Bureau of Reclamation: Acquisition & Assistance Management Division

Creating, Approving And Routing A Purchase Request In (IDEAS-PD)

Log into IDEAS-PD.
Maximize or highlight the cabinet where you wish to create your PR.
Select the menu Procurement > Requirements > PR Form.
Type in request number (keep a log of serial numbers used for easy identification)
- 0X = fiscal year
- XX = office code
- XXXXX = org code
- XX = serial number
Enter a short description for the PR (up to 30 characters).
Main Form Tab. Enter the desired information on the Main Form tab. Required fields are: Requestor, Requesting Office, and Issuing Office. Always fill in the CONTACT information. This is a free form field.
Note: The ship to, funding and delivery date will be populated after you enter your information into the line items tab.
Click on ADD button to enter a suggested vendor (vendor information is not required).
If you have additional information to send to the acquisition's office, type the information in the COMMENTS block (up to 256 characters)

Line Items Tab. Double-click in the blank space below the headings (i.e. item number, description, etc). Or select from the file menu Line Items > Add > Line. This will open a new window - Line Item Detail.
Enter the desired data in the Detail tab. Including delivery date requested (if a product); short description of the item (up to 30 characters); extended description of the item (up to 2000 characters); quantity; unit of issue; unit price (line item cost will automatically be computed for you by tabbing to the next field).
Enter performance period (start and end date) if you are requesting a service.
To add another item, click on ADD and repeat.
Description and Pricing Tab. You do not need to enter any information in these tabs.
Address Tab. Click on the Add button to search for the Shipping and Invoice addresses.
When finished adding lines, click the Close button.

Contract Level Funding (funds the entire project) - In the Line Item Summary Tab, Click on the Contract Level Funding Add button to enter accounting information.
Enter the amount to be charged to the first account number.
Select a funding template from the drop down list or enter the account number in the spaces marked -
- Fund = XXX - i.e, K88, A1R
- Budget Org = XXXXXXX - i.e., 8425110
- Object Class = XXXX - i.e., 252D
- Program = XXXXXXXX - i.e., 1521TINE
- Proj/Job No. = XXXXXXX - i.e., 1000000
You should get this accounting information from your program manager or your budget officer

Click Add to add another account number or OK to close.
Note that your total funding and total cost do not have to equal
Line Item Funding (funds the project by line item) - In the Line Item Detail tab, click on the Funding tab to enter funding per line item. (see above)
If using line item funding, each line item must have accounting data.
Note that your total funding and total dost MUST equal.
Close the PR by clicking on the X in the right corner. Answer Yes to "Do you want to save this form before exiting?" The PR will be saved inside a folder in the Cabinet you selected.
A folder with the document number and description will be created for you.
Print. To print you PR, the document must be closed. Once closed, highlight the PR and click the printer icon on the tool bar or file>print. Keep a printed copy for your records. (Note - you cannot print a folder)

Attachments must be in either word (.doc), Excel (.xls) or PDF (.pdf) formats. DO NOT ATTACH WORD PERFECT OR LOTUS DOCUMENTS.
Highlight the PR and click Utilities on the file menu.
Add an Existing Attachment
Click on Document Import
Find the document from your desktop (or directory) that you wish to import. Highlight that document and click on the box "open"
Type in description of the attachment (i.e., statement of work) and click on "OK"
Note - your document number will now have a /01 (this number associates the attachment to the PR) DO NOT DELETE THE /01
As more attachments are created to the same document, the numbering will be sequential (i.e., /02, /03)
Create a New Attachment
Highlight the PR and click Utilities on the file menu.
Click on Wordprocessing or Spreadsheet
Create new attachment box opens with the document number and description. Click OK
Type the information in word or excel and close and save.

Add an approval sheet
Click once on your purchase request to highlight it and click the red check mark on the tool bar.
Choose the approval template that applies and click OK.
The white box next to the PR indicates that an approval sheet has been applied.
Approving a document
You may be designated a budget or program approver in IDEAS-PD with certain dollar limits.
Highlight the PR and go to File>approve or click on the red check mark
Click on the drop down box next to the appropriate approval type.
Click the appropriate approval. Once you make an approval, your name, time and date of approval will be stamped on the approval sheet.

Click once to highlight the Folder containing the PR and any associated documents. Be sure you highlight the folder and not the PR.
Route Stop Directory. If a Route Template is available, select Route from the drop down list in the upper left corner of the window. Highlight the appropriate Route Template and click the "-->" button.
To route to an individual, select User from the route stop directory.
To route to a team, select team from the route stop directory.
Make any changes to the Route List, if required, by adding, inserting or deleting names.
Click OK.
The folder containing the PR and attachments has been sent to the first person on the route and will no longer be on your desktop.

Go to the file menu Utilities>Preferences
Make no changes to the first tab. However, note at the bottom of the tab a date that your password will expire.
Password change. At any time you can change your password through the password tab. Enter old password, new password and verify.
Addresses. Entering your address will speed up creating your PR. Once you add in an address, this address will default into your PR.
Note: You do not enter a Contracting Officer's Address.
Every other address can have an entry. Select the Add button and a search screen will appear. There is different criteria you may search with. Once you find the correct address, click select. (to change, click delete)
Always click OK to save your changes. (If you click the X in the corner, your changes will not be saved)

Go to File>Search or click on the magnifying glass icon on the tool bar.
A search dialog box will open. Click the radio button to indicate the search (number or title)
Fill in the search criteria (any part of a number or title)
Click OK
Any document with that number will appear in the search window and will tell you whose desktop the PR is located. (owner user ID)

Save your PR often by selecting the File > Save menu option at any time. This prevents losing anything you may have typed, in case there is a system crash. There is not an "automatic save" in IDEAS-PD.
You may route any document on your desktop to any user in your IDEAS-PD database.
Setting default addresses under the Preferences menu option will speed up entry of new Purchase Requests.
You may change the date in any date field by typing a new date, OR Shift>double-click for a pop-up calendar.

To select the date, double click on the date in the calendar.