Recording a Contract Purchase Previously Made RPA Release 

This Job Aid shows how to record a Statewide or Departmental Contract purchase in COMMBUYS after the purchase has been made by creating a Request for Payment Authorization (RPA) Release Requisition. 

Overview 

RPA Release Requisitions record Statewide or Departmental Contract purchases in COMMBUYS after the purchase occurs. Use this process when the standard Contract Purchase Order process is not possible. 

Examples of Request for Payment Authorization Release Requisitions: 

1. Purchases with final prices known after invoicing, such as fuel or network services 
2. Unplanned purchases, such as vehicle repairs 

RPA Release Requisitions do not generate a Purchase Order sent to the Vendor. 

Contract User Guides identify whether a contract supports RPA Release Requisitions and lists the limits. You may also find Request for Payment Authorization-Enabled Contracts using Expanded Search in the Statewide Contract Index. 

RPA Requisitions, not RPA Release Requisitions, record off-contract purchases for emergencies or one-time incidental purchases up to $10,000. Refer to the Recording a Non-Contract or Incidental Purchase Previously Made (RPA) Job Aid for more information.  

Launching COMMBUYS

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

Creating a New Requisition 

1. Select Add Documents  
2. Choose Requisition 

Completing the General Tab 

Required fields marked with an asterisk appear by default and may be updated. 

1. Type a short, searchable description in the 'Short Description:' field 
2. Choose RPA Release from the Requisition Type dropdown 
3. Type the Encumbrance or internal purchase identifier in the 'Alternate ID:' field 
4. Select Save and Continue  

Searching for Items 

1. Select the Items tab 
2. Select Search Items 
3. Type search criteria in the ‘Search Using’ field 
4. Select Find It  

Using Advanced Search Fields 

1. Type the Statewide Contract Number in the ‘Description’ field 
2. Type the Vendor Name in the ‘Vendor Name’ field  
3. Type the Item Description in the ‘Item Description’ field   

Selecting Items 

1. Select the checkbox for the purchased item 
2. Type the Quantity 
3. Select Add to Req and Exit or Add to Req and Next Page  

Entering Invoice Information 

1. Type the invoice number in the 'Invoice #:' field 
2. Type the invoice date and payment due date into associated fields 
3. Select Save and Continue
4. Select Enter Info  

Entering Invoice Amount 

1. Type the invoice amount in the 'Catalog Price/Unit Cost:' field 
2. Select Save and Exit  

Attaching the Invoice 

1. Select the Attachments tab 
2. Select Add File 
3. Choose the invoice file 
4. Select Open 
5. Select Save and Exit 

Submitting RPA Release 

1. Select the Summary tab 
2. Review the information 
3. Select Submit for Approval 
   1. The requisition follows your Department’s Approval Path. You will receive an email when approval is complete. 
   2. After approval, the Requisition status updates to Gone to PO. The purchase is now recorded in COMMBUYS. 
   3. The Vendor does not receive a Purchase Order. The Purchase Order status displays as Complete Receipt.