Procurement Gateway & I Want Doc User Guide

Transcription

1 Prcurement Gateway & I Want Dc User Guide Prcurement Gateway Once yu lg int the Prcurement Gateway, the system will identify wh yu are and yur primary FTC/BSC yu are linked with r yu can select anther FTC/BSC t send an t. Helpful Tls within the Prcurement Gateway: I WANT DOC Electrnic frm used t Request Gds r Services PROCUREMENT WIZARD Step-by-step questins t help yu identify Hw t Buy? e-shop Crnell s nline prcurement system. SHOPPING INFO Find Vendr r Item April 8,

2 Prcurement Gateway & I Want Dc User Guide My Prcurement Optins The fllwing ptins may appear: Yu are an I Want Dc User Everyne wh signs int the Prcurement Gateway is an I Want Dc User Yu are an e-shop User If yu are an e-shop User Yu are a PCard hlder This will shw the ttal dllar amunt charged against yur mnthly PCard limit. NOTE: PCard charges abve d nt include utstanding authrizatins r purchases internal t Crnell and are charges within 2 days. My Orders Yur mst recent 10 transactins/rders will appear in the My Order queue. T search fr an rder that is nt shwing in this view, yu can search by any f the fllwing fields: edc # Vendr Frm / T Date Item Descriptin Once yu have entered the search criteria, click Get Orders Status Definitins: Saved Enrute Final Disapprved Cancelled Dcument was saved by the Requestr prir t ruting. Dcument was ruted and is pending apprval requests. Dcument has received all required apprvals and the FTC/BSC has prcessed the rder. Dcument has been disapprved by an apprver during the ruting prcess. Dcument has been cancelled by the requestr prir t ruting r by a reviewer during the ruting prcess; ruting stps. Order histry will shw bth e-shop and I Want Dcs Cpy T be used fr re-rdering. Lg Will shw yu the status f yur I Want Dc April 8,

3 Prcurement Gateway & I Want Dc User Guide I Want Dc (IWNT) The I Want Dc shuld be used by individuals (Requestrs) fr any request fr gds/services, excluding travel reimbursements that cannt be dne via e-shop r by utilizing their individual Prcurement Card. 1. I Want Dcument, Step #1 - Dcument Overview Fields: Dcument Descriptin Defaults t I Want Dcument #XXXXXX, a unique reference # fr the rder request. Business Purpse *Required field. Explains the reasn why the purchase is being made. The business purpse needs t be understandable by an internal/external auditr with n knwledge f the department r the transactin. NOTE: If this is being charged t spnsred accunt, please be sure t include hw the purchase directly relates t the scpe f the prject. Organizatin Infrmatin Infrmatin used t rute the I Want Dc t the crrect FTC/BSC fr prcessing. Cllege/Divisin This will pre-ppulate frm yur peple recrd in Wrkday Department/Unit This will pre-ppulate frm yur peple recrd in Wrkday April 8,

4 Prcurement Gateway & I Want Dc User Guide Set as Default If the Cllege/Divisin and Department/Unit is crrect and yu knw this will never change, yu can check the bx fr Set as Default. Requestr This is the persn initiating the I Want Dc and the prfile infrmatin is based n their NetID and will pre-ppulate frm yur peple recrd in Wrkday. Deliver T This is the persn the rder shuld be delivered t. If the Requestr and Deliver t persn is the same, please check Same as Requestr and the delivery infrmatin will pre-ppulate. NOTE: If the delivery lcatin is always the same, click Set as Default and this will ppulate n all future I Want Dc requests. If the Deliver t persn is different than the Requestr: List the persn s NetID and hit enter. Their infrmatin will prefill. Yu may edit the infrmatin if necessary. Manually enter the shipping infrmatin. Search fr an individual by selecting the magnifying glass and entering infrmatin in ne f the search fields. When yu have fund the crrect individual, select return value n the left hand side f the screen fr the inf t ppulate the I Want Dc. Click Cntinue at the bttm f the page 2. I Want Dcument, Step #2 Items & Accunt Inf April 8,

5 Prcurement Gateway & I Want Dc User Guide Fields: Add Item * Descriptin Item Quantity UOM Catalg #, if applicable Unit cst Click, Add Item NOTE: * = Only Required field in this sectin, all thers are ptinal. Accunt If the accunt number t charge is unknwn, prvide a descriptin f the accunt in the accunt descriptin bx such as NSF Research Accunt r Office Supply Accunt, etc. Enugh detail shuld be prvided that smene will be able t easily identify the apprpriate accunt. If the accunt number is knwn, prvide as much f the accunt number in the varius accunt bxes. A lk up is available fr the accunt number. Accunt Descriptin Accunt Number Sub Accunt Cde Object Cde Sub-Object Cde Prject cde Org Ref ID Amunt f Percent Amunt/Percent Value Select the magnifying glass and prvide infrmatin in the prvided search fields. When the crrect accunt is identified, click return value and the accunt number will carry thrugh t the I Want Dc. There is the ability t charge multiple accunts, and split the cst either by dllar amunt r percentage. NOTE: When listing an accunt, please be sure t click the Save buttn. Click Cntinue at the bttm f the page. April 8,

