Purchasing Services - Standard Operating Procedure [S.O.P.] - Purchase Order
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1 - TABLE OF CONTENTS Introduction. 2 Execution.. 2 Registration Process.. 3 Step 1 Registration. 3 Step 2 System Operation, Notifications & Problem Solving... 3 Step 3 Login Process... 3 Create Requisitions. 4 Step 1 Login I-Procurement.. 4 Step 2 Select Non-Catalog Requests. 5 Step 3 Select Item Type 6 Step 4 Item Description 7 Step 5 Select Category OPTION I 8 Step 5 Select Category OPTION II. 11 Step 6 Enter Quantity. 14 Step 7 Unit of Measure OPTION I Step 7 Unit of Measure OPTION II. 20 Step 8 Unit Price.. 22 Step 9 Currency Step 10 Select Supplier Step 11 Add to Cart. 29 Step 12 View Cart & Checkout.. 30 Step 13 Check Out Mandatory Fields.. 32 Step 13 Check Out VI-Tax End Use. 34 Step 13 Check Out VII - Need-by-Date. 38 Step 13 Check Out VIII Requester.. 39 Step 13 Check Out IX Deliver-to-Location.. 43 Step 13 Check out X Select Buyer Step 14 Charge Account Step 15 Justification, Notes to Buyer & Attachments 59 Step 16 Checkout Review & Submit View, revise, Copy Requisitions Appendix A to D Reference Documents accessed from website under Purchasing Services Forms Standard Operating Procedures PURCHASING METHODS Appendix A> Procurement Commodity Categories Appendix B> Procurement - Unit of Measure Appendix C> Procurement - End Use Description Appendix D> Procurement - Buyer List Revised: October 4, 2010 Page 1 of 79
2 - INTRODUCTION Purpose: To provide an online requisitioning tool for internal users, for faster and more accurate requisition processing. To achieve the ultimate goal of eliminating paper requisition. Scope: For all High Value s, including live animal, radio-active, alcohol, and hazardous goods. Note: For orders in Canadian, US, Euro and GBP currencies only. Type: University internal use. Responsibility(s): U of G Internal User Departments: Enter requisitions by proposing desired suppliers, submitting targeted pricing and ensuring department information (delivery, GL code, etc.) U of G - Purchasing Services: Validate requisition submission for further purchase order completion. U of G - CCS: Maintain Internet Procurement (iprocurement). EXECUTION Materials / Resources: Access to University iprocurement website with User I.D. & Password Access to Help Desk of Purchasing Department Revised: October 4, 2010 Page 2 of 79
3 - REGISTRATION PROCESS Step 1 Registration Process Requisitioners will be provided with a user I.D. and password to access University s WebVPN webpage for secure access, if they are do not have VPN access. Upon registration, Purchasing Services will provide another set of user I.D and password for entry into the Oracle iprocurement through WebVPN. Step 2 System operation, notifications and problem solving Hours of Operation: Accessible at any time, any day; unless notified otherwise. Systems Maintenance: The system will not be available during periods of maintenance. An will be issued to your designated personnel regarding upcoming system maintenance periods. Help Desk: For assistance regarding: access to the iprocurement (no prior notices received) data entry related questions, such as setting up new suppliers, new department delivery address other Available personnel in Purchasing Services for problem solving: Lynne Harbin, ext 58482, lharbin@uoguelph.ca Mary Mollison, ext 53766, mmolliso@uoguelph.ca Hui Zhu, ext 52878, huizhu@uoguelph.ca Step 3 Login Process Log onto iprocurement: After clicking Apps Logon Links on the left and E-Business Home Page icon will pop up on the right. After clicking on it, a Login screen will appear. Type in the user I.D. and password provided by Purchasing Department. In case password is forgotten, contact Purchasing Services help desk. Revised: October 4, 2010 Page 3 of 79
4 - CREATE REQUISITIONS Step 1 Login I-Procurement Revised: October 4, 2010 Page 4 of 79
5 - Step 2 Select Non-Catalog Requests Revised: October 4, 2010 Page 5 of 79
6 - Step 3 Select Item Type, click on choices provided: - Goods billed by quantity - Goods or services billed by amount - Services billed by quantity Revised: October 4, 2010 Page 6 of 79
7 - Step 4 Type Item Description type as much detail as possible Revised: October 4, 2010 Page 7 of 79
