If you’re not sure you have everything you need in order to enter a Non-Catalog order, here is a helpful step-by-step checklist guide.
1. Preparation
- Confirm you have access to Marshall Marketplace and are an authorized user. If you do not, contact Melanie Gallaher to schedule training.
- Confirm the supplier is registered in Marshall Marketplace. If not, submit a Supplier Request to Justin Hawthorne and Melanie Gallaher to register supplier before proceeding.
- Identify the item(s) needed and confirm they are not available in the punchout catalog.
- Obtain at least one quote or pricing for the goods/services. If the cost exceeds $25,000, solicit at least three quotes. The quotes shall be attached as supporting documentation in the requisition. If competitive quotes were not obtained please provide the approved Direct Award Form or confirm services/goods are on essential services list.
2. Gather
- Gather necessary forms, account codes, delivery addresses, and approval information.
- Quote/proposal
- BOG48/HR (Independent Contractor Agreement)
- Competitive quotes (required if over $25k)
- Direct Award (required is competitive quotes weren’t provided)
- After the Fact/Noncompliant Purchase Form (required for any good/service rendered prior to a purchase order being executed)
3. Entering the Noncatalog Order
- Log in to Marshall Marketplace.
- Select “Create Noncatalog Order” from the menu.
- Search for and select the supplier. If the supplier is not listed, complete the registration process first.
- Enter item details: description, quantity, unit price, and any special instructions (e.g., pickup arrangements).
- Attach the quote(s) and any supporting documentation covered in step 2.
- Enter required accounting codes (FOAPAL or equivalent).
- If justification information is being flagged, please take precautions and read what it is being flagged for. There are certain requirements for each question. If you do not have what is required, please do not try to bypass and enter the requisition into Marketplace until you have everything that is necessary.
- Confirm delivery address and contact information.
- Add any necessary comments or instructions for the supplier.
- Review all entered information for accuracy and ensure all required fields and attachments are complete.
- Submit the requisition for approval.
4. Approvals
- Monitor the approval workflow to ensure all required approvers (department, budget, procurement) have reviewed and approved the order.
- Plesae respond promptly to any requests for additional information or corrections.
5. Order Confirmation
- Once approved, confirm the purchase order (PO) or contract has been issued to the supplier.
- Save the PO/contract for your records.
6. Receiving
- Upon delivery, inspect items for accuracy and condition.
- Complete the receiving process in Marshall Marketplace to confirm receipt.
- Report any discrepancies or issues to Procurement Services immediately.
7. Documentation & Compliance
- Retain all order documentation for audit purposes.
- Ensure compliance with university purchasing policies and procedures.
- Do not use a PCard for state purchases unless it is an emergency or travel related expense and approved by Procurement Services.
Tips
- For technology, vehicle, or real estate purchases, follow additional university-specific procedures.
- For emergency purchases, document the justification and follow expedited approval processes.
- If you need help with entering a Non-catalog order, contact Procurement for assistance.