PEP 4 Georgia First Marketplace (Sciquest)

Transcription

1 This course covers the following objectives 1) Reviewing PEP1-PEP3. 2) Introduction to GA First Marketplace. 3) Marketplace Shopper. 4) Marketplace User/Requester. 5) Enhanced Automatic Approval Workflow. 6) Desktop Receiving. 7) Enhanced Notifications.

2 1) Review PEP1-PEP3. All of the users attending this course must have gone through PEP1 PEP 3 coursework. PEP1: Introduced the rules and regulations of Purchasing. PEP2: Introduced Peoplesoft eprocurement. Hands on creation of requisitions. PEP3: Further continued eprocurement. Managing, budget checking and maintaining requisitions. The documentation for all the PEP courses can be found at the following URL: In the current course PEP4, we will be training the users on the Georgia First Marketplace, the enhancements and changes implemented along with the marketplace.

3 2) Introduction to Georgia First Marketplace As we have already been trained on and have experienced, eprocurement (epro) is a module in PeopleSoft Financials that has a primary function of creating electronic requisitions and routing them for approval. After approval and successful budget check, the requisitions are sourced into purchase orders and dispatched to vendors. The GeorgiaFIRST Marketplace takes the use of epro to another level. The GeorgiaFIRST Marketplace is an online shopping site that is accessed from PeopleSoft Financials. Through this online shopping site, users can shop online for contract items from a variety of state and institution approved vendors. After creating the shopping cart, they have two options: a) Pull the cart into an eprocurement requisition and submit it for approval. b) If you are a shopper only and are not a requester, you can assign a cart to a designated requester who can then pull the cart into an eprocurement requisition. Benefits of epro and the GeorgiaFIRST Marketplace With this new system of online shopping and electronic requisitioning, you will see some immediate benefits, including: Reduction in paper forms routing through different offices Online browsing and shopping for items Comparison shopping You only need one login to shop from multiple vendors You can request goods from multiple vendors through one shopping cart All items in the GeorgiaFIRST Marketplace are contractually approved items Automatic routing for approvals

4 Ability to save items as favorites in the GeorgiaFIRST Marketplace Types of Roles Involved In order for the epro and GeorgiaFIRST Marketplace functionality to work properly, users are set up with specific roles and responsibilities. They include: Shoppers: These users are the ones who select items in the GeorgiaFIRST Marketplace and place into shopping carts for their assigned Requesters. Browsers: Users without any GeorgiaFIRST Marketplace roles assigned will default to a Marketplace Browser. Browsers can view the items, contracts, and prices in the Marketplace but cannot shop or create requisitions. Requesters: These users take the shopping carts created by Shoppers and turn them into epro Requisitions. Requesters can also build their own shopping carts, just like Shoppers. Approvers: These users are set up to approve epro Requisitions. Buyers: These users are responsible for ensuring approved requisitions are sourced into a Purchase Order and dispatched to the vendor. AP Personnel: The AP office processes the resulting invoice from the vendor. epro Administrator: This user monitors the approval workflow, to make sure requisitions are worked in a timely fashion Local Security Administrator: This user is responsible for setting up others users in their appropriate roles. As a Shopper, you are responsible for using the GeorgiaFIRST Marketplace to request goods and services that will be turned into requisitions.

5 Process Flow Now that you know all of the roles involved, below is the process flow beginning with Shoppers and ending with the Accounts Payable office. Shoppers use the GeorgiaFIRST Marketplace to select goods they request to have purchased Shoppers assign their completed shopping carts to their assigned Requester The Requester is notified by of this newly assigned cart The Requester logs into the system and pulls the Shopper s cart into a Requisition The Requester finishes the requisition and submits it for approval The Approvers (determined by various factors) either approve or deny the requisition lines Once fully approved, the PeopleSoft Financials system automatically budget checks the requisition Once the requisition has a valid budget check status, the PeopleSoft Financials system automatically sources the requisition into a purchase order and dispatches it to the vendor The vendor fulfills the order and sends the item and invoice to the Institution The institution receives the item/receipt is created in PSFIN The AP Office pays the invoice How does PSFIN pass along user information to GeorgiaFIRST Marketplace? In order for you to begin using the GeorgiaFIRST Marketplace, your local security administrator first sets you up in the PeopleSoft Financials system, with the correct user access. By using your PeopleSoft User ID and Password, you can access the PeopleSoft system. Once in PeopleSoft, you simply proceed to the GeorgiaFIRST Marketplace through a hyperlink.