6 Prcurement Gateway & I Want Dc User Guide 3. I Want Dcument, Step #3 Vendr, Addtl. Inf & Ntes and Attachments Fields: Vendr Name T pre-ppulate Vendr frm KFS, select the magnifying glass t search fr the vendr, click Search Vendr results will display T select Vendr, click return value and the vendr infrmatin will carry thrugh t the I Want Dc. NOTE: The vendr search defaults t PO Vendr If yu need t select a Disbursement Vucher (DV) Vendr, yu can change the default selectin in the vendr search screen. If yu can t lcate the vendr, cancel the search and free frm type the vendr that yu wuld like t use in the vendr field f the I Want Dc. Additinal Inf Services: Fr insurance purpses, please indicate if services will be perfrmed n campus. Miscellaneus Cmments/Special Instructins: Please list any infrmatin regarding the rder that needs t be cmmunicated t the FTC/BSC f the Vendr. Examples wuld include expediting shipping, special delivery instructins r a need by date. Ntes & Attachments T attach supprting dcumentatin that need t be sent t the FTC/BSC r Vendr (Qute, Receipt, etc.) t the I Want Dc: Select an attachment descriptin frm the drp dwn bx Nte, Qute, Invice, Cntract Agreement, Sle Surce, Specificatins, r Other Add a nte in the Nte Text field April 8,

7 Prcurement Gateway & I Want Dc User Guide Click Brwse t lcate and attach yur dcument(s) Click Add under Actins Repeat t add additinal attachments NOTE: D nt scan and attach any sensitive data. Scanned Dcuments Ensure all dcument is a true riginal If the dcument being scanned is nt an riginal (e.g., cpy r fax), nte this fact n the dcument befre scanning it, and include an explanatin f why the riginal is nt being used. Ensure all dcumentatin is legible If the riginals are nt legible, print n the dcument the pertinent infrmatin (e.g., vendr name, date, dllar amunt, etc.) befre scanning it. Ensure the riginal dcumentatin has nt been altered, ther than t prtect cnfidential infrmatin r make legible the vendr name, etc. (see abve). Blacken ut credit card numbers, SSN # r any cnfidential/sensitive data, but dcuments must nt be altered in a way that is nt bvius. Ensure the riginal dcument des nt have highlighting r tape ver pertinent infrmatin, as this may destry the riginal infrmatin ver time. Recrd Retentin f the Original Federal Prcurement Cntracts: Units must retain riginal dcuments fr twelve mnths fr federal prcurement cntracts. This guidance is based n federal laws, regulatins, and interpretatins currently in effect. All ther paper riginals: Units may apply a shrter tw mnth (60-days) retentin perid fr all ther riginals. Units can apply the twelve-mnth guideline t all scanned dcuments if ne rule is easier t administer. Click Cntinue at the bttm f the page Fields: Ruting and Submissin The I Want Dc is able t be ruted t ther individuals prir t submissin t the FTC/BSC fr prcessing. Reasns fr ptinal ruting may include: Anther individual may need t cmplete the I Want Dc by prviding accunt, vendr, etc. Used t btain Supervisr r Department/Unit Apprval An individual in Department may be able t rder using e-shop r place n an individual Unit PCard. If n additinal apprval is needed: Click the Submit buttn at the bttm f the page. The I Want Dc will rute t yur FTC/BSC. If additinal apprval is needed: Enter the individual s NetID r t lkup an individual Click n the magnifying glass, enter the individuals name Click search and when fund, click return value Click the Save buttn April 8,

8 Prcurement Gateway & I Want Dc User Guide NOTE: If yu enter an apprver NetID, the I Want dc will remain in that persn s Cynergy queue until actin has been taken by that individual. I Want Dc Apprver If the I Want Dc is ruted t an apprver, after reviewing the I Want Dc, the apprver must select ne f the tw radi buttns befre clicking Apprve. I have NOT placed the rder (Click Apprve t submit t the FTC/BSC fr prcessing) I HAVE placed the rder via PCard/e-SHOP (Click Apprve t finalize the rder) NOTE: If a radi buttn is nt selected, the I Want Dc will errr and require the apprver t select ne f the radi buttns. April 8,