Purchasing

A procurement card may be used to obtain goods at non-e-SHOP vendors, as limited by policy. To view transactions that are prohibited on a procurement card, please refer to the Prohibited Transactions page.

See the Procurement Card section of the Buying Manual (sections 202 and 300 – 307) for further information on procurement cards.

If when trying to log in to e-SHOP, you see a screen that reads, "The application was unable to route the session back to the login page," you are most likely using an old e-SHOP link.

Please update your bookmark or access the e-SHOP link from the KFS Main Menu tab, under Purchasing/Accounts Payable in the Transaction e-docs.

There are two types of vendors in KFS: Purchase order (PO) and disbursement voucher (DV) vendors.

The supplier must have products or services that can reside in a hosted catalog or punch-out site, and the technical capability to work with SciQuest. All e-SHOP suppliers must have a formal contract with the university prior to inclusion in the e-SHOP marketplace. These contracts are established either by competitive bidding or through negotiation with a Procurement Services strategic sourcing agent.

To search for a vendor, click on the Vendor link in the Lookup and Maintenance e-docs section on the KFS Main Menu.

You can search for a partial vendor name by using a “wild card” search – place an asterisk (*) before and after the keyword. In addition, KFS allows you to search by an alias name that may be associated with the vendor.

If the commodity code does not automatically import into the requisition e-doc from e-SHOP, click the lookup button (the magnifying glass icon) in the commodity code field. The Commodity Code Lookup screen will appear. Use the directions above for searching in the Commodity Code Description field. When a list of possible commodity codes is returned, choose the one that most accurately describes the item being purchased. Be sure you click on Return Value and not the code itself.

A KFS lookup tool is designated by a magnifying glass icon ().

In any KFS lookup screen, the best way to find information is to enter a keyword, e.g., tiger. In KFS, the wild card is an asterisk (*), and it is used in the search string. When searching, place an asterisk before and after the keyword(s) to find items that include the keyword(s), e.g., *tiger*. Remember that the less information entered into the search fields, the greater the search results.

Click the search button at the bottom of the page.

• Information entered under the Additional Charges tab does not print on the PO. At this time, you will need to add any additional charges as line items on the KFS Requisition. This includes freight, trade-in, discounts, and miscellaneous charges.
• At this time, line-item descriptions cannot be more than 254 characters in length.
• Each time you amend a PO or copy a requisition, KFS creates a new and different e-doc number. Be sure to review all the related documents in the View Related Documents tab to understand the status of each e-doc.

No, you cannot do this on your purchase order. The field is present on the requisition, but it is for informational purposes only. It is not transmitted to the vendor. If you want to stipulate a specific delivery date, you should contact the vendor directly and give them your delivery requirements.

Yes, certain vendors have established minimum order requirements based on contract negotiations to get the best pricing for Cornell.