eprocurement (epro) Overview

Transcription

1 eprocurement (epro) Overview Purpose: PeopleSoft eprocurement (epro) is designed to make it easier for a casual user to requisition items. This ease-of-use method helps reduce out-of-system purchasing, also known as maverick purchasing. PeopleSoft s epro helps enforce contract purchasing, while capturing spending information for future analysis. This document details the advantages of using the eprocurement system, provides you with an overview of procurement in general, and then looks at eprocurement in more detail. Audience: Quick Links All University of Calgary employees who perform procurement duties as a part of their role. Click the link below to navigate directly to the topic in this reference guide. Advantages of eprocurement Procurement Overview eprocurement Areas eprocurement Important Information Important Note About eprocurement Navigation: Before you begin working within the eprocurement systems in PeopleSoft, keep in mind that you should not use the navigation buttons on your web browser to navigate to previous pages. Using the web browser s navigation buttons, such as the forward or backward arrow keys, may cause you to lose data. Instead, use the Main Menu pagelet or links such as Return to Main Page. Advantages of eprocurement Lower Costs for Department eprocurement allows the university to make it easier for requesters to find suppliers with which we have contract pricing. These suppliers offer items at discounted prices, make use of direct-to-the-university shipping methods, and allow for ease of payment processing. This saves money for both individual departments, and the university as a whole. Additional information can be found at: Nov. 14, 2017 Questions? Contact scmhelp@ucalgary.ca (403)

2 Procurement Process Moves Quicker It is much simpler to create a requisition online and route it electronically, as opposed to routing a piece of paper around the university manually or through interoffice mail. Know the Status of a Requisition at Any Time Because eprocurement is connected to a workflow, you can see the status of the requisition at any time, specifically on which the requisition is waiting. No more will you have to call around to find the requisition or know how much longer until your order has been completed. Communication is Improved epro makes it easy to identify the current status of the requisition in the procurement process. The requisition can always be viewed by all parties involved it s not limited to whomever happens to have the requisition on their desk. Requisitions are assigned a specific ID number as soon as they are saved, which makes them easier to identify. These ID numbers also make it easier to differentiate between multiple requisitions to the same supplier. Requisitions Are Not Lost The requisitions are created in the PeopleSoft system, so they cannot be lost. Supports our Green Initiative By moving the requisitioning process online, all of the paper that would otherwise be used to print the requisition and other supporting documentation can be saved. Procurement Overview The two main methods of procurement at the university are university corporate credit cards (PCard/T&E Card), or electronic procurement (epro). When Should a PCard be used? A PCard should be used when acquiring most low dollar (under $2500) and low risk purchases of goods and services. Use of the PCard for these types of purchases eliminates the necessity of generating Purchase Orders Nov. 14, 2017 Questions? Contact scmhelp@ucalgary.ca (403)

3 and can reduce the associated administrative costs by as much as 75%. A list of exceptions can be found in the Cardholder Handbook. When Should a Travel & Expense Card be used? T&E Cards should be used for: Travel and travel related expenses (e.g. airfare, accommodations, meals, car rentals); Miscellaneous incidents to a maximum of $250 incurred during travel; and, Travel and travel related expenses incurred through the preferred travel agency More information can be found in the Cardholder Handbook. When Should a Requisition Be Used? A requisition should be used for all purchases of goods or services when a PCard or T&E Card is not a suitable purchase method. When should an eprocurement Requisition be used? All purchase requisitions must be entered before the goods or services are ordered. Suppliers must receive a copy of the purchase order (not just the purchase order number) before they provide goods or services. Purchasing Through epro 1. Initiating Requisitions: Purchase requisitions are created in two ways in PeopleSoft: either manually through the Special Request page, or through the Direct Connect Suppliers links, which will pre-populate the requisition automatically with information from the shopping cart on the supplier s website. After reviewing the details of the purchase, including items, shipping and accounting information, the requestor has the option to save and preview the approvals, or to submit the requisition and check the budget status. 2. Reviewing and Approving: Once a requisition is submitted, it is first routed for review if it is for Research and Trust, and then for approval by Activity Owner, then Project Owner, and then Department Owner. For operational requests, there is no review and the requisition is immediately sent for approval. Budget owners will see the request for approval on his/her Tasks list. Nov. 14, 2017 Questions? Contact scmhelp@ucalgary.ca (403)

