Prime Vendor Help Desk
 Enterprise Resource Management Tour
Vendor Catalogue
Viewing Your Contract Index:

To view all of the contracts currently on file with your agency, click on the button labeled LIST ALL CONTRACTS. Image #3 offers an illustration of what your contract index looks like. As can be seen the contracts are listed in alphabetical order. Each listing displays the CONTRACT NUMBER, TITLE and START / END DATE for every contract.

To conduct a more specific query of your contract catalogue index click on the NEW SEARCH button to return to the search screen.

The Catalogue Search Form:

The catalogue search function of your agency ePortal allows you to find specific items or contracts in your contract catalogue index. To begin a search, click on the CONTRACT ADMINISTRATION link on the left side of your agency ePortal. Select VIEW CONTRACTS \ MAKE PURCHASES and click the NEXT button to be taken to catalogue SEARCH FORM. Image #1 offers an illustration of your CONTRACT ADMINISTRATION screen.

The catalogue SEARCH FORM allows you to query your entire contract catalogue index using specific search criteria. Different types of searches tailor your query to return specific items or contracts. The catalogue SEARCH FORM is illustrated in Image #2. The key corresponding with the numbers is provided below the image.

Search by Keyword:

There are three methods available to you when conducting a search of your contract catalogue index. In Image #4, the agency has clicked on the SEARCH CONTRACTS pull-down menu. Using this menu you may choose to search for a specific contract by CONTRACT NUMBER, a particular catalogue item by its CATALOGUE NUMBER, or you may look for an item or group of items using a specific KEYWORD or phrase. To search your contract database for a specific product select KEYWORD from the pull-down menu. Typing text into the PHRASE field will automatically select the SEARCH CONTRACTS button.

NOTE: The text typed into the PHRASE field must match the chosen search method.

Example: You cannot look up a keyword (Cleaning Supplies) when you have selected CONTRACT NO. from the SEARCH CONTRACTS pull down menu.

In Image #5 the agency is searching for a particular item (UPRIGHT BROOM) using a keyword search. Since the buyer has selected the RETURN PRODUCTS ONLY button, the results will only contain products matching the criteria of the search. Once the desired search term has been typed into the PHRASE blank, press the NEXT button to activate the search.

NOTE: The search phrase field is not case-sensitive.

Image #6 offers an example of the search results window. One item matching the buyer's inquiry has been returned. The PRODUCT TITLE, DESCRIPTION, PACKAGE INFORMATION, VENDOR, LINE NUMBER, CATALOGUE NUMBER, and PRICE are all displayed with each item. The quantity blank is next to the button labeled selection.
Adding Items to Your Shopping Cart:

Reviewing an Item:

Additional information for each item can be viewed by clicking on the SPECIFICATIONS button. As seen in Image #7, a pop-up window will appear displaying a more detailed profile of the item. In addition to the products basic information, the SPECIFICATIONS window also offers the product's BRAND NAME, MANUFACTURERS NUMBER, NIGP CODE, and UNSPC CODE.

Some catalogue items may also include a picture of the product. Click on the IMAGE button to view a representation of the item. The picture will appear in a pop-up window as seen in Image #8.

Some catalogue items offer an option choice, such as size or color. In Image #9, the item UPRIGHT BROOM comes with either a wooden or plastic handle. The buyer clicks on the drop-down box next to the option name (HANDLE) to select the type of handle they wish to order. The buyer then types the quantity for that option into the blank provided. Once a number is placed in the blank, the selection is made. You may select from both options.

To see the total quantity from an option menu click on the SELECTION button next to the quantity blank. In Image #10 the buyer has selected (3) WOOD and (2) PLASTIC handled brooms.

Adding an Item to your Cart:

Once all of your selections have been made, click on the ADD ITEMS TO CART button. You will be taken to your ITEM CONFIRMATION screen. Here, the CONTRACT NUMBER, LINE NUMBER, PRODUCT TITLE, UNIT COST, MEASURE, QUANTITY, and TOTAL are listed for each item. Click on a product's name (highlighted in blue) to review its SPECIFICATIONS. As can be seen in Image #11, the quantities for an item's different options are listed separately.

If all totals appear to be correct, click on CONFIRM THESE QUANTITIES to place the items in your shopping cart. Image #12 offers an example of your shopping cart with the items added to it.

To create a purchase order or requisition click on the CREATE ORDER button. To learn more about generating purchase orders and requisitions see the section corresponding to this topic. Click on CONTINUE SHOPPING to return to your search results.
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