BobcatBUY Non-Catalog Item

Objective

Use the Non鈥怌atalog Item to order goods. Processing a Non鈥怌atalog requisition will issue a purchase order(PO) to the supplier. Upon receipt of the PO the supplier will process and ship your order.

How to Process a Non-Catalog Item

1. Make sure the items you are ordering are not available from one of the Preferred Suppliers. If item is available, please use the Preferred Supplier and place a catalog order.
2. If a preferred supplier is not being used. Make certain the amount of the item is not over the Bid limits for goods of $50,000.
   1. If item is over 50,000 it must be bid, please contact procurement to start the bid process. Please see the Request for proposal guidelines for more information on the bidding process.
   2. If a Bid Waiver is being requested please attach the completed Request for Waiver from Competitive Bidding Form to this non鈥恈atalog item order.
3. Obtain a Quote from the Supplier or Suppliers Website. The Quote should include all of the items being ordered and a date of quote to ensure current pricing.
4. Log in to 鈥淏obcatBUY鈥�.
5. Select the 鈥淐art icon鈥�
6. Select 鈥淢y Carts and Orders鈥�
7. Select 鈥淰iew Carts鈥�
8. Select 鈥淐reate Cart鈥�
9. Type in 鈥淐art Name鈥� The name of Suppler.
10. Type in 鈥淒escription鈥� a brief explanation of the items purchased or their purpose
11. Select 鈥淣ormal鈥� or 鈥淯rgent鈥�
12. Select 鈥淪ave鈥�
13. Select 鈥淗ome鈥�

14. From the Home Page click 鈥淣on鈥怌atalog Item鈥� under Shop Everything search box. 

    
15. Click 鈥淪upplier Search鈥� to see if your supplier is active for shopping. If your supplier is not active for shopping type 鈥淣ot Available鈥� as the supplier name.
16. Click 鈥淪elect鈥� to choose the 鈥淪upplier鈥� or type 鈥淣ot Available鈥� as the supplier. Important Note: When selecting 鈥淣ot Available鈥� as the supplier name you must attach (under internal attachments) the suppliers W9 or appropriate W8 (W鈥�8BEN (Individuals) or W鈥�8BENE (Entities) or W鈥�8EXP (Tax Exempt Organizations), along with a Supplier/Payee Information Form.
17. Enter the 鈥渄escription of the items be ordered鈥� as it appears on the Quote.
18. Enter the 鈥淐atalog No.鈥� this is typically the item # or part # that the supplier has for the product being ordered. If there is not an item or part number you can re鈥恊nter the description in this section again.
19. Enter 鈥淨uantity鈥� ordered.
20. Enter 鈥淭he Price鈥� for each item.
21. Select the 鈥淯nit of Measure鈥� the system defaults to each (EA). Important Note: If you have a quote with several line items, you can enter the full amount on one line. However, when completing one line on an order for multiple items, you will need to reverse the quantity and price and use the UOM as LO (lot) rather than each. So the quantity becomes the total of the quoted amount and the price becomes $.01.
22. Select the 鈥淐ommodity Code鈥� Important Note: By clicking the magnifying glass and clicking search you will be able to see the entire list of available commodity codes. These codes will route to the buyer of that commodity. Please select the closest commodity code to what you are purchasing.
23. Select if your product is a Controlled Substance, Recycled, Hazardous Material, Radioactive, Radiation Generating Equipment, Select Agent, Toxin, Energy Star, Green. This is important to track orders that support 花季传媒 Sustainability Initiative and 花季传媒 Environmental Compliance.

24. Select 鈥淪ave and Close鈥� or 鈥淪ave and Add Another鈥�. Important Note: Each line should be entered separately by using the option to 鈥淪ave and Add Another鈥� for each line of the quote. If your quote has a line for shipping you should include a line for shipping. For multiple items (more than 10) see step 21. 

    

25. Select the picture of the cart icon in the upper right coner to get into the draft cart of your recent non鈥� catalog item order. 

    

26. Select 鈥淓dit Requistion鈥� in the upper right of your draft cart. 

    
27. To add attachment you wil click 鈥淎dd Attachments鈥�, select 鈥淔iles鈥�, find the file and select 鈥淥pen鈥�, and 鈥淪ave Changes鈥� to attach your documents. Important Note: Your 鈥淨uote鈥� should be attached in External Notes and Attachments. Your 鈥淪upplier forms鈥� will be in Internal Notes and Attachments. The only way supplier entry will see supplier forms if you have selected Not Available as the supplier name to add a new supplier or to process an update to an existing supplier.
28. On the Requistion Summary Tab answer the IT Questions 鈥滵oes this cart include the purchase of technology (Software, cloud storage)?鈥�
29. On the Requistion Summary Tab anwer the Compliance Questions 鈥淒oes this purchase require A&E Purchasing Exception?
30. The 鈥淏illing鈥� information auto populates except during Fiscal Year End. During the Fiscal Year End the system will prompt for an entry date to determine what Fiscal Year the expense should be processed in. For example 6/30/xx for current fiscial year or 7/1/xx for next fiscal year.
31. Enter your 鈥淐ost Center鈥� on the Cost Center tab by select 鈥淎ccount Type鈥� General Ledger or Grants.

32. Click 鈥淪elect from all values鈥� under Entity Source Org/PTA entry box.
     

    

33. In the Value Box type your 鈥淓ntity鈥揝ource 鈥揙rg鈥� (with the dashes) if you selected General Ledger or Type in Project鈥揟ask鈥揂ward鈥� (with the dashes) if you selected Grants. 

    

34. Click 鈥淪elect鈥� to the far right of the description. 

    

35. Type in or Select from all values鈥� your 鈥淎ctivity/Award鈥�. 

    

36. Type in or Select from all values your 鈥淔unction鈥� Important Note: Function is not needed on a Grant Accounts. 

    
37. Select 鈥淪ave鈥�.
38. Enter your 鈥淥bject Code鈥� on the Object Code tab by selecting 鈥淓dit鈥�
39. Enter the 鈥淥bject Code鈥� or 鈥淪elect from all values鈥� to search and select your Object Code.

40. Select 鈥淪ave鈥� 

    
41. Select 鈥淪ubmit鈥� or 鈥淎ssign鈥�.