Purchasing

• Information is sent to Procurement Services via KFS on the Requisition.

In the Delivery tab, click the lookup button (magnifying glass) on the “Building” field. The Building Lookup screen will open. Search for the Building Name. In the search results, click “return value” next to the correct building. The building name and address will be returned to the requisition e-doc. Room Number is also a required field.  You must either enter the correct room number in the “Room Number” field, or use the lookup tool to search for the active room numbers in the building.

The entire KFS address table is searchable by clicking the lookup tool (magnifying glass) in the delivery field of the KFS requisition.

If your building is not included in the building table, you can contact the Procurement Services Help Line at (607) 254-5300 to request that it be added to the table.

No, you may not amend an e-SHOP order. This will cause an error.

If the order is still in the requisition stage, you may cancel it yourself and create a new requisition to include the change.

If you wish to cancel the entire Purchase Order (PO), first, contact the vendor directly to let them know, then request that your BSC void the PO.

If you have already received part of your order and wish to cancel the remaining items on the PO, you must first contact the vendor directly to let them know, and then request that your BSC close the PO.

The "permissions" are set up to enable e-SHOP users to use the look-up and return functions for various items like chart, account, building, vendor, commodity code, etc.). Usually, the information returned in the search is sufficient to allow the user to make the appropriate selection (by clicking on "return value"). Currently, however, e-SHOP users (and other individuals who are not KFS users) cannot perform a direct inquiry on the actual value (by clicking on the value itself). If you receive this error, just close the Incident Report page, and continue your transaction.

When we loaded users and their access rights into KFS, we used a snapshot (around the end of April) of existing e-SHOP users. If you were granted access to e-SHOP in May or June 2011, it is possible that your access was not converted to KFS. You will need to contact your unit's authorizers to reestablish your e-SHOP access. See the list of approved authorizers by business service center.

There is a business rule in KFS that prohibits users from creating Requisitions (REQS) on an expired account. If you receive this message, check first to ensure that the purchase is allocable to the correct account and that the expiration date is correct.

If you're using a Contracts & Grants account, has the project been extended? If the project is continuing, confirm that an extension has been requested of the sponsor and, if so, edit the account to remove the expiration date. If the account has truly expired, purchasing supplies is not expected to occur.