Procurement
FAQs

• Can I change values on an accounting line when the document has been “Final” approved? (02/17)

• How do I correct a “Reserved Funding” value of “No” on a multi-year accounting line? (02/17)

• How do I pass accounting lines from my RQS to my encumbrance (PO/CT) document? (04/18)

• How do I reduce the line amount for a CT or PO? (07/22)

• How do I liquidate the remaining amount on a commodity line in a CT or PO? (07/22)

• I closed a commodity line in error. Can I reopen and add back the funds that were not spent? (07/22)

• Can I add funds to an encumbrance document after it has been closed? (07/22)

• What fields on an encumbrance will populate instructions to vendors on the document print page? (1/22)

• What do I do if I can’t find a Shipping/Billing/Bid Receiving address from the available selections? (02/17)

• How do I find a valid Commodity Code for my RQS/Solicitation/Award? (02/17)

• What do I do if I get an Object code error when processing a document? (02/17)

• How do I resolve the following error on my document:  value too large for column "AFMOWN"."SO_DOC_HDR"."ADDL_INFO" (actual: xxxx, maximum: 1500)? (02/17)

• How do I look up a procurement shipping or billing location? (04/18)

• Which procurement documents can be modified after they have been approved and are final? (06/18)

• What is an incorrect Record Date? (12/19)

• How do I resolve “XXXX entered is less (greater) than the Earliest(Latest) Year value on the Application Parameters table” (A3425)? (12/19)

• How do I resolve the error message A159? (4/22)    

• Will canceling an encumbrance document liquidate any unpaid amounts on that document? (02/17)

• What happens after I cancel a procurement document? (11/18)

• Why am I unable to edit or discard an RQS with a bad record date? (12/19)

• Why am I getting a “Vendor is Required” error on my document? (02/17)

• Why am I getting a "Customer Code is prohibited based on the Event Type/Document Control Options (A226)" error on my document? (03/19)

• How do I create a Purchase Order (PO)? (03/22)

• Why didn’t my Vendor information carry over from my RQS when I copied it forward to my award? (02/17)

• Why am I getting “Procurement User” errors when trying to create a procurement document? (02/17)

• Why can’t I open my draft document from the Document Catalog page? (02/17)

• Who can modify a procurement document that has already gone to final? (07/18)

• How do I resolve the error "The Vendor Customer Does Not Exist on the Vendor Customer Table (A761)"? (07/21)

• What Security Role ID does someone need in order to approve (level 3) Sole Source Notice publications in CORE? (08/18)

• Why am I unable to choose the P CARD ID Number when creating a PRC1 Document? (11/18)

• How do I override the A4252 Error: Legal Name is different from the latest version of the document (A4252) (03/22)

• How do I create a Notice of Contractor’s Settlement in the same procurement folder as its associated Solicitation? (03/22)

• What is Receiving? (12/18)

• How are received goods or services recorded? (12/18)

• What is the Receiver document's document code? (12/18)

• What is Receiving Search (RCSRCH)? (12/18)

• How is a receiver document associated with the procurement folder? (12/18)

• What are the options for receiving commodity lines? (12/18)

• Are there different receiver documents for commodities and services? (12/18)

• Do receiver documents reference other documents? (12/18)

• Do Receiver (RC) documents update Inventory? (12/18)

• How are Receiver (RC) documents created? (12/18)

• Where can I find previously created Receiver (RC) documents? (12/18)

• How do I record a shipment for less than the quantity ordered? (12/18)

• What do I do when I receive the remainder of a partial order? (12/18)

• Can I modify or cancel a receiver document once it is created? (03/22)

Buyer Information     

• How do I assign myself as the “Buyer” associated with a Requisition (RQS) or Solicitation? (11/18)

• How can I receive alerts about expiring Master Agreements or Statewide Purchasing Agreements? (03/20)

Solicitation Notifications

• How will I know if a specific solicitation has been published and release on ColoradoVSS? (2/17) 

• How do I determine which Vendors received my Solicitation notification emails? (11/18)

• How do I send email notifications to Vendors that are not registered for the Commodity Codes on my Solicitation? (03/22)

• If I use the Q & A section when responding to a vendor's inquiry, will there be an email notification that is generated to vendors? (08/18)

• When I publish or modify a solicitation does it automatically appear on VSS for vendors to see, or is there a delay time? (08/18)

• Where can I find the solicitation batch processing schedule? (03/22)

• A vendor reported to me that they are not receiving any email notifications when I publish a solicitation, why? (12/19)

• Will I need to retroactively update all ColoradoVSS awards generated with an encumbrance document after the MAE2 document goes live? (02/20)

• Why is the Public Bid Reading tab on the ColoradoVSS website visible to vendors? (10/20)

Commodity Codes

• Why should I use a 5-digit commodity code instead of a 3-digit commodity code on my Solicitation? (02/17)

• Can I change a commodity code after a solicitation has closed? (08/18)

Solicitation Errors

• How do I address the following error on a Solicitation Response:  “A response was previously submitted for this Vendor's TIN (A3596)”? (02/17)

• What do I do if I get an “Uncaught Exception: Null” error on my Solicitation? (03/22)

• How do I resolve the "Add a Vendor" error I receive when I try to validate a DQ1? (08/18)

Solicitation Approvals

• How do I get a Sole Source Solicitation approved if I submitted it and I am the only person that can approve it? (02/17)

• Do Sole Source Solicitations automatically post to CORE after the document has been submitted, or does it require additional approval? (10/18)

Modifying a Solicitation       

• How do I let vendors know about specific updates I have made to a Solicitation? (02/17)

• Why can’t I reopen my closed Solicitation? (11/18)

• How do I view questions about a Solicitation posted in ColoradoVSS and how do I answer them? (03/22) 

Closing/Cancelling a Solicitation Document

• How do I cancel a Solicitation? (03/22)

• If I submit a solicitation to final and discard it right away, will it still show up in VSS? (01/19)

• Should I set a same day “Close Date” on a Solicitation to close it today? (02/17)

• How do I create a re-solicitation after a solicitation has closed? (02/22)

Solicitation Responses and Evaluations

• How do I update incorrect values entered on a Solicitation Response (SR) document? (02/17)

• How do I resolve “modification” errors on a new version of a Solicitation Response (SR)? (02/17)

• Can I load modified Solicitation Response (SR) values into an existing Evaluation (EV) document when the EV contains the old SR information? (02/17)

• Can I create a new version of a finalized Evaluation (EV) document? (02/17)

• Why won’t validating and submitting my Evaluation (EV) document create my awards? (03/22)

• Why won’t my Evaluation (EV) document validate and submit? (02/17)

• Why can’t I see my Evaluation (EV) or other documents in my Procurement Folder? (02/17)

• How do I correct a Solicitation award made to the wrong Vendor? (02/17)

• Will CORE allow me to cancel Finalized Evaluation (EV) document? (02/17)

• I recently published a solicitation, how do I know that the Vendors are able to submit an Online Solicitation Response? (09/19)

• How can I determine if there were solicitation responses received from Vendors for my solicitation? (9/19)

• Is there a step-by-step guide for awarding in CORE? (12/19)