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Purchasing Document

Purchasing documents

The Purchasing documents allow you to purchase goods and services (including repairs) and create agreements for frequently purchased goods and services. 

Tip: Learn about the recommended paying methods when purchasing commodities. View Supply Chain Management's HOW TO: Buy Chart.

KFS Document Document Type Code Purpose/Use
Requisition REQS The KFS Requisition (REQS) document is used to purchase goods and services from outside vendors. The KFS REQS can be used to do the same types of transactions formerly done in DaFIS on the Departmental Purchase Order, Departmental Repair Order, and Requisition documents.

Note: The Requisition is used to purchase against an agreement, but the creation of a new agreement/modification of an existing agreement is done on the KFS Purchase Agreement document.

Purchase Agreement PA Used to create a new purchase agreement or to modify an existing agreement. Please note that this document is not used to purchase against an already established agreement. Purchases against agreements are done on the KFS Requisition document.
Change Order/Amendment -- There aren't separate documents for making changes to a Purchase Order (no Change Purchase Order or Redistribute Purchasing Liens documents. Changes can be made by searching for the Purchase Order and then clicking the Amend button at the bottom of the document. Changes can be made to both Automatic Purchase Orders and Purchase Orders created by Purchasing. The amendments will route in the same fashion as did the original documents.
Line Item Receiving RCV Used to record receipt of quantity-based Purchase Orders (POs). Optional for most purchases. Required for purchases of capital equipment (items at or above $5,000) and POs with a total amount of $10,000 or more.
Procurement Card PCDO Automatically created by KFS when a Purchasing Card transaction occurs. Appears in the KFS Action List of the Fiscal Officer (or Reviewer) assigned to the account on the card. Used to move a specific Purchasing Card expense from a default account/object to a different account/object.
Procurement Cardholder PCDH Used to change the default account assigned to a Purchasing Card and also used to assign/change the Reviewer who first receives the Procurement Card document in their KFS Action List.

Note: The campus pre-purchasing system will feed into KFS the same way it fed into DaFIS. It will create an initiated Requisition document, which must be completed by that user and submitted through the normal KFS workflow.