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Before I Buy

Master
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Before I Buy

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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:

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What is my Role?

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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.

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Roles

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)

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*Failure to timely process a goods receipt will delay invoice payment.

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Buying Matrix and Required Documentation for Purchases

Dollar Amount

Purchasing Method

Preferred Vendor* Documentation Required

Approved Vendor
Documentation Required

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

 

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Getting Started

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Need to purchase common, routine goods? Use Baylor College of Medicine’s online procurement system.

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Next Steps

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Next Steps