The Rockefeller University. IAS Refresher Training

Transcription

1 The Rockefeller University IAS Refresher Training 1

2 Table of Contents RU MarketPlace and Oracle iprocurement Navigation.pg.3 Searching for Stock Room Items pg.6 Searching for RU Marketplace Items pg.11 RU Marketplace Check Out Process..pg.15 Oracle iprocurement Check Out Process pg.22 Non-Catalog Requests.pg.34 Goods Billed by Quantity.....pg.37 Goods and Services Billed by Amount.. pg.41 Oracle Categories and Expenditure Types.pg.45 Choosing the correct category for non-catalog requests pg.48 Choosing the correct expenditure type during iprocurement check out.pg.51 Attachments within Oracle iprocurement. pg.54 Attachment Category.pg.57 Creating File, Text, or URL attachments pg.61 Notes to Buyer pg.64 Requisition Submission to Order Status. pg.66 Requisition Approval Concepts...pg.69 Receiving Process....pg.71 Purchasing Forms....pg.73 2

3 RU MarketPlace and Oracle iprocurement Navigation 3

4 Welcome! The purpose of today s training session is to assist IAS users in RU MarketPlace and Oracle iprocurement navigation. 4

5 Topics for Today s Training Session Searching for stock room items Searching for RU MarketPlace items RU MarketPlace check out process Oracle iprocurement check out process 5

6 Searching for Stock Room Items 6

7 Searching for Stock Room Items - Log in to IAS - Click Internet Procurement Download RU Store Room Items spreadsheet Save ItemDefinitions.xls and Open 7

8 Searching for Stock Room Items Search by stock number or by item description Copy Item s Stock# 8

9 Searching for Stock Room Items Paste Stock# into Search field on iprocurement home page Click Go button You can optionally update the quantity or add the item to your favorites Click Add to Cart or Search for additional items following the previous steps 9

10 Searching for Stock Room Items iprocurement Favorites - Maintain personal favorites for quick access to frequently ordered items. - Users can also create multiple favorite lists (Ex: Office, Chemical, Service Contracts) - Select from Rockefeller favorites (Gas Supply) 10

11 Searching for RU MarketPlace Items 11

12 Searching for RU MarketPlace Items Click on RU Marketplace from iprocurement home RU MarketPlace main shopping page 12

13 Searching for RU MarketPlace Items - Use basic search to search for items across all categories - Browse by Supplier or Category - Browse Showcase suppliers - Use Advanced search for filter options - Search Punch Out suppliers 13

14 Searching for RU MarketPlace Items Search Tips - Limit search results by performing a category specific search - From Advanced Search use supplied filters narrow search results. 14

15 RU MarketPlace Check Out 15

16 RU MarketPlace Check Out Add the item to cart from the search results page Access the RU Market Place shopping cart located in the upper right corner 16

17 RU MarketPlace Check Out Available cart options Edit cart 17

18 RU MarketPlace Check Out Adding Item to My Favorites Option to add to My Favorites folder or subfolder From shopping cart select line item then click Go to add item to favorites - Items that are ordered on a regular basis can be stored for quick access - Items can be selected from Organizational and Personal favorite folders Access Favorites folders from main shopping page - Contact Purchasing if you would like to add an item to the Rockefeller Favorites folder 18

19 RU MarketPlace Check Out Submit Cart to iprocurement from RU MarketPlace shopping cart RU MarketPlace cart contents is transferred into iprocurement shopping cart 19

20 RU MarketPlace Check Out RU MarketPlace Tip - Copy previously submitted cart to a new cart 1. Access Document Search 2. Search for previous cart 3. Select a previous cart 4. Select lines and Add to Active Cart 20

21 Oracle iprocurement Check Out 21

22 Oracle iprocurement Check Out Delivery and Billing Assign name to your requisition Click to make line level changes Assign priority to requisition 22

23 Oracle iprocurement Check Out - Selecting values in iprocurement Check Out OR Use wildcards (%) to list all possible matches of an input value Enter full or partial value and click Search field Opens up List of Values pop-up box Click to Quick Select value 23

24 Oracle iprocurement Check Out - Enter Billing Info - Do not click on the search button for the Project field (Enter the project number and hit enter) - Once a valid Project number is entered the Task field will be enterable - Once a valid Task number is entered the Award field will be enterable - Expenditure Type should equal the appropriate value for the specific line item (If you re unsure of available values use wildcards to search) NOTE Information entered on this page applies to all line items. Use Edit Lines to enter individual billing and delivery detail for each line - Expenditure Org should equal the organization being charged - Expenditure Item Date should always equal the current date 24

