Ministry Finance and Economic Cooperation

IBEX/ IFMIS Project Office

Procurement process steps

Prepared By

Sirnesa Keba & Asrat Tadesse

Ministry of finance and Economic cooperation

Addis Ababa, Ethiopia
8/2/2018

Page 0 of 20
 Table of Contents
Annual Procurement Requirement......................................................................................1

Purchase Requisitions..........................................................................................................2

If you want attach specification on Requisition..................................................................3

If you want check status Requisition status.........................................................................4

How to cancel Purchase Requisition...................................................................................4

If we want to cancel fully....................................................................................................4

If we want cancel partially...................................................................................................5

Request For Quotation (RFQ).............................................................................................6

Quotation.............................................................................................................................7

Purchase order.....................................................................................................................9

If you want check Purchase Order Status..........................................................................10

How to Cancel Purchase Order..........................................................................................11

If we want to cancel fully..................................................................................................11

If we want cancel partially.................................................................................................12

For the Procurement CTL..................................................................................................12

How to Approve Purchase requisition and PO..................................................................12

Blanket Purchase Order Agreement..................................................................................13

PO Releases.......................................................................................................................14

Item Assignment................................................................................................................15

Report Step........................................................................................................................16

Vacation Rule....................................................................................................................16

Procurement Natural Account code...................................................................................17

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 Procurement step
Annual Procurement Requirement
 Click on MOFEC Procurement Expert
 Click on Purchasing
 Click on Annual Procurement Requisition
 Click on Operating Unit LOV (…)
 Select Operating Unit
 Click on Ok
 Click on Inventory organization LOV (…)
 Select organization
 Click on Ok
 Click on Department Location- LOV (…)
 Enter %
 Click on find
 Select Your Department
 Click on Ok
 Click Budget Year LOV (…)
 Select Year
 Click on Ok
 Click on line type
 Select Goods Inventory, Good fixed Asset, Other Service or Consultant Service Depend
on your plan
 Click on Item code LOV (…)
 select item
 Click on Ok
 Example :- if you want plan Desk Top Computer
 Find % Desk %
 Click on find

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 Select item
 Click on ok
 Enter Plan Quantity
 Enter estimate item unit cost
 Tab on keyboard
 Save

Purchase Requisitions
 Click on MOFEC Procurement Expert
 Click on Purchasing
 Click on Requisitions
 Click on Type (LOV …)
 Select Goods Inventory, Goods Fixed Asset or Other service ,what you want to ask
 Click on item (LOV …)
 Click on Combination
 Enter % on Item number
 Click on ok
 select item from the list
 Click on ok
 Example :- if you want ask Desk Top Computer
 Find % Desk %
 Click on find
 select item
 Click on ok
 Enter Quantity
 Enter unit price
 Enter need by
 Click on organization LOV (…)
 Select organization
 Click on location LOV (…)
 Select your department
 Click on ok
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 click on Distribution
 click on charge Account
 click on LOV (...) open Charge Account
 Enter charge Account
 Click on ok
 Save
 Close the form
 This step continues for each line….ETC
 After finishing all things
 click on approve
 Tick box on Reserve
 Click on Ok
 Click on OK

If you want attach specification on Requisition

After saving purchase requisition
 Click on Attachment on tool bar
 Click on category LOV (…)
 Enter %
 Click on find
 Select internal to requisition
 Click on ok
 Click on source
 Click on data type (…)
 Select short text or long text
 Click on ok
 Write your specification on the display form
 Save
 Then close the form
 If you attach file first put your file on desk top
 Click on Attachment on tool bar
 Click on category LOV (…)
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 Enter %
 Click on find
 Select internal to requisition
 Click on ok
 Click on source
 Click on data type (…)
 Select file
 To upload file click on browse
 Select your file from desk top
 Click on submit
 Back to requisition form click on yes
 Save
 Then close the form

If you want check status Requisition status

 Click on Purchasing
 Click on Purchase requisition summary
 Click on clear
 Enter your requisition number
 Click on find
 Then check status and close the form

How to cancel Purchase Requisition

We can cancel Purchase Requisition Either partially or fully
If we want to cancel fully
 Click on purchasing
 Click on Requisition summary
 Click on clear
 Enter your requisition number
 Click on find
 Click on tools on menu bar

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 Click on control
 Select cancel
 Enter requisition creation date on GL Date
 Tick box on use Document GL date to un reserve
 Click on ok
 Then the warning popup will come
 Click on ok
 Then close the form and re open to check status
If we want cancel partially
 Click on purchasing
 Click on Requisition summary
 Click on clear
 Enter your requisition number
 Click on find
 Click on line
 Select line you want to cancel
 Click on tools on menu bar
 Select cancel requisition line
 Enter requisition creation date on GL Date
 Tick box on use Document GL date to un reserve
 Click on ok
 Then the warning pop up will come
 Click on ok
 Then close the form and reopen to check status

