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Office of Management & Finance

Office of the Chief Administrative Officer

Phone: 503-823-5288

1120 SW 5th Ave, Room 1250, Portland, OR 97204

More Contact Info

(MM) Materials Management / Procurement


Year-End Documents


Reports


Requisitioner

Requisitioner (RP_S_MM_REQUISITIONER)

The Requisitioner is responsible for creating requisitions of type PR, DPR, CO and CCR to request purchases.

Job Aids and Work Instructions

Job Aids

Change GL Account for a Material Group

Closing versus Cancelling a Requisition Line

Creating a Requisition for Inventory Items

Delivery Address on a PO or Requisition

Examining the Change History in Purchasing Documents

Fuzzy Search Error on Vendor Lookup

How to Check Contract Details from the Requisition

How to Copy a Requisition

How to Find the Purchase Order Associated with a Requisition

How to Reprint a Changed PO Showing All Lines

How to See Whether a Vendor Invoice Has Been Paid

How to Use the Purchase Requisition Listing Report

Making a Personalized List from Matchcodes

MM Transaction Codes and Number Ranges

Material Group Cleanup Process

Material Group to GL Mapping

GL Mapping to Material Group

Multiple Account Assignment: Non-Valuated GR Requisitions and POs

Rejecting and Un-Rejecting a Requisition

Release Purchase Requisition

Request New Material Group

Requisition Field Index

Selecting an ME02 (Special, External, Custom) Delivery Address

Setting Up an Activating Substitutions in Workflow

Who is the Grant Approver for this Requisition?

Year End MM Document Cleanup Guide (aka Fiscal Year-End Procurement Document Cleanup)

Work Instructions

ME51N Copy Purchase Requisition

ME51N Create Change Order Requisition

ME51N Create Requisition

ME51N Restore Screen Layout

ME52N Requistion Stops at CS-GR Levels Incorrectly

ME53N Attach Documents to Requisition

ME53N Who Has Approved and Who Still Needs to Approve

ZVR1 Vendor Master Request

ZVR1 - Vendor Master Request [ Enhanced Search Functions ]

Change Documentation

14 July 2014: added Change GL Account for a Material Group, Material Group Cleanup Process, and Request New Material Group

22 April 2014: updated ME51N Create Requisition

29 January 2014: updated ME51N Copy Purchase Requisition, ME51N Change Change Order Requisition, ME51N Create Requisition

7 January 2014: added ME53N Who Has Approved and Who Still Needs to Approve, ME51N Restore Screen Layout, Fuzzy Search Error on Vendor Lookup, ME52N Requistion Stops at CS-GR Levels Incorrectly, Requisition Field Index, Year End Document Cleanup Guide, Multiple Account Assignment: Non-Valuated GR Requisitions and POs, Examining Change History in Purchasing Documents, Closing versus Cancelling a Requisition Line, Creating a Requisition for Inventory Items, How to Copy a Requisition, and Making a Personalized List from Matchcodes; updated Who Is the Grant Approver for This Requisition; removed How to See Workflow and How to View Approvers

16 December 2013: Added Delivery Address on a PO or Requisition and How to Use the Purchase Requisition Listing Report

23 October 2013: added Material Group to GL Mapping

10 October 2013: added job aid for contract details

9 October 2013: added work instructions for ZVR1

28 August 2013: added work instructions

21 August 2013: graphic removed; updated role description

6 August 2013: process flow graphic added


Bureau Approver (A1, A2, A3), Commodity Specialist Approver, Grant Approver

Bureau Approver (RP_S_MM_BUREAU_APPROVER_A[1|2|3])

The Bureau Approver reviews requisitions of type DPR, PR, and CO for accuracy of funding, quantity, and need.

Commodity Specialist Approver (RP_S_MM_COMMODITY_SPEC_APPROVR)

The Commodity Specialist Approver reviews requisitions type DPR, PR and CO of any value, where the material group identifies the purchase as either automotive or computer related goods or services. The Commodity Specialist reviews the requisition for considerations unique to the maintenance and support concerns of Fleet or Technology Services.

Grant Approver (RP_S_MM_GRANT_APPROVER)

The Grant Approver reviews requisitions type DPR, PR and CO of any value, where a grant is identified as the funding source.

