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Procurement Services

UKHC Supply Chain Management (SCM) Buyer Resource Library

UKHC Supply Chain Management Buyers Resource Library

This is a dedicated resource library designed specifically for UKHC Supply Chain Management (SCM) Strategic Sourcing and Procurement Specialists. If you have additional questions or need support related to UK HealthCare buying processes, click here for questions or additional support.

If you experience permission issues for video links, email Andrew Rickard for access provision.

A. Overview Information

  1. UKHC SCM Buyer Training Review Document (*Document forthcoming)
  2. UKHC SCM Buyer Training Plan (*Document forthcoming)
  3. UKHC SCM Buyer Matrix - Division of Roles/Responsibilities (*Document forthcoming)

    Note: Defined document between UKHC Supply Chain Management (SCM) and Procurement Services reflecting agreed upon permissions and responsibilities by leadership for procurement related tasks. For items having shared duties and responsibilities, the document reflects which tasks and procedures are permitted for UKHC SCM Buyer staff and Procurement Services Category Specialist / Contracting Officer.

B. Pre-Purchase Order Tasks (e.g., cost analysis, new SAP materials/contracts create, etc.)

  1. Cost Analysis
  2. How Request Creation/Changes to SAP Materials, Info Records, and/or SAP Contracts
  3. Materials Add Form

C. SAP Purchase Order Create

  1. Variants
  2. Get Variant Other Than Default
  3. Process SAP NB Purchase Order
  4. Process SAP ZB Purchase Order

  5. Process SAP Framework Order

    Important Additional Notes for all PO Creates:
    >Ensure the vendor number selection is correct. The purchase order must match the same vendor name and address as on the supporting documentation (i.e., quote, invoice, etc.) attached to the requisition. If the needed vendor is not listed in the SAP Vendor Master Data, a new vendor PaymentWorks invitation must be sent to onboard the supplier. Otherwise, the PO will be made to the incorrect vendor and the invoice cannot be posted properly downstream in the transaction.

    >Ensure you understand the contractual basis of the purchase and the vendor has provided pricing through provision of a quote or invoice (for pay only orders).

    >The contract number, when applicable, must be listed on the Reqmt No. field for tracking. If the order is being purchased on a Single/Sole Source justification, place SSJ here. If a contract or Single/Sole Source is not applicable, place the words “quote” or “invoice” here, as applicable. This must be entered on each line-item for tracking purposes. Every Reqmt No. field for every PO line must have an entry.

  6. How to Process ME59N MRP Auto-Queue
    >Help Video
  7. How to Fix Requisition Errors During ME59N MRP Run
  8. How to Process ME57 Manual Queue
    >Help Video
  9. Pay-Only Purchase Orders
  10. Watchman Orders
    >Help Video
  11. No Charge Purchase Orders
  12. Special Trach Order
  13. Price Discrepancies
  14. Utilize Document Overview
  15. Document Overview for Large Orders
  16. Send Purchase Order to Yourself
  17. FOB vs NFR/FRE Freight Terms

    Note: All 47XXXXXXXX purchase orders include auto-text printed on the PO header informing vendors of freight terms.
  18. Apply Supplier Discounts on Purchase Order

D. Post-Purchase Order Tasks (e.g., substitute items, change UOM, etc.)

  1. How to Address Order Issues (OSI)
    >Help Video
  2. Contacting Vendor and What To Know
    >Help Video
  3. Editing a Purchase Order
  4. Cancel an Order
  5. Requesting Credit-RGA From Vendor 
    >Help Video (only)
  6. Substitution Order - Different Vendor
    >Help Video
  7. Substitution Order - Same Vendor
    >Help Video
  8. UOM Change Different Vendor - Existing Info Record
    >Help Video
  9. UOM Change Different Vendor - No Existing Info Record
    >Help Video
  10. UOM Change Same Vendor
    >Help Video

E. Other Things To Know About Purchase Orders

  1. Edit Purchase Order
  2. Track Status of Requisition in Workflow
  3. Repeat Outputs (Non EDI)

  4. Repeat Print POs Sent by EDI
    How to repeat output of an EDI purchase order to email or fax

    Note: EDI POs only send via EDI on their original creation; change orders do not resend to vendor on EDI.

  5. Delete Existing PO to Repopulate Requisition
  6. Close Encumbrance Using Delivery Complete Indicator
    Note: Only applied per departmental request.
  7. Track Changes to PO

  8. Accounting Change Requests
    How to update cost center changes on a purchase order when requested from a department. 

    Important: Can only be performed on PO line item(s) when there is no GR or IR history. If GR only is posted, it can be reversed by department, if desired, for cost center change(s); invoices cannot be reversed once posted.

    Important: Cost centers begin with a 1 and are identified with format of 1XXXXXXXXX. If a department request accounting changes for a WBS-Element Grant, please contact srmhelp@uky.edu for assistance prior to making any changes. WBS-Element Grants begin with 304, 320, 321, etc.

