Creating a Purchase Request for a Funded Project

First log onto https://ugamart.uga.edu/

To begin a purchase request, also known as a requisition, you must create a cart.

On the UGAmart homepage, navigate to create a cart by selecting:

Shop > My Carts and Orders > View Carts.

The Cart Management page is displayed.

Catalog and non-catalog items attached to a project must first have a cart to process through UGAmart.

To create a cart, click the Create Cart button.

A new empty cart is created in UGAmart. You can edit the details of the cart information such as Cart Name, Cart Description, Priority, and FMS "Amount Only" PO.

Enter an appropriate description into the Cart Description field.

Example shown here: enter "Consulting Agreement".

Note: When a purchase order is created on any project (sponsored, capital, or non-sponsored), the FMS “Amount Only” PO checkbox must always be checked in UGAmart.

If this is not checked, it can cause encumbrances to show incorrectly in various reporting tools.

Example: A purchase request is created on a grant for $100K with the quantity of 1. A payment is made for $5K with the quantity of 1. Because the quantity of the PO is satisfied, it fully liquidates the encumbrance to $0 in grants reporting tables, even though $95K remains encumbered. The “FMS Amount Only” PO checkbox resolves this issue.

Click the FMS "Amount Only" PO checkbox.

Click the Save button.

Once you have saved the cart, items can be added to create a purchase request by either returning to the home page or clicking Add Non-Catalog Item . 

Services, which vary widely in scope and pricing, must be entered as non-catalog items.  

For this artlcie, we will look at adding a service, since they are a major project component.

Click the Add Non-Catalog Item button.

The Add Non-Catalog Item pop-up window is displayed. To search for a vendor, begin typing in the Enter Vendor search field to see suggested matches.  

Example shown here: enter "Huron".

Click the appropriate vendor from the generated vendor name list.  

Example shown here: click the HURON CONSULTING GROUP INC link.

Enter the specifications for the item into the Item Description field. Provide as many details as possible.  

Example shown here: enter "Consulting Agreement".

If known, enter the SKU into the Catalog/SKU Number field.  

Example shown here: enter "1501000002".

Enter the quantity you wish to purchase in the Quantity field.

Example shown here enter "1".

Enter the estimated price for one unit of the item into the Price Estimate (or Unit Price) field.   

Example shown here: enter "100,000".

After all the information is verified as correct, click the Save and Close button.

Once all the information is correct,

Click the Proceed to Final Review button.