Procurement Guide - State · Procurement Guide Overseas/ Ariba Overseas/Ariba Page 2 of 171 July 2011 Table of Contents Procurement Agent – Completing the

Procurement Guide

Overseas Ariba

July 2011

Procurement Guide

Overseas/ Ariba Overseas/Ariba

Page 2 of 171 July 2011

Table of Contents

Procurement Agent – Completing the Request ............................................................................................. 3

ICASS Charges ............................................................................................................................................ 15

Value Added Tax ......................................................................................................................................... 25

Commonly Used Commodity Codes ........................................................................................................... 44

Modifications to Overseas Ariba Orders ..................................................................................................... 48

Adding Non-US Vendors in Ariba .............................................................................................................. 59

Previously Ordered Offline Transactions .................................................................................................... 72

BPA Drawdown........................................................................................................................................... 75

FPDS-NG Tasks .......................................................................................................................................... 99

Common Errors when completing an FPDS-NG Form ............................................................................ 109

Adding an Approver to an Approval Flow ................................................................................................ 115

Printing a Purchase Order .......................................................................................................................... 119

Managing Folders ...................................................................................................................................... 123

Searches ..................................................................................................................................................... 133

Reports – Saving and Editing .................................................................................................................... 149

Appendix ................................................................................................................................................... 153

Ariba Summary Page for Overseas Requesters ............................................................................................. 1

Entering Procurement Data ........................................................................................................................... 2

Surcharge Summary Page .............................................................................................................................. 3

ICASS Summary Page .................................................................................................................................. 3

Edit Line Item Summary Page ...................................................................................................................... 4

Ariba Summary Page for Furniture Orders ................................................................................................... 5

Ariba Summary Page for NAS/INL Requests ............................................................................................... 6

Ariba Summary Page for AQM/IT Orders .................................................................................................... 7

Ariba Summary Page for RPSO Frankfurt Orders ........................................................................................ 8

Ariba Summary Page for RPSO Frankfurt Medical Orders .......................................................................... 9

Ariba Summary Page for Local Guard Requests ........................................................................................ 10

Manually enter an FPDS-NG Form for BPA Setups and Contracts ........................................................... 11

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Procurement Agent – Completing the Request

Completing the Request in Ariba as a Procurement Agent

As a Procurement Agent, there are a number of fields that you must review or complete when you receive

an Ariba request. Once these fields are completed, you may approve the request for further processing.

To Complete the Procurement fields in Ariba:

1. Click the Approve Requests link located on to the left hand side of the Ariba Homepage. The

Approve Requests page is displayed.

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2. Click on the ID or Title to open the request you are editing. The Approval Summary page is

displayed.

3. Review the Approval Summary page and click the Edit button. The Checkout page is displayed.

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Checkout Page

Once the Checkout page opens, all of the request‟s fields will be displayed. Some of the fields will be

defaulted by the system (green), some were completed by the requester (blue), and some require you to

enter information (yellow). You can disregard all fields that are gray. See the next page for detailed field

definitions.

4. Enter: Order Contact, Issuing Office, Request Type, Preferred Purchase Card (if applicable),

Printable Form, Competed, Solicitation Procedures/Reason Not Competed and Receipt Requirement.

5. Review fields entered by the requester: Title, On Behalf Of and Requesting Office.

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Fields to Enter

Order Contact The procurement agent assigned to the purchase request

should be the contact for all requests. Select your own

name from the drop down.

Issuing Office There is only one per post so this should always be the

same value.

Request Type The Request Type is chosen by the Procurement Agent or

Contracting Officer for all procurement requests. The

following Request Types are available: Blanket Purchase

Agreement (BPA) Setup, BPA Call, Contract, Delivery

Order/Task Order, IDIQ, Petty Cash, Purchase Card,

Purchase Order, or Requisition.

Preferred Purchase Card If the request will be purchased using a Purchase Card, and

you are a purchase cardholder, select the purchase you will

use to pay the vendor.

Printable Form This value will default based on the Request Type,

however, you can select whichever form you prefer from

the drop down.

Competed Select a value from the drop down to provide information

about how the request was competed, if at all (for example:

Full and Open Competition, Not Available for

Competition, etc.).

Solicitation

Procedures/Reason Not

Competed

Depending on what you chose for the Competed field, you

must indicate either the Solicitation Procedures used or the

Reason the request was not competed.

Receipt Requirement Identify whether or not this order should be received by

your Post‟s Receiving Clerk.

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Fields to Review

Title The title should include the Office/Agency and summarizes the

items being requested.

Customer The Requester‟s name is defaulted and does not need to be

updated.

Requesting Office The office for which the order is being placed. This is very

important because different offices may have different approval

flows.

Note: Some of the drop downs will allow you to search for additional values using the „Other…‟ option.

If you do not see the desired value, choose this entry from the list. Type information into the text box and

click Search. Clicking the Select button next to any of the returned values will add it to the drop down.

The drop down list will save the last ten selections.

6. Add one or more Surcharges (if required). See the “Surcharge Overview” job aid on AskILMS

(http://askilms.a.state.gov) for detailed information about how, when, and which Surcharges to

include.

a. Click the Add button. A new Surcharge line will display.

b. Click the Select button to reach the Review Details for Surcharge page.

7. Add one or more ICASS Charge (if required). See the next ICASS Charges section for detailed

information about how and when to include ICASS Charges.

a. Click the Add button. A new ICASS charge line will display.

b. Click the Select button to reach the Review Details for ICASS Charge page.

http://askilms.a.state.gov/

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Edit Line Items Page

Procurement Agents must also enter data at the line item level. The requester entered a general

description and quantity for each line item. From the Checkout page, select the line item you would like

to edit.

8. Check the box next to the line item you wish to update.

9. Click the Edit button. The Edit Line Items page is displayed.

To perform a mass edit: Click the checkbox next to the items to which you want to apply the

mass edit. If you want the mass edit to apply to all line items, you may click the very top

checkbox to select all line items at once. Then click the Edit button below the line items.

To edit line items individually: Click the checkbox next to the line item to which you want

to edit. Click the Edit button. You will be taken to the View Line Items: Edit Line Items

page.

10. Enter the Price, Commodity Code, and Supplier.

Price – The cost of each item. This can be entered in US Dollars or your local currency. Click on

the icon next to the field to search for the desired currency.

Commodity Code – This value categorizes the product or service (for example: Office Supplies,

Residential Furniture, etc.). To search for commodity codes by category go to:

http://www.outreachsystems.com/resources/tables/pscs/. Also, refer to the “Commonly Used

Commodity Codes” section of this job aid.

Supplier – The vendor with whom you will be placing the order. Suppliers must be preloaded into

Ariba. Local vendors can be entered by a procurement agent. US vendors must be entered by the

ILMS Support Desk.

Contract # (if applicable) – Contract # is required for BPA Calls and Delivery/Task Orders.

11. Review the fields entered by the Requester: Description, Quantity, and Unit of Measure.

https://amr.email.accenture.com/owa/redir.aspx?C=39c5095868134f339695ab2bb84438c9&URL=http%3a%2f%2fwww.outreachsystems.com%2fresources%2ftables%2fpscs%2f

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Note: If Value Added Tax (VAT) is required for your Post, steps a-d detail the process to apply tax to

line items; if you are not required to add tax skip to step 12. For detailed information about line item tax

charges, see the Value Added Tax section.

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To Apply Value Added Tax:

a. Scroll to the Tax Section to add VAT to the line item.

b. Enter the Tax Percentage for the line item. The Tax Amount will automatically populate based

on the tax percentage you enter.

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c. When an amount is entered in the Tax Percentage field, an additional Tax Accounting Line will

appear in the Accounting-By Line Item section of the page. This provides a new accounting fiscal

strip to account for the line item tax.

Note: The Reimbursable checkbox will be checked by default, which indicates that the tax being

added is reimbursable. This field should be unchecked if the line item tax is non-reimbursable.

d. Select the Apply Separate Fiscal checkbox if the fiscal applied to the tax will be different than the

fiscal applied to the commodity, indicating a new accounting fiscal strip should apply to the tax

line.

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12. Click OK. You are returned to the Checkout page.

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13. Review the request-level shipping fields which were completed by the requester. Note that the

shipping information could be different for each line item, or the same for the entire request.

14. Enter Comments, if desired.

15. Click the Add Attachment button if you would like to attach a file to the request.

16. Click Save.

17. You must now approve the request. Return to the Approve Requests page.

18. Click the Approve button.

You successfully completed the Procurement Agent requirements for a request in Ariba.

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ICASS Charges

Capturing and Reporting ICASS Charges in Ariba

For overseas users, Ariba has the ability to capture ICASS charging information. Like surcharge

information, ICASS charges are captured on the header level of the requisition, so you cannot assess

ICASS charges for specific line items.

One ICASS Agency may be defaulted based on the Requesting Office of the requisition. Only the name

of the ICASS Agency may be defaulted; the amount of the ICASS charge is not defaulted. This is a

one-to-one relationship and can be changed at anytime by contacting the ILMS Support Desk.

Additionally, two reports have been created to allow users to report ICASS charging information:

ICASS Charges by Agency Report: This report displays the ICASS Charge amounts on a

post‟s orders within a specified period of time, per ICASS Agency. The ICASS Charges

by Agency will display the following values per Agency:

o Award Number (Order ID)

o Order Date

o Requesting Office Name

o Short Description (which is the requisition title)

o Total ICASS Charge Amount

ICASS Workload Counts Report: This report displays the quantity of orders for a post in

a particular month that contains an ICASS Charge amount within the specified dollar

range. It is sorted by ICASS Agency. The report will display the quantity of orders whose

total requisition amounts fit into the following three categories:

o Less than or equal to $3,000

o Greater than $3,000 and less than or equal to $100,000

o Greater than $100,000

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ICASS Charges by Agency Report

(HTML Format)

ICASS Workload Counts Report

(HTML Format)

Note: In addition to the ICASS Reports section of this job aid, further information on saving and

editing all types of reports can be found in the “Ariba Reports” job aid on AskILMS

(http://askilms.a.state.gov).


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To add an ICASS Charge:

1. Click the Approve Requests link located on the left hand side of the Ariba Homepage. The Approve

Requests page is displayed.


displayed.

3. Review the Approval Summary page and click the Edit button to update requisition details. The

Checkout page is displayed.

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4. Scroll to the ICASS Charges section of the Checkout Page. If an ICASS charge is required for your

Post, a warning message will appear below the ICASS Charges Section. Click the Add button in the

ICASS Charges section.

5. Click the Select link. You will be taken to the Review Details for ICASS Charge page.

6. The ICASS Charge defaults to calculate by percentage. To enter the ICASS as a dollar amount,

click the Amount radio button.

Note: If the Amount radio button is selected, you will enter the ICASS amount as a dollar (or local

currency) amount. If the Percentage radio button is selected, you will enter the ICASS percentage and the

amount will be calculated accordingly.

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7. If the correct agency was not automatically defaulted, click the down arrow on the ICASS Agency

drop-down menu to choose the appropriate agency. If it is not listed there, click on the Other…

option from the drop down to select a different agency from a list.

8. Enter the value of the amount or percent in the ICASS Charge Amount/Percentage field.

9. Once the ICASS Charge percentage has been entered, the ICASS Charge amount will automatically

update. Click the OK button. You will be taken back to the Checkout page where you can see that

your ICASS charge has been added.

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10. The ICASS charge displays in the ICASS Charges section of the Checkout page.

11. Enter other required requisition fields (including required lines items, Shipping information, Need-

by Date, etc.). For more information on the required fields in Ariba, please refer to the “Complete

the Request” job aid, available on AskILMS (http://askilms.a.state.gov). Click the Save button.


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You successfully added ICASS charging information to a requisition.

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To run an ICASS Report:

1. Click the Reports link under the Report section on the left side of the Ariba Homepage. You will be

taken to the Select Report Category page.

2. Select the radio button next to the Orders report category.

3. Click the Next button. You will be taken to the Select Report page.

4. Select the radio button next to the ICASS report that you would like create. (Only one report can be

run at a time).


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6. Click on the Report Format drop down menu.

Excel: This report will be opened in MS Excel. This report can be saved, printed, and

edited.

CSV: This report may be opened in any spreadsheet program such as MS Excel or Lotus

Notes. This report can be saved, printed, and edited.

HTML: This report is displayed as a web page. This report can be saved and printed, but it

cannot be edited

7. Select the appropriate report format for your report from the drop down menu.

8. Select filters for the report you wish to run. Click the select link next to each filter to search for the

Post/Office/Agency you wish to use. You will be taken to the Choose Values for [Filter Name]

page, where you can enter your search criteria.

9. Click on the Ordered Date drop down to further filter your report results.

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10. Click the Run button. The report will be displayed.

If you have selected Excel as the Report Format, a new browser window will display the

results of the report in an Excel format.

If you have selected CSV as the Report Format, a message is displayed for you to select

whether you would like to open or save the report in a specified spreadsheet program.

If you have selected HTML as the Report Format, a new browser window will display

with the results of the report.

Note: When you are printing HTML Reports, you will need to print the report in Landscape

Orientation in order to fit all columns on one page.

11. Click the Save button to save this report. This report will be available through the Reports link

under the Report section on the left side of the screen.

You successfully ran an ICASS Report in Ariba.

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Value Added Tax

Ariba automatically calculates the Value Added Tax (VAT) on the line item level of a purchase request.

There are two ways to apply tax to the line items of a request: entering tax per line item or mass editing

line item tax.

The mass editing line item process should be used when you wish to apply the same tax percentage and

fiscal strip to account for all line items or a group of line items on a purchase request. If different tax

percentages and fiscal strips will be applied to separate line items on the same purchase request, the

entering tax per line item process should be used.

