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Non-Catalog Shopping Options

The non-catalog purchase requisition (PR) forms are used to:

  1. Purchase Goods from suppliers
  2. Purchase Services from suppliers
  3. Submit Competitive bid requests for goods, services or new purchasing contracts to the KU central office
  4. Submit Bid Exception (prior authorization) requests to the KU central office when an order is over $5000 and no purchasing contract exists

These instructions are for completing the Non-Catalog forms. 
See Draft Requisition Editing Options for additional information on submitting a PR for approval.     

Create a Non-Catalog Purchase Requisition

 1   Select/Open The Non-Catalog Form.  From the KUPPS homepage, click either the Non-Catalog Goods or Non-Catalog Services form.  This action will directly open either the selected non-catalog form.
Alternate Method to Open a Non-Catalog Form

 1   Open The Forms Page.  From any KUPPS page, click the

.forms  tool bar. 

 2   Select the Applicable Form.  In the left column, expand the options under Shared (click on the  +  button).  In the right column, click on the applicable form for either Goods or Services. 

Goods and Services are entered into different forms because of distinctly different business processes that occur downstream in the workflow during the invoice and payment portion of the P2P workflow.

See page 2 for completing the Non-catalog Goods form.

See page 3 for completing the Non-catalog Services form.  Use this form when goods are purchased in conjunction with a service
(ex. Carpet and Installation.)
 

Non-Catalog Goods Form

 3   Step 1: Supplier Information.  Pick either option:

  1. Manually type in the supplier name.  KUPPS will automatically identify the supplier based on the name typed into the field.
     –  or –
  2. Click the supplier search link and search the full list of suppliers in KUPPS to locate the correct one.  Once the applicable supplier is located, click the Select link.  This automatically enters supplier detail into the order form.

If the supplier needs to change, click the select different supplier link and use either option A or B.

Competitive Bid Request: Enter supplier name SUPPLIER UNKNOWN

 4   Select Correct Contract Status.  Click the select contract…
link.  Click on the applicable radio button to identify the correct contract status for the order – click .  See example.  If no contract exists for the supplier, no contract option will be available.

 5   PO Distribution.  Check this box if the PO needs to go to an alternate location (the PR will workflow to a central office for update.)

 6   Step 2: Item Information.  For each item ordered. 

  1. Catalog No. – Supplier provided product identification.
  2. Product Description – A brief explanation of the item(s).  Click the expand link as helpful to see the full text.
  3. Quantity – Number of units in the order – must be greater than 0.
  4. Unit of Measure – Use numbers and
  5. Unit Price – Use numbers and decimal only – no alpha or symbols.

 7   Step 3: Special Approval.  Required Field - select the applicable option if the order requires Special Approval. 

 8   Step 4: Competitive Bid Exception Information.  This section must be completed only when the PR is over $5K, there is no supplier contract, and pursuing a competitive bid is not applicable

  1. Exception Type – Select from either: Emergency; Off-Contract; or Sole Source.
  2. Exception Justification… – A brief summary explaining why the PR should not go out for competitive bid.
  3. Previous Order – Documentation of prior PO granted the same competitive bid exception.
  4. Internal Attachments – Use this link to attach all documents relevant to the bid exception request. 

 9   Save to Cart. Using the drop-down tool, select an option to move item(s) in form to the shopping cart / draft requisition:          

  1. Add and go to Cart – moves item to cart, closes the form. 
  2. Add to Cart and Return – moves item to cart, keeps form open, clears Item Information.
  3. Add to Cart – moves item to cart, keeps form open, retains Item Information.
Click   and enter new line items.
 

Non-Catalog Services Form

 3   Step 1: Supplier Information.  Pick either option:

  1. Manually type in the supplier name.  KUPPS will automatically identify the supplier based on the name typed into the field.
     –  or –
  2. Click the supplier search link and search the full list of suppliers in KUPPS to locate the correct one.  Once the applicable supplier is located, click the Select link.  This automatically enters supplier detail into the order form.

If the supplier needs to change, click the select different supplier link and use either option A or B:

Competitive Bid Request: Enter supplier name SUPPLIER UNKNOWN

 4   Select Correct Contract Status.  Click the select contract…
link.  Click on the applicable radio button to identify the correct contract status for the order – click .   If no contract exists for the supplier, no contract option will be available.  See example.

 5   PO Distribution.  Check this box if the PO needs to go to an alternate location (the PR will workflow to a central office for update.)

 6   Step 2: Item Information.  For each item ordered. 

  1. Not To Exceed Amount – Maximum cost of service.
  2. Product Description – A brief explanation of the services to be purchased.  Click the expand link as helpful to see the full text.

 7    Step 3: Special Approval. Required Field - select the applicable option if the order requires Special Approval.    

 8   Step 4: Competitive Bid Exception Information.  This section must be completed only when the PR is over $5K, there is no supplier contract, and pursuing a competitive bid is not applicable

  1. Exception Type – Select from either: Emergency; Off-Contract; or Sole Source.
  2. Exception Justification… – A brief summary explaining why the PR should not go out for competitive bid.
  3. Previous Order – Documentation of prior PO granted the same competitive bid exception.
  4. Internal Attachments – Use this link to attach all documents relevant to the bid exception request. 

 9   Save to Cart. Using the drop-down tool, select an option to move item(s) in form to the shopping cart / draft requisition:     

  1. Add and go to Cart – moves item to cart, closes the form. 
  2. Add to Cart and Return – moves item to cart, keeps form open, clears Item Information.
  3. Add to Cart – moves item to cart, keeps form open, retains Item Information.
Click   and enter new line items.