Web-Based Training and Work Instructions

MM Requisition Approver Instructions

Job Aid

How to Check Contract Details from the Requisition

MM Transaction Codes and Number Ranges

ME53N Display Attached Document in a Requisition 

ME53N Who Has Approved and Who Still Needs to Approve

ME54N Release Purchase Requisition

ME54N Release without Workflow

ME54N Reset Release - Purchase Requisition

SBWP Create Substitute for Workflow

SBWP Reject Purchase Requisition

SBWP Release Purchase Requisition via Workflow

SBWP Restore Workflow on an Item You've Reviewed but Not Approved

WF-REL How to Request Changes to your Bureau's Requisition Workflow

Change Documentation

14 July 2014: updated ME53N Display Attached Document in a Requisition and SBWP Release Purchase Requisition via Workflow

29 January 2014: updated SBWP Create Substitute for Workflow

7 January 2014: added ME53N Who Has Approved and Who Still Needs to Approve and SBWP Restore Workflow on an Item You've Reviewed but Not Approved; updated SBWP Create Substitute for Workflow

26 December 2013: added ME54N Release Without Workflow

12 November 2013: updated web-based training

5 November 2013: updated MM Requistion Approver Instructions

10 October 2013: added job aid about contract details

8 October 2013: added WF-REL

28 August 2013: added work instructions

22 August 2013: added training link

21 August 2013: graphic removed; updated role description

6 August 2013: process flow graphic added


Bureau Buyer (COP1, ES00, MF00, PK00, TR00, WA00, All Plants)


Goods Receiver (COP1, ES00, MF00, PK00,TR00, WA00, All Plant)

Goods Receiver (RP_D_MM_GOODS_RECEIVER_[COP1|ES00|MF00|PK00|TR00|WA00|ALL_PLA])

The Goods Receiver is responsible for entering the goods receipts against purchase orders.

Web-Based Training, Job Aids, and Work Instructions

MM Goods Receiving Instructions

Job Aids

Cancellation of a Goods Receipt

Changing the Layout of MIGO to See PO Item Numbers

Locating the MIGO Check Box

MM Transaction Codes and Number Ranges

Non-Valuated Goods Receipt - a Primer

Work Instructions

FAGLL03 Monitoring Open GR/IR Items

MIGO Cancel Goods Receipt

MIGO Create Goods Receipt (Non-Stock Material)

MIGO Create Goods Receipt (Service)

MIGO Create Partial Cancellation for Goods Receipt

MIGO Return Delivery

MIGO Return Delivery or Cancellation from a Prior Period

Change Documentation

22 April 2014: added FAGLL03 Monitoring Open GR/IR Items

29 January 2014: updated MIGO Create Goods Receipt (Service)

7 January 2014: added MIGO Return Delivery, MIGO Return Delivery or Cancellation from a Prior Period, Non-Valuated Goods Receipt, and Changing the Layout of MIGO To See PO Item Numbers

12 November 2013: updated web-based training

6 November 2013: updated MM Goods Receving Instructions

4 September 2013: added web-based training

28 August 2013: added work instructions

21 August 2013: graphic removed; updated role description

6 August 2013: process flow graphic added


Contract Administrator


Contract Approver, Purchasing Agent

Contract Approver (RP_S_CONTRACT_APPROV_[AUDIT|CITYAT|COMMIS|DIRECT])

The Contract Approver can release (electronically sign) contracts at the AU and A2 levels, can attach and detach documents to the outline agreement, can reject contracts, and can review and print the contract signature page. 

Purchasing Agent (RP_S_MM_PURCHASING_AGENT)

The Purchasing Agent can release (electronically sign) contracts which require the signature of the Purchasing Agent.

Work Instructions

ME32K Reject Outline Agreement

ME35K Contract Approval

ME35K Contract Approval - Commissioner

ME54N Release Purchase Requisition

ME54N Reset Release Purchase Requisition

SBWP Create Substitute - Known Absence

SBWP Restore Workflow on an Item You've Reviewed but Not Approved

Reducing Contract Target Value - When, How, and What to Check Before Releasing


Central Buyer


Purchasing Supervisor

Purchasing Supervisor (RP_S_MM_PURCHASING_SUPERVISOR)

The Purchasing Supervisor releases purchase orders.

Work Instructions

ME29N Release Purchase Order (Individual) Over $500,000

Change Documentation

14 July 2014: added ME29N Release Purchase Order (Individual) over $500,000

21 August 2013: updated role description