The line item tax fields will display on the OF-347, SF-30, Purchase Card Standard Form, and

Requisition Printout forms in Ariba. In addition, the Line Item Tax Report displays the tax associated

with each purchase request within the specified time frame. The steps to enter line item tax for a single

line item, mass edit line item tax, and directions for running the Line Item Tax Report are outlined

below.

Entering Tax per Line Item:



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displayed.



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4. On the Checkout Summary page, scroll down to the Line Edit section to edit the line items.

5. Click the checkbox next to the line item you wish to edit.

6. Click the Edit button to add tax to an existing line item.

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7. On the Edit Line Item page, scroll to the Tax Section to add tax to a line item.

8. Enter the Tax Percentage for the line item. The Tax Amount will automatically populate based on

the tax percentage you enter.

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9. When an amount is entered in the Tax Percentage field, an additional Tax Accounting Line will

appear in the Accounting-By Line Item section of the page. This provides a new accounting fiscal

strip to account for the line item tax.

10. The line item tax defaults to calculate the tax by percentage. Note: If you wish to enter the tax as a

dollar amount, click the Select link to the right of the Tax Amount field.

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11. The Tax Details page displays. If the Amount radio button is selected in the View Taxes By field,

you will enter the exact tax amount as a dollar (or local currency) amount. If the Percentage radio

button is selected, you will enter the percentage and the amount will be calculated accordingly.

Once the correct View Tax By setting is selected, click the OK button.

Note: The Reimbursable checkbox will default to checked, which indicates that the tax being

added is reimbursable. This field should be unchecked if the line item tax is non-reimbursable.

You will select the Apply Separate Fiscal checkbox if the fiscal applied to the tax will be different

than the fiscal applied to the commodity, indicating a new accounting fiscal strip should apply to

the tax line. The fiscal fields can be updated at any time during the approval flow. Therefore, if

you are unsure of the fiscal information, leave these fields blank and FMC can enter the correct

information. This information will be stored in Ariba and accessed when running reports on line

item tax.

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12. Scroll to the bottom of the Edit Line Item page and click the OK button.

13. You are returned to the Checkout page. Line Item 1 now displays tax information.

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14. Click the Save button at the bottom of the page to apply your tax edits.

You have successfully entered the tax for a single line item in Ariba.

Mass Editing Line Item Tax:

The mass edit functionality in Ariba allows you to mass edit tax on line items by percentage and should

only be used if you want to apply this change to all selected line items on a purchase request.



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displayed.



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4. On the Checkout Summary page, scroll down to the Line Edit section to edit the line items of the

request.

5. Click the top Checkbox to select all line items at once. If you do not want to edit all lines on the

request, click the checkbox next to the items to which you want to apply the mass edit.

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6. Click the Edit button to add tax to existing line items.

7. The Edit Items page displays. Enter the Tax Percentage for the line items in the Tax Percentage

field.

Note: If you perform a mass editing after tax has been added to a request, you will receive the

following warning message inform you that any changes made to either the commodity or tax

accounting line will be applied to all selected line items. This warning message is intended to

remind you that you are mass editing line items and will not cause errors by completing the mass

edit.

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Warning: You have selected line item, 1,2,3, that was previously split. Any change you make

to the accounting fields will cause all accounting fields to be changed to match the line you are

currently editing.

8. If all line items are reimbursable, check the Reimbursable checkbox. If this field remains

unchecked, it signifies that all line items tax are non-reimbursable.

9. If it is your responsibility and a separate fiscal strip should be applied to the account for the line

item tax, check the Apply Separate Tax Fiscal checkbox.

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10. Click the Next button to confirm mass edit tax changes.

11. Review the mass edit changes made to the request. Click the Done button to apply changes.

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12. The Checkout page displays and the line item tax has been updates in Line Item section. Click the

Save button in the bottom right section of the page to save your changes.

You have successfully used the mass edit function to update line item tax in Ariba.

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Running the Line Item Tax Report

The Line Item Tax Report displays the tax associated with each purchase request within the specified time

frame. The report also distinguishes between reimbursable and non-reimbursable tax at each line item.

Below are the steps to run the Line Item Tax Report.

1. Click the Reports link under the Report section on the left side of the Ariba Homepage. You will

be taken to the Select Report Category page.

2. The Select Report Category page displays. Select the option button to the left of the Orders

category.

3. Click the Next button to select the report.

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4. The Select Report page displays. Select the option button to the left of the Line Item Tax Report.

5. Click the Next button to set the report format.

6. The Run Report page displays. From this page you can select the format and parameters for the

Line Item Tax Report. Click on the Report Format down arrow.

7. Select one of the Report Format for your report from the following options:

EXCEL: This report may be opened in MS Excel. This report can be saved, printed, and edited.

CSV: This report may be opened in any spreadsheet program such as MS Excel or Lotus Notes.

This report can be saved, printed and edited.

HTML: This report is displayed as a web page. This report can be saved and printed but it cannot

be edited.

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8. The Line Item Tax report has the following 6 filters available: Bureau or Post, Request Type,

Requesting Office, Requisition ID, Reimbursable, Tax Total and Ordered Date. The Bureau or

Post will default based on your user profile.

9. Click the Date Ordered drop down arrow and select one of the date options from the list.

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10. Once you have complete selecting the report filters for the Line Item Tax report, click the Run

button.

If you have selected Excel as the Report Format, a message is displayed for you to

select whether you would like to open or save the report in MS Excel.



If you have selected HTML as the Report Format, a new browser window will display

with the results of the report.



11. The Line Item Tax Report displays the tax associated with each purchase request within the

specified time frame. The Order number, PR Number, Date Ordered, Requesting Office, Vendor,

Title, Total, Tax Total, and Grand Total are listed at the header level for each request.

Any tax applied to the line item will be listed, along with the total amount for that line item,

whether the tax is reimbursable, and the tax fiscal information. If split accounting is used for the

line item tax, the line item is listed for each split accounting line.

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You successfully ran the Line Item Tax Report in Ariba.

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Commonly Used Commodity Codes This is a list of commonly used commodity codes. Commodity Codes are mandated by the federal

government in conjunction with the Federal Procurement Database System (FPDS) to track all

procurements made by the US government and its agencies.

Note: When purchasing tangible items such as equipment and supplies, the Commodity Code you select

will begin with a number. On the other hand, Commodity Codes for services will all begin with a letter.

Commodity

Code Description Example

7510 OFFICE SUPPLIES Includes Erasers; File Holders;

Writing Ink; Printing Ink; Paper Fasteners;

Pencils; Penholders and Pen Points; Rulers,

Art Supplies; Tape

7630 NEWSPAPERS AND

PERIODICALS Subscriptions

J023 MAINT-REP OF VEHICLES-

TRAILERS-CYC Vehicle Repair/Maintenance

V231 LODGING - HOTEL/MOTEL Hotel Lodging; Accommodations

4910 MOTOR VEHICLE MAINT

EQ

Includes Automotive Lifts; Wheel Aligners;

Brake Service Equipment; Tire Maintenance

and Repair Equipment; Test stands and test

equipment specially designed for use with

motor vehicles.

V119 OTHER CARGO AND

FREIGHT SERVICES Freight Services; Shipping

AS91 OTHER MODAL

TRANSPORTATION

(BASIC) Bus, taxi hire

S113 TELEPHONE AND-OR

COMMUNICATIONS SER Phone Bills (cellular/land)

5975 ELECTRICAL HARDWARE

AND SUPPLIES

Includes Conduit; Raceways; Face Plates;

Conduits; Outlet and Junction Boxes; Pole

Line Hardware, not elsewhere classifiable.

R499 OTHER PROFESSIONAL

SERVICES

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Commodity


8145 SPECIAL SHIPPING &

STORAGE CONTAIN

NOTE: This class includes only reusable

and repairable containers specially designed

for shipping and storage of specialized

equipment; i.e., shipping and storage

containers for components of aircraft, space

vehicles, automotive vehicles, ships, ground

communication equipment, etc.

Includes Specially designed components

(not elsewhere classifiable) peculiar to

special shipping and storage containers as

delimited under this class.

S203 FOOD SERVICES Catering

7930 CLEANING/POLISHING

COMPOUNDS & PREP

Includes Scouring Powders; Washing

Compounds; Detergents; Nontoilet Soaps;

Automobile Household Polishes and Waxes.

R699 OTHER ADMINISTRATIVE

SUPPORT SVCS

S204 FUELING SERVICE Fueling

R426 COMMUNICATIONS

SERVICES

Z161 MAINT-REP-ALT/FAMILY

HOUSING

Maintenance, repair, or alterations to

housing.

R608 ADMIN

SVCS/TRANSLATION-SIGN

LANGUAG

Translating and interpreting services.

5340 HARDWARE NOTE: Common hardware designed

primarily for commercial use will be

classified in this FSC. Hardware is the

physical, tangible, and permanent

components of end items that may not be

classified elsewhere. It consists also of

common items that are commonly used in

construction and/or manufacturing (e.g.,

hinges, door locks).

Includes Access Covers; Bumpers;

Casters; Cabinet and Door Hardware;

Clevises; Hinges; Latches; Straps and

Strapping; Turnbuckles; Webbed Straps.

G009 NON-GOVERNMENT

INSURANCE PROGRAMS

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Commodity


7105 HOUSEHOLD FURNITURE Includes Bedsprings, Open Style (All

metallic); Folding Chairs; Camp Furniture;

Mirrors, Wall Mounting and Furniture Types;

Smoking Stands.

7320 KITCHEN EQUIPMENT

AND APPLIANCES

Includes Dishwashing Machines; Food

Slicing Machines; Food Mixers; Utility Carts

Specially designed for use in Kitchen and

Dining Area.

2310 PASSENGER MOTOR

VEHICLES

Includes Cars, Motor, Highway; Buses;

Chassis, Passenger Motor Vehicle;

Hearses; Ambulances.

AD25 SERVICES

(OPERATIONAL)

7610

Books and Pamphlets Includes Technical and Nontechnical Books

and Pamphlets; Regulations;

7910 Floor Polishers and Vacuum

Cleaning Equipment

Includes Domestic and Industrial Vacuum

Cleaning Equipment; Carpet Sweepers

7690 Miscellaneous Printed Matter Includes Decals; Printed Posters; Printed

Labels

7520 Office Devices and

Accessories

Includes Copyholders; Fountain Pens and

Pen Desk Sets; Pencil Sharpeners; Paper

Punches; Staplers, Office Type

7435 Office Information System

Equipment

Includes Minicomputer and microcomputer

controlled systems specifically designed for

user programmable processing of the office

information application; Connected

peripheral equipment; Automatic repetitive

typewriters; Text editing typewriters and

video display text editing typewriters.

7021 ADP Central Processing Unit

(CPU, Computer), Digital

7025 ADP Input/Output and Storage

Devices

This class includes printers, display units,

disk drive units magnetic, optical and

floptical), tape drive units, terminals, data

entry devices and transfer units. Also

includes Optical Compact Disk (CD) devices

used for the storage and retrieval of data and

firmware.

7030 ADP Software Computer Software

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Commodity


7420 Accounting and Calculating

Machines

Includes Accounting and adding machines

and electronic calculators.

R701 Advertising Services

Utilities

S111 Gas Services

S112 Electric Services

S113 Telephone and/or

Communications Services

(includes Telegraph, Telex and

Cablevision Services)

S114 Water Services

S119 Other Utilities

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Modifications to Overseas Ariba Orders

To change an Ariba request after it has been fully approved and has an “Ordered” status, you must create

a modification. When you create a modification, all of the information entered on the original request

will remain on the modification with the addition of new required fields. If you are a Requester, you must

fill in the Justification field and Procurement Team members must fill in the SF-30 Modification Code

field.

When you modify a request, Ariba automatically adds a version number (ex: V2) to the end of the PR

number and a modification number (ex: M001) to the end of the requisition and order numbers. There is

no limit to the number of modifications you can create from a request. When submitted, the modification

will go through the same approval flow as the original request so that all approvers can approve the

modification. Only the original system-generated flow will appear automatically; if an approver was

added manually to the original request, he or she will need to be added manually again.

When to create a modification

You should create a modification if you want to change the price of a line item, decrease the quantity of

an item or perform an administrative, no-cost modification.

When to create a new request

You should create a NEW purchase request if you want to increase the quantity. The new request should

only show the increased quantity. For example, you originally ordered two widgets and you actually need

six widgets. Your new request should be for the increased quantity of four widgets.

To change the vendor

You are not able to change the vendor on a modification. Instead, you must create a modification to

cancel the original request. Then you must create a NEW request with the new vendor.

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To create a modification

13. Find the request in Ariba by conducting a search or locating it in your folders.

a. If you were the initial requester, the ordered request will be located in your Approved

status folder.

b. If you were an approver, the request will be in your Archive Items folder.

14. Click the ID or Title link of the request you wish to modify. You will be taken to the Summary tab

of the request.

15. Click the Change button to begin your modification. You will now be able to edit your request.

Note: If you do not see the Change button, but instead see a Withdraw button, your request has not

been fully approved. To modify a request that has not been fully approved, click on the Withdraw

button, edit your request, and resubmit it. No justification will be required.

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16. Procurement Team only: Enter a value for the SF-30 Modification Code. The Modification Code

specifies the contractual authority for the change. Select “Other…” from the drop down menu to

view descriptions of the modification codes.

17. All users who submit a modification must enter a Justification for the modification. This is a free-

form field to let others on the approval flow know why you are requesting this modification.

Note: The Requisition Number and Order Number have been updated to include the modification

number.

There are five types of modifications you may want to perform:

Change the Vendor (Vendor Novation) - go to step #6

Administrative Change (no-cost) to an order - go to step #7

Increase the total cost of the order - go to step #8

Cancel a line item or cancel the entire order - go to step #9

Partially De-obligate funding from an order - go to step #10

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18. To Change the Vendor (Vendor Novation):

You are only able to change the vendor (supplier) in certain cases of a vendor novation. A vendor

novation is the substitution of a new vendor for the existing vendor in an order. A vendor novation

typically results from the movement of assets necessary to provide the supplies or services, as in a

merger or acquisition. Vendor novation is not the same as a vendor change-of-name, nor is it a

replacement contract.

