Use Forms and Add to Shopping Cart

Use Forms and Add to Shopping CartForms are used to purchase items that are not available in BuzzMart’s catalogs and punch-out catalogs.Forms can be accessed through the Forms navigation tab OR if associated with a contract, throughsearch results.There are several types of forms available. Examples of each one are below. Bid Form Confirming Order Only Form Non-Catalog Form Non-Contract Items Form Purchasing Change Request FromBid Form should be completed and added to the Shopping Cart when the goods or services areestimated to be more than $5,000 and are not on contract. The user should complete the many differentfields (put N/A in a field if there is no required specification) for Contracting Officers to initiate the BidForm posting on the State of Georgia website. Vendors will review the specifications provided on the BidForm to respond with their best, competitive attempt at securing the Purchase Order. ContractingOfficers will consult with the BuzzMart user with the Vendor information and initiate the PO process.Confirming Order Form is used for the following three types of encumbrances: Sub-Agreements that are pre-approved by the Office of Sponsored Programs Facilities Department for Construction/Public Works Confirming Order which is a request for payment when the items are less than $4,999, havealready been received and/or the invoice is available.The Confirming Order Form will create a PO for internal processing only; the vendor will not receive thePO. The invoice must be submitted through ImageNow (apinvoices@gatech.edu) with the PO numberwritten on it for approval and payment processing. NOTE: Sub-Agreement invoices will be processedthrough OSP first and then routed to the department for approval and routing to Accounts Payable.Non-Catalog Form should be completed and added the Shopping Cart for goods or services on contract,which the item or service is not available in a BuzzMart catalog or Punch Out Catalog. The BuzzMart usercan search the vendor’s website or talk with the vendor to get the item information, such as SKU#,product description, cost, etc. This form requires a contract number which can be found on BuzzMart’s“Search Supplier” or “Search Contracts.” Contracts can also be found on Procurement’s webpage(www.procurement.gatech.edu) on the Purchasing left menu link, click Pricing Contracts.Non-Contract Items or Services Form is used for goods or services not on contract. Examples for thisform include consultants (the Statement of Work must be attached) and goods. Requests greater than$5,000 require the Sole-Source section to be completed including attaching any additional documents,such as approved EDP form (for technical purchases), price verification documents, quotes, completedConsulting /Services Required Info Form (for consultants or services), and special delivery of acceptancetesting criteria. This form requires the vendor to complete the Vendor Profile Form which can be foundon the Procurement’s webpage (www.procurement.gatech.edu) on the AP Forms left menu link in theAP Section.Updated 10/15/2011 Page 1 of 8

Purchasing Change Request Form is used for changing unpaid line items on POs that are Non-Catalog,Non-Contract, Bid, and Confirming Order. The Change Request requirements include: additional itemsmust be $500 or more, project and accounting changes, and vendor changes. Any changes to thepurchase order after the payment must be done with a journal entry. Change Requests cannot be doneon POs that have Catalog or Punch-Out Catalog line items. These changes must be made using a journalentry after payment is made.To begin using Forms, select the Forms tab from the top tool bar.Select Shared > GA Tech Forms from the left side menu. After selecting one of the forms, the form willopen a new window.Updated 10/15/2011 Page 2 of 8

Form Functionality and How to Add the Form to the Shopping CartAll forms have an Available Actions Menu at the top right of the form. Select the following menu itemsand then click the blue GO button to execute the desired action:Add and go to CartAdd to Cart and ReturnAdd to CartAdd the line item to the Shopping Cart and go to the Shopping CartAdd the line item to the Shopping and Return to the Same Form tocontinue adding more items with the same VendorSimply add the line item to the Shopping Cart. The form remainsopen.Add to Draft Cart or Pending PR/PO Add the line item to a Shopping Cart that has other items and hasnot been approved yet.Add to FavoritesSaveAdd the completed form to your Favorites Folder.This menu item appears after the item has been added to theShopping Cart and when the form is clicked in the Shopping Cart tomake edits. After making edits, click Save, then Close.Request New VendorThe Shopper and/or Requester can request a new vendor while completing forms except the Non-Catalog Form, by clicking on Request New Vendor. Completing the Name and Address Information willsimply inform the Procurement Office that thenew vendor should be completing the NewVendor Profile Form. The Purchase Order orPayments will not be made to the Vendor untilthe Vendor Profile Form is completed and sentto Georgia Tech.The Vendor Profile Form can be downloadedfrom the Procurmenet’s webpage www.procurement.gatech.edu. Click Procuremet on the left menu,then click Forms.Updated 10/15/2011 Page 3 of 8

Bid Form ExampleUpdated 10/15/2011 Page 4 of 8

Confirming Order ExampleExamples:Confirming OrderSelect SupplierProduct/Service Description – Copier Maintenance, months 1-12, per invoice #123433 dated 4/02/2011.Quantity – 12Unit Price – 200.00NIGP Code – 93927Construction/FacilitiesSelect SupplierProduct/Service – Boiler Repair per invoice dated #123456 dated 5/02/2011Quantity – 1Unite Price - $4,000NIGP Code – 90961Sub AgreementSelect SupplierProduct/Service Description – Consulting Agreement, D6399-C1 initiated by OSPQuantity – 1Unit Price - $132,000NIGP Code – 96100Updated 10/15/2011 Page 5 of 8

Non-Catalog Form ExampleUpdated 10/15/2011 Page 6 of 8

Non-Contract Items and Services ExampleUpdated 10/15/2011 Page 7 of 8

Purchasing Change Request ExampleUpdated 10/15/2011 Page 8 of 8