6 By logging in through PeopleSoft, the system sends your user information to the GeorgiaFIRST Marketplace, allowing you to log in only once and shop from multiple vendors.

7 3) Marketplace Shopper A marketplace shopper has access to create a shopping cart but cannot create and eprocurement requisition. The shopper has to assign a cart to another user who has eprocurement access so that the user can pull the cart into an eprocurement requisition. The shopper can access the Georgia First Marketplace in two different methods. Logging into PeopleSoft Financials Self Service Most Shoppers will access the GeorgiaFIRST Marketplace via Self Service. There may be some Shoppers who will log into the main PeopleSoft Financials database. These Shoppers will also have additional roles, requiring them to have access to the core system. The URL that your local Security Administrator provides you will take you to the correct location. How To: Accessing GeorgiaFIRST Marketplace through PeopleSoft Financials Self Service 1. Above is the PeopleSoft Financials log in page. 2. Enter your User ID and Password. Remember, both of these items are case sensitive. If you try to log in more than five times with an incorrect User ID and/or password, the system will lock you out.

8 3. Click the Sign In button. 4. Depending on your institution, your screen may vary slightly from the one picture above. You may see your institution s logo and welcome message. However, the menu should look familiar. To access the GeorgiaFIRST Marketplace, select the GeorgiaFIRST Marketplace link in the menu.

9 5. Notice that the GeorgiaFIRST Marketplace is now displayed in your main window. You are now able to start navigating through the marketplace. Logging in through PeopleSoft Financials Core System For those Shoppers that have access to the core system, the access to the GeorgiaFIRST Marketplace is slightly different. How To: Accessing GeorgiaFIRST Marketplace through PeopleSoft Financials Core System 1. Above is the PeopleSoft Financials log in page. 2. Enter your User ID and Password. Remember, both of these items are case sensitive. If you try to log in more than five times with an incorrect User ID and/or password, the system will lock you out. 3. Click the Sign In button.

10 4. Depending on your set up, you may have different menu options. However, you will have a link towards the bottom of the menu for the GeorgiaFIRST Marketplace. Select the GeorgiaFIRST Marketplace link to enter the marketplace.

11 5. Notice that the GeorgiaFIRST Marketplace is now displayed in your main window. You are now able to start navigating through the marketplace. You should see your institution logo in the top left corner of the GeorgiaFIRST Marketplace.

12 GeorgiaFIRST Marketplace Home Page The first step in using the GeorgiaFIRST Marketplace is knowing where things are located, and how to navigate the home page. Whenever you wish to return to the home page, simply click the home/shop tab and select the shop sub-tab. Or you can click your institution s logo in the upper left corner to return to the home page User Information: In the upper left corner of the GeorgiaFIRST Marketplace, you will find your User Information. In this area is the user name, a link to the user profile, and the logout link. 2. Screen Title: The screen title indicates the title of the current page that you are on. 3. Cart Summary: The upper right corner displays a summary of your shopping cart. Included is the cart name, the number of items in the cart, and the total cart amount. You can click on this shortcut to go directly to the cart page to review, update, and process your shopping cart. 4. Quick Search: This quick search feature allows for a variety of searches to be executed anywhere in the marketplace. To use this feature, a search option must be selected and search criteria must be keyed in. Clicking the

13 Go button executes the quick search and displays the results in the appropriate search results screen. 5. Navigation Tabs: Across the top of the GeorgiaFIRST Marketplace are the primary navigation tabs. By clicking on a tab, the screen refreshes to display sub-tabs for the topics or functions covered in that particular part of the Marketplace. The tabs that you see are dependent on your permissions. The order of these tabs may be changed in your User Profile. o Home/Shop: This tab is used for shopping and provides quick access to other parts of the application. o Favorites: Use this tab to create and define personal favorites folders and items. o Carts: View and modify the current shopping cart, create new carts, delete existing carts, and prepare the active cart for processing. o History: Contains a repository of various documents within the application. o Profile: Used to review and update personal user information. 6. Navigation Sub-Tabs: Once you select a tab, additional sub-tabs may be available. If sub tabs are available, they will be located just beneath the primary navigation tabs. 7. Shop at the Top/Shop Quick Search: You can access simple and advanced search from this feature. This is the primary area to perform item searches. We will cover search features later in this chapter. 8. Action Items Box: This box contains quick links to important information for the user logged in. Depending on your role, the information displayed will vary. 9. Organization Message: This box is an important tool system administrators use to communicate with the GeorgiaFIRST Marketplace community. This message box is available to all users and is a common way to communicate important upcoming dates, information about new suppliers, links to training, and more.