If the change you are making is not a legitimate vendor novation, you must create a modification to

cancel the original request. Then you must create a NEW request with the new vendor.

a. Scroll down to the request‟s line items. Select all line item and click the Edit button. You

will be taken to the Edit Items page.

b. On the Edit Items page, click the checkbox for “This modification requires a vendor

novation”.

c. Select a new vendor from the Vendor drop down menu field.

d. Click the OK button to return to the Checkout page.

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e. Complete your modification as part of one of the following modification types:

Administrative Change (no-cost) to an order - go to step #7

Increase the total cost of the order - go to step #8

Cancel a line item or cancel the entire order - go to step #9

Partially De-obligate funding from an order - go to step #10

19. To create an Administrative Change (no-cost modification):

a. For this example, the Administrative Change will be an update to the fiscal strip on a line item.

Copy the original line item.

b. Select line item 2 and click the edit button to update the fiscal information on the line item.

c. Modify the first line item quantity to zero. This will cancel that line item.

d. Procurement Team or B&F Team only: Whenever a modification is made on a request, users

cannot edit the original ICASS Charges. Ariba will automatically add a new ICASS charge of

no cost so that the modification appears as a separate charge on the ICASS workload report.

The new ICASS charge will be entered as „$0.00‟ to indicate a change was made, but that it

did not change the total cost of the order. One new ICASS charge will be added for each

ICASS charge line on the original request.

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Note: You should NEVER delete the original ICASS charges from a request.

e. Continue on step #11 to complete the request.

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20. To Increase the total cost of the order:

a. Procurement Team or B&F Team only: Whenever a modification is made on a request, users

cannot edit the original ICASS Charges. Ariba will automatically add a new ICASS charge for

the increased percentage so that the modification appears as a separate charge on the ICASS

workload report. The original ICASS charge will show the cost of the original order amount

and the new ICASS charge will show the increased cost.

Note: You should NEVER delete the original ICASS charges from a request.

b. B&F Team only: You must add new funding information for the additional cost of the

modification. To add the fiscal strip that will fund this increase, click the Split Accounting

button on the Edit Items page.

c. Update the accounting details for the new split funding, including the split amount for the

increased cost, then click the OK button. For more information on split accounting, see the

Job Aid on Adding Funding Details to a Request.

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d. Continue on step #11 to complete the request.

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21. To Cancel a line item or cancel the entire order:

a. Modify the item quantity to zero. This will cancel that line item. To cancel an entire order,

modify all line item quantities to zero.

b. Procurement Team or B&F Team only: Whenever a modification is made on a request, users

cannot edit the original ICASS Charges. Ariba will automatically add a new ICASS charge that

will be entered as a negative percentage to show the decreased cost so that the modification

appears as a separate charge on the ICASS workload report. The original ICASS charge will

show the cost of the original order amount, so the new ICASS charge will be entered as a negative

amount to show the decreased cost.

Note: All ICASS Modification charges default to Percent. You have the ability to change these new

ICASS charges from Percent to Amount.

c. Continue on step #11 to complete the request.

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22. To Partially De-obligate funding from an order:

a. Modify the item by clicking the Edit button on the selected line item and then make your

modifications to the quantity or price to the new amount.

d. Procurement Team or B&F Team only: Whenever a modification is made on a request, users

cannot edit the original ICASS Charges. Ariba will automatically add a new ICASS charge that

will be entered as a negative percentage to show the decreased cost so that the modification

appears as a separate charge on the ICASS workload report. The original ICASS charge will

show the cost of the original order amount, so the new ICASS charge will be entered as a

negative amount to show the decreased cost.

Note: All ICASS Modification charges default to Percent. You have the ability to change these new

ICASS charges from Percent to Amount.

23. Complete any other updates to the request. Add comments or attachments. Your original

comments and attachments will remain on the request.

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24. The Change Amount section shows any changes to the Total Cost of the request.

25. Click the Submit button to submit the request. The modification will now go through the same

approval flow as the original request.

Note: Anyone may initiate a modification to a request if they have access to the original request in Ariba.

The request will always start at the beginning of the original approval flow, even if the modification is

initiated by a subsequent approver.

You successfully created a modification in Ariba.

(De-obligating $3,000) (Adding $1,500)

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Adding Non-US Vendors in Ariba

This job aid provides step-by-step instructions on how to add, update, or deactivate non-US vendors in

Ariba. Procurement agents can add any local (non-US) vendors to Ariba. They can also modify the

vendor information, such as the vendor name, address or contact information. If the vendor is no longer

valid, procurement agents can de-activate them.

Note: To add, update, or deactivate US vendors, please complete an ILMS iForm.

Add an Overseas Vendor

1. From the Ariba Homepage, click the Company eForm link.

2. Click the Add, Update, or Deactivate an Overseas Supplier link. You will be taken to the Select

Supplier Option page.

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3. Select Add Supplier from the Select Supplier Option and click the Next button. You will be taken to

the Complete Form page.

4. Enter the Supplier Name.

5. Click the Add button to enter supplier locations. A location information row will be displayed.

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6. Click the select link for the location information row. The Review Details for Address Details page

will be displayed.

7. Enter the address details for the supplier location. The Address Line 1, Country, Default Currency,

Contact Name, and DUNS Number fields are required. For suppliers using Purchase Cards, you must

select the Accepts Purchase Cards checkbox.

Note: For overseas vendors, please use the generic overseas DUNS number 123456787.

8. Click the OK button. You will be taken back to the Complete Form page and your location details

will be populated.

9. If the vendor has multiple locations, click the Add button to add more locations.

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10. Click the Next button. The Summary page will be displayed.

11. Verify that all the information on the page is correct. No comments or attachments are required.

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12. Click the Submit button to add the supplier. The Company Form Submitted page will be displayed.

You successfully added an overseas supplier into Ariba.

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Update an Overseas Vendor

1. Click the Company eForm link on the Ariba Homepage.

2. Click the Add, Update, or Deactivate an Overseas Supplier link. You will be taken to the Select

Supplier Option page.

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3. Select Update Supplier from the Select Supplier Option. The Select Ariba Only Supplier dropdown

will be displayed.

4. Click the Select Ariba Only Supplier drop down and select other… The Choose Value for Select

Ariba Only Supplier page will be displayed.

5. Search for the supplier you would like to update by entering the Company name in the text box and

clicking the Search button. The search results will be displayed.

6. Click the Select button for the supplier you would like to update. You will be returned to the Select

Supplier Option page and the Select Ariba Only Supplier field will be populated.

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7. Click the Next button. You will be taken to the Complete Form page for Add, Update, or Deactivate

an Overseas Supplier.

8. Update the vendor information.

a. Click the select link in the Supplier Locations section to update the vendor‟s address.

b. Add more vendor locations by clicking the Add button in the Supplier Locations section.

c. Update the vendor‟s name by entering the new value in the Supplier Name field.

9. Once you have completed your changes, click the Next button. The Summary page will be displayed.

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10. Verify your changes and click the Submit button. The Company Form Submitted page will be

displayed and will say that the Update Supplier form has been submitted.

You successfully updated an overseas supplier in Ariba.

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Deactivate an Overseas Vendor

1. Click the Company eForm link on the Ariba Homepage.

2. Click the Add, Update, or Deactivate an Overseas Supplier link from the Create Request Using

Company eForm page.

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3. Select Deactivate Supplier from the Select Supplier Option. The Select Ariba Only Supplier

dropdown will be displayed.

4. Click the Select Ariba Only Supplier drop down and select other… The Choose Value for Select

Ariba Only Supplier page will be displayed.

5. Search for the supplier you would like to update by entering the Company name in the text box and

clicking the Search button. The search results will be displayed.

6. Click the Select button for the supplier you would like to update. You will be returned to the Select

Supplier Option page and the Select Ariba Only Supplier field will be populated.

7. Click the Next button. You will be taken to the Complete Form page. You will not be able to edit

any fields on this page.

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8. Ensure the vendor listed is the one you want to deactivate and click the Next button. The Summary

page will be displayed.

9. Click the Submit button to deactivate this supplier. A Warning page is displayed to ensure you would

like to deactivate this supplier, and that it will no longer will be available for use in Ariba.

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10. Click the Submit button to continue deactivating the supplier.

11. The Company Form Submitted page will be displayed and will say that the Deactivate Supplier form

has been submitted.

You successfully deactivated an overseas supplier in Ariba.

Procurement Guide



Previously Ordered Offline Transactions

Entering a Previously Ordered Offline Transaction in Ariba

This job aid is intended as a guide through the process of entering Previously Ordered Offline (POO)

transactions in Ariba. POOs are simply records of the original documents, and should match them

exactly. These transactions should be entered in Ariba in order to keep track of purchases made outside of

Ariba. All approvals necessary to make the purchase must be obtained outside of the system. Normal

Ariba approval flows are by-passed when using the POO functionality so prior approvals do not need to

be re-obtained.

Often, Previously Ordered Offline transactions are created in Ariba shortly after implementing ILMS in

order to call or receive against orders created prior to using ILMS. Entering Previously Ordered Offline

transactions supports the goal of ILMS by capturing standardized purchasing information for record

keeping and reporting.

To enter a Previously Ordered Offline Request:

1. Click on the Requisition link located on to the left hand side of the Ariba Homepage. The Add Title

page is displayed.

2. Enter the title of the procurement request in the Title field.

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3. If you need to select a different type of request, click on the drop down menu next to the Request Type

field and select “Other…” The Choose Value for Request Type screen is displayed.

4. Click on the Select button next to the preferred Request Type: Purchase Card, Purchase Order, or

Delivery Order/Task Order (for BPA Calls). The Add Title screen is displayed with the selected

Request Type appearing in the Request Type drop down menu.

Note: If Purchase Card is chosen as the Request Type, the Preferred PCard field will automatically

default to your preferred PCard. If you do not have a default preferred PCard or if you are entering

the information on behalf of another individual, you may leave the Preferred PCard field as “No

Value”.

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5. Click the Previously Ordered Offline checkbox.

6. Continue with creating the procurement request to include all details of the order which was

completed outside of ILMS. The following fields are required (in yellow above): Requesting Office,

Requisition Number, Order Date, and Order Number. Only 20 characters can be entered in the Order

Number field. Once submitted, the POO will be available in ILMS to be called or received against.

Note: This job aid explains the process of entering Previously Ordered Offline transactions only. The

requestor is assumed to have received approval from their organizational approval and/or budget

approver when the original order was created. The procurement request, when submitted, will not

continue though the standard approval or contract award processes in ILMS.

You successfully entered a Previously Ordered Offline transaction.

Procurement Guide



BPA Drawdown

BPA Drawdown Overview

The BPA Drawdown functionality automatically decrements each BPA Call amount from the BPA

Estimate as Calls are placed. When entering BPA Calls, you will select the applicable BPA from a list of

available options. If you choose to bypass the BPA drawdown, you are required to enter the BPA setup

number manually.

The BPA Drawdown Report lists the BPA Call drawdown amounts and balance for each BPA entered in

Ariba. This report shows detailed BPA Call information. The available filters include Bureau or Post,

Requesting Office, Vendor, BPA Number, Ordered Date, and Requisition ID. Access to the report is

controlled by Post.

This job aid includes instructions on how to create BPAs, how to add authorized callers to the BPA, how

to create BPA Calls against the BPA, and how to run the BPA drawdown reports.

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Entering BPA Setups in Ariba

1. From the Ariba homepage, click the Requisition link.

2. Enter all required information on the Add Title page:

Title

Order Contact

Issuing Office

Competed

Solicitation Procedures or Reason Not Competed

Receipt Requirement

3. Select BPA Setup from the Request Type dropdown menu.

4. Select the timeframe from the Period of Performance drop down menu. If you select the Custom

option, you will manually enter the period of performance date range.

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5. Enter the BPA Estimate amount that has been agreed upon with the vendor in the BPA Estimate

field. The amount entered in the BPA Estimate field will also populate on the BPA Caller eForm.

Note: You must use the same type of currency for the BPA Estimate, the BPA Min Call Amount and

BPA Max Call Amount fields that will be used for the line items. Each of these fields will default to

0.

6. Enter a value in the BPA Max Call Amount field. This is the maximum amount allowed on each

call. The BPA Min Amount field is optional, and is the minimum amount allowed on each call.

7. Verify the Allow Unfunded checkbox is selected. If the BPA is unfunded, BPA Calls must be

funded.

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8. To add a BPA Caller to the BPA, click the Add button in the BPA Callers section.

9. Select the applicable BPA Callers from the Caller dropdown list. If the callers are not listed,

click Other and search for the desired Ariba users. You can either search for an individual User or

a group of Users. Click the Add button again to add each authorized BPA Caller.

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Note: If callers are not added to the BPA Setup, the Order Contact of the BPA will automatically

default as the only valid Caller.

10. Click the Next button to navigate to the Add Non-Catalog Items page and add line items.

Enter the required information for each line item as follows.

Description

Commodity Code

Vendor

Quantity

Unit of Measure

Price

Tax Percentage (if applicable)

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Note: If the BPA is unfunded, the request will not need fiscal data and the Allow Unfunded checkbox

must be checked.

11. Click the OK button to go to the Checkout page.

12. Review the item(s) in the Shopping Cart and click the Checkout button.

13. Confirm the Need-by Date.

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14. On the Checkout page, review that all required information has been entered and click the Submit

button.

You successfully entered a BPA in Ariba.

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Updating Callers to a BPA

After the BPA has been fully approved the Procurement Agent can add or remove authorized BPA

Callers to the BPA.

