Procure to Pay System Training Recruitment : Hiring Managers

Transcription

1 Procure to Pay System Training Recruitment : Hiring Managers 2016

2 Agenda 1. P2P Overview 1. Party Relationships 2. What is P2P 3. System Design and Integration 4. Roles in the system 2. Permanent Placement 1. Process 2. How an RFQ should be structured 3. Temporary Hire 1. Process 2. How an RFQ should be structured 4. System Demonstration 5. Overall Purchasing 1. Timelines 2. Workflows 3. Splitting of Trolleys 4. Search 5. Shipping Costs 6. Goods Receipting 6. Request for Quotation Recap 7. Invoices and Purchase Order Amendments 1. Invoices and Payments 2. Invoice Discrepancies 3. Cancellations 4. Amendments 5. Credits 6. Accepting Tolerance 2

3 1. P2P Party Relationships RMIT has a relationship with you the Supplier commercial agreement for the provision of goods and/or services. Payment terms remain as per these agreements RMIT has a relationship with Think Procurement, P2P Software provider SaaS licencing for RMIT staff use Supplier now has a relationship with Think Procurement as transmitters of data via the P2P system Think Procurement P2P Software Provider Access License Agreement Transmit data RMIT Supplier to RMIT Provision of Goods/Services 3

4 1. What is Procure to Pay (P2P) P2P is a cloud based platform best accessed and supported via Google Chrome with a mobile application on the way. P2P at RMIT is the platform for hosting catalogues, receiving quotations, issuing purchase orders, goods receipting and invoice management 4

5 1. System Design and Integration Integrated data inputs - Financial, HR, GL classification Consumption - 3 methods Driving workflow - 3 pathways Integrated outputs - Commitments, accruals and payment posted to Financial System (SAP) at time of event Single source of truth ERP (SAP) 5

6 1. Roles within the System Requester: All users within the system can raise a purchase request and will automatically default to a Requester role. Although casual and non-salaried staff can raise a request, they can only do so on behalf of a fixed term or continuing RMIT staff member. Any purchase request raised on behalf of someone else will then follow the 'buy on behalf of' person s workflow for reviews, approvals and goods receipting. Financial Reviewer: Individual who reviews the Purchase Request in regards to the completeness and appropriateness of the financial information. The Financial Approver is a business partner. Technical Reviewer: The individuals or groups of individuals that are required to review and approve the purchase items to ensure that they are technically appropriate, fulfill requirements and abide by RMIT policy and government legislation. The Technical Approvers can be part of the functional area or sit outside the functional area to provide RMIT wide technical approval. Business Unit Approver: Individual who approves the financial spend for the Purchase Request. The Business Approver is part of the functional area that the purchase is being made for and has the appropriate financial delegation to approve the spend. 6

7 P2P Outside Page Up 2. Process Map Permanent and Fixed Term Placements Position posted and resumes received RMIT Internal approval prior to candidate offer Interviews Process & Candidate Identified By the hiring manager Candidate offer & Acceptance RFQ sent to and received from Recruiter for placement fee of candidate. RMIT Internal approval for PO Purchase order sent out and Goods Receipt to ok the payment of invoice. INVOICES TO GO TO ACCOUNTS PAYABLE. 7

8 2.Quotation Structure Permanent and Fixed Term Placements Classification: Personnel Recruitment General xx Line items to be received the same way that you are expecting to be invoiced. If there are milestones then these need to be on separate lines. This will ensure that you can goods receipt in order to have the invoice paid. 8

9 Reviewers & Approvers Recruiter Hiring Manager 3.Process Map Temporary Hire Sends RFQ detailing requirements Chooses preferred candidate and confirms availability with recruiter Goods Receipt to approve invoice payment Responds with candidate options, including CVs and rates (day, hour etc) Candidate Acceptance, not formal acceptance until PO sent. PO sent to recruiter and candidate can now be placed. Invoices sent centrally Hiring Manager sends the request for RMIT Internal approval 9

10 3.Quotation Structure Temporary Hire Classification: Temporary Personnel Service General xx Line items to be received the same way that you are expecting to be invoiced. A lumps sum will only allow for a lumps sum payment 10

11 4. System Demonstration 11

12 5. Overall Purchasing Timeline to have a Purchase Request approved and Order sent This all depends on the people involved completing their tasks, refer to diagram below for further information. You can always call or the people involved in the process to give them a push to get the task completed 12

13 5. Overall Purchasing Timeline to have a Purchase Request approved and Order sent You can see the current task owner by going to your PURCHASE REQUESTS from the NAVIGATION MENU and looking at the CURRENT TASK COLUMN 13

