10.14, Special Processing

10.14 Special Processing

last updated: 07/02/2004

Policy Owner:

Requesting a Prepaid Purchase Order (PPO)

Create a type CK dPR, use document funding (29H) and follow the rule of ONE:
The total lines of description should not exceed 12 lines and the order cannot be phoned into the vendor. After you have trailered the dPR the diagnostic message "MULTIPLE MESSAGES EXIST-PRESS PF3 TO VIEW" displays. The PPO will be mailed to the vendor, indicated on screen 29V.
If you want to pick up the PPO or want it mailed somewhere other than to the vendor listed on screen 29V, go to screen 22N and add a notepad indicating the name and phone number of the person who will be picking up the PPO or where the PPO should be mailed. Click here to see a sample notepad.
Establishing a Blanket Order
Create a type ON dPR, use line item funding (29L).
Enter the items that you will be buying with the blanket (29L).
The last line of the dPR should be a text line listing the people authorized to sign the Blanket.
1. TAB to the UPO field, enter T.
2. TAB to the DESCRIPTION field, list the people authorized to sign on the Blanket. Press ENTER.

After you have trailered the dPR and before you approve it, go to screen 22N (Notepad) and add a notepad answering the following questions. dPRs requesting a Blanket Order where an annual expenditure is estimated between $10,000 and $35,000 may require competitive bidding. Such bidding decisions will be at the discretion of the buyer, based on the nature and competitiveness of the requesting purchase requirement. An example of a completed Notepad is provided below.

1) What item(s) or category(ies) will be included in your purchases on this blanket order?

2) Provide a brief explanation of the use of the item(s) or category(ies) listed above.

3) What is the estimated annual dollar amount of this blanket order?

4) How long will the blanket order be open?

5) List other vendors that could provide the merchandise or services.

6) State the reason this vendor was selected.

Click here to see a sample notepad.

Bid Procedures

You may use a dPR to ask Purchasing to obtain bids from vendors for your review without obligation to complete the purchase. This is referred to as a "Bid Only" request.

For information on when bids are required, refer to Policy 4.5 in the Purchasing Manual.

Creating a bid only dPR
For additional information, review the Bid Only Tutorial.

Screen Procedure

29H

Use type PR.
Complete the screen with the required information.
You will be required to enter an account number (either document funding (screen 29H) or line item funding (screen 29L)), however, you have the option to encumber or not encumber the bid only dPR. You will be able to change the account later if you decide to complete the purchase; however, you must use the same funding method.
After you have completed this screen. Press ENTER. The system will assign a dPR number, note the number for future reference.
Press ENTER to advance to 29V.

29V

You may suggest up to three vendors on this screen. To add additional vendors use screen 22N. If you don't have a vendor, you may leave this screen blank.
Press ENTER and the message "DPR HAS BEEN MODIFIED" will display.
Press ENTER to advance to 29L.

29L Every bid only dPR will have at least two lines. The first line will be a text line and the second line will be what you want to go out for bid. NOTE: You will not be able to trailer a dPR that has only text lines. You must include a line with either an amount (to encumber) or a line with N in the UPO field (to not encumber).
The first line of ALL bids will be a Text Line.

TAB to the UPO field and type T.
TAB to the DESCRIPTION field. Type FOR BID PURPOSES ONLY.
Press ENTER and the LINE field will increase by 1.

The remaining lines will detail what is going out for bid. You have the option of encumbering or not encumbering your bid.
To encumber the bid only dPR

For each item to be bid, type the quantity, UOM and the estimated unit price. (Enter the account number if using line item funding.) TAB to the DESCRIPTION field, describe the merchandise or service to be bid. When you trailer the dPR, it is encumbered and placed in the appropriate in-baskets for approval. Fund accountant approval is required if the dPR exceeds $1,000.

To NOT encumber the bid only dPR

For each item to be bid, type the quantity, UOM, estimated unit price, TAB to the UPO field and type N. TAB to the DESCRIPTION field, describe the merchandise or service. When you trailer the dPR it is placed in the appropriate departmental in baskets for approval. Encumbrances are not generated because an N (no charge) was entered in the UPO field; therefore, fund accountant approval is not required.

29T Trailer the dPR.

Purchasing processes the bid only dPR

Purchasing will transfer the bid only dPR to a bid. The bid's reference number will be the bid only dPR number, preceded with either an S (short-term bid) of L (long-term bid). When the bid period is over, Purchasing will send you the bid responses, a copy of the bid only dPR and a cover letter. The cover letter will include instructions for a "bid award dPR."