25 Oracle iprocurement Check Out Using Edit Lines Click Edit Lines from main check out page Functionality - Enter Delivery and Billing info at the line level - Charge to multiple accounts - Line level attachments Delivery Enter Delivery and Requestor info at the line level 25

26 Oracle iprocurement Check Out Billing Enter account info at the line level Charge line item to multiple accounts Click to add another account Must equal 100% 26

27 Oracle iprocurement Check Out Return to main check out page - Click to navigate back to the main check out page NOTE: - Fields will indicate Multiple on main checkout page if requisition lines contain different values 27

28 Oracle iprocurement Tips Oracle iprocurement Tips - Copy and view requisition details - iprocurement Preferences 28

29 Oracle iprocurement Tips How to Copy and View Requisition Details Click Requisitions Tab Click to view Click to copy to active cart View PO Details 29

30 Oracle iprocurement Tips How to Set iprocurement Preferences - Click Preferences link to default delivery and billing info at check out, update current password, create favorite lists Click to change password Click to set iprocurement Preferences Create multiple favorite lists Enter default Delivery and Billing info 30

31 Oracle iprocurement ChemAssist The Purchasing and Lab Safety departments will be launching a new webbased chemical inventory program (ChemAssist), which will require iprocurement users to enter additional info for chemical orders. The purpose of this program is to assist LS&EH in maintaining accurate chemical inventories, which include biochemicals. Chemical inventories are required in maintaining compliance with SARA III Community Right- To-Know, FDNY, and EPA regulations. For further info please contact: Frank Shaefer Associate Director Laboratory Safety and Environmental Health Ext schaefr@rockefeller.edu 31

32 Oracle iprocurement iprocurement Chemical Template Below screen appears when item is added to cart Below information is required for any requisitioned item categorized as a chemical within Oracle 32

33 IAS Refresher Training Oracle iprocurement Non-Catalog Requests 33

34 Welcome! The purpose of today s training session is to assist IAS users with creating non-catalog requests in Oracle iprocurement. 34

35 Topics for Today s Training Session Goods/ Services Billed by Amount Goods Billed by Quantity 35

36 Oracle iprocurement Non-Catalog Requests Non-Catalog Requests When to Use: Use Non-Catalog request for any commodity (good and/or service) that is not carried by the RU Storeroom and/or the RU Market Place econtent Module NOTE: The only commodity that may NOT be used in requisitioning through Non- Catalog Request or any other component of iprocurement is: radioactive chemicals; i.e. radioactive isotopes. These must be requisitioned through HP Assist which is found on the following website: 36

37 Oracle iprocurement Non-Catalog Requests - Goods Billed by Quantity Used for items of a known quantity that will be received by the RU Receiving department on a one time basis. Typical commodities requisitioned include chemicals, equipment, books, lab/office supplies Also used for creating Standing Purchase Order Standing Order - orders that will be delivered by the Supplier to RU on a defined delivery schedule with a known quantity of the desired commodities. 37

38 Oracle iprocurement Non-Catalog Requests Ex: Primary info that both the Purchasing Agent and Supplier will review in processing the order. Maps the commodity requested in the Description to the Expenditure Item Type of the PATEO. The CATEGORY must be mapped correctly for Fixed Asset/Inventory purposes and also for reporting/ auditing purposes as required by RU. The correct category also assists labs in maintaining oversight of their departmental budget expenditures. This is the exact number of items to be received, regardless if this is a one time delivery order or a scheduled Standing Order The unit of measure is the means by which items are sold by the Supplier (e.g. Case, Each, Ream, Pack, Bottle, Box, ect.). The correct UOM that is selected is important, because it has a direct effect on pricing and shipping costs. This is the actual price of the commodity or item(s) to be procured. A Purchasing Agent will contact the end user if there is a large discrepancy in price based on accurate data from the Supplier. 38

39 Oracle iprocurement Non-Catalog Requests Ex: This is the vendor or the institution that the University will procure the item or service from. If the Supplier of interest is not located in the search process or if this is a new Supplier, select the NEW SUPPLIER box Always select the MAIN SITE. This is usually the site of where the supplier is located Will auto-populate if the contact info is stored in Oracle for selected supplier. This is the catalog number or manufacturer number. Also referred to as the SKU#. Please place the catalog number in this field. This is critical to procuring the correct item/service. 39

