Recording a Non-Contract or Incidental Purchase Previously Made RPA

This Job Aid shows how to record a non-contract or incidental purchase in COMMBUYS after the purchase has been made by creating a Request for Payment Authorization (RPA) Requisition.

Overview 

An RPA Requisition is used after-the-fact for goods or services not purchased from an enabled Statewide Contract (SWC). RPA purchases require agency approval before purchase. 

Use RPA Requisitions for off-contract purchases when the normal procurement process is not available due to immediate need and for one-time incidental purchases up to $10,000. 

If the purchase is available on a Statewide Contract, create an RPA Release Requisition instead. Refer to the Recording a Contract Purchase Previously Made (RPA Release) 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 from the Requisition Type dropdown 
3. Type an Encumbrance or internal transaction identifier in the 'Alternate ID' field 
4. Select Save and Continue 

Completing the Items Tab 

1. Select the Items tab 
2. Select Add RPA Item 
3. Type requested item details 
4. The UNSPSC segment-family code and class code may be found using the UNSPSC Look-Up Tool  
5. Select Save and Exit 

Completing the Vendors Tab 

1. Select the Vendors tab 
2. Select Lookup and Add Vendor 
   1. The vendor must be registered in COMMBUYS 
3. Type the vendor name in the 'Vendor Name' field 
4. Select Find It 
5. Select the vendor in the Select column 
6. Select Add Vendor 

Completing the Attachments Tab 

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

Completing the Summary Tab 

1. Select the Summary tab 
2. Review the information for accuracy and edit tabs as needed 
3. Select Submit for Approval 

Completing Approval 

1. Review the Approval Path and edit as needed 
2. Select Save and Continue 
   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.