4 Note: If the requester makes a change to the requisition (e.g. modifying price, adding lines), this will re-initialize workflow and the requisition will be re-routed for approval. 3. Purchasing: After the requisition is approved, a purchase order is generated and dispatched to the supplier. The original requestor has the option to edit the requisition if a change is necessary. If the dollar amount or quantity of goods or services increases, the requisition will have to go through the approval process again. 4. Change Request: Department purchase order change requests must be submitted through the epro system. 5. Receiving: Properly receiving an item is a crucial stage in the process, and is required on all orders, including amount only orders. Receiving is to be done within PeopleSoft in a timely manner, as the goods are received. Do not save up receiving tasks and do them all at once. 6. Returns: Requestors have the option to return goods to the supplier if the goods are damaged, or a replacement is required. This will lead to a match exception. 7. Payment: Once the item is received, Accounts Payable matches the quantity and dollar amounts on the purchase order, receipt and invoice, and payment is made to the supplier. Three-way matching is required before a voucher will be posted and paid. 8. Corrections: If a change needs to be make to the ChartField information, a correction can be made through the Accounts Payable Journal. Suppliers Suppliers are persons or companies offering something for sale. The term carries a more specific meaning within the University of Calgary s Accounts Payable systems. Within PeopleSoft, a supplier is a unique individual or company who is eligible to receive payment. In order to be paid by the university system, an individual or company must be set up as a supplier. New Suppliers To request a new supplier speak with your supply chain representative at (403) or scmhelp@ucalgary.ca. You can also refer to the following reference guides available at ucalgary.ca/training. Note: A supplier must be set up prior to submitting a requisition in PeopleSoft. How to Request a New Supplier or Reactivate an Inactive Supplier Direct Connect Suppliers (Web Enabled) Direct Connect is more than just a requisition type in PeopleSoft financials. It also uses technology that allows us to directly connect to a supplier s website, with access to electronic catalogs. Direct Connect enables PeopleSoft epro requisition users to interact directly with a supplier s website. Nov. 14, 2017 Questions? Contact scmhelp@ucalgary.ca (403)

5 Suppliers that have established a Direct Connect relationship are preferred suppliers of the University of Calgary. This means that the prices listed on the Direct Connect supplier s website have been negotiated through the appropriate procurement method and require no additional bid competition or justification. Current Direct Connect Suppliers: Sigma Aldrich: Life science products, laboratory equipment, supplies and chemicals. Acklands Grainger: Tools, fasteners and safety products. Dell: Computer equipment. Wesclean: Cleaning products. Wesco Distribution: Lamps, ballasts and electrical supplies. Praxair: Atmospheric, process and specialty gases. Grand and Toy: Office products. Fisher Scientific: Scientific products. VWR: Scientific products. Preferred Suppliers A preferred supplier is a supplier who has been investigated by the university and approved. When you need services, turn to these suppliers first. For more information, see the Supply Chain Management Preferred Suppliers website. Active Suppliers A supplier in an approved status indicates that the supplier is ready for order placement. Please note that any supplier NOT in an approved status cannot be used without further validation from Supply Chain Management (SCM). Inactive Suppliers A supplier in an inactive status indicates the university has not disbursed payment activity in the past two years and does not currently have any outstanding purchase orders. This status is applied behind the scenes. Suppliers with an active status are visible in PeopleSoft using the following path from the MyUofC portal homepage: My Work < PS Finance & Supply Chain < Suppliers < Supplier Information < Add/Update < Review Suppliers. From this location, perform a search for a supplier. If the supplier does not come up it could indicate an inactive status. Contact the help desk at (403) or scmhelp@ucalgary.ca to confirm the status prior to making a request. Nov. 14, 2017 Questions? Contact scmhelp@ucalgary.ca (403)

