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The City of Portland, Oregon

Office of Management & Finance

Bureau of Technology Services

BTS HelpDesk: 503-823-5199

1120 SW 5th Avenue, Suite 1111, Portland, OR 97204

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.      

Down Arrow on Apple Down Arrow on Apple Down Arrow on Apple         Answer the questions and follow the arrows.
Is it a technology purchase (software or hardware)? YES Right Arrow on Apple   Go to BTS Help Portal.  Choose "Purchase Technology" and follow steps.        
Down Arrow on Apple  NO 
           
Can a P-Card be used?  Under $10,000 & within policy.  See note 1. YES Right Arrow on Apple Make direct purchase with P-Card.        
Down Arrow on Apple  NO             
Is there a contract in place for the item(s)/service(s)?  See note 2. YES Right Arrow on Apple Create a Distributed Purchase Requisition referencing the Outline Agreement/Contract.  LINKS:  [ Work Instruction ] [ Flow Chart ]        
Down Arrow on Apple  NO             
Is this a Professional, Technical, or Expert (PTE) services purchase? YES Right Arrow on Apple   A contract is required for all PTE purchases & the Bureau may create in SAP.  See note 3.        
Down Arrow on Apple  NO      YES Right Arrow on Apple Construction-Only:  Is the Value over $5,000? NORight Arrow on Apple   Create a Distributed Purchase Requisition.  LINKS:  [ Work Instruction ] [ Flow Chart ]
Is the purchase Construction-related? (Construction or Construction-related Design) YES Right Arrow on Apple Is the purchase Construction-only or Construction-related Design? YES Right Arrow on Apple Construction-Only:  Is the Value over $5,000? YES Right Arrow on Apple Work with Central Procurement Services.  See note 3.
Down Arrow on Apple  NO      YES Right Arrow on Apple Construction-Related Design. YES Right Arrow on Apple   Work with Central Procurement Services.  See note 3.
Is the total value over $10,000? YES Right Arrow on Apple   Work with Central Procurement Services.  See note 3.        
Down Arrow on Apple  NO             
Create a Distributed Purchase Requisition.  LINKS:  [ Work Instruction ] [ Flow Chart ]          

 

 

NOTES

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 ]