40 Oracle iprocurement Non-Catalog Requests - Goods/ Services Billed by Amount Used for items that are usually not received by the RU Receiving Department, or are for commodities that are part of a standing order that does not have a specified delivery schedule. Usages Data analysis, training courses, reprints, subscriptions, invoice payments, oligo nucleotides, primers, DNA/Protein sequencing services, repairs, preventative maintenance, compressed gas products/liquid Nitrogen standing orders with no scheduled delivery component; that is to be requested on an as needed basis by the end user, service contracts for the Fiscal Year (07/01/XXXX- 06/30/XXXX), lease agreements. Lease Agreements/Service Contract: Contract # appears in the DESCRIPTION field and copies of these documents must be attached to the requisition, either attention to Buyer or Supplier as well. It is strongly recommended that any contract or legal document be brought to the Director of Materials management for review with the General Counsel Office or directly to the General Counsel. 40

41 Oracle iprocurement Non-Catalog Requests Usages (cont.) Liquid Nitrogen/Compressed Gas: End users who submit a Non Catalog Request-Goods and Services Billed by Amount for Liquid Nitrogen/Compressed Gas products that are not a scheduled delivery, may contact: purchasing@rockefeller.edu to request a delivery as needed for gas/liquid Nitrogen tanks. Note: In some cases an end user may elect to request that Purchasing assign a PO# (either in the case of an individual NONCATALOG REQUEST_GOODS AND SERVICES BY QUANTITY OR NONCATALOG REQUEST GOODS ANDSERVICES BILLED BY AMOUNT) if the placement of the order must be performed by the end user directly with the Vendor due to the technical (Scientific, computing or engineering) requirements of order placement for the commodity of interest. Blanket Purchase Orders: With very rare exceptions and subject to the approval of the Director of Purchasing, some Departments may use the non Catalog request for Goods and Services Billed by Amount format to establish Blanket Purchase Orders. A blanket PO is the commitment of a large sum of funding for unspecified amount of any type of commodity. This is only allowable for certain Departments such as Plant operations due to emergency maintenance and off hour emergency issues that may arise. This type of PO requires intense oversight for audit purposes and may be problematic due to the terms and conditions for returning incorrect items. The use of this type of PO is strongly discouraged. 41

42 Oracle iprocurement Non-Catalog Requests Ex: Select Service Contract from Request Type menu Service Agreement Invoice Payment Non-Catalog Requests - Goods and Services Billed by Amount follows a similar protocol to Non-Catalog Request-Goods by Quantity 42

43 Oracle iprocurement Non-Catalog Requests Ex: As-Needed Standing Order Oligo Nucleotides End-User Placement 43

44 IAS Refresher Training Categories and Expenditure Types 44

45 Welcome! The purpose of today s training session is to assist IAS users with assigning the correct category for non-catalog requests and choosing the correct expenditure type during Oracle iprocurement check out. 45

46 Topics for Today s Training Session Choosing the correct category for non-catalog requests Choosing the correct expenditure type during iprocurement check out 46

47 Categories and Expenditure Types Choosing the correct category for non-catalog requests Correct categorization assists labs in maintaining oversight of their departmental budget expenditures. 47

48 Categories and Expenditure Types Category Choice Should be based on the below criteria: - Category chosen is a broad description of ordered items Category description should closely match specific item being requisitioned The category must be mapped correctly for Fixed Asset/Inventory purposes and also for reporting/ auditing purposes as required by RU. - Equipment versus Expense categories Ensure that Equipment category is not chosen for expense-type items such as Laboratory and Medical Supplies Ensure that appropriate Equipment category is chosen for equipment items such as microscopes or computers 48

49 Categories and Expenditure Types Category Choice How Category choice relates with Expenditure Type - Choosing the appropriate category / Expenditure Type has accounting implications Oracle generates the General Ledger Natural Code based on Expenditure Type chosen The Natural Code determines the type of expense or Fixed Asset of an order item, and therefore how the transaction is accounted for - Lab and Dept. budgets are built by Expenditure Type Using the appropriate Expenditure Type when ordering items facilitates the tracking and analysis of actual expenditures to budget 49

