Agenda. 1. Introduce the Contract Request Form & Process. 2. Learn how to initiate & submit Contract Requests

Transcription

1 WELCOME EPIC Cntract Request Training Agenda In this sessin we will : 1. Intrduce the Cntract Request Frm & Prcess Definitins When d I use? 2. Learn hw t initiate & submit Cntract Requests The Frm vs. the Wrkspace What yu need Getting started & submitting Cntract Set-up what Purchasing Services will d 3. Learn abut managing requests, invices & cntracts 1

2 Definitins What is a Cntract Request? A frm used t initiate the creatin f a cntract dcument in EPIC that is cmpleted by the Purchasing Services department Used when there is an agreement between the University and a Supplier with anticipated variables Price Quantity Scpe f Wrk Term Definitins Price The final cst f the items and/r service Quantity Hw many items r amunt f service required Scpe f Wrk Clear descriptin f what will be prvided Term Defined timelines start & end dates 2

3 When d I use? Nn-PO Invice Purchase Requisitin Cntract Request When d I use? Use the Purchase Requisitin frm fr gds and services where the pricing, quantity, scpe & terms are knwn and there is n expected variances. Use the Nn-PO Invice frm when yu already have the invice and the invice type is listed n the apprved Nn-PO invice list. 3

4 When d I use? Use the Cntract Request frm fr: Independent Cntract Agreements (nn-individual) Secndments Maintenance/Service Agreements Cnstructin prjects & related agreements And smetimes Department specific cntracts e.g. specialized services When d I use? Purchase Requisitin N Changes Price Quantity Scpe Term Ptential Changes Cntract Request **Variances n invices are acceptable Cnsideratins: Purchase Orders cannt be amended/changed Cntracts can be amended/changed 4

5 When d I use? Micrscpe Purchase Yu are buying a micrscpe frm the ACME Cmpany Ltd. There is 1 micrscpe at the price f $175,000. The agreement includes the micrscpe, delivery, installatin, calibratin, and training. Expected delivery and set-up is 3 weeks. Price Quantity Scpe Term Which Frm? Yes Yes Yes Yes PR When d I use? Snw Remval Snw G will be ding snw remval fr 2 years. Services are t be prvided within 12 hurs f being cntacted between the hurs f 9pm 6am t minimize disruptins n campus. The hurly rate is $89/hur & the quantity will vary depending n the snwfall and ttal hurs required t cmplete the wrk. Price Quantity Scpe Term Which Frm? Yes N Yes Yes CR 5

6 When d I use? Sftware Purchase The University has purchased a new sftware. The cst is $300,000 fr 3 years. The payments are: Year 1 - $200,000 Year 2 - $50,000 Year 3 - $50,000 Csts include implementatin & training. A license cst f $150/persn each year is expected & the number f licenses needed is nt knwn. The ptin t purchase 2 additinal years is als available. Price Quantity Scpe Term Which Frm? Yes N Yes N CR When d I use? Rental Space Yur Faculty is renting sme space in a rural lcatin fr teaching. The lease has been prepared fr 12 mnths at $ per mnth. All utilities and maintenance are included with the rent. Price Quantity Scpe Term Which Frm? Yes Yes Yes Yes PR 6

7 When d I use? Htel Banquet A banquet fr 120 $30.00/meal n March 14 th has been arranged at the Htel LaFleur. The rm rental is $ with a depsit f $ Cnfirmatin f guests is required 30 days befre the event. Price Quantity Scpe Term Which Frm? Yes N Yes Yes PR Why the Exceptin? Althugh the quantity might change, it wn t change the rder with the supplier; an invice variance may ccur Cntract Request Frm & Wrkspace Cntract Request frm Where is the frm? What yu need befre yu start What fields yu need t cmplete Cntract Request Wrkspace Yur wrkspace and task list Submitting yur request 7

