SCM Classroom Exercises

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SCM 201 Hands-On Purchasing Classroom Exercises

Pre-Class Exercise: Logging In and Setting Up Requisition Preferences

  1. Go to the Aggie Enterprise test environment.  
  2. Log in with your assigned student account listed in the pre-class email.  Do not use the Company Sign-On.  Login and password are the same; enter everything in lower case.
  3. Once logged in, go to the (Requisition) Preferences screen, following the instructions online and enter the following information:
    1. Deliver-to Location is Hoagland 268.
    2. Charge Account is: 3110-13U00-SCMS000-522404-72-000-0000000000-000000-0000-000000-000000  (recommend copying and pasting this entire number string directly into the Charge Account field).
    3. Once you have completed these steps, click the Update button to save the information.
    4. That's it!  We will complete the other exercises below when we meet in person. 

NOTE: If you run into any issues, have questions, or are unable to successfully complete the exercise, don't worry, as we will discuss it in class as well.

Exercise 1: Logging in to the Test Environment

  1. Go to the Aggie Enterprise test environment.  
  2. Log in with your assigned student account listed in the pre-class email.  Do not use the Company Sign-On for this class.  Login and password are the same; enter everything in lower case. 

Exercise 2: Catalog Purchasing

Let's make a catalog purchase from the Fastenal Catalog.  Fastenal is a supplier that sells hardware and maintenance items.
  • Order four (4) Phillips Screwdrivers from the Fastenal catalog.  Price per screwdriver should not exceed $10.
  • The Business Purpose for the request is support for Screwdriver 101 class.
  • The Requester for the order is you.
  • Delivery Location is Hoagland 268.
  • Charge Account is: 3110-13U00-SCMS000-522404-72-000-0000000000-000000-0000-000000-000000
  • Once you have completed the Requisition, submit it to routing.

Exercise 3: Non-Catalog Purchasing

Complete a purchase request for the following items for a research grant to support study on cat beds and impact on REM sleep in cats.
  • Two (2) new cat beds, model 235-678, price, $56.78 each, Happy Cat manufacturer 
  • Three (3) new cat trees, model 45, price $39.99 each, Catz Rule manufacturer
  • Requester is you.
  • Delivery Location is Meyer Hall, room 123.
  • Supplier is Catamorphic. Before entering the Supplier name in the Supplier field, do an Agreement search to confirm that there isn't an agreement in place for this supplier.  
  • Charge Account is: 3110-13U00-SCMS000-522404-72-000-0000000000-000000-0000-000000-000000 
  • Once you have completed the Requisition, submit it to routing.

Exercise 4: Blanket Order Request

Set up a purchasing request for a centrifuge maintenance service for the next two years for Hoagland Hall, every third Tuesday of the month, ending 2 years from now. Service estimated cost will be $12,500 per year.

  • Requester is you.
  • Delivery Location is Hoagland Hall, room 268.
  • Supplier is Clean Energy. 
  • Charge Account is: 3110-13U00-SCMS000-522404-72-000-0000000000-000000-0000-000000-000000 
  • Once you have completed the Requisition, submit it to routing.

Exercise 5: Agreement Review

2 weeks after you submit the Blanket Request, Clean Energy asks you to sign an agreement subjecting the university to specific terms and conditions for the centrifuge maintenance service. 
 
Please complete the appropriate Agreement Review request that should be submitted for a buyer in Procurement & Contracting Services to review and approve as appropriate.  The Purchase Order of UCDPO12345678 should be cited on the request as well.
 
If the agreement to be signed had been sent at the same time the blanket order was created, it could have been electronically attached to the initial Requisition document.

Exercise 6: Searching for Requisitions

On the Self-Service Procurement screen, click on the My Requisitions screen in the lower part of the screen.   Note that the search field is dynamic, and allows nearly any search criteria to locate desired Requisitions.

  • What default search criteria appear?
  • Complete a search of all Requisitions created to Fisher Scientific.  
  • Look at the status of the Requisitions.  How can you tell if the Requisition has been fully approved and a Purchase Order issued?
  • Locate a Requisition where a Purchase Order has been issued.  Open the PO, and then open the associated PDF to see what buyer is listed.  What does it mean if the buyer field displays system generated?

Exercise 7: Initiating an Amendment to a Purchase Order

The instructor will demonstrate the process of initiating an amendment to a Purchase Order.

  • Locate a Requisition with an assigned Purchase Order.
  • To create a request for a change to a PO, the edits are to be done on the associated Requisition.
  • Open up the Requisition, in the upper right corner, click the Edit button.
    • If the original Requisition was not created by you, click on the ellipsis, and select Reassign.  Only Requisitions assigned to the individual can be edited by them.
Reflection Questions:
  • Why is it important to add a note to an amendment request? What information should the note include?
  • Are there any Requisition types that can't be edited?
  • What are situations where an amendment is not needed?