Purchasing NUFinancials Upgrade Transition Workshop May Jim Konrad, Procurement and Payment Services Virginia Robbins, Northwestern IT

Transcription

1 Purchasing NUFinancials Upgrade Transition Workshop May 2017 Jim Konrad, Procurement and Payment Services Virginia Robbins, Northwestern IT 1

2 What are we doing today? Things to keep in mind What s Changing? What s Not? Navigation, mobile friendly interface Requisitions and Purchase Orders Supplier Requests PO changes Document status Tour of NUFinancials Purchasing functions Next Steps! Questions? 2

3 Things to keep in mind! The same procurement and payment tools exist: Catalog requisitions (ibuynu) Non-catalog requisitions Payment Request is replacing Online Voucher Corporate card Blanket orders Receive by dollar amount Hold for further processing 3

4 Things to keep in mind! Documentation still required to support purchasing decisions of $25K or more (SSJ and BD) Receivers required on non-catalog requisitions greater than $500 Resolve encumbrances on a timely basis Use chart string distribution to spread cost across chart strings instead of a Correction journals after the fact. 4

5 What s Changing? New mobile friendly navigation Approve on the fly with the mobile Inbox! Global search Customizable Home pages More streamlined navigation to frequently used functions Improved interface for many transactions 5

6 NUFinancials Upgrade What s Changing? Navigation, general interface Approval Inbox Requisition entry/po Supplier Vendor Requests PO Changes Document Status/ Lifecycle Viewer WorkCenters for approvers What s Not? Policy and Procedure ibuynu Receiving Matching/Tolerance Purchasing inquires Workflow 6

7 What s New?

8 NUFinancials Home page 8

9 Requisitions and Purchase Orders All non-catalog requisitions are special now! Receive by amount REQs are handled differently (blankets, subcontracts, receive by dollar amount) Hold for further processing is handled differently Fields are same, just different layout ibuynu is not changing Mobile Design Mobile approval inbox for approvals 9

10 Requisitions and Purchase Orders 10

11 Supplier Requests Vendor now is Supplier Add a new supplier or update an existing Still need to have ICQ, W-9/W-8, COI and/or other supporting documentation All the same information is needed (even if not system enforced) address or fax number for POs Text is oriented towards a future state of having suppliers register directly 11

12 Supplier Requests 12

13 Changes to Purchase Order Two different processes, depending on the change needed PO Change Request form for close/cancel Add/Update PO screen to make change directly to PO (no longer a request, change is permanent) Approval workflow begins with PPS Purchase orders will be re-dispatched, when appropriate 13

14 Purchase Order Changes 14

15 Purchase Order Changes 15

16 Document Status In Accounts Payable, Voucher Inquiry menu Access to OnBase document 16

17 Document Status 17

18 Subcontract Invoice Processing Subcontract Invoice processing will go into NUFinancials Workflow After June 19 th, beginning with a pilot group 18

19 Subcontract Invoice Processing Workflow will make the process more efficient Approvals will be done electronically similar to expense reports Will replace printing invoices, obtaining wet signature, and re-scanning Will be able to identify bottlenecks, so follow-ups can be done actively Routing is the same: Subrecipient > ASRSP > Department Administrators > PI > ASRSP > AP 19

20 Mobile Approvals Approvals can be done on any device 20

21 Tour of NUFinancials

22 What else do I need to know? NUPortal is staying the same but links will be updated to NUFinancials, web resources, training resources Some Cognos reports are getting an improved Dept ID prompt for fiscal year tree You will need to update your scheduled reports. 22

23 Next Steps! Join us for other transition workshops! Attend the Town Hall Meetings with Mike Szczepanek Learn about key dates and tasks! Learn about the preparation you ll need to do! June 1, at 10am in Levy Mayer, Lincoln Hall June 2, at 10am and 2pm in Norris Center, McCormick Auditorium 23

24 Next Steps! Reconcile outstanding transactions (for the Upgrade and for FYE) NUFinancials will go down at 5pm on Thursday, June 15 th Friday, June 16 th - system unavailable Check out the new and improved NUFinancials on June 19 th 24

25 Support Resources Training support in myhr Learn coming in June Content and Registration Upgrade webinars on specific topics Open Labs Support Center (847) 491-HELP (4357) 25

26 What questions may we answer? 26

27 Thank you for coming!