Buy A&M. Departmental Access Training RPA. (Request for Payment Authorization) The new E-Procurement System

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1 Buy A&M The new E-Procurement System Departmental Access Training RPA (Request for Payment Authorization)

2 Buy A&M Terminology Reqisitioner Overview - Terminology PVAMU Terminology Definition Creates requisition Creator Requisition Requisition Request on- or off-contract goods and services. Requisition Type - Direct Open Market Requisition Type - Open Market Limited Document (L-Doc) Off-contract Purchase (R-Doc) For authorized users, this is a request for items not contained on a contract or blanket that will allow the user to complete the purchase order and send without need of a buyer. A request for items not contained on a contract or blanket. Only Buyers can issue purchase orders. Requisition Type - Release Contract Purchase A request for items off of a Master Blanket PO. Requisition Type - RPA Seller Vendor Exempt Document (E-Doc) Vendor Vendor; Supplier A Request for Payment Authorization. This allows ready made purchases to be entered into the system and for which should be accounted (i.e memberships, rental cars, etc) Buy A&M System

3 Buy A&M Training Overview Document Statuses Status Name Meaning Available Actions Actions Permitted By Edit The initial status of new documents. Submit for Approval Creator In Progress The document is still being Clone (creates a new copy of the Authorized users completed by the creator. document) Cancel Ready for Approval Returned Ready to Send Sent Cancelled The document has been submitted for approval and is travelling down one or a series of approval paths. The document was disapproved by an approver. The document has been approved and is ready to be sent to a vendor or vendors. The document has been sent to a vendor or vendors. The document has been cancelled by the creator or an authorized user for the document s business units. Approval/Disapproval Edit (accounting and commodity code information only) Clone Cancel Reopen (returns document to In Progress status) Clone Cancel Send to vendor Clone Cancel Clone Cancel Clone Current approver Creator Authorized users Creator Authorized users Creator Authorized users Creator Authorized users

4 Buy A&M Training Overview Document Statuses, Continued Status Name Meaning Available Actions Actions Permitted By Gone to Bid Gone to PO Partial receipt Complete receipt Approved for Invoice Closed Requisition has been converted to a solicitation for competitive bidding by vendors as required by procurement policies Requisition has been converted directly to a PO or the Bid it was previously converted to has been awarded as one or more POs to one or more vendors An order (PO) that was previously Sent to a vendor has been partially received in Buy A&M. An order (PO) that was previously Sent to a vendor has been completely received in Buy A&M. A receipt has been approved against a PO so that payment of Invoices for the items received can be made A PO has been fully paid and received Clone Clone Change Order Additional Receiving Clone Change Order Additional Receiving Clone None (additional Receipts can be created against the same PO to adjust received totals if needed) None N/A N/A Department Access (if authorized) Basic Purchasing Creator Authorized users N/A Creator Authorized users

5 Buy A&M System Login Screen

6 Buy A&M System Before you login Things to Remember Buy A&M works best in Internet Explorer Make Sure your Pop-Up Blocker is off Production Environment - Use Single Sign On to access the Buy A&M System

7 SSO entry to BAM (Production Environment) Buy A&M System

8 Your Event Here Single Sign On Click Buy A&M link

9 Home Page Layout 2. Header Bar 1. Role Selection 3. Navigation Bar (to the document) 4. Header Tab (through the document) 9 Periscope Holdings, Inc.

10 Your Event Here New Requisition 1. Documents 2. Requisitions 3. New

11 Header tab 1. General general information (select type: Direct Open Market). 2. Items provide description of goods/services 3. Address shipping/invoicing information 4. Accounting account information 5. Routing routing for approval 6. Attachment attach documents (quotes, invoices, etc.) 7. Notes additional information for vendor 8. Reminders set up reminders 9. Summary summary of completed information.

12 General Tab: 1. Short Description of what is being purchased 1 2. Requisition Type Direct Open Market Type Code Regular Order (on most cases) 4. TIBH select option 5. Click Save & Continue Next steps 1. Requisition number should populate Click Items tab 5 3. Click Add Open Market Items to enter a description

13 Items Tab Requisition number Items Tab: 1. Description of what is being purchased 2. Quantity - How many Requisition Status 3. Unit Cost - price 4. UOM unit of measure 5. Discount if there is a discount NIGP Class Three (3) digit number. Use eyeglass to search. 7. NIGP Class Item Two (2) digit number Next steps Click Save & Continue to enter another item - or - 1. Click Save & Exit 2. Click Vendors Tab 3. Click Look up & Add Vendors

14 To look up vendors: Search by Vendor ID or 2 Search by Vendor name Then Click Find It Select Vendor Then Click Save & Exit - to add vendor

15 Vendors Tab 1. Once the vendor populate please verify if this is the correct vendor for this order. 2. Check this box as Recommended Vendor 3. Click Save & Continue

16 Address Tab Next steps Verify this is the correct Bill & Ship to address for this order. 1. Click Accounting Tab. 2. Next to Account Code click magnifying glass to search and enter the account code..

17 Accounting Tab To look up account: 1. Click magnifying glass 1. Enter the account code Or 2. Description 3. Then Click find it.

18 Accounting Tab 1. Select account 2. Press Select

19 Accounting Tab 1. Click Saved based on Percentages or Click Saved based on Dollars 2. Click Rebuild for All Items

20 Attachments Tab Attach quote or other documents

21 Notes Tab Add notes here Reminders Tab Set up reminders

22 Your Event Here Summary Tab Review Information Submit for approval

23 Your Event Here

24 Your Event Here

25 Navigation Bar Documents 25 Periscope Holdings, Inc.