, allows a reminder email to be sent for orders that are not fully received (or manually closed) and are still open after a specified number of days.
• Open Order Reminder Days: Where you specify the number of days an order has to be open before it is included in the reminder email.

Contract Spend:

• Allow Off Contract Spend Default: The default setting to Allow or Disallow off contract spend for suppliers. Can be overridden at individual supplier level. 
• Update all existing suppliers with the community default: This will override any existing supplier specific settings.

Non-Catalog Settings

• Default Form: Select a default Non-Catalog Form from your list of created forms. The form selected will then be the one defaulted on the Non-Catalog screen for Buyers to use, unless they choose an alternate from the drop-down list (where there is more than one form).

Once the update is completed, scroll down the bottom of the screen to select Save. 

Management Tab

The Management tab consists of 2 sections: FYs and Shared Credit Cards

FYs 

If the community has the Financial Years feature enabled, Community Administrators can review and manage the Fiscal Years listed, by referring to help article Managing Financial Years (Fiscal Years) in Unimarket.

Shared Credit Cards

Once Enabled Shared Credit Cards is enabled, Community Administrators can create and manage suppliers using credit card.

To add a shared credit card, select +Add Shared Credit Card > a pop-up box will appear > enter information in required fields marked with a red asterisk. If the user desires to designate an Org Unit, select desired option in Organization Units field.

Once completed, select Add. If you desire to add additional credit card, click Add More.