MU-FN-4-F E-Procurement Munis Purchasing: E-Procurement Description: MUNIS E-Procurement allows users to shop online for good and services and then submits these orders electronically to Vendors. This course will outline the prerequisites, permissions, settings, and processes to use the E-Procurement functionality to complete defined tasks. Table of Contents: Prerequisites.. 2 Settings & Permissions Purchase Order Settings.. 2 System/Site Settings.. 3 Vendors.. 4 Requisition Role Permissions... 7 Requisition Entry Shop Online. 9 Vendor s Webpage Items 10 Create Requisitions. 10 GL Allocate & Process Requisitions... 11 Process Purchase Orders Standard 12 Export PO s (Print or Submit Electronically) 12 CXML Formats (Requisition Punchout & PO Submission). 13
Prerequisites: MUNIS Version 9.3 & Higher Vendor Self Service Applicable Settings & Permissions established After verifying the above items are in existence, if the functionality is not working properly, it may require that you contact your MUNIS System Administrator or MUNIS Support. Settings & Permissions Purchase Order Settings The PO Settings table contains a section titled E-Procurement Settings. This section is designated for interfaces with third parties for electronic procurement. For MUNIS E-Procurement to communicate directly with Vendors, make sure the Use Individual Vendor s Settings box is checked. E-Procurement 2
Vendor Self Service (VSS) As noted in the prerequisites section of this document, MUNIS Vendor Self Service is a requirement for using E-Procurement functionality. Please refer to MUNIS Knowledgebase documents on administering Self Service for your site. Once MUNIS Vendor Self Service is set up, the MUNIS and VSS link needs to be established. This connection in completed in Site Settings within System Settings. Use the following path: System Administration >> General Administration >> System Settings E-Procurement 3
Click On Site Settings E-Procurement 4
Enter MUNIS Self Service URL here. Please note this URL should be a public address. Once entered, click Save Changes Vendors Once the PO Settings are established to use Individual Vendor Settings, access the Vendors screen via the following path: Financials >> Purchasing >> Setup >> Vendors Each individual vendor will supply credentials for Requisition Punchout and Purchase Order Submission transfers. If a site will only be doing Requisition Punchout (Online Shopping), only those credentials will be needed. These credentials will be entered on the E-Procurement Settings Tab in the Vendor record. If your site will be doing E-Procurement Purchase Order Submissions, then the Purchase Delivery Method should be set to E-Procurement. This selection can be found on the General Tab of the Vendor record. (See Screenshot above). If a Vendor will have additional remittance addresses and the remittance location will be doing Pruchase Order Submissions, the Purchase Delivery Method must be marked as E-Procurement for each one that is applicable. E-Procurement 5
In the E-Procurement Settings tab, enter the vendor s credentials for the E-Procurement options you will be using. Indicate which of Encryption Protocol (if any) is required by the Vendor. The type can be one of the following: TLS 1.0 = Translation Layer Security SSL 3.0 = Secure Socket Layer E-Procurement 6
Blank = System will default with TLS and if that fails, it will attempt with SSL. Once the vendor record has been updated with the appropriate E-Procurement credentials, select the Activate button next to the set of credentials that you want to be be Active. The text on the button will change to Deactivate and the label text will change to (Active). Additional Notes on E-Procurement credentials: You CANNOT have both TEST and PRODUCTION credentials active at the same time for a single E- Procurement option. The system will now allow for this. In preparation for use of E-Procurement with a vendor, use the TEST credentials. These are designed to be used as a site s test and/or training environment. PRODUCTION credentials are for use in LIVE processing of transactions. E-Procurement credentials are stored in a non-database location rather than a MUNIS table. This will allow for a site s test/train environment to continually point to TEST credentials even when test or train is refreshed from the site s LIVE database which may be using the Production credentials. Upon executing a refresh of test or train please verify this tab in the Vendor record and if it is overwritten for any reason, it will be the site s responsibility to manage these settings and ensure that the PRODUCTION credentials are not active in these two databases. Requisition Role Permissions In order to allow users to access Requisition Punch-out (On-line Shopping) while entering a Requisition, the E- Procurement Punchout vendor access must be granted in the Requisition role permissions. This option allows sites to designate which vendors a role as permission to use during the Punchout routine. E-Procurement 7
E-Procurement 8
Punchout Vendor Access Options: Full = Able to user all vendors (no restrictions) Limited = Able to use only the vendors entered into this list None = User is not able to use E-Procurement Punchout functionality **Once all configuration, settings and permissions have been established, users may proceed with transactions. E-Procurement 9
Requisition Punchouts After completing the Requisition header information the user can select Line Detail. Once on the Line Detail screen the user will select the Shop Online option in the Ribbon. E-Procurement 10
