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1 Navigation Training i

2 Agenda Buy A&M Overview Login Screen Homepage Header Bar Navigation Bar Document Navigation 2

3 Overview What is Buy A&M? Online eprocurement System Test Environment: Training Environment: Production Environment: Vendor registration ti and management Solicitation and contract management Agency-specific solicitation and contract management Real-time Integration with FAMIS Requisitions, POs, Receiving and Invoicing Support. 3

4 Overview Pilot Hierarchy Business Units TAMUS Business Units Agency The Texas A&M University System Organizations System Office (01) Tarleton State University (04) Texas A&M Corpus Christi (05) West Texas A&M University (18) Texas A&M Commerce (21) Departments Ex. Business Computing Services Ex. Human Resources Ex. Procurement & Disbursements Ex. Risk Management Ex. Vice President of Business Administration Locations Ex. Information Technology Ex. Human Resources Ex. Procurement & Ex. Risk Ex. VPBA Disbursements Management Foundation 4

5 Overview Terminology Buy A&M Terminology TAMUS Terminology Definition Accounts Payable Basic Purchasing Bid Accounts Payable Purchaser Bid; Solicitation o Enter data from invoices received from vendors into Invoice documents in Buy A&M as part of a 3-way match between PO, Receipt and Invoice, and submit for approval. AP Supervisor role, approve the Invoices of others. Process requisitions, Conduct solicitations, Manage contracts, Create purchase orders. Conduct solicitations, Create and publish solicitation amendments, Close response period, Access the Bid Tabulation (Bid Tab) document (scoring Proposals/Application). Bid Amendment Amendment to an Request for Grant Application or RFP. Change Order Manage change orders and contract amendments. Department Access Requisitioner Create requisitions, Approve documents, Receive items. Invoice Invoice Pay for goods and service with 3 way match. Purchase Order Purchase Order Quote Proposals; Bids Receipts Receipts Receive goods and services for 3 way match. 5

6 Overview Terminology Buy A&M Terminology TAMUS Terminology Definition Reqisitioner Preparer Requisition Requisition Request on- or off-contract goods and services. Requisition Type - Direct Open Market L-Doc For authorized users, this is a request for items not contained on a contract t or blanket that t will allow the user to complete the purchase order and send without need of a buyer. Requisition Type - Open Market Off-contract Purchase A request for items not contained on a contract or blanket. Requisition Type - Release Contract Purchase A request for items off of a Master Blanket PO. Requisition Type - RPA Seller Vendor Paper Voucher Vendor Vendor; Supplier A Request for Payment Authorization. This allows an already made purchase to be entered into the system and for which should be accounted. 6

7 Overview Functional User Roles Purchasing Roles Primary Functions Personnel Basic Purchasing (BP) Process requisitions Conduct solicitations Manage contracts Cut purchase orders Purchasing / Procurement All Optional Create requisitions Department Access (DA) Approve documents Receive items* Manage informal solicitations End-users (Customers) Approvers Business Managers Budget Central Receiving Accounts Payable (AP) Enter data from invoices received from vendors into Invoice documents in Buy A&M as part of a 3-way match between PO, Receipt and Invoice, and submit for approval With AP Supervisor role, approve the Invoices of others Accounts Payable 7

8 Overview Documents Document Type Purpose Created By Requisition Bid Bid Tab Quote Request on- or off-contract goods and services Conduct formal and informal solicitations Create and publish solicitation amendments Close response period Access the Bid Tabulation (Bid Tab) document View and evaluate solicitation responses Request clarifications and revisions to responses Recommend vendors for award Convert awards to purchase orders and contracts Respond to a solicitation Department Access Basic Purchasing Basic Purchasing Basic Purchasing (automatically created by closing response period) Seller (vendor) Purchase Order Send orders to vendors Setup and manage term contracts Basic Purchasing Change Order Manage change orders and contract amendments Access via Purchase Order Department Access (Initiate/Approve) Basic Purchasing (Initiate/Approve/Apply) Receipt Record receipt, return and cancellation of ordered goods/services Access via Purchase Order Department Access (optional) Basic Purchasing Invoice Document invoices received from vendors against the PO and Receipt to facilitate a 3-way match Approve to send payable transaction to USAS Accounts Payable 8

