Making a Statewide Contract Purchase in COMMBUYS

This Job Aid shows how to submit a request for goods and services from a Statewide Contract (SWC) or a Departmental Contract. It is for users with Basic Purchaser or Department Access privileges in COMMBUYS.

Overview

If quotes are needed, refer to the How to Request Quotes from Vendors on Statewide Contracts Job Aid.  

COMMBUYS is a tab-based system. We will work our way through the tab menu from left to right.

Launching COMMBUYS

1. Launch COMMBUYS
2. Select Sign In
3. Type User ID and Password
4. Select Sign In

Confirming Your Account Role 

1. Select Account
2. Expand the identified role and confirm you are in a purchasing role

Creating a Requisition 

1. Select Add Documents(+)
2. Choose Requisition from the dropdown 

Completing the General Tab 

1. Complete the following fields in the General tab. Fields with the asterisk are required. The fields with the dropdown arrows may be changed. Some of the fields will auto populate based on your login status: 

   Field Name	Action Needed
   Department*	Choose the department from the dropdown. If the default department is correct, no action needed.
   Location*	Choose the location from the dropdown. If the default location is correct, no action needed.
   Requestion Type	Choose Release from the dropdown
   Contact	No action is required unless user would prefer a different contact.
   Alternate ID   This is a searchable field.	Type information as required. Examples include: Encumbrance ID, Purchase Order (PO) Number, etc.
   Special Instructions   50-character max	Type delivery instructions for Vendors. If entered on the Requisition, the data in this field will transfer to the PO and will be visible on the print version of the PO.
   Short Description*	Type specific information that may be used as search criteria to locate a Requisition. Include the Statewide or Department Contract Number for reference. This field serves as the subject line for Vendor email notification.
   Fiscal Year	No action is required unless the entry date is close to a fiscal year end/start date
   Solicitation Enabled	No action is required for purchases of this type, as they do not involve a bid solicitation
   Type Code	Not applicable for a requisition

2. Select Save and Continue
   1. COMMBUYS automatically generates a Requisition Number and the document status displays as In Progress

Complete the Items Tab

1. Select the Items tab from the tab menu
2. Select Search Items to search for goods or services
3. Select the Advanced Search (+) to expand search options  
4. Search by using one or multiple the following fields
   1. Description: Type the Statewide or Departmental Contract Number
   2. Vendor Name: Type the Vendor Name
   3. Item Description: Type a description of the good or service
5. Select Find It
6. Select the Checkbox in the Select column for the desired item(s)  
7. Type an amount in the 'Quantity' field
8. Select Add to Req and Exit  
9. The Items tab will refresh with the selected items
   1. A General Item Information Validation Errors box may appear if the pricing is $0.00. Items/Services with a $0 unit cost require a dollar value and item description. Access the Contract User Guide to locate a price sheet
   2. Otherwise, skip to Completing the Vendor Tab
10. Select the Enter Info link to expand the item details
    1. If applicable, modify the 'Description' field to provide more detail
11. Type the price of the item or service in the 'Catalog Price/Unit Cost' field
12. Select Save and Exit  

Completing the Vendor Tab 

1. Select the Vendor tab  
   1. The Vendor information is auto populated based on the goods/services selected on the Items tab

Completing the Address Tab 

1. Select the Address tab to display the Ship-to and Bill-to Address associated with your profile
   1. If needed, select the magnifying glass to choose an alternative address
   2. Return to the Items tab and select the Address sub tab to ship to multiple addresses
2. Select Save and Continue  

Completing the Attachments Tab 

This step is optional.  

1. Select the Attachments tab
2. Files may attach automatically
   1. Review and keep or delete as needed
   2. Attachments may explain the good or service 

To add documents

1. Select Add File
2. Select Browse 
3. Choose the file from your computer and select Open
4. Select Save and Continue
5. Repeat this process for additional file attachments 

Completing the Notes Tab 

This step is optional. 

1. Select the Notes tab
2. Add an internal note
   1. This is not viewable by the Vendor but will be part of the procurement record
3. Select Save and Continue 

Completing the Reminders Tab 

This step is optional. 

1. To send a reminder to yourself or another person within your organization, complete the following actions:
   1. Select the Reminders tab
   2. Select the date of the reminder in the 'Due Date' field
   3. Type the reminder text in the 'Comment' field
   4. Choose the recipient in the dropdown of the 'Remind Whom' field 
   5. Type a number in the 'Days Prior to Remind' field to set an advanced reminder
   6. Select the Send Email checkbox 
   7. Select Save and Continue 

Completing the Summary Tab 

1. Select the Summary tab to review summary details
2. Select Submit for Approval to submit the requisition
   1. No Approval Path Appears
      1. Select Automatic Approval
      2. Select Save and Continue
      3. The status updates toGone to PO
   2. Automatic Approval Path Appears
      1. The default approval path displays, or the purchaser is given the option to select an alternate approval path
      2. Select Save and Continue
      3. COMMBUYS generates an email to the Purchaser when the approval is complete
      4. You may log into COMMBUYS to view the status update of Gone to POor continue with the next step 

Completing the Purchase Order (PO) 

For Direct Release Purchase Orders 

The Purchase Orders are automatically created and sent after the requisition has been approved. The PO status displays as Sent. 

For Standard Release Purchase Orders 

1. If the Requestion is in Gone to PO status, open the PO that is now In Progress status
2. Submit the Purchase Order for Approval
3. Following approval, the Purchase Order status changes to Ready to Send 
4. Confirm preselection of Send Email and Notify Vendor in the Vendor Notifications Actions section
5. Select Save and Continue
6. Purchase Order status changes to Sent 

For Solicitation Enabled Purchase Orders refer to the How to Request Quotes from Vendors on Statewide Contracts Job Aid.