14 10. Purchasing Showcase: The Purchasing Showcase is used to highlight suppliers recommended by your institution s Procurement Department. 11. Punch-Out: A punch-out supplier is a site maintained by the actual suppliers. Catalogs in punch-out sites can still be customized for an individual institution. Punch-out suppliers can be accessed from this area of the screen. 12. Online Help: Online Help is accessed by clicking on the question mark anywhere in the application or by clicking on hyperlink text. Text with associated Help is indicated by text that changes colors when mousing-over the text. Much of the text in the application can be selected and a secondary Help window displays.

15 Leaving the GeorgiaFIRST Marketplace When you are ready to leave the GeorgiaFIRST Marketplace and go to another menu selection in PeopleSoft, you can simply select that menu selection. When you are ready to close PeopleSoft, select the Sign Out link in the top right corner. You do not have to log out of the GeorgiaFIRST Marketplace since you accessed it through PeopleSoft, which remains open while you are in the marketplace. Remember, PeopleSoft will automatically log you out for security purposes after 60 minutes of inactivity. THE FULL INSTRUCTIONS ON SEARCHING FOR ITEMS, CREATING A CART AND ASSIGNING THE CART TO A USER CAN BE FOUND AT THE FOLLOWING WEBSITE: SHOPPERS CAN FOCUS ON THE SHOPPERS USER GUIDE, SHOPPER JOB AIDS and SHOPPER ONLINE TRAINING LESSONS.

16 4) Marketplace Requester A marketplace user requester has to login to the marketplace via eprocurement and pull in the cart (either his/her own cart or a cart assigned to him/her) and create a requisition. As a Requester, you have the ability to do the following: Create a Marketplace Requisition from a shopping cart assigned to you, and edit the shopping cart assigned to you, or if necessary, reassign the cart back to the original shopper Create a Marketplace Requisition from a shopping cart you created Create a Special Request Requisition that does not originate from the GeorgiaFIRST Marketplace: Training on creating special request requisitions has been provided in PEP2 and PEP3 classes. Because the GeorgiaFIRST Marketplace plays such a prominent role with the creation of requisitions, we are going to first explain how to access and navigate the GeorgiaFIRST Marketplace. Logging into PeopleSoft Financials Core System As a Requester, you will access the GeorgiaFIRST Marketplace and the eprocurement module through the PeopleSoft Financials Core System. Depending on what you are doing, you will either go to the GeorgiaFIRST Marketplace through the eprocurement module in order to create or process a shopping cart assigned to you. How To: Accessing GeorgiaFIRST Marketplace through PeopleSoft Financials Core System 6. On the PeopleSoft Financials login page, enter your User ID and Password. Remember, both of these items are case sensitive. If you try to log in more

17 than five times with an incorrect User ID and/or password, the system will lock you out. 7. Click the Sign In button. 8. Select eprocurement in the menu. 9. Select Create Requisition. 10. Select Step 2 Add Items and Services. 11. Select the GeorgiaFIRST Marketplace tab. 12. Select the GeorgiaFIRST Marketplace link. 13. Notice that the GeorgiaFIRST Marketplace is now displayed in your main window. You are now able to start navigating through the marketplace. GeorgiaFIRST Marketplace Home Page The first step in using the GeorgiaFIRST Marketplace is knowing where things are located, and how to navigate the home page. Whenever you wish to return to the home page, simply click the home/shop tab and select the shop sub-tab. Or you can click the Board of Regents logo in the upper left corner to return to the home page. It is important to be able to navigate through the GeorgiaFIRST Marketplace so that you can build and process your own shopping carts, as well as edit those shopping carts that have been assigned to you by other shoppers.

