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.
Current Category Calendar
If you experience permission issues for video links, email Andrew Rickard for access provision.
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.
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.
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 eprocurement@uky.edu for assistance prior to making any changes. WBS-Element Grants begin with 304, 320, 321, etc.
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.
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.
Note: Both processes have a shared responsibilities role component with Procurement Services Category Specialist / Contracting Officer.
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
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).
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).
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