To Update Callers on a BPA:

1. From the Ariba homepage, click on Company eForm.

2. Click on BPA Callers.

3. Click the Select link next to the BPA Setup Number field.

4. Click the Select button next to the desired BPA.

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5. A summary of the BPA Setup information will be displayed, including the funding information

and all BPA calls placed against the BPA. In the BPA Callers section of the form, click the Add

button.

6. Select the applicable BPA Callers from the Caller dropdown list. If the Callers are not listed,

click Other and search for the desired Ariba users. You can either search for an individual User

or a Group of Users. Click the Add button again to add each authorized BPA Caller.

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Note: You can delete callers by selecting the checkbox next to the Caller name and clicking Delete.

7. When finished updating Callers to the BPA Setup, click Save BPA Callers.

Note: Upon saving the BPA Callers form, the BPA data will disappear from the BPA form. The

data has been saved and you can now exit the form.

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8. Click Exit.

9. Click Delete this Request to return to the Ariba homepage.

You successfully added Callers to a BPA.

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Entering BPA Calls against BPA Setups Marked for Drawdown

Creating a BPA Call requires the similar information as a Purchase Order; in addition to selecting the

BPA Setup Number from the list of available BPA Setups. Information from the BPA setup will default

onto the BPA Call once you select the BPA. The BPA Callers group for the selected BPA will

automatically be added as the final approver upon submission of the request.

If the requester is not an authorized BPA Caller, they will create a Requisition (not a BPA Call) and the

procurement team will update the request to a BPA Call.

Note: A Contracting Officer will be added as the final approver on BPA Calls over $3,000.

To enter a new BPA Call against a BPA

1. From the Ariba homepage, click on Requisition.


Title

Order Contact

3. In the Request Type dropdown menu, select BPA Call.

4. Click the Select link next to the BPA Setup Number field.

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5. Enter a BPA Setup Number and click the Search button.

6. Click the Select button next to the desired BPA.

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7. Verify the following fields default based on the BPA selected:

Period of Performance

Remaining Balance

Competed


Receipt Requirement

15. Click the Next button to navigate to the Add Non-Catalog Items page and add line items.

16. Click the Create Non-Catalog Item button.

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17. Verify the Commodity Code and Vendor fields default based on the BPA selected:

Note: The Vendor and Currency cannot be changed on a BPA call

18. Enter a line item description and price.

19. Click the OK button.

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20. After adding the required line items, click Next to go to the Checkout page.

21. Select the line items and click the Edit button to add funding details to the line items.

22. Verify the NAICS code, BPA Setup Number, Contract Exp. Date and Period of Performance

fields default based on the BPA selected.

23. Enter the funding details.

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24. Click the OK button.



button.

You successfully entered a BPA Call against a BPA.

Note: If your BPA Call is unfunded, you must still enter in the line items and their total costs. A

BPA Call can only be unfunded if the “Allow Unfunded Requisition” checkbox is checked.

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Entering BPA Calls against BPAs Maintained Outside of Ariba

ILMS users can enter BPA calls against BPAs that are not maintained in Ariba (i.e. for AQM or GSA

BPAs). By selecting this option you are disabling the BPA drawdown functionality. You will lose any

link from the BPA to the BPA Call, including the minimum and maximum threshold controls, defaulted

values and drawdown amounts. Any Caller with approval authority in Ariba can create a Call against a

BPA maintained outside of Ariba.

To enter a BPA Call against a BPA Maintained Outside of Ariba:

1. From the Ariba homepage, click on Requisition.


Title

Order Contact

Issuing Office

Competed


Receipt Requirement

3. In the Request Type dropdown menu, select BPA Call.

4. Click the Bypass BPA Drawdown checkbox.

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5. Enter a value in the BPA Setup Number field.

6. Click Next to go to the Add Items page and add line items. Enter the required information for

each line item:

Description

Commodity Code

Vendor

Quantity

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Unit of Measure

Price

7. After adding the required line items, click Next to go to the Checkout page.

8. Enter the funding details, and note if there are any Surcharges and/or ICASS Charges.



button.

You successfully entered a BPA Call against a BPA maintained outside of Ariba.

Note: If your BPA Call is unfunded, you must still enter in the line items and their total costs. A

BPA Call can only be unfunded if the “Allow Unfunded Requisition” checkbox is checked.

Procurement Guide



Generating a BPA Drawdown Report

The BPA Drawdown Report lists the balance and BPA Call drawdown amounts on BPA Setups that are

maintained in Ariba. This report shows detailed BPA Call information. The available filters include

Bureau or Post, Requesting Office, Vendor, BPA Setup Number, Ordered Date, and Requisition ID. User

access to the report is controlled by Post. To generate a BPA Drawdown Report, follow the steps listed

below.

1. From the Ariba homepage, click on the Reports link.

2. Select the Orders radio button and click Next.

3. Select the BPA Drawdown Report radio button and click Next.

4. Select the desired format of the report.

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5. Complete the desired Report filters. You may select as many or few as needed.

6. Click Run to generate the BPA Drawdown Report.

You successfully generated a BPA Drawdown Report in Ariba.

Procurement Guide



Generating a BPA Setup Funding Details Report

The BPA Setup Funding Details Report displays detailed funding information for BPAs. This report will

only display information if the BPA Setup was funded. The report will list the current balances for all

fiscal strips available per BPA and show multiple BPAs on one report. Modeled after the Drawdown

Report, available filters remain the same and access is controlled by Post. To generate a BPA Setup

Funding Details Report for a BPA Setup, follow the steps listed below.

1. From the Ariba homepage, click on the Reports link.

2. Select the Orders radio button and click Next.

3. Select the BPA Setup Funding Details Report radio button and click Next.

4. Select the desired output format of the report.

5. Complete the desired Report filters. You may select as many or few as needed.

6. Click Run to generate the BPA Setup Funding Details Report.

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You successfully generated a BPA Setup Funding Details Report in Ariba.

Procurement Guide



FPDS-NG Tasks

What is FPDS?

The Federal Procurement Data System (FPDS) is a government-wide system that records procurement

activity. The Federal Acquisition Regulation (FAR) requires reporting of procurement activities over the

micro-purchase threshold of $3,000 USD to FPDS. FPDS reporting results are relied upon by the White

House, oversight agencies and organizations, congress and the public to ensure data accuracy and

transparency of spending. Therefore, it is critical that correct and accurate data is reflected for the

Department of State‟s procurement activities in FPDS. FPDS has also been referred to as FPDS-NG, or

Next Generation. For the purposes of these training materials, we will refer to the system as FPDS.

Ariba FDPS Integration

FPDS is designed and maintained outside of ILMS. Ariba integrates with FPDS to populate many fields;

however, since fields in FPDS are continually changing for various reasons, complete integration is not

feasible.

FPDS is a stand-alone government system that has been linked to Ariba in order to integrate the order

information to the FPDS record. After an order above $3,000USD is completed in Ariba, an FPDS task is

automatically initiated in Ariba. This task will interface a majority of the order information electronically

from Ariba to the FPDS record. Users will then complete the remaining required fields on their FPDS

records.

Note: Some contracts in FPDS do not integrate with Ariba. For more information on using FPDS with

Ariba, refer to the “Ariba FPDS Integration Guide” on AskILMS (http://askilms.a.state.gov).


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Note: According to the Office of the Procurement Executive (A/OPE), Posts using ILMS are no longer

required to report procurement actions to S/FPDS. For more guidance on FPDS procedures overseas,

refer to cable STATE 00035446 (http://telegrams.state.gov/aldac/view_telegram.cfm?teleid=9281918) on

Procurement Award Reporting.

Ariba Request Types

Currently, only certain request types within Ariba will integrate to FPDS. Those request types are:

Purchase Order

BPA Call

Delivery Task Order

Contract

BPA Set-Ups

Indefinite Delivery Indefinite Quantity (IDIQ)

MSR, Purchase Card, and Petty Cash orders do not currently integrate to FPDS. Material Stock Requests

(MSRs) are not reported because these items have already been purchased by the government and Ariba is

used to simply issue the stock. Petty Cash orders are typically below the $3,000USD reporting limit,

eliminating the need for integration from Ariba.

Ariba FPDS Process Overview

After creating most types of orders over $3,000USD, the Order Contact on the request will receive an

FPDS task in his/her Submitted folder. If there were errors with the order, the task may be in the

Composing folder instead. The Order Contact is usually the procurement agent that processed the order.

The Order Contact will interface with FPDS through Ariba to complete the federally mandated report of

the order. By using the FPDS task that is in Ariba, much of the order information will be populated in

FPDS automatically based on what was previously entered in Ariba. After the Order Contact creates the

FPDS award in FPDS, they will submit and approve the FPDS task in Ariba. Approving the FPDS task in

Ariba sets the FPDS award document status to “Final” in FPDS.

To summarize, the Order Contact will:

1. Find the FPDS task that was automatically sent to their Submitted folder.

2. Open the FPDS task and review the award information that has integrated from Ariba.

3. Complete the award information in the FPDS website.

4. Submit the FPDS task in Ariba.

5. Approve the FPDS task in Ariba.

Modifications to the Order

The FPDS form must be completed for all orders over $3,000USD before a modification to that order can

be approved. You will be able to initiate the modification and send it thorough the approval flow, but the

final approver will not be allowed to approve the modification until the FPDS form has been completed

for the original order.

http://telegrams.state.gov/aldac/view_telegram.cfm?teleid=9281918

Procurement Guide



FPDS-NG User Accounts

Users who need assistance with FPDS will have access to phone and online support from the ILMS

Support Desk. The ILMS Support Desk is the administrator of the FPDS accounts. You can reach the

ILMS Support Desk via iForms on the ILMS Portal, or via phone: 818-313-ILMS (4567).

Common FPDS user account inquiries are the following:

Setting up new accounts

Unlocking accounts (the account will be locked out if the user made 3 unsuccessful login attempts)

Configuring your FPDS ID to your profile in Ariba

Mapping your FPDS ID to Ariba It is important that Order Contacts in Ariba, who are generally Procurement Agents, have their FPDS ID

mapped properly to their profile in Ariba to avoid errors when submitting FPDS tasks in Ariba.

If you have an FPDS Originator ID and need to add it to your Ariba User Profile, click on the Preferences

link in Ariba, click on the link to change your profile, and enter your FPDS Originator ID in the FPDS-

NG Originator Account field.

If you are an Order Contact and have not been given an FPDS Originator ID, please contact the ILMS

Support Desk.

Updating your FPDS User Profile

In addition to properly mapping your FPDS ID to Ariba, it is also important to ensure your user profile in

FPDS is accurate and up to date. In particular, you must include your Contracting Office ID in your

profile. To update your user profile in FPDS, click on the Users link under the System Administration

section of the FPDS Homepage. From this page, you may enter your Contracting Office ID, change your

FPDS password, and update your contact information such as your phone number or email address.

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Completing an FPDS-NG Form for a Purchase Order

Start this procedure after your Purchase Order is completed and is in “Ordered” status in Ariba.

An FPDS task must be completed for all orders over $3,000USD before a modification to that order can

be fully approved. Requesters are currently able to initiate a modification and send it through the

approval flow, but the Procurement Agent or Contracting Officer is not permitted to approve the

modification until the FPDS task has been completed for the original order.

FPDS tasks will be sent to the Approve Tasks folder in the To Do section of the Ariba homepage. The

tasks will also be available in your Status folders. There are three status folders within Ariba to track your

FPDS requests: Composing, Submitted, and Approved. You will be able to locate your Ariba FPDS tasks

in each of these folders. If your FPDS task has been generated successfully in Ariba, the task will be in

your Submitted folder, as well as the Approve Tasks folder. If there is an error when your FPDS task is

generated, the task will be in your Composing folder. Tasks in Composing status won‟t be available in the

Approve Tasks folder. Once the FPDS task has been completed in Ariba, the task will be in your

Approved Tasks folder unless it has been archived. The Denied folder will not be used, as users should

never deny an FPDS task in Ariba.

1. Navigate to your Approve Tasks folder from the Ariba Homepage.

2. Search for the FPDS task of your Purchase Order. The ID for all FPDS forms begins with FPDS.

The title of the task contains the order number.

3. Click the Title or ID link for the FPDS task. You will be taken to the Summary tab of the task.

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4. Click the Edit button. The task will now become editable and you will be able to connect to the

FPDS website.

5. Select the checkbox next to Refresh FPDS Link. This will refresh the task and display a link to the

FPDS website.

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6. Click the hyperlink. A new browser window will open with the FPDS record on the FPDS website.

7. All of the information completed in Ariba has been transmitted to FPDS, such as Order Number,

Amount, and Vendor. There are a few additional fields you must complete, such as National Interest

Action, and Place of Performance. If you do not know the value to input, you may click the ellipses

button next to any field to search for valid values. Below are the complete list of fields that

integrate from Ariba to FPDS for Purchase Orders, IDIQs and BPA Setups.

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FPDS-NG for a Purchase Order

The following fields will integrate from Ariba to FPDS for Purchase Orders: IDV ID: Agency Code,

Procurement Identifier, Date Signed, Effective Date, Completion Date, Contracting Office Agency

ID/Name, Treasury Account Symbol, Funding Office ID/Name, Action Obligation, DUNS No, Vendor

Name and Address, Product/Service Code, Principal NAICS Code, Extent Compete, Agency, Base and

Exercised Options Value, Base and All Options Value, Funding Agency ID/Name, Extent Competed.

FPDS for an IDIQ

The following fields will integrate from Ariba to FPDS for IDIQs: IDV ID: Agency Code, IDIQ Number

IDV ID: Mod Number, Treasury Account Symbol: Agency Identifier, Treasury Account Symbol: Main

Account, Date Signed, Effective Date, Last Date to Order, Action Obligation, Base and All Options

Value, Contracting Office ID, Funding Agency ID, DUNS No, Type of IDC, Product/Service Code,

Principal NAICS Code, Extent Competed, Solicitation Procedures.