14 5. Overall Purchasing - Workflows Buy on Behalf Of (BOBO): Utilised for purchase on someone else s behalf so the user is essentially completing the admin of creating the request The BOBO person s REVIEWERS and APPROVERS have to complete the review and approval The BOBO person has to complete GOODS RECEIPTING for the order Non salaried and casual staff CAN ONLY BOBO and can not purchase on their own behalf or proceed to the next page You will only have the delivery addresses of the BOBO person to select from You will have view only access to the order in PURCHASE REQUESTS, but cannot action any tasks once you have submitted it as a BOBO 14

15 5. Overall Purchasing - Workflows Nominate your approver: Utilised when you need to send the order for approval to the IO owner If you select an approver that sits in a different org unit with a different Financial Reviewer, the financial review task will be sent to the Financial Reviewer of the approvers org unit If you require a Technical Review of the item, your org units Technical Reviewer will complete this task Out of Line Approval (OOLA): When switched on, your requests may go for approval to someone within your org unit who is a peer of the endorser and has a higher financial delegation than the endorser For example, a requester in a Discipline who orders something for $7k will have their order endorsed by the Discipline Head ($5k) and approved by the School Manager ($20k) instead of the Head of School ($100k) 15

16 5. Overall Purchasing - Workflows Technical Review: Technical Review is required for items flagged as dangerous or hazardous You can identify if Technical Review is required and who will complete it in STEP 3 of the trolley in the PURCHASE REQUEST INFORMATION section If a review is required, the task will be sent to the Technical Reviewer at the SAME TIME the Financial Review task is sent to the Financial Reviewer Only once the Financial and Technical reviews are approved will the purchase request be sent to the Approver 16

17 5. Goods Receipting Login and complete goods receipting when you have received the goods/services and are happy with them If an invoice is loaded against the purchase order (PO) and your receipting matches, the supplier will be sent payment When you complete goods receipting, the accrual occurs in SAP You can EITHER update the QTY you want to receipt in each line item and click on RECEIPT or click on RECEIPT ALL if you want to receipt the whole order Important Notes regarding Assets: You cannot RECEIPT ALL if the order contains an asset If you need to goods receipt an asset, you will need to do this using RECEIPT to enable you to enter the serial number and barcode. In the event that the barcode is unknown, can enter

18 6. Request for Quote Timeline to convert an RFQ to a Purchase Order This all depends on the people involved completing their tasks, refer to diagram below for further information There can be delays on the supplier side getting registered You can always call or the people involved in the process to give them a push to get the task completed Inviting a supplier (if required) and submitting the RFQ is a TWO step process 18

19 6. Supplier Status APPROVED AND APPROVED PENDING INTEGRATION suppliers have completed their P2P system registration details accurately and have been APPROVED by Strategic Sourcing and Procurement (SS&P) and Finance. They are READY TO TRANSACT (receive purchase orders, requests for quote and payment) in the system INVITED (non-approved) suppliers have been invited to register in the system, but are yet to complete their registration or be approved. They can still be sent a request for quote, but cannot be sent a purchase order or payment REJECTED (non-approved) suppliers have not completed their registration accurately and have had their registration rejected. They are required to update and resubmit the registration details for approval. They can still be sent a request for quote, but cannot be sent a purchase order or payment SUSPENDED and PENDING suppliers have changed their registration details (e.g. bank details) and need to be approved. They can still be sent a request for quote, but cannot be sent a purchase order or payment NONE - SELECT TO ADD AS NEW SUPPLIER suppliers are on the system but not registered as an RMIT supplier. They can still be sent a request for quote, but cannot be sent a purchase order or payment SUPPLIER STATUS 19

20 6. Requests for Quote How should they be structured Suppliers are required to respond to your RFQ in appropriate line items, including any required shipping cost line items If they do not respond in appropriate line items, call them and ask them to requote. The supplier can update the quote information and break the quote line items up accordingly (as long as the RFQ is still open) This is critical as the quote line items are used to create your purchase request, purchase order and to goods receipt against, if they are appropriate, you will not be able to goods receipt and pay the supplier 20

21 6. Requests for Quote How should they be structured If the RFQ is structured accurately, the RFQ items will appear in your trolley / purchase request as below You will then be able to goods receipt based on what was received and amend out the items not used / received 21

22 6. Requests for Quote How should they be structured Accounts Payable will then be able to load an invoice against the purchase order to organise payment for the supplier If this order was for a $30k catering package, you will not be able to receipt, Accounts Payable can not upload an invoice and the supplier can not get paid If this occurs, you will need to cancel the incorrect order and go through the entire process again 22