  9. Deferred Budget Orders
    Note: Only applicable for beginning of 7/1 new fiscal year.
  10. Deferred Budget Purchase Requisitions Guide
    Note: Only applicable for beginning of 7/1 new fiscal year.
  11. Reverse Orders
  12. Set Free Indicator for No-Charge Line Items
  13. Capital Equipment Delivery Process (Hospital Only)
  14. Capital Equipment Delivery Form (Hospital Only)
  15. PO Transmit Types and RightFax/EDI/Meta trade
  16. Purchase Orders for Multiple Year Agreements
  17. Review and Manage T-code MIGO

  18. Single/Sole Source Justification

    Important: SCM Buyer staff may initiate basic requirements for a Single/Sole Source Justification but must forward initial information to Procurement Services Category Specialist or Contracting Officer for review, completion, execution, and e-signature(s).

    Important: When creating a purchase order against an approved Single/Sole Source Justification, attach a copy of the approved and signed form to the SAP purchase order.

  19. Independent Contractor Process

    Important: Due to IRS requirements, all purchase orders transacted with individuals must have a completed Worker Status Evaluation form signed by Human Resources (HR) attached to either the requisition or purchase order.
  20. Employee Reimbursements
     

F. Legal Review - Terms and Conditions

  1. Legal Review - Terms and Conditions - Guide 1
  2. Legal Review - Terms and Conditions - Guide 2

    Note: SCM Buyers can perform initial review of supplier-provided terms and conditions documents but then must forward to Procurement Services Category Specialist or Contracting Officer for final review and e-signatures.

G. GPO Vizient Agreements Management

  1. GPO New Award
  2. GPO Extension
  3. GPO Not Renewed (*Draft-final version forthcoming)
  4. GPO Alternate Source (*Draft-final version forthcoming)

H. Pricing Agreements (PAs)

  1. How to Setup and Management Pricing Agreements (PAs)

    Important: In compliance with the Model Procurement Code, a competitive solicitation (IFB or RFP) must be executed for any single purchase or annual aggregate purchases of goods or services that exceeds $100K. Pricing agreements cannot be used in these circumstances.

I. Solicitations

  1. Invitation for Bids Process

  2. Request for Proposals Process 

    Note: Both processes have a shared responsibilities role component with Procurement Services Category Specialist / Contracting Officer.

J. Contracts

  1. Contracts Management
  2. Contracts Renewal Guide

  3. Personal Service Contracts (Reference material not applicable)

    Important: For any requisitions for purchase of these services, defer and relog to Procurement Services (Jamison Barton) to transact:

    >Attorneys
    >Licensed Medical personnel (not employment agencies)
    >Auditing/Accounting
    >Architect/Engineer
    >Consulting Services
    >Executive Search Firms
    >Insurance Adjusters
    >Web Design
    >Graphic Design
    >Auctioneers
    >Veterinarians

  4. Mirror Contracts (UK-9XXX)

    Note: SCM Buyer staff may initiate basic requirements for a mirror contract but must forward initial information to Procurement Services Category Specialist or Contracting Officer for review, completion, execution, and e-signature(s).

  5. Single Source Contracts (UK-8XXX)

    Note: SCM Buyer staff may initiate basic requirements for a Single/Sole Source contract but must forward initial information to Procurement Services Category Specialist or Contracting Officer for review, completion, execution, and e-signature(s).

  6. Miscellaneous Written Agreements
  7. Contract Numbering Sequences
     

K. Reports

  1. ZMM BA RPT - Business Analysis Report
  2. ZMM_MatList - Materials List - How to Setup
  3. ME2M - Purchase Orders by Material
  4. SQ00 SAP Query -How to Setup
  5. OPR (Open Orders) - Download and Setup
  6. Vizient Supply Analytics - Benchmarking
  7. Install UKHC SCM Shared Inbox

L. Other

  1. Division Support Matrix Assignments
  2. HIPAA and Healthcare Corporate Compliance
  3. HIPAA Business Associate Agreement (BAA) Form

  4. How to Use Adobe e-Sign
    >Direct Link to e-Sign

    Note: License must be assigned to each SCM Buyer prior to usage

    Additional steps when signatures are complete:

    >Save in appropriate folder on the Materials Drive
    >Forward email of final document to vendor representative for their records
    >Email Jody Reed any needed updates for SAP materials or contracts
    >Place printed copy of final document  in appropriate folder in filing cabinet

  5. How to Create Pivot Table
  6. UKHC Accounts Payable Invoicing Instructions
  7. UK Sales Tax Exemption Form
  8. UK Credit Report
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About Us

Procurement Services provides procurement support to the University enterprise including Academic, HealthCare, Research, Athletics, Facilities, and other areas.

Visit Us

Procurement Services central office is located at Room 322 Peterson Service Building at 411 S. Limestone, Lexington, KY 40506-0005.

Contact Us

Phone (Central Office): (859) 257-9100
FAX: (859) 257-1951
Email: UKPurchasing@uky.edu

Central Purchasing
322 Peterson Service Bldg.
411 S Limestone
Lexington, Kentucky 40506
Phone: (859) 257-9100
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Last Updated: 2025-02-21 18:00:11