8 Cntract Request Frm & Wrkspace Yu can access the Cntract Request Frm 2 ways: Cmmn Actins Create Menu Cntract Request Frm & Wrkspace Befre yu initiate yur request in EPIC check: Des Legal Cunsel need t review the agreement? Have all authrized signatures been btained? Ready t start? Make sure yu have what yu need: Scanned cpy f the signed agreement and related dcuments The ttal amunt f the agreement Start and End dates f the agreement FOAP that will be used Signing authrity with EPIC access Cntract Cntact 8

9 Cntract Request Frm & Wrkspace Initial details that need t be cmpleted are: Name r Title f Request Descriptin f gds/services Supplier Amunt Cmmdity Cntract Type FOAP Agreement Term (start & end dates) Cntract Request Frm & Wrkspace A Wrkspace is created nce yu cmplete the frm The wrkspace is where the details are added and the request is submitted t Purchasing Services This is where yu will: Attach a scanned cpy f the signed agreement Define wh the Signing Authrity is Define the Cntract Cntact Review all infrmatin Submit request t Purchasing Services 9

10 Cntract Request Exercise EXERCISE 1 Creating a Cntract Request Yur Faculty will be hsting multiple events that will include many cmmunity leaders. In rder t ensure the safety f all participants Paladin Security is being hired fr the events. An Independent Cntract Agreement (ICA) frm has been finalized and signed by all parties. The term f the agreement is September 30 t March 31. The amunt f the cntract is nt t exceed $500, The number f guards required fr each event will be determined as event registratin is finalized. Invices will vary based n the size f event and number f guards required. Cntract Set-up There is n apprval by the signing authrity n a Cntract Request Additinal apprvals & review ccur thrugh the steps Purchasing Services manages 10

11 Cntract Set-up Purchasing Services will review yur request and will initiate the Cntract prcess When the wrkspace is cmplete, Purchasing creates a Cntract Terms dcument These dcuments begin with a C fllwed by a numeric e.g. C34509 The Cntract Terms dcument is sent t the supplier Cmmitments & invices are applied t the Cntract Terms dcument EPIC and Financial Systems Cntracts displayed in FAST will refer t the BANNER Encumbrance #, the Cntract ID frm EPIC T btain additinal infrmatin n the Cntract and related invicing = use the reprt in EPIC 11

12 Cntract Request Exercise EXERCISE 2 Creating a Cntract Request Yur area sends samples t an external lab n a regular basis fr analysis. Smetimes this is daily but the timing is spradic. The individuals respnsible fr cllecting and sending the samples are wrking directly in research facilities. Due t the sensitive timing required t transprt the samples safely t the external lab yu are unaware f the samples being sent until an invice arrives. Mst sample analysis csts are between $30.00 and $ In an average mnth there are 20 samples sent ut. The estimated cst fr a year is $125,000 and the supplier has prvided an agreement t the research lab t manage these samples. A cntract request is needed because there are variables in the Price & Quantity f samples fr analysis. Managing Cntract Requests & Cntracts Editing Yu can edit any f the cntract request cntent while it is still in any f the apprval prcesses. Withdrawing Yu can withdraw an apprval befre it is cmplete. Clsing a Cntract Request Yu can clse a request befre is fully apprved. If the task is still listed as In Apprval r Draft then the clse functin can be used A fully apprved request cannt be edited, withdrawn r clsed 12

13 Cntract Request Exercise Lcate yur request fr Paladin Security Edit Change the FOP t Hint Edit the Cntract Attributes Change the Title Hint Edit the Overview Withdraw Withdraw the Purchasing Apprval Hint This is a pending task Clse Clse the request Hint Edit the Overview tab Managing Cntract Requests & Cntracts Cntracts can be changed these are called Amendments Yu may require an Amendment t: Increase dllar amunts Change the scpe f wrk Update the term Change the FOAP Amendments are requested thrugh the Cntract Request frm 13