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FPDS for a BPA Setup

The following fields will integrate from Ariba to FPDS for BPA Setups: IDV ID: Agency Code, IDV ID:

PIID (BPA Setup Number), IDV ID: Mod Number, Treasury Account Symbol: Agency Identifier,

Treasury Account Symbol: Main Account, Date Signed, Effective Date, Last Date to Order, Action

Obligation, Base and All Options Value, Contracting Office ID, Funding Agency ID, DUNS No, Product

Service Code, Principal NAICS Code, Description of Contract Requirement.

8. After completing all the necessary information, click the Validate button at the top of the form.

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9. If you have filled in all of the necessary information, you will receive a confirmation message that the

FPDS record was successfully validated. If you have missed a required field, you will receive an

error message describing which fields you still need to complete, and those fields will appear in red

on the form.

10. After validating the FPDS record successfully, click the Save Draft button at the top of the screen.

11. You will receive a confirmation message indicating that the FPDS record has been saved successfully.

Close the window by clicking the red X button at the top right of the screen. You will return to the

Ariba FPDS task window.

12. In the Ariba window, click the Submit button for the task. After submitting the task, you will need to

approve it for the FPDS task to be completed.

13. Navigate to your Approve Tasks folder from the Ariba Homepage.

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14. Click the ID or Title link for the FPDS record you just submitted. You will be taken to the Approval

Summary page where you can again view the information for the task.

15. Click the Approve button to approve the FPDS record and complete the task. Click the OK button on

the Approve-Comments page to complete the approval process.

Note: You will be required to manually enter FPDS-NG data if FPDS-NG system fails to connect

with Ariba, or you chose to bypass the integration. For more information on manually entering data in

FPDS, see “Manually Enter an FPDS-NG Form for BPA Setups and Contracts”, located on page

A-11 of the Appendix.

You successfully completed an FPDS task through Ariba.

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Common Errors when completing an FPDS-NG Form

This section explains the common errors users experience when completing an FPDS task through Ariba.

Upon checking the Create FPDS Award checkbox, any errors with the integration to FPDS will be

indicated at the bottom of the request in Ariba. Some common error messages are listed in this section

with an explanation for each message.

In addition, FPDS error messages will fire upon Procurement Agent approval. However, error messages

will fire on the Contracting Officer‟s final approval if there is no Procurement Agent in the approval flow.

Error Message: The Order Contact does not have an FPDS account setup in Ariba. Please add an

FPDS Account name to the Order Contact‟s profile, or contact the ILS Customer Support Desk to have

a new account created in FPDS and configured in Ariba.

In order to process FPDS tasks through Ariba, Order Contacts must have their FPDS Originator ID listed

in their Ariba User Profile. In most cases the Order Contact listed is the Procurement Agent responsible

for completing the task in FPDS. If you are an Order Contact and have not been given an FPDS

Originator ID or if you have an ID but are unsure of where to add the ID in your User Profile, please

contact the ILMS Support Desk.

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Error Message: The FPDS Award associate with the form has the following error(s): 1003: There is

no base document in final status with the same PIID.

You will see this error message if you are attempting to create a modification to an order in Ariba and an

approved FPDS task does not exist for the original order.

a. If an FPDS task was created for the original order in Ariba, complete the FPDS task in Ariba by

following all steps from the

b. If an FPDS task was not created for the original order, or it was deleted, you will need to log

into FPDS and manually create the original task as an Award. Then contact the ILMS

Support Desk to help you bypass FPDS for this request in Ariba.

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Error Message: The FPDS Award associate with the form has the following error(s): 001: The

Referenced IDV with Agency “1900” and PIID “XXXX0000000”and Mod Number:” 0” does not exist.

This error will display when an incorrect contract # was placed in the line items on the order or a valid

contract does not have a finalized award in FPDS. If the contract # was incorrect on the Ariba order,

please contact the ILMS Support Desk and they will be able to make the correction needed. If the

contract number is correct, please follow the process in Section 2 of this guide to complete this IDV

award in FPDS.

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Error Message: No link appears when you click the Create FPDS Award task box.

a. If you click on the Create FPDS Award Checkbox and no link appears, click the Submit button.

b. Click the OK button, and an error message providing more information will be displayed.

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Error Message: The FPDS Award associated with the form has the following error(s): 4003: The

Document must have a status of “final” for the API Action” “Referencing an IDV”.

This error message is displayed when the IDV you reference on the contract number line item field is an

IDV Reference number in “draft” status within FPDS.

a. Log into FPDS and search for the IDV number listed on the Contract # field of the line item of

your request.

b. Validate and Save the IDV in FPDS so that it is in final approved status.

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Error Message: The FPDS Award associated with the form has the following error: Could not check

if award „XX‟ exists because of the FPDS errors(s): 4008 – Operation failed due to Authentication

failure”

If you receive this error your user name is not setup correctly in FPDS and mapped to Ariba. To resolve

this issue, please contact the ILMS Support Desk.

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Adding an Approver to an Approval Flow

All Ariba users can add an approver to any approval flow. The approver may be a purchase cardholder, a

department head, group, or any other Ariba user who needs to approve a request before it reaches final

approval. You can also use this functionality to send a request back in the approval flow to a previous

group or person.

Note: Requesters can only add approvers in the first spot in the approval flow. Approvers can add

approvers anywhere in the approval flow.

Note: A user can only delete the approvers that they themselves have added. To delete other approvers in

the approval flow, please contact the Customer Support Desk at 1-888-313-ILMS or via iForms on the

Portal.

Note: Users who are designated with the delete approver authority may delete any approver on the Approval Flow,

except for the FMO Approver Group and the Contracting Officer Approver Group.

To add an approver to your Approval Flow:

1. Click on the title or the PR number of the procurement request that you wish to add the approver.

You will be taken to a new page which displays the details of the selected procurement request.

2. Click the Approval Flow tab. The Approval Flow page is displayed.

The Approval Flow tab

allows you to edit the

default approval flow.

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3. Click on the Add Approver button on the bottom left of the page. The Add Approver page is

displayed.

4. Click the down arrow of the Select Approver drop-down menu. If you do not see the person you wish

to add, select “Other….” The Choose Value for Approver page is displayed.

5. Type the last name of the approver that you would like to add in the Name field. You may also search

for groups such as your Post‟s procurement or budget team.

6. Click the Search button. A list of User Names that match the criteria entered above will be displayed

You may add an

approver at any point in

the approval flow.

Select the approver you

wish to add to the flow.

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7. Click the Select button next to the approver. You are returned to the Approval Flow tab and the

approver you just selected is displayed in the Add approver to approval flow field.

8. Select the radio button next to Approver to add the person as an approver, or next to Watcher to add

the person as a watcher to this request.

9. Select the radio button next to person or group on the flow you would like the new approver to appear

before or after.

10. Select the radio button next to before or after when asked where the new approver should be added in

regard to the approver selected in the previous step.

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11. Click the OK button. The Approval Flow page is displayed, and the designated approver is now in

the approval flow.

You successfully added an approver to the approval flow in Ariba.

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Printing a Purchase Order

Searching for and Printing a Purchase Order in Ariba

After a request has been approved by the final approver, the purchase order will be available to view

and print in Ariba. Anyone who has access to the original request will also have access to the purchase

order. If you first locate the request in one of your folders, you may access the PO beginning with step

7 of this job aid.

To find and print a Purchase Order:

1. Click the Searches link in the Explore section of the left-side menu of the Ariba Homepage.

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2. Click the Requisition link in the System Search section. The Edit Search page will be displayed.

3. On the Edit Search page, enter Order ID (i.e., PO number) in the Order Number field and click the

Search button. The Review Search Results page will be displayed.

Note: You may also search for the PO by the PR Number or additional search options.

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4. Click the PR Number or the Title link for the Purchase Order you wish to print.

5. Click the Orders tab. All Order information will be displayed on this tab.

6. Click the Order Number link under the Order ID heading. You will be taken to the Summary tab of

the Purchase Order.

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7. Click the Print button. A new window will appear with the Purchase Order displayed.

8. Click the browser print button to print the Purchase Order.

Note: The line items will appear together on the final page, complete with pricing information, total

costs, and fiscal data (if all items do not have the same fiscal). The OF347 prints this way to ensure

all line information can be easily read and printed on a standard page. Also, this format is consistent

with the domestic Department of State procurement system, thus granting continuity across the

Department‟s world-wide procurement process.

You successfully printed a Purchase Order.

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Managing Folders

Personal and Shared Folders in Ariba

Folders in Ariba enable you to organize your requests. Personal Folders are for your own use and not

accessible to others. Shared folders allow users to create folders to store requests and allow other users to

access them. Users can create a shared folder, assign users or groups of users to it, and move requests in

and out of the folder.

The Explore Folders link allows you to quickly access the folders that contain your requests.

There are three default folders in Ariba:

Status Items: Includes the Composing, Submitted, and Approved folders.

o If the request has not yet been submitted, it will be in the Composing folder.

o If the request is awaiting approval, it will be in the requester's Submitted folder.

o If the request is fully approved and in Ordered status, it will be in the Approved folder.

Approve Items: This folder from the Explore Folders navigation shows the same information as the

Approve Requests folder located on the Ariba Homepage Items. If an approver has a request pending

their approval, they can navigate to this folder to approve the request.

Archive Items: The Archive Items folder is the default archive folder for each user. Users can archive

any requests they would like in this folder.

Creating a New Folder

1. Click the Folders link located on the left hand side of the Ariba Homepage. The Explore Folders page

is displayed.

2. Click the New Folder button. The Create New Folder page is displayed.

3. Type [descriptive name] in the New folder name text box. The All Folders option is selected by

default.

Describe the folder you want

to create.

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4. Click OK. The Explore Folders page is displayed and your newly created folder is listed.

Note: To create a sub-folder, select the radio button of the folder to which you want to add a sub-

folder, and follow the same process as you did to create a new folder.

You successfully created a folder in Ariba.

Adding a Shared Folder

Shared Folders are created through the Company eForms link located on the Ariba Homepage. The

creator of the shared folder is a default member. Only the creator can add members or delete a folder.

Members can either be added by selecting a group of users or individual users.

1. From the Ariba Homepage, click on Company eForm.

2. Click on the Add, Update, or Delete a Shared Folder link.

3. On the Add, Update, or Delete a Shared Folder page, click the Add Shared Folder option.

4. Type a descriptive name in the Shared Folder Name text box.

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Note: You can share a folder with a pre-made group, or select which individuals can view the folder.

5. To grant access to a group of users, click Select next to Associated Groups. Group names begin with

your post name and are found in Ariba approval flows (e.g., Panama procurement team).

a. Type a group name to search for in the Field ID search field.

b. Click Search.

c. Check the box beside the chosen group to add to the shared folder.

d. Click OK. You are returned to the Add, Update, or Delete a Shared Folder page.

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6. To grant access to individual users, click the Select link next to Associated Users.

a. Type the user‟s name you would like to search for in the Field Name search box.

b. Click Search.

c. Check the box beside the chosen user to add to the shared folder.

d. Click OK. You are returned to the Add, Update, or Delete a Shared Folder page.

7. Click the Submit button.

You successfully added a shared folder in Ariba.

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Moving a Request to a Folder

The process of moving a request to a shared folder is the same as moving a request to a personal folder.

Any user who has access to the shared folder may move a request in or out of that folder.

1. Navigate to the folder where the request you would like to move is located.

2. Select the request(s) you want to move, then click the Move to Folder drop-down list.

3. Select Other. The Choose Folder page is displayed.

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4. Click the option for your chosen folder, then click the OK button.

5. You will be returned to the previous folder containing the request(s) you selected to move. Click the

Move button. The Confirm Move to Folder page is displayed.

6. Click the OK button. The requisition has now been moved to your selected folder.

Select

the button

beside the

folder you

want to

move the

request to.

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7. From the Ariba Homepage, click the Folders link to view the request that was moved.

8. From the Explore Folders page, you will be able to view the request that you moved to your selected

folder.

You successfully moved a request to a folder in Ariba.

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Updating and Deleting a Shared Folder

After creating a shared folder, you may need to update it to add or remove associated users or groups.

Only the user who created the shared folder will have access to update it. Similarly, this individual also

has the ability to delete it. A shared folder may only be deleted if it contains no requests; however,

requests must be moved to another folder before deleting a shared folder.

To Update or Delete a Shared Folder in Ariba

1. From the Ariba Homepage, click on Company eForm.

2. Click on the Add, Update, or Delete a Shared Folder link.

3. In the Select Option section, click either the Update Shared Folder or the Delete Shared Folder radio

button.

4. Click the Select link next to the Shared Folder field.

5. Select the folder you would like to update or delete.

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6. If you are deleting the folder, the selected shared folder information will be displayed on the

Summary page. If this is the correct folder to delete, click Submit.

Note: You cannot delete a folder that contains requests. To delete a folder, remove all of the requests

first.

7. If you are updating a folder, you can now add or delete the Associated Groups and Associated Users

who can view the folder. Refer to the steps in the Adding a Shared Folder section for details on

adding or deleting Associated Groups and Users.

You have successfully updated or deleted a shared folder in Ariba.

Hiding Columns on the Folder Details Page

It is possible to modify the way in which you view folders by hiding the columns displayed. This

customization of how you prefer to view your folders will be saved to your account. Changes made to one

Status/To Do folder apply to all Status/To Do folders. Changes made to personal/shared folders apply to

each one individually.

1. Decide which columns you would like to remove from the display. Click the Table Option Menu

( ) icon in the upper right corner of the View Folder Items screen.

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2. Uncheck the name of any column heading you wish to hide. In this example, we will remove the

Pre-Order Number column from the display.

Note: If you wish to view a hidden column, re-check the column name in this list.

3. View the column headings again. The Pre-Order Number column is no longer shown.

You have successfully hidden columns on the Folder Details page.

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Searches

Ariba allows users to search for purchase requests and order documents with many different search filters.

