Buyer's Guide

• PO = Purchase Order
• CO = Change Order (modifies a PO)
• RFQ = Request for Quote (<$75K)
• IFB = Invitation for Bid ($75K+, lowest cost wins)
• RFP = Request for Proposal ($75K+, highest score wins)
• P-Card = Procurement Card (for small purchases)
• RDD = Red Dragon Depot (e-procurement system)
• Preferred Sources = Corcraft, NYSPSP, & NYSID (must purchase if applicable)
• ROPC = Reasonableness of Price Checklist (≥ $2,500 purchases)
• Single Source Procurement = One or two vendors can supply commodity/service, but State agency selects 1 vendor over the other for reasons such as proprietary items; must document reasoning on ROPC.
• Sole Source Procurement = Only one vendor can supply; document reasoning on ROPC.
• NYSCR = NYS Contract Reporter – required for purchases ≥ $50,000 not off State Contract.
• OAG = Office of Attorney General (must sign all contracts ≥$75K)
• OSC = Office of the State Comptroller (must sign contracts ≥$75K)
• OGS = Office of General Services
• OGS State Contract = Vetted through RFP/IFB, available to all agencies
• Standard Voucher = State form for vendors using SSN or candidate reimbursement
• Travel Authorization Form = Required 2 weeks prior to travel
• Travel Voucher = State form submitted within 30 days of travel
• OTM = Over-the-Max Lodging Request form

Refer to our FAQs or see below.

Temporary Dollar Limit Increase

Sales Tax

Card-Sharing

Split Ordering

Shipping Charges

Credit Card Fees

Common Dos and Don’ts

IT Purchases

Certification

Digital Packet Submission

How-to Videos

Travel 101 is currently in development and will be added later this year – stay tuned!

In the meantime, please reach out to the Travel Administrator at ext. 2306 or [email protected].

Login

1. Login via myRedDragon (Faculty/Staff tab)
   1. Right-hand column, Important Links, under myRedDragon Resources, click Red Dragon Depot (Purchasing)
      
      

Catalog vs. Non-Catalog

1. Catalog – 2 types:
   1. Hosted – lives on our system (Central Stores, NYSPSP)
   2. Punchout – takes you to their website to shop and then back to RDD to checkout.
      1. Use P-Card for Amazon & Staples
      2. Use PO for WB Mason
2. Non-Catalog (all other vendors – PO only)
   1. Searching for Vendors under Non-Catalog Items
   2. Under Search Bar, Go to: Non-Catalog Items
      
      
      1. Type part of the vendor’s name
         1. Less is more and don’t use punctuation.
            
      2. Can’t find your vendor?
         1. Request a W-9 from the vendor and send it to Purchasing.

Creating a PO

1. Non-Catalog Item (Catalog steps are similar, but skip to Checkout after punching out to website)
   1. Search & select vendor
   2. Add Item(s)
      1. Fill out left side:
         1. Item/Service
         2. UOM = EA
         3. Qty
         4. List Price
      2. Click Add to Cart
         
         
      3. Add more items, if needed.
      4. Proceed to Cart & Checkout
         
         
   3. General Details Tab
      1. Payment Form = PO
      2. Add Account Code 1 and Account Code 2 (if splitting accounts, not common)
      3. Add OGS Contract #
      4. Add Vendor Quote # 
         1. Continue
            
   4. Delivery Details Tab
      
      1. Select Central Receiving (and confirm the attention to is correct for Central Receiving to deliver to you on campus)
      2. Continue
   5. Billing Details Tab
      
      1. Select Accounts Payable
      2. Continue
   6. GL Details Tab
      
      1. Enter Account # in the favorite’s Bar or click on the + symbol to search for Account #(for 1st time using an account #)
         
      2. Apply
      3. Continue
   7. Line Item Details Tab
      
      1. Notes & Attachments
         
         1. Can add Internal Note and/or Attachments on the Line Item itself or off in the right-hand column
            
   8. View Workflow Details Tab
      
      1. Shows approval status (if you don’t see your approver listed, contact Casey Avery priorto submission).
      2. Click Submit

Transaction Released Email

1. 1. Email from [email protected]
      
      
      NOTE: PO is not immediately sent to vendor
      
      
      1. Purchasing must first encumber funds in the SUNY system and then the Purchasing AA willemail or fax PO and cc: PO requester.

Pending Transaction(s)

1. 1. If you see the Pending Transaction(s) banner, you have not submitted your order yet.
   2. Click on the banner to select the PO
      
      
      1. If you no longer need the order, you can click on the icon and delete the transaction.

Order Summary

1. 1. Search orders (old & new) – by requestor, PO#, vendor, etc.
      
      1. View Workflow – see dates approved or who with currently
         
         1. Active = current approver PO is with
            

Receiving

1. 1. Once item/service is actually received, immediately go into RDD to receive it.
      
      1. Once order is completely received or confirmed nothing more to receive, Close order.
         
      2. To Receive:
         
         1. Select your PO
            
            1. Under Line Item Details Tab, receive either against the Quantity or Dollars andclick Update
               
               
               NOTE: AP cannot pay invoice until the item/service is received in RDD.

Standing Orders

1. 1. Must add “Standing Order” verbiage in the Item/Service Description
   2. Qty should = 1 with total estimated dollars to spend over the FY (can always add funds with a CO)
      
      1. Receiving against Dollars as invoices come in

Change Orders (CO)

1. 1. Used to increase or decrease PO amounts
      
      1. Complete the Change Order Request Form

Changing Departments/Offices/Approvers

1. 1. Immediately notify the Associate Director of Purchasing and Accounts Payable (Casey Avery) of the following changes:
      
      1. Location on campus changes
      2. Approver changes
      3. Name changes

RDD Username Info

1. 1. First Name will be your first and last name
   2. Last Name will be your location on campus
      1. DO NOT change this as it affects your POs and items may not be delivered to the correct place from Central Receiving.

Paying an Invoice

1. 1. DO NOT upload invoices to RDD (unless approved as an NOR – see NOR Policy)
      
      1. Purchasing without a PO in place bypasses the purchasing process and could result in having to use other funding sources to pay invoice.
   2. Invoices should be emailed directly to [email protected].
      
      1. AP will not see an invoice attached to a PO after the PO has already been approved.

RDD Training Manuals

1. User Manual
2. Order Summary
3. Approver Manual
4. Receiving Manual