Accepting a bid

The dPR was Procedure

Not Encumbered Create a bid award dPR.

Encumbered for and the selected bid is

Any amount <= to the amount of the dPR Notify Purchasing in writing of your selection.

1, 000 - 10,000 <= 10% of the amount of the dPR Notify Purchasing in writing of your selection.*

> 10% of the amount of the dPR Create a bid award dPR.

>= 10,000 <= 1,000 of the amount of the dPR Notify Purchasing in writing of your selection.*

> 1,000 of the amount of the dPR Create a bid award dPR.

Bid Award dPR
For additional information review the Bid Award dPR Tutorial.

Screen Procedure

29H

Create a new requisition. Use type PR.
Complete the screen with the required information.
If you used document funding on the bid only dPR, enter the account number and object code on this screen. If you used line item funding on the bid only dPR, enter the account number and object code on screen 29L.
After you have completed this screen. Press ENTER. The system will assign a dPR number, note the number for future reference.
Press ENTER to advance to 29V.

29V

Enter the name and address of the vendor whose bid is to be selected.
Press ENTER and the message "DPR HAS BEEN MODIFIED" will appear.
Press ENTER to advance to 29L.

29L Unless the buyer handling the bid instructs you otherwise, complete the first line as follows:

QUANTITY: 1
UOM: EA
UNIT PRICE: Total amount of the accepted bid
ACCOUNT: If you used line item funding on the bid only dPR, enter the account number and object code to which the bid is to be charged.
DESCRIPTION: THIS IS A BID AWARD DPR TO PROVIDE FUNDING FOR BID ONLY DPR Xxxxxxx.

Press ENTER and the LINE field will increase by 1 or if you entered N in the MORE LINES field you will advance to the next screen.
NOTE: If you need to add a line for tax, complete the second line as follows:

QUANTITY: 1
UOM: EA
UNIT PRICE: Total amount of tax
ACCOUNT: If you used line item funding on the bid only dPR, enter the account number and object code to which the bid is to be charged.
DESCRIPTION: TAX

Press ENTER and the LINE field will increase by 1 or if you entered N in the more lines field you will advance to the next screen.

29T Trailer the dPR.

Table 8 - Change Orders
For additional information review the Change Order Tutorial.

Screen Procedure

29H Create a new dPR. Enter R in the DOCUMENT field. Press ENTER.
Enter CH in the TYPE field. Enter the existing PO number to be changed in the PO field. TAB to the DEPARTMENT field, enter the five digit department number. Press ENTER. The PO header and funding methods are copied to the dPR header. Make any necessary changes. (If you used document funding, You must use the same funding method used in the original dPR; however, you are still able to change the account/object code by over-writing it. The account number and object code can "ONLY" be changed if the Purchase Order has not been invoiced. If the PO has been invoiced, the department must process the change by transferring the actual FRS expenditure, using a Request for Accounting Assistance (RFAA).
Press ENTER and the system will assign a dPR number, note the number for future reference.
Press ENTER to advance to screen 29V.

29V Type the vendor name for Purchasing to use as a cross reference. Press ENTER and the message "dPR HAS BEEN MODIFIED" will appear. Press ENTER to advance to screen 29L.

29L If you used line item funding, enter the account number and object code. The account number and object code do not have to be the same as on the original PO.
Find the change you want to make on the table below and complete the fields on screen 29L as indicated.

Change Screen 29L fields

QUANTITY: UOM: UNIT PRICE: UPO: DESCRIPTION:

Increase ongoing orders (such as, Blanket Orders, Maintenance Orders and Standing Orders) 1.00 Same as the original PO Amount the order is to be increased skip
this
field Increase PO Xxxxxxx, (state the reason for the required change)

Increase the quantity of a specific item on a PO Number of items to be added. Same as the original PO skip
this
field Increase the quantity on line X on PO Xxxxxxx from x to y (state the reason for the required change)

Increase the price of a specific item on a PO Same as the original PO Amount the unit price increased skip
this
field Increase the unit price on line X on PO Xxxxxxx from x to y (state the reason for the required change)

Add a specific line to a PO Fill in information skip
this
field Add (describe item) to PO Xxxxxxx (state the reason for the required change)

Change Account Numbers 1.00 Same as the original PO Total of PO or lines to be changed. skip
this
field Change account number from xxxxxx to xxxxxx on PO Xxxxxxx (mention individual line numbers if applicable)