6 To reactivate an inactive supplier, with a request to change the status back to active/approved. If you can provide current supporting documentation (such as a current invoice) it may help to speed up the validation process. There is no process through PeopleSoft to request supplier reactivation. eprocurement Areas Requisition Status Monitor After you have entered a purchase order receipt, you should access the Requisition Status Monitor area to ensure that the process is progressing. With Requisition Status Monitor, you can see when the payment voucher is approved so the supplier can be paid, and also that the payment was processed. You can also view the supplier invoice by accessing this component. There will be no automatic notification of the user when the POs have been dispatched. It will be the individual user s responsibility to monitor their requisitions and know when a PO has been generated and purchases authorized. Create Requisition A requisition is a formal request intended to procure/buy something that is needed by the organization. It is created and approved by the department requiring the goods and services. A purchase requisition typically contains the description and quantity of the goods or services to be purchased, a required delivery date and account number. Note: Completing the required delivery date field is not required and does not guarantee delivery by the date specified. In PeopleSoft, requisitions consist of four components: Header: Defines the Business Unit, Requestor, Date and Status. Line: Contains the line item information. For each line item, the quantity, category, description, supplier and price are listed. Schedule: Defines when and where you would like the line items delivered. Distribution: Where accounting information (the general ledger ChartField string) is entered. The ChartField string includes the account, fund, department ID, program, class and project. Each component of a requisition has a one-to-many relationship, starting with the header information and ending with the distribution information. Nov. 14, 2017 Questions? Contact scmhelp@ucalgary.ca (403)

7 Manage Requisition After a requisition is created and submitted, it will be routed for approval. All requisitions that are pending approval can be viewed and selected for approval through the Manage Requisitions Approvals screen (from the MyUofC Portal, select My Work < FS PeopleSoft < eprocurement < Manage Requisitions). The Manage Requisitions page is where you can view information about all requisitions created for a specific requestor. From here, you can edit or cancel and see where in the lifecycle your requisition is located, or who needs to approve it. You can also edit a requisition by adding or deleting items from the order. You are only allowed to make edits as long as the status is Pending or Open. Once the budget check and approvals are complete a purchase order is created which initiates a new set of approvals. You can cancel, edit or print a requisition after it has been approved, but not after it has been sourced into a purchase order. If you need to cancel a requisition after a purchase order was created you must contact the help desk at (403) or scmhelp@ucalgary.ca. Important! Cancelling a requisition does not cancel the purchase order. Buyer Center The Buyer Center is a central access point for all of your buying operations. The Buyer Center page provides numerous links to PeopleSoft Purchasing and enables you to: Process requisitions and change requests from requestors; Add purchase orders and change orders; and Perform tasks that are related to a purchasing position. Suppliers The university shares a central supplier file maintained by Supply Chain Management. The file contains both companies and individual suppliers. Employees are NOT allowed in the supplier system. Many suppliers have multiple order addresses if you do not know the address you should be using, let the supplier route to its default setting by using the supplier ID instead of selecting an address. This allows ordering and payment addresses to route automatically. The Purchasing System is used to process purchases and payments to suppliers, not to employees or students. Many suppliers have multiple order addresses. Data entry operators are responsible for knowing and selecting the appropriate supplier order address when they enter their epro requisitions. If you are unable to locate the desired information in the Supplier Lookup page in the epro requisition data entry pages, you may be able to find it in the Maintain Suppliers application. Nov. 14, 2017 Questions? Contact scmhelp@ucalgary.ca (403)

