Collaborative Requisitions

Collaborative Requisitioning is the informal quoting and pricing request function within the NC eProcurement system. When purchasing quantities of items over the typical purchasing threshold for normal buying policies, but under the threshold for a formal bidding process, users can use Collaborative Requisitions to obtain quotes for goods and services from multiple vendors at the same time.

For more detailed step-by-step information regarding this topic in a printable format, see the following job aid.

Open the Job Aid

Entering Item Details

Beginning a Collaborative Requisition

To start collaboration with vendors, users will need to create a non-catalog item. To begin the process, users will need both the ability to create Purchase Requisitions (PRs) as well as the correct permissions to Enable Collaboration with vendors.

Beginning Collaboration as the Requester

Enabling Collaboration can only be done in Expert View. Collaboration can be started on a new Purchase Requisition (PR), or on a Submitted PR that falls under the purchasing policy requirements to solicit quotes from vendors.

Enabling Collaboration as an Approver

As an Approver, enabling Collaboration can only be done in Expert View. Approvers will need both the ability to edit submitted Purchase Requisitions (PRs) as well as begin Collaboration on a submitted line item.

Using eVP to Find Vendors

Before creating a Collaborative Requisition, users may need to find active eProcurement vendors that provide the goods and/or services being requested. The electronic Vendor Portal (eVP) Public Vendor Search is a convenient way to find and filter active vendors in the system capable of receiving Collaboration requests.

Handling Substitute Items

Vendors may not provide, or have available in their inventory, the goods/services being requested. In this event, vendors may offer the requester an equivalent substitute instead, which may be accepted or declined depending on the user’s purchasing policies.

Communicating with Vendors During Collaboration

Users can communicate with vendors both via the ‘Send Message’ Collaboration tool and ‘Comments’ section on the Purchase Requisition (PR) Summary page during Collaboration. Users can also contact the vendor directly using information found in the electronic Vendor Portal or given by the vendor themselves during Collaboration.

Finishing Collaboration

Users may end Collaboration at any time, either because the Collaboration is no longer needed or to accept a vendor’s submitted pricing proposal. Users can perform either action from the Collaboration tab on the Purchase Requisition (PR).