PCMS SPR Module

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PCMS SPR Module
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SPR Module Requisition Tab
Customer Requisition - This field is used to
identify the SPR by the customer assigned number.
If the customer does not assign a reference the
SPR ID (5 digit ) is used. (this field can
only be edited by a super user) Customer - Each
entity (agency, political sub, Non Profit higher
education facility) has a designated account
number. This number identifies the record for
that agency. (example 300 is used for
Department of Social Health Services (DSHS))
(this field can only be edited by a super
user) Order Location Each entity has designated
locations. This location will be the contact
person that gets the automated PO. (this field
can only be edited by a super user) Ship to
Location - Each entity has designated locations.
This location will be the contact person that the
goods/service will be ships to (this field can
only be edited by a super user) Invoice Location
- Each entity has designated locations. This
location will be the contact person that the
invoice should be sent to by OSP and the vendor.
(this field can only be edited by a super user)
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SPR Module Requisition Tab
Commodity Group Class this code is required for
the system to generate reports. Since WEBS is
used for bid notification the commodity code
assigned should be the closest match to what you
will use to notify vendors using WEBS. (this
field can only be edited by a super
user) Description This is a generic description
of what customer requested to be bought. This
field should not have brand names, customer
information, or actions to contracts. (this
field can only be edited by a super user) Number
items This should reflect the number of items
(this field can only be edited by a super
user) Qty This should reflect the unit of
measure the products will be purchased by. If
the unit of measure is not available the admin
user can add the choice to the drop down. (this
field can only be edited by a super user)
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SPR Module Requisition Tab
Projected Cost this is an estimate value of the
items needing to be purchased. If no amount was
offered the super user must call the agency to
get an amount, this amount may represent the NTE
amount the customer has listed in their budget.
(this field can only be edited by a super
user) Completed Date This field should be
populated once a PO is issued. If a PA or
cancellation are processed for this SPR the
accounting personnel will fill this field in once
an invoice is generated. SPO Assigned This is
the designated staff person who will run the
procurement. To reassign the workload item you
must have UM approval. (this field can only be
edited by a super user) Cancellation Date This
field should be populated when you cancel an SPR.
If your SPR was converted to a contract note
that in your cancellation. OSP practice is not
to invoice for cancellations when they result in
a contract. Buyer discretion on billing is
allowed. Cancellation Reason This field is
used to convey messages to the accounting staff
when invoices are generated for cancellations to
be included on the invoice. All other remarks
should be put into the remarks tab.
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SPR Module Bid/Quote/PA Tab
Bid/Quote/PA This field designated the action
taken on the SPR. Created date - this is the
date you created your B/Q/PA and must be
populated on each SPR unless it is cancelled. PA
Number this field will be used to assign a PA
number if a PA is chosen. PA Date this is the
date the PA was issued. PA amount this is the
amount of the PA and must be populated. Amendment
1-5 date this is the date you amended the
Bid/Quote/PA
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SPR Module Purchase Order Tab
This screen is used to issue purchase orders and
work orders to vendors.
Purchase orders are sent to the buyer,
PCAMAIL_at_ga.wa.gov, customer Order location and
the vendor PO contact type. NOTE Staff will
receive a message when they click on the send PO
button. This message identifies who will receive
the PO. If this information is incorrect staff
will need to correct prior to sending the PO. PO
Number This is a system generated number and
cannot be edited Created date is the date the
PO was added Vendor is the awarded W vendor
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SPR Module Purchase Order Tab
Contract number if the SPR is resulting from a
contract the 5 digit contract number must be
added here. PO Amount this amount must match
the amount listed in the line item total
price. Savings/Overage this is calculated from
the PO amount and the Projected cost. This field
cannot be edited. MBE/WBE/Other amount it
calculated using WEBS MBE/WBE designation data
and the PO amount. Delivery terms choices are
FOB Dest or FOB Origin Delivery Date
items/services will be delivered on this
date. Payment terms Usually Net 30 days, bidder
usually indicates in their bid if there is a
discount for prompt payment. Created By
indicates who created the PO
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SPR Module Purchase Order Tab
Order Date PO was sent on this date and is also
refereed to as award date. Item Number this
field can be line number or the part number of
the item being purchased. Item description - is
a detailed description of items/services being
purchased. Each cell is limited to 250
characters. UOM unit of measure Qty indicates
how many Unit Price Price per unit Extended
Price - is Qty times price and is calculated by
the system Total Price is a sum of the extended
price and is calculated by the system Invoice
number/invoice amount/invoice date this is
completed by the accounting staff
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SPR Module Purchase Order Tab
Billing comments this field is used to convey
messages to accounting staff on billing details.
PO Special notes this field is available for
special instructions. The field is limited to
500 characters. Bid terms should not be included
here, they are incorporated by reference. The
CPS link and reference is also hard coded to the
sent PO. Edit button this button is to edit any
fields prior to the PO being sent. It also
allows you to add additional POs, cancel POs
and create POCs. Cancellation of a PO if you
click edit and cancel a PO. The system checks
the cancelled box. You must open the sent PO
from the network folder and reply to all
confirming the cancellation. The system does not
send cancellations for you. POCs is you click
edit and change PO. The PO your currently in
will appear in edit mode. You are allowed to
change certain fields in this screen by clicking
in them and changing the data. A POC only allows
changes that are administrative in nature. Price
changes or vendor changes require a cancellation.
The system does send an email change notice once
send PO is clicked.
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SPR Module Bid Process Tab

• This screen will be read only.
• For SPRs where the bid process has already run,
  the bid information and bid log will still be
  visible.
• For SPRs where the bid process is run through
  WEBS this screen will be blank. Staff will need
  to login to WEBS to view the bid information and
  vendors notified

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SPR Module Remarks Tab
This screen is used to record remarks about the
SPR.
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PCMS Users

• Read only users usually given to staff who do
  not manage contracts or complete tasks in the
  system, for lookup use only
• Usually this is given to consultants, MMC, and
  temporary staff who need look up rights.
• Standard users a standard user can complete
  tasks in PCMS and update information but cannot
  update fields that may be audited.
• All staff not listed as a super user or admin
  user
• Super Users can edit almost all fields that may
  be audited. Super users have been trained to
  remark all changes made in the system. UMs can
  designate super users in the system.
• Christole Ellis
• Stacy Ostrand
• Jena Richmond
• Admin user this user can update tables, delete
  records, and update financial fields. This
  person also works directly with the auditor when
  audits of the system are requested.
• Howard Cox
• Tia Livingood

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Useful Information
WEBS Resource Page http//www.ga.wa.gov/webs
Public Bid Calendar https//fortress.wa.gov/ga/w
ebs/bidcalendar.aspx Login for vendors
https//fortress.wa.gov/ga/webs/ Login for
customers https//fortress.wa.gov/ga/webscust/ Em
ail for WEBS Customer Service webscustomerservice
_at_ga.wa.gov Phone for WEBS Customer Service (360)
902-7400 Hours for WEBS Customer Service 800
a.m. to 500 p.m. PST, M F