Business Process Office and Purchasing Services Financial Services. MILLENNIUM F.A.S.T. Web Requisitioning Training Guide

Transcription

1 Business Process Office and Purchasing Services Financial Services MILLENNIUM F.A.S.T. Web Requisitioning Training Guide Author: Renee Cohen Version: 2.1 Date: March 18, 2013

2 Table of Contents Introduction 3 Chapter 1: How to Process a Web Requisition 4 Chapter 2: How to view the status of Web Requisitions 12 Reference Documents: Section 1: Preferred Vendor Lists 14 Section 2: Computer Standards 15 Conclusion 16 2

3 Introduction MILLENNIUM F.A.S.T Web Requisitioning Web Req was implemented the last quarter of This implementation was the first phase of the conversion of paper based manual purchasing forms to more efficient electronic processes. This guide focuses on the basic steps required to complete a web req and send it to Purchasing. This guide also introduces the Preferred Vendor List and the policy on computer purchases. If you have more complex needs regarding web requisitioning contact Purchasing Services at extension 3650 they will be happy to assist you. 3

4 Chapter 1: How to process a Web Requisition Step 1: Log on to MyConcordia Portal Step 2: Choose Financial Services Step 3: Choose MILLENNIUM Production Step 4: Bypass the block-up pop Step 5: In the Applications Section (top right hand corner) choose Web Requisitioning Step 6: From the menu bar click on Requisitions, select New Requisition 4

5 Screen will refresh, when populating fields always use upper case letter (CAPITALS) Step 7: Complete these fields: 1. Ship To: choose from the drop down box 2. Building / Room: exactly where the item should be delivered 3. Selected Vendor: click on the magnifying glass, then query the vendor name, choose vendor 4. Date Required: click on the calendar and select a date (must be three days greater than today) Web Req is programmed to auto-populate Originator and Reference Telephone (based on your portal id) Please note, eventhough there is a drop down arrow, the Chart must not be changed, it must remain as the first option Concordia University 5

6 Step 8: Click on Create Requisition Screen will refresh Step 9: Input Commodity Details: 1. Click on the magnifying glass a. Input commodity description b. Click search c. Choose commodity, field will populate 2. Input description 3. Input quantity 4. Input price 5. Click on save 6

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8 Screen will refresh Step 10: Click on Add Accounting Item Screen will refresh Step 11: Input Accounting Details: Input Index in Index box, capitals are obligatory a. Tab, to populate the Fund box b. Tab, to populate the Orgn box 2. To populate the Acct box a. Click on the magnifying glass b. Click on the search box c. Select the appropriate account code 3. Click on the save icon 8

9 Screen will refresh Step 12: To attach quotes or other reference documents click on the paperclip icon 9

10 Screen will refresh At the bottom of the right hand side of the page, click on the green plus sign with a sheet of paper icon, there will be a prompt to view your file drives to select documents 10

11 Step 13: To send requisition for approvals click on the submit for approval icon in the far right hand bottom corner Screen will refresh Step 14: Approval screen will appear, you may send the requisition directly to purchasing if you have the appropriate approval limit, or you can send the requisition for approval to your supervisor, chair, or delegated co-worker 1. Click on the magnifying glass to query the approver s name 2. Input either the last name or the first name, select 3. Add appropriate comments, for example please approve 4. Click on submit for approval The designated approver will review the web req and if they are in agreement will forward it to purchasing. The web req is complete. 11

12 Chapter 2: How to monitor Web Requisitions Complete steps 1-5 from Chapter 1 Step 6: From the menu bar click on Requisition, from the drop down box choose Requisition Status Screen will refresh, Web Req is programmed to auto-populate the Created By section based on your portal id Step 7: Clear filter options 12

13 Step 8: Click on execute reports Step 9: It will list all the requisitions you have access to. Click on the Req ID to view the pdf format of your requisition 13

14 Section 1: Preferred Vendor Agreements The Preferred Vendor Agreements website provides: Online access to all of Purchasing Services negotiated preferred vendor agreements List of reliable vendors where no pricing agreement currently exists, but are regularly used by the community and Purchasing Services. Step 1: Log on to MyConcordia Portal Step 2: Choose Preferred Vendor Agreements Step 3: From the menu bar click on Vendors Listing: Select Public Vendor Agreements, then Alphabetic List of Vendors for a list of vendors with an agreement or Select Public Vendor Agreements, then Vendors without an agreement for a list of vendors without an agreement. 14

15 Section 2: Computer Standards This memo was publicized October 2010; please note the reference to the official policy. Memorandum NEW Guidelines to purchase computer hardware and software Effective October 2010 In the last months, the University has undertaken a major review of computer provisioning for both hardware and software components. Vendors have been selected and a new ordering process has been put in place. 1. For computer hardware, users now start the process by getting a quote at the Computer Store web site under the tab faculty and staff This specific quote then gets attached to a web requisition available in the Millennium menu through the portal. The document shall then follow a normal approval process flow already integrated in web req. 2. For software purchases, the University has also signed site license agreements for the most commonly used software. When ordering a new computer, you will be getting the most up to date software suite available for Concordia. Also, you no longer need to buy unique licenses for upgrading your units. Please contact your local IT support staff in your department for more information on how to get the latest versions of software. IMPORTANT Please note: since the University has signed formal agreements with selected vendors, no other quotes will be considered. This also includes purchases for a value over 100,000$ which is covered in the bidding process that has taken place under the new provisioning legislation from MELS. Please do not hesitate to contact Steven Zulkarnian at Computer Store stevenz@alcor.concordia.ca or your department head for more clarification on this new ordering process. For more information regarding the policy on computer provisioning: 15

16 Conclusion This guide objective is to provide the basic steps to complete and approve a web requisition. The MILLENNIUM Web Requisition process is completely paperless, even from an archiving viewpoint the purchasing documents (quotes, requisitions) are always available online. For any questions regarding Web Req please contact Purchasing Services at extension