Supplier registers on SRF. VC logs into SRF portal. Check for Duplicates (System & Manual) Check SRF Entity type for 1099 indicator

Transcription

1 Restart Create Record 1. Create Record Start Campus Purchase Request Housing & Food Services Dept? Department Check PDR Request to fill our SRF registers on SRF VC logs into SRF portal Flag Sales indicator Accept SRF to create V# Run query from PAS db to VC db Send CRD/ACH instructions to supplier 2. Validate TAX ID Page 2 Exists In PAS Vendor File? Check for Duplicates (System & Manual) Enter Abbreviations into portal Remit to sequence automatically on hold Manual n-catalog Order ( Payment Exists in Ariba Network? Check SRF Entity type for 1099 indicator For individuals check HEPPS Hold if on HEPPS is Onboarded 4. Ariba Registration Page 3 Housing & Food Services Onboarding Workflow to Great Plains Determine if there is a PAS Vendor # PAS Vendor # exists? Request Vendor to Fill our SRF registers on SRF Vendor Chooses electronic Payment Method Create V# based on SRF Create Vendor ID in HFS PO System Place order with Vendor Maybe Potential Issues/ Confusion with DBA inactive XXXX Resolve Problems Place interface order with vendor Out of Scope Foreign Vendor?? Place interface order with vendor Complete Page 1

2 1. Create New Record 2. Taxpayer ID Number (TIN) Verification 3. Setup Payment Method 1099 Desk picks up Z:\Drive File Log into IRS and upload file Report is updated and converted, put into folder for PAS Mismatches? responds to payment instructions VC Retrieves Paymode Edit Report Vendor Completed Payment Setup? Matches PAS? VC Activates Remitto address as active 4. Ariba Registration Page 3 ACH CRD VC with the mismatches submits Payment registration for ACH In Paymode calls for CRD number to PS epayables team Send with instructions Leave Vendor on Hold Update PAS Vendor file; place payment on hold Send data to bank Distribute epayables Card # to Update VC db wth follow-up tracking Contact Buyer/ Campus to ask for assistance Manual n- Catalog Order n-po Invoice V# and Name visible on PDR but nothing else? Request to submit new SRF W-9 Update VC Database To track as submitted to Paymode Update B of A Works System VC Updates PAS file with comments Restart Create Record Page 1 Send to VC to activate CRD Leave Vendor on Hold Update VC Database and PAS Vendor needs payment? Process one-time Check Page 2

3 3. Setup Payment Method 4. Ariba Registration Part 1 Request to onboard to Ariba Network. in PAS? OSP Subawardee? Buyer/Dept fills out web form PS-IT creates CSV File from submitted form or OSP excel file Check for Duplicates Login and upload CSV file to Ariba network Search for the uploaded suppliers Start and assign enablement tasks Send TRR to logs onto Ariba? 4. Ariba Registration Continued Page 4 1. Create New Record OSP sends Intro letter to Subawardee Buyer tifies of TRR Buyer/OSP followsup with Vendor or Subawardee OSP enters contact information into XLS and sends to PS-IT Resend TRR to Page 3

4 4. Ariba Registration Page 3 4. Ariba Registration Continued Registers Fills out all Fields PS- IT Run/Download Reports Ready to Transact? Format Ready to Transact and Enablement Reports (Steps 9 20) Page 5 Report to Vendor Control (Step 21) VC confirms V# & Vendor Name are in sync in PAS & Ariba Confirms Suppler Info: TAX ID Remit Address Order Address Issue? Completes Access DB to upload Ariba Network ID to PAS PS-IT validates is enabled PS-IT s buyers & OSP onboarding Complete Check Box to accept Terms and Conditions Contacts Enablement Team/ Buyer/OSP VC s PS-IT Buyer moves PAS Order into BPO in Ariba Existing Order in PAS? n-catalog Order n-po Invoice Check Box to accept Trading Relationship? Enters problem into database on I Drive VC verifies via PDR that upload was successful OSB? BPO Sets up electronic PO routing Works with Buyer/ OSP/Department/ to resolve issue Locate Ariba - s AN account . OSP sends subreceiptant certification form Sets up electronic invoice routing Send welcome to supplier returns form Sets up remittance address Page 4

5 Ariba Enablement - Details Receive enablement request s and place in folder Check enablement request s for duplicates on the Ariba Network. Transfer suppler data to enablement spreadsheet. Login to Ariba Network Upload Spreadsheet to Ariba Network Search on the network for the uploaded suppliers Start and assign enablement tasks Run Reports Original Ready to Transact Download Reports Original Ready to Transact Format Ready to Transact and Enablement Reports Format Enablement Status Report Delete Col A4-BK Delete Col T-W Delete Co K-Q Delete Col C-G Format Ready to Transact Report Add filter to report (All Columns) Filter Col L Format Ready to Transact Add filter to all columns Filter col L Purchase Order Sent Select all rows and delete Clear filter leaving Configure Purchase order routing and notification controls. Insert data into Report From Ready to Transact Report Vlookup on col L pulling values from col M TaskStatus Insert Data into Report from Ready to Transact Report Vlookup on Col M pulling over values from Col P (Date Marked Complete) Insert Data into Report from Ready to Transact Report Vlookup on col N pulling over values from Col Q Relationship request Address. Once columns L, M, N have been added to the Enablement Status Report Highlight all cells Right Click Copy Paste Special Values Update Col L of the Report Title the column Ready to Transact Over the AN Filter on Completed Change the values of all records to Change the values of Enabled, t Started, Overdue Pending 1 to Update Col M of the Enablement Status Reports Add column title Date became RTT Select entire column Right click format cells Number Tab Date - OK Change the Title of the report tab to All s Make a copy of the All s tab and change the title to Daily Status Updates Make another copy of all s and change to RTT Find Vendor that recently have been sent a TRR on the Daily Status Update tab Select and highlight entire worksheet Sort the file on col H (Request Letter send date) Delete all records that are not new compared to previous days report! Find vendors that have recently become Ready to Transact on the RTT tab. Highlight entire worksheet Sort on the file on Col M (Date became RTT) 21 Report is ed t Vendor control and AribaSub. Copy of the report is uploaded to OneDrive Copy of the report is uploaded to One Drive Page 5

6 Fills Out Registration Form (SRF) TAX ID Verified Enrolls for Electronic Payments Registers for Ariba Network