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LACOE BEST Advantage System FAQ Page

Commodity Codes FAQS

Q:  During training for the BEST Advantage System, I was instructed to use “commodity codes.” What is a commodity code and how do I determine what or when to use the code?

A:  A commodity code is a numbering system that helps identify the goods and services being purchased, and also provides better information regarding spending patterns and ways to optimize future purchases. The BEST Advantage System requires the use of the United Nations Standard Products and Services Code® (UNSPSC®) commodity code system. Eight (8) digits are required for all line items. Be sure to use the “Pick List,” otherwise you may experience errors.

 

Freight/Shipping FAQS

Q:  How do I account for freight and/or shipping cost when entering a requisition that requires this?

A:  When entering a requisition that requires freight/shipping, you will need to add a separate line for freight/shipping. The correct commodity code for freight is: Freight Fee, 78121603.

 

Q:  What if I do not know what the freight/shipping cost is at the time of entering the requisition? I have contacted the supplier, and they state it is a variable cost and will not know until the order ships.

A:  Enter a comment in the “Internal Comment” section of the requisition Header tab stating the following: “Freight Prepaid and Added.”  This comment will notify the buyer that shipping will be added to the invoice. The correct commodity code for freight is: Freight Fee, 78121603.

 

 Issuer ID/Requestor ID FAQS

Q:  I have entered a requisition and it has gone through the approval process, and I see that the “Buyer ID” states the following: “CER­_UNASSIGNED.” What does this mean?

A:  When a requisition is created, the “User ID” will auto-populate. However, the “Requestor ID” field requires the end user to complete this information. In order to complete the “Requestor ID” field, end users should select the appropriate “Requestor ID” from the Pick List drop down menu; do not manually enter the ID. It is also important to “Validate” only when you are completely done with entering required information in the requisition. If the above steps are not completed correctly, the requisition will not be assigned to a buyer for processing and will be noted with “CER_UNASSIGNED.” The requisition will need to be brought to the attention of your buyer point-of-contact (POC) so the requisition can be discarded and entered again.

 

IT RELATED PURCHASES

Q: I entered a requisition for an IT-related purchase, and noticed in my requisition, under the “Workflow” dropdown menu, under “Track Work In Progress,” IT was listed as an approver. Is this a new process? If so, what type of IT-related purchases does this pertain to?

A: This is a new workflow requisition process effective with fiscal year (FY) 19-20 purchases. In the past, approval for IT-related purchases occurred outside of the requisition system. In the BEST Advantage System, IT was added as an approver for all IT-related purchases, such as equipment, software, peripherals, and anything else that may require IT installation and/or support.

 

Requisition Back-up/Support Material FAQS

Q:  In the past, I have sent back-up (i.e., support material) via email after entering a requisition. Can I do the same for the new BEST Advantage System?

A:  All back-up (i.e., support material) is required to be attached in the BEST Advantage System. This ensures efficiency and streamlines the process; the back-up “lives” with the requisition through the life of the procurement. Requisitions that do not have back-up attached within the BEST Advantage System will be “discarded”(i.e., cancelled).

 

 Q:  In the past, I have sent back-up (i.e., support material) via an attachment. Can I do the same for the new BEST Advantage System?

A:  Yes. All back-up (i.e., support material) is required to be attached in the BEST Advantage System. This ensures efficiency and streamlines the process; the back-up “lives” with the requisition through the life of the procurement. Requisitions that do not have back-up attached within the BEST Advantage System will be “discarded” (i.e., cancelled).

 

Vendor FAQs

Q:  I am using a new [vendor, supplier, consultant, etc.]. How do I provide this information in the requisition? In the past, I could use “NEED TO ADD VENDOR.” Is this still available?

A:  “NEED TO ADD VENDOR” is not an option in the BEST Advantage System. Enter the new information [vendor, supplier, consultant, etc.] in the “Free Form Vendors” section of the requisition. Be sure to attach a completed W-9 with your back-up. This information will allow the buyer to create the vendor for future use. Creation of a new vendor is only required one time. Be sure to use the “Pick List,” otherwise you may experience errors.

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Last Update: 6/19/2019