18 User Information: In the upper left corner of the GeorgiaFIRST Marketplace, you will find your User Information. In this area is the user name, a link to the user profile, and the logout link. 14. Screen Title: The screen title indicates the title of the current page that you are on. 15. Cart Summary: The upper right corner displays a summary of your shopping cart. Included is the cart name, the number of items in the cart, and the total cart amount. You can click on this shortcut to go directly to the cart page to review, update, and process your shopping cart. 16. Quick Search: This quick search feature allows for a variety of searches to be executed anywhere in the marketplace. To use this feature, a search option must be selected and search criteria must be keyed in. Clicking the Go button executes the quick search and displays the results in the appropriate search results screen.

19 17. Navigation Tabs: Across the top of the GeorgiaFIRST Marketplace are the primary navigation tabs. By clicking on a tab, the screen refreshes to display sub-tabs for the topics or functions covered in that particular part of the Marketplace. The tabs that you see are dependent on your permissions. The order of these tabs may be changed in your User Profile. o Home/Shop: This tab is used for shopping and provides quick access to other parts of the application. o Favorites: Use this tab to create and define personal favorites folders and items. o Carts: View and modify the current shopping cart, create new carts, delete existing carts, and prepare the active cart for processing. o History: Contains a repository of various documents within the application. o Profile: Used to review and update personal user information. 18. Navigation Sub-Tabs: Once you select a tab, additional sub-tabs may be available. If sub tabs are available, they will be located just beneath the primary navigation tabs. 19. Shop at the Top/Shop Quick Search: You can access simple and advanced search from this feature. This is the primary area to perform item searches. We will cover search features later in this chapter. 20. Action Items Box: This box contains quick links to important information for the user logged in. Depending on your role, the information displayed will vary. 21. Organization Message: This box is an important tool system administrators use to communicate with the GeorgiaFIRST Marketplace community. This message box is available to all users and is a common way to communicate

20 important upcoming dates, information about new suppliers, links to training, and more. 22. Purchasing Showcase: The Purchasing Showcase is used to highlight suppliers recommended by your institution s Procurement Department. 23. Punch-Out: A punch-out supplier is a site maintained by the actual suppliers. Catalogs in punch-out sites can still be customized for an individual institution. Punch-out suppliers can be accessed from this area of the screen. 24. Online Help: Online Help is accessed by clicking on the question mark anywhere in the application or by clicking on hyperlink text. Text with associated Help is indicated by text that changes colors when mousing-over the text. Much of the text in the application can be selected and a secondary Help window displays. Leaving the GeorgiaFIRST Marketplace When you are ready to leave the GeorgiaFIRST Marketplace and go to another menu selection in PeopleSoft, you can simply select that menu selection. When you are ready to close PeopleSoft, select the Sign Out link in the top right corner. You do not have to log out of the GeorgiaFIRST Marketplace since you accessed it through PeopleSoft, which remains open while you are in the marketplace. Remember, PeopleSoft will automatically log you out for security purposes after 60 minutes of inactivity. THE FULL INSTRUCTIONS ON SEARCHING FOR ITEMS, CREATING A CART AND CREATING AN EPROCUREMENT REQUISITION CAN BE FOUND ON THE FOLLOWING WEBSITE.

21 REQUESTERS CAN FOCUS ON THE REQUESTER USER GUIDES, REQUESTER JOB AIDS and REQUESTER TRAINING LESSONS. EXERCISE: Login to Peoplesoft and Create a Requisition from the marketplace. 1) Login to Peoplesoft, click on eprocurement, then Create Requisition. 2) You have the option of putting in accounting either under Line Defaults or on the Review and Submit Page. 3) Click on Add Items And Services.

22 Previously, we were entering Special Requests. For the items that you cannot find on the marketplace and for check requests, you would still be using Special Requests. However, in this case, we will order items from the GA First Marketplace. Click on Georiga First Marketplace. It brings you to the marketplace where you are ready to shop! For a full list of instructions on how to use the marketplace, use the Board or Regents Manual given in the website as follows:

23 This is very similar to ebay or Amazon shopping where you can search for your item(s) and load up your cart. Lets quickly search for a couple of items. Also note that there will be some vendors who are punch outs. This means that you can directly navigate to the vendor s website and order items. This time, we ll click on the STAPLES punchout. Click on the STAPLES Punchout. We are in the punch out now:

24 Just as you would usually do, perform a search for items, load the cart and click submit. Here, lets search for calendars, notepads, stickies etc. After clicking submit, it brings you back into the GAFirst Marketplace At this moment, you can Proceed to Checkout and Issue Requisition. The eprocurement Requisition is loaded.