14 Managing Cntract Requests & Cntracts Amendments can nly be requested n cntracts that have already been created in EPIC The riginal requester wns the dcument and is the persn wh can d this in the system 2 IMPORTANT fields: Ppulate the Cpy frm Cntract field Ppulate Predecessr Prject field. Change the values in the fields t be amended Cmplete all tasks and submit t Purchasing Services fr review/apprval Apprving an Invice There is n receiving n Cntracts Invices must be apprved by the Cntract Cntact Ntificatin that an invice is pending yur review will appear in yur T D bx T review the invice in EPIC, select APPROVE frm yur T D bx r OPEN frm the 14

15 Apprving an Invice The apprval ccurs n the IR dcument. When yu pen yur invice yu will see the cntract #, supplier and ttal amunt Yu can als view a PDF f the actual invice Apprving an Invice If yu wish t see the details f the invice that was entered r the related cntract use the Reference tab 15

16 Apprving an Invice Ready t Apprve the invice fr payment? Select the Apprve buttn. Payments are nt released n unapprved invices. There is ne tax exceptin that can delay yur ability t apprve a pending invice in yur T D bx. SPS will crrect these if yu dn t see the Apprve buttn please check back the next day. Apprving an Invice What if the invice is incrrect r the wrk is nt dne? If yu are waiting fr the wrk t be cmpleted Add a cmment in EPIC Wait and apprve the invice as sn as payment can be prcessed Errrs n the invice? Payment will never ccur? Cntact the Supplier t btain a credit & crrected invice Send updated dcuments t Supplier Payment Services t prcess Apprve riginal invice after credit is inputted. 16

17 Cntract Reprts Reprts prvide yu the visibility f wh wns the cntract, what FOAP was applied, remaining amunts, invicing and much mre! Key reprts fr the Cntract prcess are: My Open Cntracts What cntracts are pen that I wn? What cntracts are pen fr my department? Cntract Amunt Left Hw much is left n a cntract? Invice Summary Reprt by Cntract What invices have been applied t a Cntract? Hints & Tips Remember t measure price, quantity, scpe & term will any f these change? Include all dcumentatin in yur request t reduce delays The Task tab is yur checklist d every ne! Duble check yur infrmatin If yu need t edit a submitted request check the apprval first! If yu have changes t a cntract, submit a cntract request t Amend the cntract. Updating the cntact nly? Purchasing directly Apprve yur invices t prcess payments n time Use reprts t help manage the prcess! 17

18 EPIC Training Intrductin t EPIC This 3 hur sessin intrduces yu t the basics f requisitins and navigating EPIC. This sessin is required t btain access EPIC After the Order This 2 hur sessin takes yu t the next step and and is highly recmmended fr new clients. We will lk at Managing Purchases & Receiving, Invice Recnciliatins and Tracking rders & Reprting Cntract Requests This 3 hur sessin prvides hands n practice with the Cntract Request prcess. Learn hw t set up cntract agreements in EPIC, apprve invices and manage the dcuments related t a cntract. Additinal Training Mre Aurra Finance Training Opprtunities Banner & FAST Training Intrductin t Aurra Finance Aurra Fr Researchers BANNER Navigatin Fundamentals Jurnal Entries & Interdepartmental Charges (JE s & IDC s) Advanced FAST External Invicing (FAST A/R) Budget Transfers Cncur Travel and Expense Management Hw many certificates can yu achieve? 18

19 Assistance Need additinal supprt using EPIC? Aurra Finance Custmer Service Desk fr system supprt at ext. 2 r epic@umanitba.ca Guides, Manual & elearns available n the Aurra Finance page Purchasing Services fr supplier negtiatin r prcess guidance r purchasing@umanitba.ca Purchasing Plicy Supplier Payment Services fr inquiries regarding supplier invices, credits r payments, (see webpage fr cntact) ASK! Aurra Sessins Questins 19

20 Thank yu! 20