8 - Step 5 - OPTION I -i- Click on Flashlight Select Category (commodity) refer to Appendix A for commodity list -ii- Enter Partial Name of Category Revised: October 4, 2010 Page 8 of 79
9 - Step 5 - OPTION I -iii- Click on Go Select Category (commodity) - continued refer to Appendix A for commodity list -iv- Continue - Select Next 10 Revised: October 4, 2010 Page 9 of 79
10 - Step 5 - OPTION I -v- Select correct Category & Type Select Category (commodity) - continued refer to Appendix A for commodity list -vi- Click on Select Revised: October 4, 2010 Page 10 of 79
11 - Step 5 -OPTION II Select Category (commodity) refer to Appendix A for commodity list -i- Enter Partial name of Category; tab or click on flashlight Revised: October 4, 2010 Page 11 of 79
12 - Step 5 -OPTION II Select Category (commodity) refer to Appendix A for commodity list -ii- Click on Next 10 Revised: October 4, 2010 Page 12 of 79
13 - Step 5 -OPTION II -iii- Click on Correct Category & Type Select Category (commodity) - continued refer to Appendix A for commodity list -iv- Click on Select Revised: October 4, 2010 Page 13 of 79
14 - Step 6 Enter quantity Revised: October 4, 2010 Page 14 of 79
15 - Step 7 - OPTION I -i- Click on Flashlight Select Unit of Measure refer to Appendix B for Unit of Measure Revised: October 4, 2010 Page 15 of 79
16 - Step 7 - OPTION I Select Unit of Measure refer to Appendix B for Unit of Measure -ii- Enter partial word to search Revised: October 4, 2010 Page 16 of 79
17 - Step 7 - OPTION I Select Unit of Measure refer to Appendix B for Unit of Measure -iii- Click on Go Revised: October 4, 2010 Page 17 of 79
18 - Step 7 - OPTION I Select Unit of Measure continued refer to Appendix B for Unit of Measure -iv- Select Correct Unit of Measure from list Revised: October 4, 2010 Page 18 of 79
19 - Step 7 - OPTION I Select Unit of Measure continued refer to Appendix B for Unit of Measure -v- Click on Select Revised: October 4, 2010 Page 19 of 79
20 - Step 7 - OPTION II Select Unit of Measure continued refer to Appendix B for Unit of Measure -i- Enter partial word to search Revised: October 4, 2010 Page 20 of 79
21 - Step 7 - OPTION II Select Unit of Measure continued refer to Appendix B for Unit of Measure -ii- Tab or Click on Flashlight Revised: October 4, 2010 Page 21 of 79
22 - Step 8 Enter unit price Price entered is the pricing before applicable tax. Revised: October 4, 2010 Page 22 of 79
23 - Step 9 Enter currency Click the search button and pick up currency from the dropdown list. Only four currencies are available CAD, USD, EURO, and GBP. CAD is the default currency. Revised: October 4, 2010 Page 23 of 79
24 - Step 10 Select Supplier -i- Type partial name -ii- Click on Flashlight to search database Revised: October 4, 2010 Page 24 of 79
25 - Step 10 Select Supplier - continued -iii- List of Suppliers Check site and Select ONLY the supplier with P Revised: October 4, 2010 Page 25 of 79
26 - Step 10 Select Supplier continued -iii- List of Suppliers Revised: October 4, 2010 Page 26 of 79
27 - Step 10 Select Supplier continued -iv- Click on Select Revised: October 4, 2010 Page 27 of 79
28 - Step 10 Select Supplier - continued NOTE: If supplier has no P in the site, click on New Supplier and complete the information required. A new P site will be added to the database by Purchasing Services In the case of a Supplier that is NEW to the University click on New Supplier and complete the information required. This supplier and site information will be added to the database by Purchasing Services after verification. Revised: October 4, 2010 Page 28 of 79
29 - Step 11 Add to Cart If more than one item is to be ordered on the same requisition, after Add to Cart for the 1 st item clear Item Description and type new information for next line, change Category, Quantity, Unit of Measure, Unit Price as required. When information is completed for second line Add to Cart and repeat for each new line. Revised: October 4, 2010 Page 29 of 79
30 - Step 12 View Cart and Checkout Revised: October 4, 2010 Page 30 of 79
31 - Step 12 View Cart and Checkout - continued Shopping cart can be viewed -i- Click on Checkout Revised: October 4, 2010 Page 31 of 79