25 Remember that in this case, we did not put in default accounts on page 1. So we need to input accounting now. Select all the lines and click on Modify Line/Shipping/Acctg. Then put in the account string. Click on Apply then click on OK. Finally, you can add header comments or line comments just as you would for a special request requisition. To go back to the marketplace and add more lines, you can go back to the add items and services tab.

26 Click on Save and Preview first to see whom it will be routed to. Then click on Save and Submit.

27 You can see that there is an additional Logistical Services Approval stage at the bottom of the Dept Approval Stage. This is to ensure that accounting, item categories etc are correct before the system is automatically sent to the vendor every two hours. Congratulations!! You have successfully completed a marketplace requisition.

28 5) Enhanced Automatic Approval Workflow Along with Department/Grant Approver, additional levels of approvals have been built as part of GAFirst Marketplace to automatically route requisitions. These additional levels of approvals would be applicable to both GAFirst Marketplace requisitions and special request requisitions. The approval levels on top of the Dept/Grant approvals are: a) IT Approval: Any item that has an IT category like computers, printers etc. b) Audio/Visual Approval: For items categorized as A/V items such as video conferencing equipment, overhead projectors etc. c) Chemicals Approver: For hazardous materials such as acids, pesticides etc. d) Asset Approver: For items that are more than $3000 in unit price and are physical goods. e) Public relations approval: For logos, signs, posts etc. Finally, all the requisitions would be going through a final logistical services approval. This is important for both marketplace and special request requisitions as explained below: Marketplace requisitions: Because, they will be budget checked and sent to the vendor within two hours after final approval (assuming budget check passes), the logistical services approval would take care of catching accounting information or item category characterization that could be in error. Special Request requisitions: The final logistical services approval would correct the accounting/category (if needed) and assign a buyer to the requisition. Remember that most of the regular items that you purchase (office supplies etc) would bypass the item category approval. Only certain special items would trigger the item category approval and Logistical Services would be monitoring the approvals constantly and remind people in case action needs to be taken

29 6) Desktop Reveiving Users would have the option to confirm receipt of goods on their own. This is done by using a very simple process called desktop receiving. Users can navigate to manage requisitions and then click on receive items for a particular requisition. A couple of clicks later, they can enter the receipt. This ensures that the invoices will be paid in time. It also saves communication time between logistical services and the end users. Exercise: Let us enter a desktop receipt for a requisition. 1) Navigate to eprocurement >> Manage Requisitions. 2) Pull up a requisition that says PO s Dispatched.

30 Remember that only those requisitions that say PO(s) Dispatched can be received! Now use the dropdown on the right and click on Receive Order. Then Click Go.

31 If you received all the line items, you can select all at the bottom and then click on Receive Selected. Then adjust the quantities if you have to in the next page.

32 Here, you can adjust the quantities if needed. WARNING! Always receive the correct lines and the right quantities! This will ensure that Accounts Payable will not be under paying or over paying the vendor. In most cases, it should be that the vendor has fulfilled the complete order. However, in some cases, the vendor may not have shipped some line items or may have under-shipped some line items. In that case, make sure that the receipt quantities reflect that. Also note that Assets i.e. items with unit price of more than $3000 cannot be received here and they still need to be centrally received. In case you have an item like that, logistical services would be contacting you to verify if the item has been delivered to you. After entering in the quantities, click on save receipt.

33 Congratulations! You have successfully created a desktop receipt.

34 7) Enhanced Notifications As part of the Georgia First Marketplace implementation, the following notifications would be implemented: 1) Requisition budget check error: The requesters get a notification if any of their requisitions fails budget. They can then contact their budget manager/budget office to correct the accounting on the requisition. 2) Receipt Notification: If there is an invoice in the system for a requisition ready to be paid, but there is no receipt of the requisition, the system will send an notification to the requesters for them to enter a receipt in the system. 3) Cart Assignment: If a shopper assigns a cart to a requester, the requester gets notified. 4) Cart Processed: If a cart has been processed into a requisition by the requester, the shopper gets notified. The usual s (notifying approvers about requisitions needing approval, notifying requesters about requisition approved) would still be the same. 3/24/2010 Page 34