Before I Buy
View the Before I Buy Quick Reference Guide for information on how to make purchases.
If your order requires any of the following and you need assistance, PLEASE STOP and reach out to your Supply Chain team:
- You do not see the vendor in SAP
- Order to be placed is $10K or more - this will require three quotes OR one quote and sole source justification document if you are not using a BCM preferred vendor.
- Quote obtained has terms and conditions - this will require contract routing for approval.
- Sole Source Justification Document is to be used for the purchase (Download this document to make editable. Open with Adobe.)
What is my Role?
Everyone wants to know where they fit within the procurement process. Review roles and the SAP document that is generated within the process below. Some individuals will have multiple roles within the process.
|
Level |
SAP Role |
Role Description |
Corresponding SAP Document Type |
|---|---|---|---|
|
Department |
Requisitioner |
Responsible for creating a “Requisition” to purchase goods/services from a supplier |
Shopping Cart (SC) |
|
Supply Chain |
Buyer |
Agent responsible for creating purchase orders and College-wide purchasing for various commodities |
Requisition/Purchase Order (REQ/PO) |
|
Department/ College/ Unit |
Approver |
Approves requisitions for department(s) or area |
N/A |
|
Department |
Goods Recipient |
Confirms physical receipt of goods/services |
Goods Receipt* (GR) |
|
Accounts Payable |
Accountant |
Posts invoices for payment against purchase orders |
Invoice Receipt (IR) |
*Failure to timely process a goods receipt will delay invoice payment.
|
Dollar Amount |
Purchasing Method |
Preferred Vendor* Documentation Required |
Approved Vendor |
|---|---|---|---|
|
Up to $3K |
P-Card |
- |
- |
|
Up to $1K |
PO |
- |
- |
|
$1K to $10K |
PO |
1 quote and Contract Number |
1 quote |
|
$10K - $250K |
PO |
1 quote and Contract Number |
3 quotes from different vendors OR Sole Source + 1 quote |
|
$250K or More |
PO |
1 quote and Contract Number |
Formal Bidding Process - Contact Supply Chain OR sole Source + 1 quote |
*Preferred Vendor - A vendor who is in BCM’s vendor
master and has an approved valid, agreement/contract in place
Getting Started
Need to purchase common, routine goods? Use Baylor College of Medicine’s online procurement system.