Searches can be created to locate an individual request or all requests that fit certain requirements. Search

results can be exported to Microsoft Excel and specific searches can be saved in order to quickly retrieve

an up-to-date list of documents of a certain type or in a specific status. For any search in Ariba, the

results will only include those documents which the user performing the search has created or is a part of

the approval flow as a watcher or approver.

Creating and Saving a New Search

1. Click the Searches link in the Explore section of the Ariba Homepage. The Searches page is

displayed.

2. Click the Requisition link from the Searches menu. The Edit Search page is displayed.

Note: Please note that you can use the Express Searches for quicker, targeted searches. The Express

Searches includes one criteria field (which is listed in the search title):

EXPRESS SEARCH: PR NUMBER

EXPRESS SEARCH: REQUISITION NUMBER

EXPRESS SEARCH: REQUISITION TITLE

EXPRESS SEARCH: ORDER NUMBER

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3. Certain pre-set filters will default into the search. To add additional search filters, click the

Add/Remove Search Filters link at the bottom. The list of available all the search filters in Ariba will

be displayed.

Note: The Date Created field will default to the current fiscal year. If necessary, you can change the

date range by using the drop-down menu.

4. In addition to the filters already selected, select the checkboxes next to the search filters you wish to

add to your search. Click the OK button. You will be returned to the Edit Search page.

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Note: Refer to the Search Filter Definitions section of this job aid to view definitions of all available

search filters in Ariba.

5. You will be returned to the Edit Search page. The search filter you have selected will now appear on

the Edit Search page.

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6. Enter the requirements of your search by entering the data in your search filters. To look for a

specific request, search by Requisition Number or Order Number.

7. To filter based on a date range, select a value in the Date Created drop-down menu (e.g., This Week,

Last Month, This Quarter, etc.) or leave the defaulted value as “Custom” and enter a desired date

range in the From and To date fields.

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8. Click the Search button on the Edit Search page. The Review Search Results screen will be displayed.

Note: The Date Created field will default to the current fiscal year.

9. You can change the display of your search results on the Review Search Results page using the table

options menu ( ). Upon exiting the search window, any changes made to your results display will

automatically be saved. The next time you run a search, the results will be displayed in the format

you previously specified. For more information on customizing search results, refer to the Hiding

Columns from the Review Search Results Page section of this job aid.

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10. If you will be performing the same search regularly, you can save your search. To save the search

terms and quickly perform the same search again, click the Save Search button.

11. On the Save Search screen, enter a descriptive title of your Search in the Search Name field.

12. Click the OK button to save the search.

You successfully created and saved a new search in Ariba.

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Export Search Results to Excel

1. Once the search results are displayed, click on the Table Option Menu icon ( ) above the Total

column on the far right of the search results to display the table options.

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2. In the Export to Excel section, select Export all Rows.

3. A file download message box will appear; click the Open button. Microsoft Excel will open and the

search results will be displayed as a new workbook.

You successfully exported search results to Excel.

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Hiding Columns from the Review Search Results Page

After you perform a search, you can modify the way in which you view your search results by hiding the

columns displayed.

1. From the Review Search Results page, decide which columns you would like to hide.

2. Select the Table Options Menu ( ) in the upper right corner of the search results.

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3. Deselect the name of the column headings you wish to hide. If you wish to view a hidden column, re-

check the column name in this list.

4. The columns you deselcted are now no longer visible.

You successfully hid columns on the Review Search Results page.

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Searching for Ordered Requisitions to Obligate

In order to confirm that requests have moved to “Ordered” status, a simple search can be performed. This

task is especially important for budget officers who may need to record obligations for the ordered

amounts. By performing a simple search daily, or as often as needed, the requisitions that need to be

obligated can be determined. This section of the Searches job aid outlines the steps to perform this search.

In addition to the search, a second option is available for determining which ordered documents are ready

to be obligated. You have the option of setting up an email notification for the system to automatically

send an email when requests move to ordered status. To learn more about email notifications, reference

the job aid, “Ariba Email Notification Preferences” on AskILMS (http://askilms.a.state.gov).

1. Navigate to the Requisition Search.

2. To add additional search filters, click the Add/Remove Search Filters link.

3. Select the checkboxes next to the additional search filters you wish to add to your search. For this

particular search, it is recommended to search by the “Date Ordered” and “Issuing Office”. Click the

OK button.

Note: To narrow your search for requests you have personally approved, use the “Approved By”

search filter.


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4. You will be returned to the Edit Search page. The “Date Ordered” and “Issuing Office” search filters

will now appear on the Edit Search page. Enter your specific information in these fields (e.g., search

by your Post‟s Issuing Office in the Issuing Office field).

5. In the Order Number field, enter the beginning of the order code specific to Post through the fiscal

year portion.

a) For example, if Post‟s order numbers follow the format SCO20010M1234, enter SCO20010,

not including the instrument type (e.g., M, F, V, etc.) and the four digits following it.

b) Searching using this Order ID will return every type of order in the date range selected.

6. Click the Search button. Your search results will be displayed.

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7. If you will be performing the same search regularly, you can save your search. To save the search

terms and quickly perform the same search again, click the Save Search button.

8. On the Save Search screen, enter a descriptive phrase in the Search Name field to search.

9. Click the OK button to save the search.

You successfully searched for ordered requisitions to obligate.

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Search Filter Definitions

Request Information

Allow Unfunded

Requisition

Requests that do not have any associated fiscal data. A request

can only reach ordered status without funding if the Allow

Unfunded checkbox is checked.

Deobligation

A domestic requisition that has been reduced in quantity or

amount.

Inventory Replenishment A purchase order created to replenish inventory in a warehouse.

Issuing Office

This is the office where the procurement is processed. Typically

there is one Issuing Office per Post, which is generally the GSO

Office.

Order #

The Order # is available once the purchase request has gone to

ordered status and a purchasing document has been generated.

Pre-Order Number

The Pre-Order Number is an identification number for a purchase

request that is in submitted status but not yet in Ordered status.

The Pre-Order number will always match the Order Number.

Previously Ordered

Offline

An order that is entered into Ariba but was already completed

outside the system.

PR Number

This is a system-generated number that is assigned to every

request entered in Ariba.

Requesting Office The office for which the order is being placed.

Request Type

Identifies which type of request that is being placed (e.g.,

Requisition, Purchase Order, Delivery/Task Order, Contract, BPA

Setup, BPA Call, Purchase Card, or Petty Cash)

Requisition Number

This is a system-generated number that is assigned to every

request entered in Ariba.

Requisition Title The title of the purchase request

Sourcing Office

The office to which the requisition is sent for processing. Sourcing

Offices are only used for requests processed by the Office of

Acquisitions Management (AQM) or a RPSO.

Status

Defines the status of the purchase request (e.g., Submitted,

Ordered, etc.)

Total Cost The aggregate cost of the line items

Users

Active Approval Group

The approval group whose approval is pending for the purchase

request

Approved By The individual who approved of the purchase request.

Order Contact

The Contract Specialist or Procurement Agent that

procures/administers the order.

Created By

The individual who submitted the purchase request for

goods/services on behalf of the Requester.

Requester The individual who is requesting goods and/or services in Ariba.

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Line Item Details

BPA Setup Number The system-generated, assigned number for a BPA Setup.

CLIN Contracts Line Item Number

Commodity Code

A four digit alphanumeric or numeric code used to categorize the

type of goods or services being requested.

Contract # Contracts Number

Contract Exp. Date The expiration date of the contract.

Description The description of the line item for goods/services.

Green Item Green Items are identified for certain catalog items in Ariba.

Mandatory Source Mandatory sources are identified for catalog items in Ariba.

Need-by Date

Delivery date that is defaulted in the system to two weeks in the

future from the time the order is created; this date can be modified

by the requester.

Price Price of a line item

Recycled Recycled Items are identified for certain catalog items in Ariba.

Supplier Part Number

A free-form field where the vendor assigned code for the goods

can be entered.

Vendor

The vendor with whom the order will be placed for the purchase

request.

Dates

Date Approved Date the requisition was approved.

Date Created Date the requisition was created.

Date Ordered Date the requisition was fully approved.

Date Submitted Date that requisition was submitted.

Fiscal Data

Allotment Identifies a spending level of the bureau.

Appropriation

Captures the code for funds appropriated by an act of Congress in

terms of amount, purpose, and time limitation.

BFY

The budget fiscal year in which the funding for this PO was

obligated.

Bureau

Identifies the code of the agency/bureau that holds funding (e.g.,

1900 – Department of State, 1700 – Navy).

EFY

The ending fiscal year the funding for which the purchase order is

obligated.

Function

Identifies and reports types or purpose of expenses on all

Department of State fiscal strips, commonly used by other

agencies, and is required for ICASS and OBO appropriations.

Object

Classifies the type of item or service purchased. It is also referred

to as a budget object code (BOC).

Obligation Classifies the number used to obligate funds.

Operating Allowance

Operating allowance is an allotment with a smaller budget level.

This field is not generally used.

Org Code Identifies which office is benefitting from the order.

Procurement Guide



Project

Tracks funds for a specific project within a bureau. It is not

commonly used at posts, but posts are able to create their own

project codes.

Property ID

Identifies the property ID of the fiscal strip data, used only for

overseas fiscal strips. Property codes are individually created by

bureaus or posts, and are rarely used.

Report Cat

The reporting category is bureau defined and maintained within

GFMS, and is used only for domestic fiscal strips. It provides a

more detailed level of tracking than the Project code.

Locations

Bill To This is the address where vendors send their invoices to.

Final Destination

This is the office where the order will get delivered to or picked

up.

Vendor Ship To

This is the address where vendors ship the goods/services,

typically the warehouse or a Despatch Agency.

Procurement Guide



Reports – Saving and Editing

Save and Edit Reports in Ariba

Ariba contains a number of pre-set or “canned” reports. There are various categories of reports under

which canned reports can be found and used to search for information in the system.

Each report uses filters to search for and display the information you want. Please note that the use of

filters is not a requirement. This is simply a useful tool to allow you to tailor your search results. Once

you run a report in Ariba, you can save the new report in order to reference the information later or use

the same report filters to search for information in the future.

Report results may be exported to an Excel spreadsheet where you can manage the data to meet each

Post‟s needs and expectations.

To run, save and edit a canned report

1. Click on the Reports link from the Ariba homepage. A list of all available report categories will be

displayed.

If you do not have saved reports, a list of all available report categories will be displayed.

If you have saved reports, you will first be taken to the Saved Reports page. Click the New

Report button to display a list of all available report categories.

2. Select the option button next to the report category of the report you would like to create.


4. Select the option button next to the report that you would like create.


Procurement Guide



6. Click on the Report Format down arrow.

Procurement Guide



7. Select the Report Format for your report.

EXCEL: This report may be opened in MS Excel. This report can be saved, printed, and

edited.

CSV: This report may be opened in any spreadsheet program such as MS Excel or Lotus

Notes. This report can be saved, printed, and edited.

HTML: This report is displayed as a web page. This report can be saved and printed, but it

cannot be edited.

8. Populate the report filters as necessary.

9. Click the Run button.

If you have selected Excel as the Report Format, a message is displayed for you to select

whether you would like to open or save the report in MS Excel.



If you have selected HTML as the Report Format, a new browser window will display with

the results of the report.



10. Click the Save button. A message box will appear.

11. Type [title name] of the report in the Save Report Query as field in the message box; you can also

type a description of the report in the Description field.

12. Click the OK button. The Run Report page refreshes with a message that your report has been

saved.

13. Click the Exit button. The Ariba Homepage will be displayed.

14. Click the Reports link. Now that you have saved at least one report, the Saved Reports page will be

displayed.

Procurement Guide



15. Click the Edit button next to the saved report you would like to edit. The Edit Report page will be

displayed for the report you selected to edit.

16. Edit the report following steps 6-13 above.

Note: In addition to steps 6-13, which outline running a new report, you may also type a new name

or description in the Saved Name and Description fields for the saved report you are editing.

You successfully saved and edited a canned report in Ariba.

Procurement Guide



Appendix

Request Summary Page for Overseas Requesters…………………...…………………………..….............…A-1

Entering Procurement Data…………………………………………………………....……………...………..…A-2

Surcharge/ICASS Summary Page…………………………………………………………………....…..……….A-3

Edit Line Item Summary Page……………………………………….………………..………………………..…A-4

Ariba Summary Page for Furniture Orders……………………………….………………………………….…A-5

Ariba Summary Page for NAS/INL Requests ……………………….…………………..…………….………...A-6

Ariba Summary Page for AQM/IT Orders………...…………………………………………………………..…A-7

Ariba Summary Page for RPSO Frankfurt Orders…………………………………………………………..…A-8

Ariba Summary Page for RPSO Frankfurt Medical Orders …………….………………………….…..….…A-9

Ariba Summary Page for Local Guard Requests………………………….………………………….…….…A-10

Manually Enter an FPDS-NG Form for BPA Setups and Contracts……………………………………….A11

A-1

Ariba Summary Page for Overseas Requesters

1. Enter a descriptive Title

for your purchase request.

2. Select a Competed status.

3. Select a Receipt Requirement.

4. Click the Add items button to

access the Add Items Page. On the

Add Items Page,

click

5. Complete the following

fields on the Add Items Page:

Description and Quantity

6. Click the

Submit button to

submit your

purchase request.

Yellow = Fields you must complete Green = Fields that Default

A-2

Entering Procurement Data

1. For Purchase Card requests, select your PCard in the

Preferred PCard field. Only the cardholder can select his/her

card. This field should be blank for all other request types.

2. Select your name as the Order Contact.

3. Select your Issuing Office.

4. Select the Request Type in the Request Type field.

5. Printable Form is defaulted based on your request type.

Select SF1449 if so desired.

6. Sourcing Office should always be (no value) for requests

completed at Post. Please contact the ILMS Support Desk if

this value has been changed.

