Item Numbers / Descriptions
If an item number is unknown, there are several ways of finding the number. After creating a Purchase Requisition:
- Select the Add Item / plus icon (+) in the bottom left corner of the screen.
- Select Add Items.
- From the Add Items screen, you can search for and add items in various ways:
- Description 1: enter text here to search for the text in the first line of the item description.
- Description 2: enter text here to search for the text in the second line of the item description.
- And/Or: Toggling between And or OR allows you to search for the text entered in Description 1 and/or Description 2.
- Multiline: Select the Multiline checkbox to search for the text mentioned in the Description 1 and Description 2 fields.
- Group: Select the group from the drop-down list.
- Subgroup: Select the subgroup from the drop-down list.
- Class: Select the class from the drop-down list.
- Select Search.
- The items are displayed in the Item Product Class Browse section. Select the checkbox for any of the searched items to expand them on the panel to the right.
- Item numbers are displayed underneath the Item column. Item Descriptions are displayed under the Item Description column. Make note of both for future reference.
- Select the checkbox for your preferred product class. The items that belong to the selected product class are displayed in the Section Items section.
- Select the checkbox for the desired item(s) underneath the Select Items section.
- Select Add Items. The Added Items are then displayed in the Purchase Requisition Entry under the Item Details section.
- Select Save.
New Item Number Request
Miscellaneous item numbers are available for purchases that are not made on a regular basis. If a Miscellaneous item number is consistently used for an item, the Purchasing Department can create a new item number within SWS. A permanent item number can be helpful when tracking the frequency and volume of item purchases. Below is a list to consider when requesting a new item number from the Purchasing Department.
New Item Number requests should include:
- A detailed description of the product/service
Example: 500 GB Hard Drive
- A URL to the Manufacturer website, or a website that sells the product. The URL should be a direct link to the product page.
- Let the Purchasing Department know if the exact brand is requested, or a similar product.
Due to licensing agreements, a product may be found on a website, but ordered from another source to take advantage of licensed vendor ordering and pricing.
Bid Request
Pricing of certain items change based on market demand. If an item number is known, but the price is unknown, a Price Bid can be requested to the Purchasing Department. Please follow the below steps to request a Price Bid.
- Email Purchasing to request a Price Bid by following the below structure:
- Email Subject Line is titled “Price Bid Request”
- Description/Body of Message includes:
- SWS Item Number
- Detailed description of the item
- Include a URL for the item you’d like to purchase. The webpage must include the manufacturer name and model number (if requesting a specific brand), a detailed description, and image of the item (if applicable).
Please note: The product may not be purchased from the vendor you’ve included in the email, but the brand will
- Enter a Purchase Requisition (PUREQ) with pricing received from Purchasing OR enter a Purchase Requestions (PUREQ) with $0.01 as the price. Purchasing will update the price on their end.
To review images or save/download/print a copy of this Job Aide, please select the pdf attachment.