8 A Common Misconception: Just because a supplier is listed in the Supplier File does not mean that it is a contract supplier. All this means is that the university has created a purchase order or has made a payment to that supplier. eprocurement Important Information Assets If you are purchasing multiple components that make up a total amount exceeding $5,000 you will need to indicate on the requisition that you are purchasing a Grouped Asset. I.e. a primary unit and multiple components. The Buyer will contact you to group the line items on the purchase order so that a single asset will be created. Comments If an operator has a message or a note that they wish to make about a purchase, they may use the requisition comments feature. Comments are MANDATORY for all changes, including pushback or deny. There are two types of comment: Comments that are attached to a requisition/purchase order line (called Additional Information or Line comments). Comments that appear at the end of the requisition (called Justification or Header comments). Change Requests Once a requisition has been sourced to a purchase order (status is POs Created, POs Dispatched and Received), if a change is necessary, the change must be made to the purchase order by central staff. Operators may request changes by entering a Change Request Requisition. A Change Request Requisition is used to request the following: Increases to purchase orders Decreases to purchase orders Add lines Cancel lines Change budget Nov. 14, 2017 Questions? Contact scmhelp@ucalgary.ca (403)

9 Requisition Print Report When you create a requisition you have the option to print it once it is submitted. If you decide you need a copy later you can go to Manage Requisitions (from the MyUofC Portal, select My Work < FS PeopleSoft < eprocurement < Manage Requisitions), search for the requisition ID, then select View Print from the dropdown menu (next to the Go button). The report mimics information that the supplier will see on the printed version of the purchase order. In addition, the ChartField information for each requisition line is displayed. NOTE: Any changes to the original requisition (i.e. a change request) will not be evident when printing the requisition report from Manage Requisitions. Budget Checking A budget is associated with each epro requisition. Once the procurement requisition has been entered and saved, each line is budget checked by the system. The system will run a batch file every two hours that budget checks. After a requisition has passed budget checking, the budget checking status will equal Valid. If budget checking fails, the transaction is marked as Error (budget checking status = ERROR). The budget check fails if a budget hasn t been set up or the accounting information is incorrect. It is the user s responsibility to ensure that budget errors are reported to the appropriate personnel and addressed. Category List eprocurement is the automation of the procurement processes so that the sourcing, supplier selection, procurement processes, shipment status tracking and payments can be made in an online environment. There are two epro catalogues. The General catalogue (available to epro Requesters) and the Capital Construction catalogue which is restricted to requestors in the Facilities department. On the following pages are tables that outline the different categories and what falls into each. General Catalogue There are 12 main categories that organize the catalogue into a concise package, allowing users to find what they are looking for effectively. Main Header Includes Commodity Approval Required Animals Ordering live material Approval required Computers & Software Computer supplies and accessories, No approval required including software Construction Lease holds, maintenance, upgrades No approval required and renovations Equipment Basic equipment, such as medical caretaking equipment, photocopiers and printers Approvals required for: fume hoods, gasoline powered items, hazmat lasers, refrigerators and freezers, hazmat x-ray machines Nov. 14, 2017 Questions? Contact scmhelp@ucalgary.ca (403)

10 Furnishings Lab Consumables Leased & Purchased Furnishings for classrooms, common areas, offices, repairs and window coverings Chemicals, clothing, compressed gas, safety supplies, laboratory and science supplies Land leases, vehicle leases, vehicle rental No approval required No approval required No approval required Rare Books & Artwork Rare books and artwork No approval required Safety Bio safety cabinets, explosives and flares, radioactive material, first aid kits Services & Consulting Supplies Accommodations, advertising, conferences, memberships/dues, caretakers, consultants, general, printing, waste removal, training staff General supplies, such as book subscriptions, reprints, research materials, stationary Approvals required on all but first aid kits No approval required No approval required Transportation Vehicles, trailers Approval required Capital Construction Catalogue Restricted Construction is created for capital expenditures and requires special permissions. Main Header Includes Commodity Approval Required Computers & Software Computer supplies and accessories, No approval required including software Construction Capital expenditures, furnishings (basket) No approval required maintenance, upgrades, renovations, services, site improvement Equipment Basic equipment, such as medical caretaking equipment, photocopiers and printers Approvals required for fume hoods, refrigerators and freezers, hazmat x- ray machines Furnishings Furnishings for classrooms, common No approval required areas, offices, repairs, and window coverings Leased & Purchased Land leases No approval required Safety Bio safety cabinets, first aid kits Approvals required on bio safety cabinets, not first aid kits Supplies Supplies maintenance operations No approval required. Nov. 14, 2017 Questions? Contact (403)