50 Categories and Expenditure Types Choosing the correct expenditure type - Select from list of values during iprocurement check-out 50

51 Categories and Expenditure Types Criteria for choosing Expenditure Type Should be based on the below criteria: Please refer to the following websites: For Awards not beginning with CAP, when purchasing an individual line item with a unit price greater then or equal to $5,000, and the item falls within one of the categories listed on the first website above, the user must choose one of the Equipment Expenditure Types listed If the item does not fall within one of the categories referred to above, then the user may choose the Expenditure Type deemed appropriate When purchasing an individual line item under $5,000, user may pick any expenditure type deemed appropriate including Lab Admin Supplies unless the line item falls under one of the categories listed on the second website above. Any other Expenditure Type may be chosen 51

52 Categories and Expenditure Types Ordering Equipment Equipment with a unit price equal to or greater than $5,000 - Category / Expenditure Type chosen has accounting implications for transaction - The appropriate equipment category and Expenditure Type must be selected in order for the transaction to be properly accounted for The Expenditure Type chosen will generate a GL Fixed Asset Natural Code This Fixed Asset item will be captured in Oracle Fixed Assets, where it will be capitalized and depreciated over time 52

53 IAS Refresher Training Attachments within Oracle iprocurement 53

54 Welcome! The purpose of today s training session is to assist IAS users with using attachments during Oracle iprocurement check out. 54

55 Topics for Today s Training Session Attachment Category Creating File, Text, or URL attachments Notes to Buyer 55

56 Attachment Category 56

57 Attachments within Oracle iprocurement - Step 2 of iprocurement Check Out process Click Edit Lines from main check out page Attachments are at the line level for requisitions Click for attachment 57

58 Attachments within Oracle iprocurement Determines who the attachment is sent to Attachment types 58

59 Attachments within Oracle iprocurement Attachment Category Usages To Supplier: Attachments will be sent directly to supplier Ex: Message to Supplier, Shipping Instructions To Buyer: Use to send info to the buyer handling your order Ex: Quote, Instructions, Technical documents, Competitive bids 59

60 Creating File, Text, or URL attachments 60

61 Attachments within Oracle iprocurement - Text Attachment Optional title for Text attachment Click URL button and insert URL OR Click Text button to insert message - File Attachment Click File button and Browse button to upload file Select file to attach 61

62 Attachments within Oracle iprocurement Add another attachment or apply 62

63 Notes to Buyer 63

64 Attachments within Oracle iprocurement - Notes to Buyer Usages Used to send a quick message to Purchasing Dept. Step 2 of Check Out Examples - Please contact me if any issues with order - Please do not change vendor 64

65 IAS Refresher Training Requisition Submission To Order Status 65

66 Welcome! The purpose of today s training session is to assist IAS users with understanding requisition approvals and our receiving process. 66

67 Topics for Today s Training Session Requisition Approval Concepts Receiving Process Purchasing Forms 67

68 Requisition Submission To Order Status Requisition Approvals - Based on a position hierarchy (Not account number) Ex: Chris Keogh is at the top of the hierarchy User requisition approval limit determines whether the requisition is routed to the next approver in the hierarchy Approval limits are derived from initial IAS User Access form Note: If an IAS User s approval limit needs to be modified the form can be found on 68

69 Requisition Submission To Order Status My Requisitions - Requisition Status Can be viewed from My Requisitions Opportunity to cancel requisition before it s turned into purchase order Ex: - Purchase Order Status PO# can be obtained from My Requisitions Order status can be obtained by ing purchasing@rockefeller.edu 69

70 Receiving Process 70

71 Requisition Submission To Order Status Receiving Process Package arrives and is counted by Receiving Staff Checked and scanned into pkg tracking system Organized by Dept./ Lab - After the above process is complete, items can be given to lab/ dept - Perishable items (commodities requiring refrigeration or freezing) are processed by receiving with the highest priority. Labs are notified by receiving staff upon item receipt. 71

72 Purchasing Forms 72

73 Requisition Submission To Order Status Purchasing Forms All Purchasing forms can downloaded at ply/forms.php List of Available Forms Cancellation of an order Increase the amount of a Standing Order Storeroom Emergency Requisition Form Procurement Requisition Form Stockroom Item Return Form IAS Access Form iprocurement Help x7400 Option 4 for iprocurement Help OR For order status and additional help purchasing@rockefeller.edu 73