e procurement guidelines 5 23-2012
TRANSCRIPT
Welcome to the eCAPS Procurement System!
All purchasing (Procurement) will now be done through the eCAPS Procurement System. S & S, for instance!
The Online DSR system has been
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http://ecaps.co.la.ca.us
This looks familiar, doesn’t it? It’s the LA County Internet Portal.Click on the blue link, log in, and under My Applications, you will be able to
access eHR and ESS (Timekeeping) or eCAPS - Procurement.Use the same log in and password for both.
Very convenient!
Let’s go!
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Click the link for the Internet Portal
1. Log in at the left side of the screen
2. User ID = e + employee #
3. Password = (the same password you use when accessing timesheets)
4. Press Enter or click Login button
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5. Under My Applications
6. Select eCAPS – Procurement
7. From the Left Navigational Panel
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8. Click on Search to show all available Search selections
9. Select Document Catalog, and
10.Near the top of the window which opens, click Create
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11. In the Code field input RQN (Requisition)
12. In the Doc Dept field input PL (Public Library)
13. In the Doc Unit field input your library Unit Code (e.g. 41252 = 108)
14. ID = the last two digits of the Fiscal Year
15.Click to Check the Auto Numbering box
16.Click Create near the bottom left of the screen
17. A blank RQN opens in the General Information tab of the Header window.
18. The RQN number, or Document ID, appears in the orange line at the top of the window. Write down the Document ID #.
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eProcurement RQN Checklist
Complete the following:
I. HEADER (3 tabs to complete; 4 tabs if RUSH ORDER)
1. General Information Taba. Document Name - Input Library Item Group name. Find
Library Item Group name on Library Commodity Report: Staff Intranet > Fiscal Services
b. NOTE: If RUSH ORDER, note it here under Document Name, and in c. Document Description field. Example: RUSH – Office Supplies. See also Step 4. Extended Description tab.
c. Document Description (Again, if rush, input RUSH ORDER before the Library Item Group name.)
d. Fiscal Year (input the last two digits, if not for the current FY)e. SAVE
2. Contact Taba. Issuer ID (your employee# + e should auto fill from your log in)b. Requestor ID Insert your eID or another requestor’sc. SAVE (remaining fields will auto fill)
3. Default Shipping/Billing Taba. Shipping Location: always PL0001b. Billing Location: always PL0003c. SAVE (remaining fields will autofill)
4. Extended Description Taba. If you are submitting a RUSH ORDER, you must include
justification for the RUSH on the Extended Description tab.b. SAVE
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II. Vendor (1 tab to complete)
1. Vendor Taba. Click Insert New Lineb. In the Vendor Customer field, enter the vendor code or open
a search with drop down arrowc. To search, input vendor name* in the Legal Name fieldd. Click Browse Select Savee. Fields will auto fillf. Make certain that the Vendor Contact Name and Vendor
Contact Phone fields have data. Input 0 if no other information appears.
g. One Vendor per RQN. Vendor information is entered once.
III. Commodity (2 tabs to complete)
1. General Information Taba. Click Insert New Lineb. In the Commodity field, enter the Commodity Code from the
Library Commodity Report. Find Commodity Code: Staff Intranet > Fiscal Services > Fiscal Codes. If not on list, contact Procurement.
c. Edit the auto-filled fields to provide more detailed information:c1. CL Descriptionc2. Extended Descriptiond. Input Quantitye. Input UOM (Unit of Measure)f. Input Unit Priceg. SAVE
Single commodity RQN?
Skip to IV. Accounting, on page 4 below
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Ordering more than one commodity?
Info for Multiple Commodities RQN:
• All commodities on one RQN: must belong to the same Item Group
• If entering more than one commodity, repeat steps 1.a. through 1.g. above under III. Commodity, until each commodity has been input and saved.
• Check the top of your screen. All commodity lines should be displayed.
• Open the Header window from the left navigational panel.
• Click on the Ship/Bill To Lines button at bottom right of screen, to populate all commodity lines with the Shipping and Billing information entered in the Header.
• Return to the Commodity window and resume with Step 2 below:
2. Shipping/Billing Taba. In the Additional Information field (in the first column under
Shipping Location), input your Cost Code and Requestor Name. Example: 108 – Tricia Weber
If Freight Charges apply, return to the General Information Taba. Click Insert New Lineb. Input the Freight Commodity Code (96286) in the
Commodity fieldc. Continue with steps 1.c. through 1.g. under the General
Information Tab, p. 2 above, entering description, quantity, UOM and price for the Freight charge.
d. SAVE
IV. Accounting (2 tabs to complete)9
1. Fund Accounting Taba. Insert New Lineb. Input FUND B06c. Input DEPT PLd. Input UNIT (your library’s Unit Code)e. Input OBJECT (from Commodity Codes List)f. SAVE
2. Detail Accounting Taba. ACTIVITY - Input Activity Code (= Fund Source of former
DSR system). Find Activity Code: Staff Intranet > Fiscal Services
b. TASK - Input Task Code (= Budget Line of DSR system). Find Task Code: Staff Intranet > Fiscal Services
c. SAVE
V. ADD ATTACHMENTS
1. Header Tab1. Click FILE (on the right bottom toolbar)2. Click ATTACHMENTS3. Click UPLOAD4. Click BROWSE5. Navigate to the file you want to attach6. Double click the file name7. Enter a brief description of the attached document8. Click UPLOAD
10. Click RETURN TO DOCUMENT link at lower left of the screen to see confirmation of the attachment
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VALIDATE
SUBMIT
Staff Intranet > Library Departments > Fiscal for links to:
eProcurement Tutorial: How to Create a Single Commodity Requisition
Fiscal Codes
Contact Information
For questions about Commodity or Object Codes, you may email catalog pages of items you hope to purchase to:
Michael Truong at [email protected], or Elsa Munoz at [email protected]
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