23 6. Contractors and Consultants Raise an RFQ to raise requests for contractors or consultants When required, ensure that the contractor / consultant engagement form is completed offline and loaded against the Purchase Request when being submitted Only utilise the panel providers Submit an RFQ Receive and provide a quote Convert quote to Purchase Request and submit Receive and approve Purchase Request Purchase Order sent Complete Goods Receipting Submit invoice for payment Requester Supplier Requester Approver Supplier Requester Supplier Step Description 1 Requester identifies requirements and raises a Request for Quote (RFQ) on a POA item to the approved panel providers 2 Panel providers respond with quote and attached resumes (multiple lines if candidates are different costs or one line if same cost) 3 Requester selects the line item for the successful candidate and creates a purchase request. Successful candidate confirmed with panel provider outside of system 4 Purchase request is approved within RMIT 5 Purchase order sent to winning panel provider, unsuccessful notified 6 Requester completes goods receipting when required (e.g. fortnightly, monthly, weekly, etc.) 7 Supplier provides invoice for the same period as requester completes receipting and payment submitted (according to payment terms) 23

24 6. Contractors and Consultants Activity RMIT Supplier Detail the line items on the quotation based on the payment rate (ie, hourly or daily) Amend the order to reflect any changes made after the Purchase Order is issued Provide a correctly rendered invoice that accurately reflects the charges to date Send Invoices to Central Finance Goods Receipt the services as they are received in a timely fashion Follow up invoice discrepancies Recreate the order if an extension is required 24

25 7. Invoices and Payment Invoices for P2P purchase orders should be sent by the supplier to Accounts Payable (AP), if you receive one you need to forward to AP P2P PO numbers are easily recognizable in the format PO-xxxx-xxxx SAP PO s will always start with 45 The status of PAID in P2P means that the 3 match has occurred and is available to be sent as an instruction to pay to SAP, the supplier may not have been paid yet as the payment may still be waiting to be released from SAP You will be able to see the invoice sent by the supplier by: Navigating to the PURCHASE ORDERS screen and selecting the PURCHASE ORDER Click on the INVOICES tab and click on the MAGNIFYING GLASS under ACTIONS to open the invoice details If there is an invoice that was sent by the supplier (not integrated directly into the system) you will see and can download the invoice in the DOCUMENT section 25

26 7. Invoice Price or Quantity Discrepancy When AP upload your invoice, if there is a discrepancy you will be notified via It is still your responsibility to resolve any discrepancies with your purchase order as you have the relationship with the supplier and need to action the change There are two types of discrepancy: Price discrepancy: When the price on the PO does not match the invoice. Ways to resolve: Obtain new invoice for correct amount (where supplier has invoiced a higher, incorrect amount) Request credit (where supplier has invoiced a higher, incorrect amount but is unable to send a new invoice) Accept tolerance (where suppliers has correctly invoiced and PO amount is not accurate) Quantity discrepancy: When the quantity receipted does not match the quantity on the invoice. Ways to resolve: Obtain a new invoice for correct quantity (to enable payment of items where partial delivery has been received) Receipt goods (if received and in working order) Amend purchase order to correct quantity (where supplier can not deliver all goods ordered) You are also able to cancel a purchase order in the situation that the supplier can not deliver the order requested If the supplier wants to SUBSTITUTE an item they CAN NOT DO SO, you will need to cancel the order and start again 26

27 7. Amendments Amendments: Can be completed when an order has been placed, but not goods receipted or paid Should be discussed and confirmed with the supplier before being processed Are automatically sent as an updated Purchase Order to the supplier (no approval required) Are used to reduce quantities in a purchase order (not to increase quantities, add line items, cancel an entire order or change prices) Will automatically reverse the commitment of funds made in SAP Amendments are completed by navigating to the purchase order, selecting AMEND ORDER and following the prompts Training material on how to complete an amendment is available here: 27

28 7. Amendments Amended purchase orders can be found by navigating to the associated PURCHASE REQUEST and clicking on PAYMENT INFORMATION The amended PO will be of type Purchase Order Amended Important note: The purchase orders will only be saved here if the suppliers are NOT integrated into the system 28

29 7. Cancellations Cancellations: Can be completed when an order has been placed, but not goods receipted or paid Should be discussed and confirmed with the supplier before being processed Are used to cancel an entire purchase order Will automatically reverse the commitment of funds made in SAP Cancellations are completed by navigating to the purchase order, selecting CANCEL ORDER and following the prompts Cancellation notifications will be sent to the supplier Training material on how to complete a cancellation is available here: 29