Decrease an ongoing PO (such as, a Blanket Order, Maintenance Order, Standing Order) Same as the original PO skip
this
field N Decrease PO Xxxxxxx by $x,xxx.xx (state the reason for the required change)

Decrease the quantity of a specific item on a PO Number of items to be canceled. Same as the original PO skip
this
field N Decrease the quantity on line X on PO Xxxxxxx from x to y (state the reason for the required change)

Decrease the price of a specific item on a PO Same as the original PO skip
this
field N Decrease the unit price on line X on PO Xxxxxxx from x to y (state the reason for the required change)

Cancel a specific line on a PO Same as the original PO skip
this
field N Cancel line X on PO Xxxxxxx (state the reason for the required change)

Cancel an entire PO of any type 1.00 Same as the original PO skip
this
field N Cancel PO Xxxxxxx (state the reason for the required change)

Other changes (such as, delivery instructions, and authorized users. 1.00 Same as the original PO skip
this
field N Change PO Xxxxxxx (state the reason for the required change)

Emergency Orders

Create the dPR, obtain required approvals and contact the buyer to request immediate processing.

Deleting dPRs

Find the stage your dPR is in and follow the instructions provided. For additional information review the Delete, Freeze, Thaw Tutorial.

The dPR has been trailered and ... the dPR has NOT been trailered and ...

The dPR has NOT been approved

Go to screen 29Z

If the dPR number is not in the DOCUMENT field, enter the dPR number and press ENTER.

Type L in the OPTION field. Press ENTER. All lines in the dPR will be flagged for deletion (D in the UPO field on screen 29L). The dPR will eventually be purged from the system.

Go to screen 29T and trailer the dPR. The encumbrance will be reversed from your account. This can be verified on screens 20 and 21. The CURRENT amount will be 0.
The dPR has lines

Go to screen 29Z
NOTE: To delete individual lines, see Deleting dPR lines below.

If the dPR number is not in the DOCUMENT field, enter the dPR number and press ENTER.

Type D in the OPTION field. Press ENTER. All lines in the dPR will be flagged for deletion (D in the UPO field on screen 29L). The dPR will eventually be purged from the system.

The dPR has been approved

Call Purchasing. Purchasing will "unlock" the dPR.

Follow instructions above for dPRs that have not been approved.
The dPR does NOT have lines

Go to screen 29Z

If the dPR number is not in the DOCUMENT field, enter the dPR number and press ENTER.

Type X in the OPTION field. Press ENTER. The dPR will be erased from the database.

The dPR has been transferred to a PO
You will not be able to modify the dPR. To delete/cancel a PO, process a Change Order. To delete/cancel a PPO, call Purchasing.

Deleting dPR lines

The dPR has been trailered and ...	the dPR has NOT been trailered and ...
The dPR has NOT been approved
Go to screen 29L If the dPR number is not in the DOCUMENT field, enter the dPR number and press ENTER. Find the line you want to delete. TAB to the UPO field. Enter D. Press ENTER. Go to screen 29T and trailer the dPR. The encumbrance will be adjusted. This can be verified on screens 20 and 21. The CURRENT amount will be the amount of the new encumbrance.	Go to screen 29L If the dPR number is not in the DOCUMENT field, enter the dPR number and press ENTER. Find the line you want to delete. TAB to the UPO field. Enter X. Press ENTER. The line will be erased from the dPR.
The dPR has been approved Call Purchasing. Purchasing will "unlock" the dPR. Follow instructions above for dPRs that have not been approved.
The dPR has been transferred to a PO You will not be able to modify the dPR. To delete/cancel a PO, process a Change Order. To delete/cancel a PPO, call Purchasing.

