6/21/2013. High Level Overview

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1 High Level Overview Christine Griffin Gateway Systems Manager Streamlined and strategic buying Best value pricing for contracted prices Speed with shopping carts Automated approval routing and tracking Real time requisition status and reports Sustainability reduce paperwork and access green vendors and products Day One Introduction to Gateway Shopping, Requisitions, Purchase Orders Day Two Receiving Invoicing Day Three Forms Favorites System short cuts 1

2 Gateway Navigation Features Home/Shop Introduction Video Navigation 101 Three ways to shop Requisition Sample Workflows Roles are determined by each Department The Department DSA will set up accounts, assignments, approval work flows, etc. These activities are performed in the GMC Workflow with Department Buyer Post Workflow with Department Buyer Pre System announcements, resources, and forms. Easy search capability to shop catalogs. Personal action items and folders with orders and approvals. Shop by individual supplier catalogs, or visit a punch out. 2

3 For additional videos and snippets visit: As a Requester what do I need to do? Verify what you are purchasing Check the commodity code! Is the appropriate object code listed? As a Requester what do I need to do? Finalize Cart Assign Cart 3

4 As a Requester what do I need to do? Addresses Accounting Codes I am a Department Buyer what are my functions? Order info Addresses Approvals Accounting Codes Internal Notes & Attachments Equipment Management Restricted Items Line Items Details 4

5 As a Department Buyer what are my functions? Ship to address Adding an additional approvals to the requisition As a Department Buyer what are my functions? Accounting Codes Internal Notes Equipment Management Restricted Items As a Department Buyer what are my functions? View the line item details Add external documents and quotes that need to go to the supplier 5

6 Your Purchase Order is now created! Search for two items one catalog and one punchout and add to your shopping cart Try adding an item to your favorites Play with editing the cart (change quantity /delete) Submit the requisition into the workflow Department Buyers follow steps to review and edit the PR Account Approvers review and approve Helpful hint! Don t forget to assign to me to be able to edit or approve PR s Help! I want to know where my PR is in the workflow Receiving Creating Receipts When to use a Cost Receipt? When do I use a Quantity Receipt? Invoicing AP Processing Document Search Identify reports you will need daily, weekly, monthly Save your searches to quickly run when needed 6

7 As a Receiver what action do I take? Create a quantity receipt from the PO. When do I use a cost receipt. Forms: VB Draw Down, Walk In PO Helpful Reminder: Receiving = AP okay to pay! How does my invoice get paid? All invoices will be received either electronically through Gateway or centrally at Accounts Payable for manual entry into the system. Three way matching is performed. If the PO, Receipt, and Invoice match the Invoice will automatically pay. If there is a miss match the PO will go into match exception for an AP processor to review. How does my invoice get paid? TIP: create a saved search on invoices in match exception to quickly see outstanding invoices! Help! I was overbilled? Incorrect information? What do I do for trouble shooting? How you can help us! We are helping the AP staff develop a list of departmental Gateway contacts please give the name of a departmental contact person for invoice issues. 7

8 Create a cost receipt. Familiarize yourself with the Document search tab. Set up a saved search. Begin thinking about other daily, weekly, monthly reports you might need. Explore other favorites. Practice sending an comment through the system. Congratulations! Your Department is ready for production! Forms Draw Downs Favorites Build your favorites list Misc Items Cancel an order Quotes System errors How do I cancel an order? When do I use a VB Draw Down vs. Recurring Service? How do I purchase a non catalog item? How do I attach a quote? What if I need a supplier added to the system? What process do I take? My PO is in error status who do I call? Introduction to the Gateway Help Desk. Congratulations! Your Department is ready for production! 8

9 Gateway website Information website Help Desk 9

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