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Request For Quotation (RFQ)
 After the procurement CTL purchase Requisition assign for you
 Click on Auto create
 Click on find
 Tick the line line box
 Click on document type
 Select RFQ
 Click on ok
 Click on Automatic
 Click on ok
 Click on RFQ type LOV (…)
 Select Bid RFQ
 Click on ok
 Click on create
 Click on status LOV (…)
 Select Active
 Click on ok
 Enter due date
 Enter close date
 Click on reply via LOV (…) optional
 Select in person
 Click on ok
 Click on quote affectivity LOV (…) optional
 Select date
 Click on ok
 Click on DFF (Descriptive Flex field )
 Click on status LOV (…)
 Select Accept
 Click on ok
 Click on Reason none is come automatically
 Click procurement type LOV ( ...)

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 Select NCP or ICP
 Click on ok
 Click on procurement method LOV (...)
 Select method e.g request for quotation
 Click on ok
 Enter bid reference number Manually
 Click on ok
 Click on suppliers
 Click on supplier LOV (…)
 Enter on find %supplier name %
 Click on find
 Select supplier Name
 Click on ok
 Save
 Close the form
 Then print RFQ for specific supplier
 Follow these Steps for all suppliers.

Quotation
 Click on purchasing
 Open RFQ form
 F11
 Enter RFQ number
 CTRL +F11
 Click on Tools
 Click on copy document
 Click on Action LOV (…)
 Select entire RFQ
 Click on ok
 Click on type LOV (…) it comes automatically
 Click on supplier LOV (…)
 Select supplier
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  Click on ok
 Click on ok
 Pop up message will come automatically click on ok
 Click on status (…)
 Select active
 Click on ok
 Enter supplier quote number
 Enter affectivity date (optional)
 Enter the supplier quote price
 Click on shipment
 Enter the supplier quote price again
 Save
 Then close the form
If the supplier fails preliminary evaluation reject on header level
 Click on DFF
 Click on status LOV (…)
 Select Reject
 Click on ok
 Click on Reason LOV (...)
 Select preliminary evaluation
 Click on ok
 Click on ok
 Save
 Close the form
 Financial and Technical evaluation pass or Fail

 Select specific line

 Scroll horizontal scroll bar to the end
 Click on LOV […] Dff
 Select pass if the supplier is pass on item
 Reason is non
 Click on ok

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  Select Fail if the supplier fail on item
 Click on reason
 Select Financial or Technical the reason of supplier fail
 Click on ok
 save
 then close the form
 Follow the same steps for all suppliers except who fail on preliminary evaluation
 Then run the bid analysis report
 print award Letter for winner supplier and
 Print notification to unsuccessful supplier.

Purchase order
 Click on purchasing
 Click on Auto create
 Click on clear
 Click on find
 Tick box to select items for winner supplier.
 Document type standard PO
 Click on Automatic
 Click on supplier LOV (...)
 Select winner supplier from the list
 Click on ok
 Click on create
 Click on DFF[ ]
 Click on status LOV (…)
 Select accept
 Click on ok
 Click on procurement type LOV (...)
 Select NCB or ICB
 Click on ok
 Click on procurement method LOV (...)
 Select open bid or other method
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 Click on ok
 Enter Bid reference number
 Click on ok
 Enter the supplier quote price
 Click on shipment
 Click on receiving control
 Click on receipt routing
 Select inspection or direct depending on nature of item
 Click on ok
 Click on ok
 Click on more
 Click on match approval level
 Match approval level 3 way , 4way and invoice match option Receipt for item receipt by
model 19 for fixed asset and inventory item , Select 2 way and select PO for service item
 Save
 Close the form
 Use the same steps for each line and after finishing all things
 Click on approve
 Tick box reserve
 Click on ok
 Click on ok
 Then close form

If you want check Purchase Order Status

 Click on Purchasing
 Click on purchase order summary
 Click on clear
 Enter PO number
 Click on find
 Check Approval status

 Take appropriate action on it.