Once clicked, users will be prompted with a list of E-Procurement vnedors (those vendors with an active set of E- Procurement Punchout credentials in the Vendor record). Once a Vendor is selected, the vendor s website is launched. This website will display all items that the site is allowed to purchase from that particular vendor. The user can then select the items in which they would like to purchase and the check-out from the vendor s webpage. The above screen shot is a sample from the Dell s website and it is displaying that the user has selected a Dell M110 Projector to purchase. The user can either continue shopping or select more items or they may proceed with checking out, by clicking the Create Order Requisition. E-Procurement 11
Once the Create Order Requisition has been selected the user will be returned into the MUNIS Requisition record and they will select Continue from the Ribbon. This will bring the items selected from the Vendor s website into the Requisition record and allow the transaction to complete. Important Note: The description of the item has information stored that links this item to the Vendors system. It is crucial that this information not be manipulated in any way. Once the items have been brought back into MUNIS all that is remaining to do is perform a GL allocate. Users can assign a GL account string to each individual line/item if each one will have a different allocation or if the allocations will be the same for all items, users can take advantage of the Mass Allocate option located in the Ribbon at the top of the Line Detail Screen. Once the allocations have been noted and the proper percentages applied, the user will select Process. E-Procurement 12
Process will apply the allocations to all existing requisition item lines that currently do not have an allocation assigned. Upon returning to the Line Detail Screen, all records will be properly allocating and the Requisition will be ready to be Released into Workflow (if in use) and approved or Released and automatically approved (if no workflow exists). Purchase Order Processing Standard Once the above Requisition is completed, released & approved. The normal MUNIS processing steps will commence. Thereby converting the Requisition to a Purchase Order, this will create a PO Entry batch that will subsequently get Released, Approved and Posted. The use of E-Procurement functionality will not introduce any new steps into the normal purchase order processing routines. Export PO s When the Purchase Order is complete and the order is ready to be submitted to the Vendor, the site will use the Export PO s option in the Print Purchase Orders Program. If the Vendor s Purchase Order Delivery Method is set for E-Procurement (located in Vendor record), then those Purchase Orders will be submitted to the vendors electronically into their Order Processing system. If the Vendor s Purchase Order Delivery Method is NOT E-Procurement a client site may still use the Requisition Punch Out functionality and after that transaction has created a PO record. The site will still use the Export PO s to Print or E-mail a copy for the Vendor. E-Procurement 13
Define & Select the Purchase Orders in which to export. This can be a mix of Purchase Orders that will be printed via a third party (i.e. Tyler Forms) or that will be submitted electronically to the vendor. CXML Formats When a user access the Online Shopping in Requisiton or when PO record are delivered electronically and uploaded into a Vendor Ordering System, the data will be sent to the Vendor in CXML formats. Below please find sample layouts of a CXML formats for a process: Punchout Setup Request - Supplied by MUNIS to vendors to initiate a Punchout session <?xml version='1.0' encoding='windows-1252'?> <cxml xml:lang="en-us" payloadid="2011-09-13 12:41:43.1246@TylerTechnologies.com" timestamp="2011-09- 13T12:41:43"> <Header> <From>Originator (buying organization) <Credential domain="networkid"> <Identity>xxxxxxxxxx</Identity> Punchout Credentials: UserID </Credential> </From> <To> Destination (supplier) <Credential domain="duns"> <Identity>xxxxxxxxxxx</Identity> Vendor DUNS Number </Credential> </To> <Sender> Previous relaying entity <Credential domain="networkid"> <Identity>xxxxxxxxxxx</Identity> Punchout Credentials: UserID <SharedSecret>xxxxxxxxxx</SharedSecret> Punchout Credential: Password (can be blank) </Credential> <UserAgent>Tyler Technologies, Inc MUNIS(R) Version (9.1.0.0.230)</UserAgent> </Sender> E-Procurement 14
Additional Vendor Self Service Information (Why this is a Requirement) Vendor Credentials URL vendor s URL in which credentials are verified UserName unique identifier for the incoming site/client Password (shared secret) not required, unique identifier for the incoming site/client Destination URL MUNIS VSS URL Page for the retuning of goods into MUNIS. Website ULR Vendor s website URL When a user selects Online Shopping from the requisition item screen, an initiation process is kicked off. This initiation utilizes HTTP Post functionality (this is not part of VSS). This functionality is the handshake that verifies the credentials and then allows the user access to the vendor s website. Behind the scenes, MUNIS is supplying the Vendor s credential UserName and Password and a Destination URL to the Vendors credential URL. When the vendor validates the credentials, they will save off the destination URL and send back an OK response along with their website URL. The HTTP connection is then disconnected with the vendor (this is just a quick handshake if you will) and MUNIS then launches the Vendor s website URL into the user s browser. When the user has completed shopping at the Vendor s website, the user will submit their cart of items from the Vendor s website back to MUNIS, we needed a way to listen for that incoming traffic. This is where VSS comes in. A specific VSS web page (this is the Destination URL provided in the handshake ) serves as a pass through from the external web server (the listening agent), and routes the incoming traffic securely through the firewall into an internal server and into MUNIS. E-Procurement 15