7. Select a value for Competed.

8. Select a value for Receipt Requirement.

9. Add, Copy, or

Delete applicable

Surcharges and

ICASS Charges.

Edit them using

the select link.

10. Edit the Line Items. Complete the

following fields on the Add Items page:

Commodity Code, Supplier and Price.

11. Complete the shipping information. If the items are being

shipped from the US via a Despatch Agency, set Vendor Ship To as

the Despatch Agency and Final Destination as Post.

12. Update the Need-by Date if it is in the past.

13. Add Comments

or Attachments, if

necessary.

14. Save the

request.

Yellow = Fields you must complete Blue = Fields from Requester Green = Defaulted

A-3

Surcharge Summary Page

Note: Transportation cost is determined by weight, volume (the size of the freight and total volume shipped to

your destination), mode (air or surface), availability of carriers, as well as other factors. To calculate the

estimate for average shipments you may use the rating tool on the A/LM website under the shipping tab,

"Transportation Charges" (http://lm.a.state.gov/index.cfm?fa=user_list_content&Folder_ID=369). You may

also visit the Freight Forwarding page on the working capital fund intranet site

(http://aexwcf.a.state.gov/content/freightforwardservice.asp). Final cost will be determined upon shipment by a

Despatch agency.

ICASS Summary Page

4. All Surcharges

require fiscal data.

Select a Funding

Template or

manually enter the

fiscal data. Fiscal

data may be

completed by the

budget team.

3. Enter the Surcharge Amount or

Surcharge Percent. See note below on

estimation procedures for

transportation surcharges.

5. Click the OK button to save

the Surcharge and return to the

previous page.

2. Select the ICASS

Agency from the

dropdown menu.

1. Select the ICASS charge by

Amount or Percent of the entire

requisition.

3. Enter the ICASS Charge Amount or ICASS

Charge Percentage. The ICASS charge must

equal the total amount or 100% of the

requisition. If there is more than one ICASS

agency, the total of the combined charges must

equal the total amount or 100% of the

requisition. The Charge Amount is not the

amount charged to the ICASS Agency. Rather,

it contributes to the ICASS Workload Counts.

4. Click the OK

button to save the

ICASS charge and

return to the previous

page.

1. Select the surcharge

by Amount or Percent. 2. Select the

Surcharge Type

from the drop

down menu.

http://lm.a.state.gov/index.cfm?fa=user_list_content&Folder_ID=369

http://aexwcf.a.state.gov/content/freightforwardservice.asp

A-4

Edit Line Item Summary Page

Yellow = Fields you must complete Blue = Fields from Requester

For each line item, you

must enter the Price,

and select the

Commodity Code and

Supplier. Additional Information

Commodity Codes – To search for commodity codes by

category go to:

http://www.outreachsystems.com/resources/tables/pscs/.

Suppliers – Suppliers must be preloaded into Ariba.

Local vendors can be entered by a procurement agent.

US vendors must be entered by the ILMS Customer

Support Desk.

Click the OK button

to save the line item

and return to the

Checkout page.

Comments can be entered on each line

item; however, it is recommended you

enter comments on the Checkout page.

The Shipping

information (Vendor

Ship To, Final

Destination, and Need-

By Date) can be

entered on each line

item. It is

recommended that you

enter this information

on the Checkout page.

Contract # is required for

BPA Calls and

Delivery/Task Orders.

https://amr.email.accenture.com/owa/redir.aspx?C=d86bb255385b4dc9849f4a7a1b2c0067&URL=http%3a%2f%2fwww.outreachsystems.com%2fresources%2ftables%2fpscs%2f

A-5

Ariba Summary Page for Furniture Orders

Yellow = Fields you must complete Green = Fields that default

Note: The Overseas Office Furniture Program (OOFP) and the Residential Furniture catalogs are available in Ariba. The OOFP catalog includes

items from multiple vendors; each request can only include items from ONE vendor.

Add Comments

or Attachments,

if necessary.

7. Select your Post in the Final Destination

field. Verify a Despatch Agency is defaulted

in the Vendor Ship To field.

3. Add applicable Surcharges and ICASS

Charges. Edit them using the select link.

8. Submit

the request.

1. Complete the following fields:

Fiscal Month: If your request is being submitted at the end of the

month, change the current Fiscal Month to the next fiscal month.

Title: Include your Section name, Project name, and a brief overall

description.

Title (include Post name)

Order Contact

Request Type: Requisition

Sourcing Office:

Residential Furniture: AQM - Residential Furniture Program

Office Furniture: Overseas Office Furniture Program

Competed

Receipt Requirement: Receive in ILMS

5. Select the line item(s) and click the Edit

button to add fiscal data.

6. Review the Bill to field that defaults

based on the Sourcing Office selected:

Residential Furniture: RMGFO19310

Office Furniture: OBOFO19371

Surcharges: All furniture

requests must include these

surcharges:

1. Transportation surcharge

calculated using the A/LM

Transportation Cost Calculator

(http://lm.a.state.gov/almnet/Ag

greRate/default.aspx).

2. Procurement surcharge

(1% for State, 4% for Non-

State).

2. Review the following fields that default based on the Sourcing

Office selected:

Security Org:

Residential Furniture: AQM

Office Furniture: OBO

Issuing Office: LMAQM19373

Final Approver (open Approval Flow tab to view):

Residential Furniture: AQM Residential Furniture Approver

Office Furniture: OOFP Approver

4. Add items from the furniture catalog. Some furniture

items are a collection of separate pieces that need to be

ordered as a kit, identified by this icon:

Residential Furniture: The Containerization charge will be

added automatically as a separate line item. This amount will

be based on the minimum Containerization Fee as provided

annually by AQM or the calculated containerization cost of

the items selected, whichever is greater.

provided annually by AQM or the calculated containerization

cost of the items selected, whichever is greater.

http://lm.a.state.gov/almnet/AggreRate/default.aspx


A-6

Ariba Summary Page for NAS/INL Requests


Note: All requests from overseas NAS/INL groups go through INL. PSCs are sourced by INL, while most commodities and services are sourced

through RPSO Florida or RPSO Frankfurt. To expedite your request, it is critical that you complete all fields highlighted in yellow.


Fiscal Month: If your request is being submitted at the end of the

month, change the current Fiscal Month to the next fiscal month.

Title: Include your Section name, Project name, and a brief overall

description.

Order Contact


Sourcing Office:

PSC: INLAQ

Commodity/Other: RPSO Florida or RPSO Frankfurt

Requesting Office: Select the appropriate NAS/INL Requesting

Office for your Post.

Competed

Receipt Required: All assets and commodities are required to be

received in ILMS. Please choose “Receive in ILMS” for these

items, otherwise select “Exclude from ILMS Receiving.”

3. Add applicable

Surcharges and

ICASS Charges.

Edit them using

the select link.

Add additional Comments or

Attachments, if necessary.

Note: If this is a PSC request,

please indicate so here.


Vendor Ship To: Select your Post or

a Despatch Agency

Final Destination: Select your Post

8. Verify that the Approval

Flow includes the

“INL/RM/MS Approver”

by clicking on the Approval

Flow tab at the top of the

page. If it does not, contact

the ILMS Support Desk.

9. Submit the request.

2. Review the following fields that default based on the Sourcing Office

selected:

Security Org:

PSC: INL

Commodity/Other RPSO Florida: RPSOFL

Commodity/Other RPSO Frankfurt: RPSOFR

Issuing Office:

PSC: INLMS19421

Commodity/Other RPSO Florida: RPSOM19002

Commodity/Other RPSO Frankfurt: FRANK19373

Final Approver (open Approval Flow tab to view):

PSC: N/A

Commodity/Other RPSO Florida: RPSO-FL Final Approver

Commodity/Other RPSO Frankfurt: RPSO Approver Group

Surcharges:

Requests must include a Procurement surcharge

of either 1% or 4% and a Transportation

surcharge to pay for shipping from the Despatch

Agency to post (this will be removed if shipment

does not go through a DA). Note: If this is a

PSC request, no surcharges are required.

4. Add line items.

Note: You do not need

to select a vendor.

5. Select the line item(s) and click the Edit

button to add fiscal data.

6. If RPSO Frankfurt is selected as the Sourcing

Office, verify that “FRANK19373” defaults in

the Bill To field. If INL or RPSO Florida is

selected as the Sourcing Office, select who

should receive the invoice (your Post or RPSO

Florida) in the Bill To field.

A-7

Ariba Summary Page for AQM/IT Orders Yellow = Fields you must complete Green = Fields that default

Note: This Ariba Summary page is intended for unclassified software and software license requests submitted to AQM. For information on Secure IT

procurements to AQM, please refer to the “SILMS Quick Tour” on AskILMS (http://askilms.a.state.gov; Article #33084).


Fiscal Month: If your request is being submitted at the end of

the month, change the current Fiscal Month to the next fiscal

month.

Title: Include your Section name, Project name, and a brief

overall description.

Title: (include Post name)

Order Contact


Sourcing Office: AQM - Information Technology

Division (AQM/IT)

Competed


3. Add applicable Surcharges

and ICASS Charges. Edit them

using the select link.

Surcharges: All AQM/IT requests must

include a 1% (State funded) or 4% (Non-

State funded) Procurement surcharge. A

Shipping surcharge should be added if items

are funded by another agency, exceed pouch

limitations either in size or weight, are

hazmat, or fall under any other unusual

situation.

Contact [email protected] to

get a shipping estimate prior to requesting the

procurement.

Note: If items are State funded and will fit in

a pouch, you do not need to add a shipping

surcharge.

4. Add a line item titled: “SA-7

Administrative/Handling” of $350 to cover

the vendor delivery fee. Enter the line

item(s) or select item(s) from the Catalog.

Note: For more information using Catalogs

in Ariba for AQM/IT requests, please refer to

the “GITM Ariba Ordering Information” job

aid on AskILMS (http://askilms.a.state.gov).


field. Verify that “ALOPS19372” is defaulted

in the Vendor Ship To field.

8. Submit

the request.

Add Comments or Attachments,

if necessary.

Note: It is recommended to

identify the individual you

typically work with in AQM/IT in

the Comments.

5. Select the line item(s) and click

the Edit button to add fiscal data.

6. Verify that “MGFO19310”

defaults in the Bill To field.


Office selected:

Security Org: AQM


Final Approver (open Approval Flow tab to view): AQM/IT/COM Approver


https://usa.email.accenture.com/OWA/redir.aspx?C=2502ad2ca76143dea294af51b3a07286&URL=mailto%3aSpringfieldWarehouse%40state.gov


A-8

Ariba Summary Page for RPSO Frankfurt Orders

Requisition Number: Once the

request is in “Ordered” status,

use the Requisition Number to

search for the contract in ILMS

Status Tracking.

Surcharges: All RPSO Frankfurt requests for

commodities must include a Transportation surcharge

calculated using the A/LM Transportation Cost

Calculator

(http://lm.a.state.gov/almnet/AggreRate/default.aspx).

Manually calculate the 1% (State) or 4% (Non-State)

Procurement surcharge and enter that value as the

Procurement surcharge amount.


field. Verify that “DA_EL19003” is

defaulted in the Vendor Ship To field.

3. Add applicable Surcharges

and ICASS Charges. Edit

them using the select link.

4. Add line items.

Note: Select “RPSO

Frankfurt” as the vendor for

the line item(s).

5. Select the line item(s) and click


6. Verify that “FRANK19373”


8. Submit

the request.

Add Comments

or Attachments,

if necessary.


Office selected:

Security Org: RPSOFR

Issuing Office: FRANK19373

Final Approver: RPSO Approver Group


Note: This Ariba Summary page is intended for all RPSO Frankfurt non-medical orders. Once the request has been approved by RPSO, the contract

can be found in ILMS Status Tracking by searching for the Requisition Number. Please note that when your PR goes to “Ordered” status in Ariba,

this does not necessarily mean that an order has been awarded.


Fiscal Month: If your request is being submitted at the end of

the month, change the current Fiscal Month to the next fiscal

month.

Title: Include your Section name, Project name, and a brief

overall description.

Title: Enter the Post name and a brief overall description.

Order Contact


Sourcing Office: RPSO Frankfurt

Competed



A-9

Ariba Summary Page for RPSO Frankfurt Medical Orders

Surcharges: All RPSO Frankfurt requests for commodities must include a

Transportation surcharge calculated using the A/LM Transportation Cost

Calculator (http://lm.a.state.gov/almnet/AggreRate/default.aspx).

Manually calculate the Procurement surcharge of 7.5% (State) or 10.5%

(Non-State) for USAMMCE orders or 1% (State) or 4% (Non-State) for

alternative vendor orders. Enter that value as the Procurement surcharge

amount.

4. Select the line item and click


5. Verify that “FRANK19373”


3. Add only one (1) medical supplies line item to account for the entire

supply order. The detailed RPSO medical supplies form must be attached

to the request. The following fields for the line item should be completed:

Description: Medical Supplies

Commodity Code: AN91

Quantity: 1

Price: Total value of all items on spreadsheet plus 20% extra

funds to cover price fluctuations. Actual costs will be charged.

Vendor: For all USAMC orders the vendor must be RPSO

Frankfurt. For all other select No Supplier as the vendor.

Note: The RPSO Frankfurt

Medical Group will review

your request for supplies

and you will receive an

email indicating they have

closed your Ariba

Purchase Request. Once

the order has been placed,

RPSO Frankfurt will contact

you regarding the status of

your order(s).

Add Comments,

if necessary.

7. Attach the itemized

RPSO medical form.

8. Submit

the request.

2. Add applicable

Surcharges and ICASS

Charges. Edit them

using the select link.

2. Review the following fields that default based on the Sourcing Office

selected:

Security Org: RPSOFR

Issuing Office: FRANK19373

Final Approver: RPSO Frankfurt Medical Group

Note: Once the request reaches the final Contracting Officer, verify that the

Bypass FPDS checkbox is selected.