Retrailering a dPR

In some instances it may be necessary for you to retrailer a dPR. Before the dPR can be "retrailered," it must first be "untrailered." The most common reason for untrailering and retrailering a dPR is to discard current approvers/approvals in order to assign new approvers.
To retrailer a dPR:
1. Change something that affects funding, for example, account, object code, quantity or unit price. Anytime one of these items is changed, the system discards current approvers. The message "DPR MODIFIED - ALL APPROVAL INFORMATION DISCARDED" displays.
2. If necessary, change whatever had been changed back to what it was.
3. Trailer the dPR to assign new approvers.
Adding to an A-Tag Number
When purchasing an addition to an existing piece of capital equipment you must reference the A-Tag number in a text line on the dPR.
On a blank line following the last line of the dPR (screen 29L), TAB to the UPO field. Enter T (text). TAB to the DESCRIPTION field and enter "Add to A-Tag Axxxxxx." This statement will print on the Purchase Order, which is reviewed by Property Management.
Click here to see a sample 29L.
Sales Tax Exemptions
Research Equipment | Purchases made on behalf of Disabled Individuals
Sales Tax Exemption on Research Equipment
Arizona Revised Statutes (ARS 42-5159(B)(14) and ARS 42-5061(B)(14)) allows research equipment to be exempt from sales tax. In order to qualify for the exemption:
1. The item purchased must be machinery or equipment that is not expendable. Further, the machinery or equipment cannot be any of the following:
  - office equipment
  - furniture
  - hand tools
  - motor vehicles required to be licensed by Arizona
2. The machinery or equipment must be used in basic or applied research (not teaching) in the sciences or engineering. For purposes of this statute, the term sciences and engineering does not include the following:
  - Social sciences
  - Psychology
  - Computer software development
  - Non-technological activities or technical services
Before submitting a request for this sales tax exemption, consult ARS 42-5159(B)(14) and ARS 42-5061(B)(14) to determine whether or not the exemption applies to the purchase under consideration. For assistance in determining whether a particular purchase is exempt from sales tax, contact the Purchasing Department or Tax Compliance.
When requesting a sales tax exemption for research equipment, add a text line to the dPR.
On the first line of the dPR (screen 29L), TAB to the UPO field. Enter T (text). TAB to the DESCRIPTION field and type:
This statement will print on the Purchase Order.
If you are purchasing a computer, add a notepad (screen 22N) to the dPR detailing the intended use of the computer in order to support the request for tax exemption.
Click here to see a sample 29L.

Sales Tax Exemption for Purchases made on behalf of Disabled Individuals
Arizona Revised Statutes (ARS 42-5159(A)(34) and ARS 42-5061(A)(34)) allow "machinery, equipment, technology or related supplies" used to enhance the functionality and independence of a disabled individual to be exempt from sales and use tax under certain circumstances.
The items purchased must only be used "to assist a person who is physically disabled�to be more independent and functional."
For example, a computer purchased for a computer lab would not be exempt because it could serve other purposes. However an adaptive mechanism to allow a disabled individual to interact with the computer would be exempt. Other examples of purchases that would be exempt include:
- Computer magnifying screen
- Mechanical devices to facilitate manual keyboard operations
- Specialized software useful only to the disabled individual
- Wheelchairs and wheelchair repair supplies (wheels, rims, tires, etc)
- Devices for the hearing impaired to use a telephone.
Before submitting a request for this sales tax exemption, consult ARS 42-5159(A)(34) and ARS 42-5061(A)(34) to determine whether or not the exemption applies to the purchase under consideration. For assistance in determining whether a particular purchase is exempt from sales and use tax, contact the Purchasing Department or Tax Compliance.
When requesting a sales tax exemption for purchases made on behalf of disabled individuals, add a text line to the dPR.
On the first line of the dPR (screen 29L), TAB to the UPO field. Enter T (text). TAB to the DESCRIPTION field and type:
This statement will print on the Purchase Order.
Click here to see a sample 29L.
22N, Notepads
Use screen 22N to add or review comments to Purchasing documents. Notepads provide internal instructions or information to Purchasing, fund accountants, departmental approvers, Accounts Payable or Receiving. Notepads are for internal use only and will not print on the PO, PPO, bid or Change Order.
NOTE: When using 22N to send instructions or information to Accounts Payable or Receiving, add the notepad to the Purchase Order. A/P and Receiving will not review dPR notepads.
The best time to add a notepad is after the dPR has been trailered (after the diagnostic message, MULTIPLE MESSAGES EXIST-PRESS PF3 TO VIEW" displays) and before it's been approved.
NOTE: If you add a notepad after the dPR has been fully approved, contact Purchasing.
To view various ways the notepad can be used to provide instructions click on one of the following examples.
- PPO Instructions
- Faxing Instructions
- Shipping/Ordering Instructions
Reviewing/adding notepads
Go to screen 22N,
1. Either by typing 22N in the screen field and pressing ENTER, or
2. If you are on screens 29P, 29R or 29K, by typing N, in the SEL column next to the dPR and pressing ENTER.
Accept the default information or enter 1 (dPR), 0 (Purchase Order) or 8 (PPO) in the CODE field. Enter the dPR, PO or PPO number in the DOCUMENT field. Press ENTER.
If notepads exist, the first notepad displays. Press ENTER to review existing notepads.
To add a notepad, press ENTER until the cursor is positioned in LINE 1 of a blank notepad. The cursor will also appear in notepads that were created by you. You can change them or continue pressing ENTER.
NOTE: Notepads provide a history of communication regarding the dPR, please do not erase notepads. If a problem has been resolved that is referenced in a notepad, create a new notepad indicating resolution.
Type the new message. Each notepad consists of eight, 40 character lines.
1. If the memo is directed toward a specific department, address the notepad accordingly.
2. If the memo is more than one screen long, type "Continued on Next Item" on line 8 of the current notepad. Press ENTER. The system displays the name and phone number of the person who entered the message at the bottom of the screen. Press ENTER to advance to a blank notepad and continue the memo.
  NOTE: If the name and/or phone number are incorrect, send an email to support@fso.arizona.edu with your FRS or MPL ID and the correct name and/or phone number and request that they be corrected.
When you are finished reviewing or adding notepads,
1. Either TAB to the SCREEN field, type a screen number and press ENTER, or
2. If you went to 22N from screens 29P, 29R or 29K, press ENTER. You will advance to a blank notepad. Press ENTER again and you will return to the screen from which you started.
Screen 29Z - Erasing/Deleting/Freezing/Thawing dPRs

