E-Procurement

What is E-Procurement?  EProcurement is a state wide Purchasing system for the state of North Carolina.  College vendors that provide services and or goods to the college are required to register in the North Carolina EProcurement system.

 

Employee and vendor quick links to E-Procurement

e-Procurement General Information

E-Procurement Buyer's Log-in

Vendor Terms of Use Agreement

 

E-Procurement job aids and training videos for employees:  Job aids and training videos are available thru the E-Procurement website.  A username and password are required to access these training documents.  Contact the E-Procurement helpdesk at 888-211-7440 option 1 to obtain a username and password.

Click the below link for E-Procurement job aids

http://eprocurement.nc.gov/Training.html

Click the below link for E-Procurement training videos

http://eprocurement.nc.gov/Training/Web%20Based%20Training.html

 

Searching for registered vendors:  After clicking the below link select Registered Vendor Search on the E-Procurement website.

Search for Vendors Registered on E-Procurement

 

E-Procurement contact information for employees and vendors

http://eprocurement.nc.gov/ContactUs.html

 

E-Procurement Trainings:  A monthly E-Procurement training is offered.  Register thru LearnerWeb to attend as space is limited.  Training dates are available on our Current Announcements page.

Procurement staff will conduct additional trainings for a group of 10 or more.  Contact your buyer once a group has been formed.

 

Understanding units of measure:  From ‘Each’ to ‘Dollar’ to ‘Foot per Second,’ NC E-Procurement offers a variety of ‘Units of Measure’ from which users can select when entering Non-Catalog orders. Sometimes, choosing a unit of measure can be tricky, which results in a ‘Unit of Measure not valid’ error message. Whatever the unit of measure chosen, there are a few basic rules that can be followed to ensure that the correct unit of measure is selected. These rules utilize two basic principles: Non-Blanket Orders and Blanket Orders. Below is a table that outlines which units of measure should be used with which type of order.

Note: Selecting a commodity code will set the ‘Item Classification’ to reflect a good or a service. Check this field if you feel that you have entered the unit of measure correctly but are still receiving an error message.

 

Non-Blanket

Set the quantity to the total number of units to order

Set the unit of measure to each

Set the price to the price of the individual unit

Verify appropriate tax rate is used

 

Blanket

Set the quantity to the total dollar amount of the order

Set the unit of measure to dollar (DOL)

Set the price of the item to $1.00

Mark the blanket purchase indicator to ‘Yes’

Note:  The tax field should be set to ‘Other’.  Taxes and freight should be included in the total value entered.

 

Delegating approval authority:  Are you an approver of requisitions and will be out of the office for an extended period of time? If this is the case, use the following steps to delegate your approval authority to another user so your agency can continue to make purchases in your absence.  To delegate approval authority, click on the ‘Preferences’ link from the NC E-Procurement homepage and select ‘Delegate Your Approval Authority’. The user will need to select a user from their Entity in NC E-Procurement to approve the requisitions as the ‘Delegate’. Next, select the dates to be absent from the office. Delegation approval flows are automatically created to require approval from the user’s supervisor and the user to whom approval authority is being granted. Approvals are required before the delegation is effective and the request is not activated until it is fully approved.  Additionally, the Delegated Approver can only approve items received during the delegation time period.

Note: When entering the dates the user will be away, be sure to end the delegation on the day the user intends to return to the office.  For example, if the user will be out of the office from Monday, December 20th through Friday, December 24th, the user should enter the start date as Monday, December 20th and enter the end date as Monday, December 27th, since this is the date that the user will actually return to the office.