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  Then close the form

How to Cancel Purchase Order

We can cancel Purchase order partially or fully.
If we want to cancel fully
 Click on purchasing
 Click purchase order summary
 Click on clear
 Enter PO number
 Click on find
 Click on Open
 Click on shipment
 Click on status
 Check Received and billed status ,
N.B. if it is either received or billed we cannot cancel the PO
 If it is neither received nor billed:-
 Close the form and open PO again.
 Click on tools on menu bar
 Click on control
 Select cancel
 Enter PO create date on GL Date
 Tick box on use Document GL date to un reserve
 Click on ok
 Then system will come up with pop up message.
 Click on ok
 Then close the form and reopen to check status

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If we want cancel partially
 Click on purchasing
 Click purchase order summary
 Click on clear
 Enter PO number
 Click on find
 Click on Open
 Click on shipment
 Click on status
 Check Received and billed status ,
N.B. if it is either received or billed we cannot cancel the PO
 If it is neither received nor billed:-
 Close the form and open PO again.
 Click on lines
 Select PO line to be canceled.
 Click on tools on menu bar
 Click on control
 Select cancel
 Enter PO create date on GL Date
 Tick box on use Document GL date to un reserve
 Then system will come up with warning pop up message.
 Click on ok
 Then close the form and reopen to check status

For the Procurement CTL

How to Approve Purchase requisition and PO
 If purchase requisition sent for approval for you
 After login the requisition number or PO number notification will be displayed on front
work list page
 click on notification

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 Click on open document
 First check item name ,quantity, estimate price
 Then click on distribution
 Click on charge Account LOV (…)
 Check program budget ,budget type ,Natural Account and source of fund for each
line
 Click on more
 Check match approval level
 If it is correct
 Close the form up to detail notification
 Then click on approve
 Close the form
 If it is not correct
 Close the form up to detail notification
 Before Click on Reject
 Write message on note
 Click on reject
 Close the form

Blanket Purchase Order Agreement

 Click on purchasing
 Open Quotation
 F11
 Enter winner supplier Quotation number
 CTRL + F11
 Click on Tools on menu bar
 Select copy document
 Click on ok
 Click on ok
 Click on approve
 Click on ok
 Then close the form
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 PO Releases
 click on purchasing
 click on Releases
 enter blanket Po agreement number
 Tab key on keyboard
 Click on line LOV (…)
 Enter on find
 Click on find
 Click on ok
 Select organization
 Enter quantity
 Enter need by
 Click on distribution
 Enter charge account
 Click on save
 Close charge account form
 Click on Receiving control
 Check receipt routing
 Select Inspection or direct from the list
 Click on ok
 Click on more
 Check match Approval level
 After the finishing all lines
 Click on approval
 Tick on box reserve
 Click on ok
 Click on ok
 Then close the form

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 Item Assignment
 Click on purchasing
 Click on master items
 Click on ok
 Click on description
 Write % item name % e.g % Box%

fffFolder
s

fAAttribute
groups

Oorganization
assignment

 CTR + F11
 Click on folder
 Select item you want to assign
 Click on Organization Assignment
 Tick assigned
 Click on save
 Then close the form

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 Report Step
 Click on View
 Click on Request
 Click on submit new request
 Click on ok
 Click on name LOV (…)
 Select Report type
 Click on ok
 Enter RFQ no, Quotation no or PO no, depend on your report type
 Click on ok
 Click on submit
 Click on NO
 Click on find
 Click view Output
Then print your report

Vacation Rule
 After log in you will find the vacation at end of work list page
 Click on vacation rule
 Click on create rule
 Click on next
 Click on calendar
 select start date
 click on calendar
 select end date
 write the message on message box
 click on search tool
 % Name%
 select name of person to be delegated
 click on Go
 Tick box

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  Click on select
 click on Apply
 Then close the form

Procurement Natural Account code

Description
New Account code
Inventory Natural Account Code
2211101 Uniforms, Clothing, Bedding
2211102 Office Supplies
2211103 Printing
2211104 Drug and Medical Supplies
2211105 Educational Supplies
2211106 Food
2211107 Fuel And Lubricants
2211108 Other Materials And Supplies
2211109 Miscellaneous Equipment
Service Natural Account Code
2231107 Repair and Maintenance - Vehicle and Other Transport
2251101 Local Training
2251102 External Training
2231102 Repair and Maintenance - Buildings, Furnishings & Fixtures
2231101 Repair and Maintenance - Plant, Machinery and Equipment
2231108 Repair and Maintenance - Aircraft and Boats
Fixed Asset Natural Account Code
2311101 Purchase Of Plant, Machinery and Equipment
2311102 Purchase Of Buildings, Furnishings & Fixtures
2311103 Payments of Land Improvement
2311104 Purchase of Building and Structure
2311105 Purchase Of Furnishings and Fixtures
2311106 Purchase Of Infrastructure
2311107 Purchase of Plant and Machinery
2311108 Purchase of Vehicle and Other Vehicular Transport
2311109 Purchase Aircraft, Boats and etc

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