This screen allows the department to erase, delete, freeze and thaw dPRs. Click here to view an example of this screen.
Type the dPR number in the DOCUMENT field, press ENTER.

The cursor will be in the ENTER OPTION field, type in one of the following options. Press ENTER.

Action Option Comments

Place dPRs that have not been fully approved on hold. F Frozen dPRs remain encumbered on your account.

Process/delete a frozen dPR. T Removes the Freeze flag from a frozen dPR.

Delete a dPR that HAS been trailered.
Delete all dPR lines at one time.
L The header, vendors and lines still exist; however, the lines have been marked for deletion with a "D" in the UPO field. Although the lines are marked for deletion, you can undelete individual lines and/or enter additional lines. Trailer the dPR.

Delete a dPR that has NOT been trailered. D This option sets a drop flag on the dPR and enters a D in the UPO field of each item ordered and "!" on each text line. Once a dPR has been deleted, it cannot be undeleted. Deleted dPRs can be viewed until they are purged by the system.

Erase a dPR that does not have any lines (see note) AND has NOT been trailered. X Completely removes a dPR from the database.
NOTE: If you have added lines, you can use option D below OR you can erase the lines on screen 29L and then erase the header on screen 29Z. Go to screen 29L, enter X in the UPO field of each line. Go to screen 29Z and use option X to erase the header and vendor.

29L dPR Lines, UPO Codes

The UPO field indicates the type of processing used for a line on a dPR. Click here to view an example of screen 29L.

Go to screen 29L, type the dPR number in the DOCUMENT field. Press ENTER until the correct line displays or TAB to the LINE field, type the line number and press ENTER .

TAB to the UPO field, type in one of the following options. Press ENTER.

Action Option Comments

Erase a line item, the dPR has NOT been trailered. X The line is erased from the dPR and the line number can be reused. Notepad lines cannot be erased from dPRs.

Delete a line item, the dPR HAS been trailered. D The line is marked for deletion and the extended amount is changed to zero. The line is inactive and will remain on the data base until the whole dPR is purged. Trailer the dPR (screen 29T) to adjust the encumbrance.

Undelete a line item that has been flagged for deletion. Go to screen 29L, type the dPR number in the DOCUMENT field and press ENTER. Press ENTER until the correct line displays or TAB to the LINE field, type the line number and press ENTER. TAB to the UPO field, space over the "D." Press ENTER. Trailer the dPR

Create No Charge Lines, for example:

Bid only dPRs that will NOT be encumbered.
Ordering an item free of charge.
N The line will not be included in the dPR total and encumbrances will not be generated. Even though there will not be a charge, you MUST complete the QUANTITY, UOM and UPO fields. This code may be used when creating a bid only dPR or when processing a change

Provide special instructions to vendors.
Convey information to Property Management (for example, A tag numbers)
Continue long product descriptions.
Request sales tax exemption when purchasing equipment for research.
T Creates a text line that WILL print on the PO when the line is transferred. Leave QUANTITY, UOM and UNIT PRICE blank. Use screen 22N to convey information internally, for example, to Purchasing or Fund Accountants.
NOTE: You will not be able to trailer a dPR that has only text lines. You must include a line with either an amount (to encumber) or a line with N in the UPO field (to not encumber).

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