9 Overview Document Statuses Status Name Meaning Available Actions Actions Permitted By Edit The initial status of new documents. Submit for Approval Creator In Progress The document is still being Clone (creates a new copy of the Authorized users completed by the creator. document) Cancel Ready for Approval Returned The document has been submitted for approval and is travelling down one or a series of approval paths. The document was disapproved by an approver. The document has been approved Ready to Send and is ready to be sent to a vendor or vendors. The document has been sent to a Sent vendor or vendors. The document has been cancelled Cancelled by the creator or an authorized user for the document s business units. Approval/Disapproval l Edit (accounting and commodity code information only) Clone Cancel Reopen (returns document to In Progress status) Clone Cancel Send to vendor Clone Cancel Clone Cancel Clone Current approver Creator Authorized users Creator Authorized users Creator Authorized users Creator Authorized users 9

10 Overview Document Statuses, Continued Status Name Meaning Available Actions Actions Permitted By Gone to Bid Requisition has been converted to a solicitation for competitive bidding by vendors as required by procurement policies Clone N/A Gone to PO Requisition iti has been converted directly to a PO or the Bid it was previously converted to has been awarded as one or more POs to one or more vendors Clone N/A Partial receipt An order (PO) that was previously Sent to a vendor has been partially received in Buy A&M. Change Order Additional Receiving Clone Department Access (if authorized) Basic Purchasing Complete receipt Approved for Invoice An order (PO) that was previously Sent to a vendor has been completely received in Buy A&M. A receipt has been approved against a PO so that payment of Invoices for the items received can be made Change Order Additional Receiving Clone None (additional Receipts can be created against the same PO to adjust received totals if needed) Creator Authorized users N/A Closed A PO has been fully paid and received None Creator Authorized users 10

11 Login Screen

12 Login Screen Overview 12

13 Login Screen Open Bids 13

14 Login Screen Exit Button 14

15 Login Screen Active Contracts 15

16 Login Screen Contract & Bid Search 16

17 Homepage

18 Homepage Role Selection 18

19 Homepage Header & Navigation Bars 19

20 Homepage Overview (non-administrative Users) 20

21 Homepage News Tab 21

22 Homepage Reqs and other Document Tabs 22

23 Homepage Approval Tab 23

24 Homepage My Reminders Tab 24

25 Homepage Standard Button Options 25

26 Header Bar

27 Header Bar Overview 27

28 Header Bar My Account 28

29 Header Bar Icons Icon Name Description Advanced Search Help Find any accessible document by various criteria The most effective way to find any document. Open a help manual for the role currently selected. Ad-Hoc Reports Reporting Dashboard Ad-hoc report creation for authorized roles If developed / configured, pre-defined reporting dashboard will display (none currently available). Administrative Reports Choose from and run preset reports configured to be accessible by your current role. Dashboard Browse your documents by type and status from the last 180 days. G2B Punchout If configured, start a requisition for on-contract items that will route you to an external vendor website. This feature requires a custom integration with vendor. Logout Logs you out of Buy A&M. 29

30 Header Bar Administrative Reports Buy A&M Periscope Periscope Holdings, Holdings, Inc. Inc. 30

31 Header Bar Help Manual Buy A&M Periscope Periscope Holdings, Holdings, Inc. Inc. 31

32 Header Bar Advanced Search Buy A&M Periscope Periscope Holdings, Holdings, Inc. Inc. 32

33 Header Bar Advanced Search (cont.) Buy A&M Periscope Periscope Holdings, Holdings, Inc. Inc. 33

34 Header Bar Standard Advanced Search Fields Advanced Search Field Document # Release Number Alternate ID Current Major Status Document Description Organization / Department / Location Entered Date Item Description Buyer Requestor Purchase Method NIGP Class / Item Vendor Description The number auto-assigned to the document by Buy A&M. The number of an order off of a particular contract. The alternate identification number on the document. The current status of the document. The description provided for the document. The business unit associated with the document. The date the document was created. The description of any item on the document. The Basic Purchasing user that owns the document. The user that created the corresponding Requisition document. The purchase method associated with the document. The NIGP Code provided to any item on the document. The vendor associated with the document. Buy A&M Periscope Periscope Holdings, Holdings, Inc. Inc. 34

35 Header Bar Advanced Search (cont.) Buy A&M Periscope Periscope Holdings, Holdings, Inc. Inc. 35

36 Navigation Bar

37 Navigation Bar Home 37

38 Navigation Bar Documents 38

39 Document Navigation

40 Document Navigation Tabs 40

41 Document Navigation Summary Tab 41

42 Document Navigation Warnings & Errors 42

43 Document Navigation & Item Status Document 43

44 Document Navigation History Document 44