32 - Step 13 Check out When all items are entered, click checkout and enter delivery information (all fields with * are mandatory): -I- *Ship to contact: the person who is the goods/service receiver -II- *Contact Phone Ext: telephone number for the person above -III- Carrier Account No -IV- Freight / GL -V- *Bid/quote ref -VI- *Tax End Use -VII- *Need-by-Date -VIII- *Requestor defaults to name of person entering requisition -IX- *Deliver-to Location -X- *Suggested Buyer Revised: October 4, 2010 Page 32 of 79
33 - Step 13 Check out - continued -I-, -II-, -III-, -IV-, -V- Revised: October 4, 2010 Page 33 of 79
34 - Step 13 Check out - continued -VI- Procedure of choosing * End Use Description - refer to Appendix C for End Use Description -i- Click on flashlight Revised: October 4, 2010 Page 34 of 79
35 - Step 13 Check out - continued -ii- Click on Go Revised: October 4, 2010 Page 35 of 79
36 - Step 13 Check out - continued -VI- Procedure of choosing * End Use Description - refer to Appendix C for End Use Description -iii- Select correct End Use Description Revised: October 4, 2010 Page 36 of 79
37 - Step 13 Check out - continued -iv- Click on Select Revised: October 4, 2010 Page 37 of 79
38 - Step 13 Check out - continued -VII- Procedure for Need-by-Date Default dates can be changed by clicking on calendar and selecting correct Need-by-Date Revised: October 4, 2010 Page 38 of 79
39 - Step 13 Check out - continued -VIII- Procedure for Requester (Requester name defaults to the requisitioner. However, the requester is either the Principle Investigator or the authorized person for the purchase) -i- Click on Flashlight Revised: October 4, 2010 Page 39 of 79
40 - Step 13 Check out - continued -ii- Enter partial name of requester and click on Go Revised: October 4, 2010 Page 40 of 79
41 - Step 13 Check out - continued -VIII- Procedure for Requester continued -iii- Select correct Requester name from list; if more names are required click on Next 10 Revised: October 4, 2010 Page 41 of 79
42 - Step 13 Check out - continued -iv- Click on Select Revised: October 4, 2010 Page 42 of 79
43 - Step 13 Check out - continued -IX- Procedure for Deliver-to Location -i- Click on Flashlight Revised: October 4, 2010 Page 43 of 79
44 - Step 13 Check out continued -ii- Enter first 4 digits of the unit from the GL coding and click on Go In a case where there is no 4-digit departmental coding found, please contact Purchasing Help Desk Revised: October 4, 2010 Page 44 of 79
45 - Step 13 Check out - continued -IX- Procedure for Deliver-to Location - continued -iii- Select correct Location for shipment Revised: October 4, 2010 Page 45 of 79
46 - Step 13 Check out continued -iv- Click on Select Revised: October 4, 2010 Page 46 of 79
47 - Step 13 Check out - continued -X- Procedure to Select Buyer - refer to Appendix D -i- Click on Flashlight Revised: October 4, 2010 Page 47 of 79
48 - Step 13 Check out continued -ii- Enter partial last name of Buyer and click on Go Revised: October 4, 2010 Page 48 of 79
49 - Step 13 Check out - continued -X- Procedure to Select Buyer - continued - refer to Appendix D -ii- Select Buyer from list Revised: October 4, 2010 Page 49 of 79
50 - Step 13 Check out - continued -iii- Click on Select Revised: October 4, 2010 Page 50 of 79
51 - Step 13 Check out - continued MANDATORY FIELDS ARE COMPLETED Click Next (Step 1 of 3). Revised: October 4, 2010 Page 51 of 79
52 - Step 14 Procedure to enter Charge Account -i- Click Enter Charge Account to input the code The error message Row 1 charge Account is regarded as a reminder to enter charging GL code. Revised: October 4, 2010 Page 52 of 79
53 - Step 14 Procedure to enter Charge Account continued -ii- Click on box for UofG COA Revised: October 4, 2010 Page 53 of 79
54 - Step 14 Procedure to enter Charge Account continued -iii- Enter charge account Revised: October 4, 2010 Page 54 of 79
55 - Step 14 Procedure to enter Charge Account continued -iv- Click on Search Revised: October 4, 2010 Page 55 of 79
56 - Step 14 Procedure to enter Charge Account continued -v- Click on Select Revised: October 4, 2010 Page 56 of 79
57 - Step 14 Procedure to enter Charge Account continued -vi- Click on Return Revised: October 4, 2010 Page 57 of 79