6. Select your Post in the Final

Destination field. Verify that

“FRANKF1937” is defaulted in

the Vendor Ship To field.


Note: This Ariba Summary page is intended for all RPSO Frankfurt medical orders. Please note that when your PR goes to “Ordered” status in

Ariba, this does not necessarily mean that your order has been awarded. Once the request has been completed in Ariba by the RPSO Medical Unit,

the PR will be closed in Ariba and RPSO Frankfurt will communicate order information via email.


Fiscal Month: If your request is being submitted at the end of the month,

change the current Fiscal Month to the next fiscal month.

Title: Enter the Post name and “Medical Supplies”

Order Contact


Sourcing Office: RPSO Medical

Competed



A-10

Ariba Summary Page for Local Guard Requests


Fiscal Month: If your request is being submitted at the end

of the month, change the current Fiscal Month to the next

fiscal month.

Title: Enter the Post name and “Local Guard Contract”

Order Contact


Sourcing Office: AQM - Local Guard Branch

(AQM/WWD/LGB)

Requesting Office: LGP Office Code for Post

Competed: Full and Open Competition

Solicitation Procedures: Negotiated Proposal/Quote

Receipt Requirement: Exclude from ILMS Receiving


field. Verify that the RSO Office at Post is


Add Attachments if necessary.

8. Add information about the

period of performance this

funding will cover in the

Comments.


Note: A new requisition must be created in Ariba: 1) Each time you need to add money to an existing AQM-administered Local Guard Contract after

implementing ILMS, or 2) When you need to provide funding for a new Local Guard Contract awarded by AQM. Once the fiscal data is added in

Ariba, AQM will modify the contract to obligate the funds, referencing the fiscal strips and amounts provided in the Ariba PR.

4. Add only one (1) line item to account for the Local Guard Contract. The following

fields for the line item should be completed:

Description: Local Guard Services

Commodity Code: Guard Services, S206

NAICS:561612

Quantity: 1

Unit of Measure: Lot

Price: Total funding amount in the currency the contract was awarded by AQM. Note: If your Contract has VAT, add a second line item for the cost of the VAT and the

applicable funding strips.

5. Select the line item(s) and

click the Edit button to add

fiscal data for the line item(s).

6. Verify that Post FMO/FMC


3. Add ICASS Charges, if

applicable. Edit them

using the select link. Note:

The required Procurement

surcharge will be applied by

AQM.

9. Submit

the request.

2. Review the following fields that default based on the

Sourcing Office selected:

Security Org: AQM


Final Approver: AQMOPS Approver


Fiscal Month: If your request is being submitted at the end

of the month, change the current Fiscal Month to the next

fiscal month.

Title: Enter the Post name and “Local Guard Contract”

Order Contact


Sourcing Office: AQM - Local Guard Branch

(AQM/WWD/LGB)

Requesting Office: LGP Office Code for Post

Competed: Full and Open Competition

Solicitation Procedures: Negotiated Proposal/Quote

Receipt Requirement: Exclude from ILMS Receiving


field. Verify that the RSO Office at Post is


Add Attachments if necessary.

8. Add information about the

period of performance this

funding will cover in the

Comments.

4. Add only one (1) line item to account for the Local Guard Contract. The following

fields for the line item should be completed:

Description: Local Guard Services

Commodity Code: Guard Services, S206

NAICS:561612

Quantity: 1

Unit of Measure: Lot

Price: Total funding amount in the currency the contract was awarded by AQM. Note: If your Contract has VAT, add a second line item for the cost of the VAT and the

applicable funding strips.

5. Select the line item(s) and

click the Edit button to add

fiscal data for the line item(s).

6. Verify that Post FMO/FMC


3. Add ICASS Charges, if

applicable. Edit them

using the select link. Note:

The required Procurement

surcharge will be applied by

AQM.

9. Submit

the request.

2. Review the following fields that default based on the

Sourcing Office selected:

Security Org: AQM


Final Approver: AQMOPS Approver

A-11

Manually enter an FPDS-NG Form for BPA Setups and Contracts

This section explains how to manually enter a BPA Setup or Contract award in FPDS. BPA Setups and

Contracts used to issue BPA Calls and Delivery/Task Orders are called IDVs (Indefinite Delivery Vehicles) in

FPDS. The FPDS entry of the IDV must be finalized before a BPA Call or Delivery/Task Order can be

completed in Ariba. The steps for creating an FPDS record for a BPA Call and Delivery Task Order differ from

what is required for a Purchase Order. Both the BPA Call and Delivery Task Order request types require an

IDV to exist in FPDS prior to integration between Ariba and FPDS. An IDV is the contract against which the

BPA call or delivery/task order is being created. For BPA calls the IDV is the BPA Setup. For Delivery and

Task Order the IDV is the contract. The IDV Reference Number must be included in the Ariba on each line

item in the Contract Number field.

All BPA Setups need to be entered, Approved and Finalized within FPDS prior to referencing them on an Ariba

BPA Call. If your post has already entered BPA Setups into FPDS prior to Ariba, please be sure all IDVs that

will be referenced in Ariba are in Final status.

Note: You will be required to manually enter FPDS-NG data only if FPDS-NG system fails to connect with

Ariba, or you chose to bypass the integration.

Logging in to FPDS

As previously noted, follow the instructions below for logging in to your FPDS account if users need to

manually complete the FPDS record. If users forget their password, they should request a new password

through the FPDS website. If their FPDS account has been inactivated or locked out, contact the ILMS Support

Desk.

1. Navigate to https://www.fpds.gov/

2. Log on using your FPDS Log-In and Password.

Note: Use the Forgot Your Password? link if you forgot your password. You will enter your FPDS User

ID, and your new password will be sent to your email account.

https://www.fpds.gov/

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3. Upon logging in, if you receive an error message that the password is inactive or locked out, contact the

ILMS Support Desk for assistance. If you do not have an FPDS account, contact the ILMS Support Desk to

set up a new account.

4. Once you are in the FPDS Homepage, you are ready to enter all the required information for the IDV.

5. Select the appropriate option under the Basic IDVs section on the FPDS Homepage.

For BPA Setups: Under Basic IDVs, click BPA

For Contracts: Under Basic IDVs, click IDC

6. Fill in the resulting form as detailed below.

Validate the form and edit any errors that may be shown on the form.

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Completing the FPDS Form for BPA Setups and Contracts

1. Enter the BPA Setup Number (or IDIQ Order Number) in the IDV ID field.

2. Enter the date that the transaction was signed (i.e., Date Ordered) in the Date Signed field.

For a bilateral transaction, this is the later of the date signed by the Contractor or the Contracting Officer.

For a unilateral transaction, this is the date signed by the Contracting Officer.

3. Enter the effective date agreed to by the parties in the Effective Date field. This date is equivalent to the

start date of the period of performance.

4. Enter the last date an order may be placed against this indefinite delivery vehicle in the Last Date to Order

field. This date is equivalent to the end date of the period of performance.

5. Enter the total amount obligated (if any) on this procurement action in the Action Obligation field.

6. Search for the Contracting Office ID. This is equivalent to the Acquisition Code for the Issuing Office.

This should be the 5 digits following "S" in the DOSAR number of the procurement action. This is also the

5 digits following "S" in an order number (e.g. SAU300, GG800). You can find a list of Contracting Office

IDs here: http://opeserver.induscorp.com/sfpds/postSearch.jsp.

Yellow = Fields you must complete for both Green = Fields that can be found in ILMS Ariba

NOTE: the orange boxes list where to the FPDS information on the Ariba request.



Purple = Fields you must complete for IDC ONLY

https://amr.email.accenture.com/owa/redir.aspx?C=758ef4b69cbc48fba9da25ec709e8c6b&URL=http%3a%2f%2fopeserver.induscorp.com%2fsfpds%2fpostSearch.jsp

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7. Enter the DUNS number (Dunn & Bradstreet identification number) in the DUNS No field. This FPDS

section validates the vendor‟s DUNS against the CCR database, unless one of the CCR exceptions is

selected in which case it validates the DUNS directly against D&B‟s database. See FAR 4.605 for DUNS

reporting requirements. Information about obtaining a DUNS and CCR registration can be found at

http://aopepd.a.state.gov/ under Electronic Commerce, Contractor Registration Tools.

a. For US contractors, enter the contractor‟s CCR-registered DUNS.

b. For contractors located outside the US who do not already have a DUNS, enter the CCR-registered

generic DUNS number 123456787 for “Miscellaneous Foreign Contractors”.

c. If the vendor has a DUNS but it is not registered in CCR, enter the vendor‟s DUNS and select one of

the CCR Exceptions from the dropdown menu.

8. Enter the vendor name (i.e., supplier) in the Contractor Name from Contract field.

9. Enter the remaining required fields highlighted below.

2. Date Ordered

3. Period of Performance

Start Date

4. Period of Performance

End Date

5. Total Amount

1

2

3

4

5

6. Acquisition Code for the

Issuing Office

6

1. BPA Setup Number (or

Contract number)

7

8

7. DUNS#

8. Supplier

https://amr.email.accenture.com/owa/redir.aspx?C=c91377ebd9dc4f549774a8cc4b3e56bf&URL=http%3a%2f%2faopepd.a.state.gov%2f

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10. Select the code that best identifies the product or service procured in the Product/Service Code field. If

more than one code applies, then report the code that represents most of the ultimate contract value. A list of

these codes is available from the ILMS Portal:

http://www.fpdsng.com/downloads/service_product_codes.pdf.

11. Enter in the NAICS code in the Principle NAICS Code field. This is the code that was used in the

solicitation.

Note: You may either look up the NAICS code in FPDS using the Lookup icon ( ), or use the lookup

feature on the left side of this website: http://www.census.gov/eos/www/naics. If you would like to view a

list of common NAICS codes and their corresponding PSC (i.e., Commodity Codes), go to

https://opeserver.induscorp.com/sfpds/commppsvcnaics.html.

http://www.fpdsng.com/downloads/service_product_codes.pdf

https://usa.email.accenture.com/OWA/redir.aspx?C=8ae63936920e473688cf6e83295da862&URL=http%3a%2f%2fwww.census.gov%2feos%2fwww%2fnaics

https://usa.email.accenture.com/OWA/redir.aspx?C=8ae63936920e473688cf6e83295da862&URL=https%3a%2f%2fopeserver.induscorp.com%2fsfpds%2fcommppsvcnaics.html

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12. Select the appropriate options in the Extent Competed field:

Full and Open Competition - Report this code if the action resulted from an award pursuant to

FAR 6.102(a) - sealed bid, FAR 6.102(b) - competitive proposal, FAR 6.102(c) - Combination, or

any other competitive method that did not exclude sources of any type.

Not Available for Competition - Select this code when the contract is not available for competition.

Not Competed - Select this code when the contract is not competed.

Open Competition after exclusion of sources - Select this code when some sources are excluded

before competition.

Follow On to Competed Action - Select this code when the action is a follow on to an existing

competed contract. FAR 6.302-1.

Competed under SAT - Select this code when the action is competed under the Simplified

Acquisition Threshold.

Not Competed under SAT - Select this code when the action is NOT competed under the

Simplified Acquisition Threshold.

Note: For more information on Competition, reference Chapter 2 of the Office of the Procurement

Executive (OPE) Cookbook found here: http://aopepd.a.state.gov/content.asp?content_id=25&menu_id=50

13. Select the appropriate options in the Solicitation Procedures field:

Negotiated Proposal - Report this code for contract award over $100K using negotiated procedures.

FAR 12, FAR, 13, FAR 15.

Sealed Bid - Report this code for contract award over $100K using seal bidding procedures. FAR 14.

11

10. Commodity

Code

11. NAICS

10

http://aopepd.a.state.gov/content.asp?content_id=25&menu_id=50

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Two Step - Report this code for contract awards over $100K that uses a combination of sealed bids and

negotiated procedures. FAR 6.102 poi.

Simplified Acquisition - Report this code for a competitive acquisition when the Procedures –

Competitive simplified acquisition procedures in FAR 13 are used.

Architect - Engineer - Report this code if the action resulted from selection of sources for architect-

engineer contracts pursuant to FAR 6.102(d)(1).

Basic Research - Report this code if the action resulted from competitive selection of basic research

proposals pursuant to FAR 6.102(d)(2).

Alternative Sources - Report this code if the action resulted from the use of procedures that provide for

full and open competition after exclusion of sources to reduce overall costs pursuant to FAR 6.202(a)(1),

to have a facility available for national defense or industrial mobilization pursuant to FAR 6.202(a)(2),

to establish or maintain an essential engineering, research, or development capability pursuant to FAR

6.202(a)(3), to ensure the continuous availability of a reliable source of supply for such property or

service pursuant to FAR 6.202(a)(4), to satisfy projected needs for such product or service based on a

history of high demand pursuant to FAR 6.202(a)(5), to satisfy a critical need for medical, safety, or

emergency supplies pursuant to FAR 6.202(a)(6).

14. Click Validate to identify any missing or incorrect values

15. Correct any errors, if necessary

16. Click Save Draft

12

13

12. Extent

Competed

13. Solicitation

Procedures

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17. Click Approve to complete your FPDS record.

18. Enter into Ariba and create the BPA Call or Delivery Task Order as normal.

19. On the summary page, select all line items on the request and edit them to add the IDV Reference Number

in the Contract Number field.

20. Finish the request in Ariba until it reaches „Ordered‟ status.

21. Follow all steps from the “Completing an FPDS-NG Form for a Purchase Order” section of this Job Aid to

complete the FPDS-NG form.

You successfully completed an FPDS-NG form through Ariba for a BPA Call or Delivery Task Order.

Documents

Procurement Guide - State · Procurement Guide Overseas/ Ariba Overseas/Ariba Page 2 of 171 July 2011 Table of Contents Procurement Agent – Completing the