Materials Management (MM) Purchasing Workflow
This workflow is designed for Bureau Requisitioners and Buyers.
If you have not taken the SAP Requisitioner & Bureau Buyer class, please sign up via CityLearner or take the online eLearning.
START HERE: Need to make a purchase. |
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Answer the questions and follow the arrows. | |||||
| Is it a technology purchase (software or hardware)? |
YES ► |
Go to BTS Help Portal. Choose "Purchase Technology" and follow steps. | ||||
▼ NO |
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| Can a P-Card be used? Under $10,000 & within policy. See note 1. |
YES ► |
Make direct purchase with P-Card. | ||||
▼ NO |
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| Is there a contract in place for the item(s)/service(s)? See note 2. |
YES ► |
Create a Distributed Purchase Requisition referencing the Outline Agreement/Contract. LINKS: [ Work Instruction ] [ Flow Chart ] | ||||
▼ NO |
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| Is this a Professional, Technical, or Expert (PTE) services purchase? |
YES ► |
A contract is required for all PTE purchases & the Bureau may create in SAP. See note 3. | ||||
▼ NO |
YES ► |
Construction-Only: Is the Value over $5,000? |
NO ► |
Create a Distributed Purchase Requisition. LINKS: [ Work Instruction ] [ Flow Chart ] | ||
| Is the purchase Construction-related? (Construction or Construction-related Design) |
YES ► |
Is the purchase Construction-only or Construction-related Design? |
YES ► |
Construction-Only: Is the Value over $5,000? |
YES ► |
Work with Central Procurement Services. See note 3. |
▼ NO |
YES ► |
Construction-Related Design. |
YES ► |
Work with Central Procurement Services. See note 3. | ||
| Is the total value over $10,000? |
YES ► |
Work with Central Procurement Services. See note 3. | ||||
▼ NO |
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| Create a Distributed Purchase Requisition. LINKS: [ Work Instruction ] [ Flow Chart ] |
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NOTES |
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| Note 1 | https://employees.portland.gov/procurement/procurement-card/policy |
| Note 2 | Check if there is either a contract in place within your bureau or a Citywide contract that can be utilized. List: https://employees.portland.gov/procurement/contracts Analyze contract to see if it meets the need (terms, value, remaining time, etc.). If contract exists but does not have enough value or time left (etc.) you may be able to start an amendment process. |
| Note 3 | Links: [ Procurement Rules ] [ Procurement Code & Policies ] [ Guide: Submit a Procurement Request via BuySpeed ] |