58 - Step 14 Procedure to enter Charge Account continued -vii- Split coding In case of splitting coding, you can also change one of the three fields - Percent, quantity, and Amount and then click add another Row to provide other GL coding. When it is complete, click on Return. Split coding can also be done on this screen by clicking split, which brings you back to the previous screen. -viii- Click on Next Revised: October 4, 2010 Page 58 of 79
59 - Step 15 Justification, Notes to Buyer and Attachments -i- -ii- Add Justification if required. Simply type in the justification field. Add Special notes to buyer if required. Type in the note to buyer field. Revised: October 4, 2010 Page 59 of 79
60 - Step 15 Justification, Notes to Buyer and Attachments continued -iii- Add Attachments OPTION I Add description as attachment(s) Under Attachment Summary Information section, put brief description of the attachment, and choose to Buyer as category. Under Define Attachment section, select Text as type of attachment, type in a Description and click Apply Revised: October 4, 2010 Page 60 of 79
61 - Step 15 Justification, Notes to Buyer and Attachments continued OPTION II Add file(s) as attachment(s) i - Under Define Attachment section, select File as type of attachment, click on Browse and Select File Name to Attach Revised: October 4, 2010 Page 61 of 79
62 - Step 15 Justification, Notes to Buyer and Attachments continued Option III Blanket Order Note as attachment In case of blanket order, use a template to give start and end date: Choose From Document Catalog from the drop-down list: Revised: October 4, 2010 Page 62 of 79
63 - Step 15 Justification, Notes to Buyer and Attachments continued Revised: October 4, 2010 Page 63 of 79
64 - Step 15 Justification, Notes to Buyer and Attachments continued Search the Blanket order template in the Name field by clicking go : Revised: October 4, 2010 Page 64 of 79
65 - Step 15 Justification, Notes to Buyer and Attachments continued Choose the one with Blanket order Y/N description, then click apply : Revised: October 4, 2010 Page 65 of 79
66 - Step 15 Justification, Notes to Buyer and Attachments continued Then click update on the blanket order attachment, fill in blanket order information and once done, click apply : Revised: October 4, 2010 Page 66 of 79
67 - Step 15 Justification, Notes to Buyer and Attachments continued Revised: October 4, 2010 Page 67 of 79
68 - Step 15 Justification, Notes to Buyer and Attachments continued When all justifications, notes and attachments are completed, click on Submit Revised: October 4, 2010 Page 68 of 79
69 - Step 16 Checkout: Review and Submit Requisition continued -i- Click on Submit Revised: October 4, 2010 Page 69 of 79
70 - Step 16 Checkout: Review and Submit Requisition Confirmation of Submitted Requisition Continue Shopping to enter New Requisition or Logout to exit Revised: October 4, 2010 Page 70 of 79
71 - I Viewing requisitions VIEW, REVISE, COPY REQUISITIONS Requisitions created can be viewed by clicking on Requisitions tab. The status of requisition can be seen under status. Once the requisition is assigned with a purchase order, its order number will be listed as well. All underlined field in brown color can be viewed for detailed information. Revised: October 4, 2010 Page 71 of 79
72 - II Revise / Change Requisitions Requisitions can be revised before they are assigned with Purchasing Order by Purchasing Services. Check-out information can be revised. However, only limited information on the item can be modified, such as quantity. click the requisition needs to be revised/changed and click change : Revised: October 4, 2010 Page 72 of 79
73 - A Warning note will be appearing on the screen. Click yes : Revised: October 4, 2010 Page 73 of 79
74 - Change the quantity for the item: Revised: October 4, 2010 Page 74 of 79
75 - Proceed with check-out information: Revised: October 4, 2010 Page 75 of 79
76 - Once done, click submit : Revised: October 4, 2010 Page 76 of 79
77 - Revised: October 4, 2010 Page 77 of 79
78 - III - Copy requisitions Click copy on the requisition to be copied from and Proceed with check-out: Revised: October 4, 2010 Page 78 of 79
79 - Revised: October 4, 2010 Page 79 of 79
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