Rensselaer Procurement Services/Accounts Payable OSCAR

Transcription

1 Rensselaer Procurement Services/Accounts Payable OSCAR Online Shopping Cart at Rensselaer How to Buy/How to Pay A User Guide

2 Contents Introduction... 1 Contacting Procurement Services... 2 I. OSCAR... 0 What is OSCAR?... 0 Launching OSCAR... 0 Navigating OSCAR... 0 II. How to Buy... 2 III. Requisitions... 2 Types of Requisitions... 2 Punch-out Catalog Requisition... 2 Non-Catalog Requisition... 3 Single/Sole Source... 3 Independent Contractor/Consultant... 4 Blanket Orders... 5 IV. Processing a Requisition... 6 Documentation Required to Process a Requisition... 6 Punch-out Catalog Requisition... 6 Processing an order through a Punch-out Catalog:... 6 Non-Catalog Requisition Certified Supplier Requisition New Supplier Requisition V. Requisition Workflow Approvals on a Requisition Financial Approvers Department Approvers Special Approvers Procurement Services Approval Workflow Punch-out Catalog Non-Catalog Requisition Requisition Issues & Solutions Withdrawing a Requisition PO Order Distribution PO Pending Creation... 24

3 PO Change Order Encumbrance Release Cancelling a PO VII.... Disbursement Operations 26 Contacting Accounts Payable Electronic Invoicing (e-invoices) What are e-invoices? E-invoice Process Workflow Digital Mailroom DMR Process Purchase Order Invoices PO Invoices Workflow Processing PO Invoices Non-Purchase Order Invoices What are Non-PO Invoices? Non-PO Workflow What you need to know about Non-PO Invoices Credit Memo Direct Pay Request Direct Pay Process Available Actions in OSCAR Approve Assign to Myself Forward: Rejecting/Cancel Errors & Notifications Adding a PO to an Invoice Duplicate Invoices Billing & Remit To Values have been overridden for this line... 38

4 Introduction Welcome! So, as part of your work here at Rensselaer, you need things. Those things could be goods or services and you re not sure how to best go about getting them in the most effective way. You ve come to the right place! This manual contains the documentation of how to buy (or procure) and how to pay within our e- procurement tool, OSCAR (the Online Shopping Cart at Rensselaer). It is part of the Procure to Pay initiative supported by the Procurement Services and Disbursement Operations departments. Procurement Services manages the supplier process, contracts, master agreements, on-line catalogs and administers the on-boarding of new suppliers. Disbursement Operations administers the accounting of the payments to the suppliers. This documentation is intended to be your reference of how to navigate within OSCAR to procure the necessary goods and services you require. The Procurement Services department is consistently working to make OSCAR your one stop place to address your procurement needs. Not only can you easily search and shop from the shopping home page, but you will see links to current information, important notifications, and other reference materials to enable a better procurement experience. Once procurement is made, how and when a payment for those goods or services will be is the next challenge. This manual will also outline how you can properly account and pay for goods and services received. Lastly, not all of the rules for procurement are outlined in this manual. An overview of that process can be found here. Sincerely, Procurement Services Accounts Payable

5 Contacting Procurement Services Please visit Procurement Services website: Refer to our Contact List on Procurement Services website to find contact information for each member of the Procurement Services department. Please for: Questions using OSCAR Password Reset/System Lockout Submit OSCAR User Application Request to release encumbrances Request changes to an OSCAR user profile Request changes to Requisition/Invoice workflow Request to activate an inactive supplier Assign substitute approvers Forward Approvals to another OSCAR user Review the latest information on Preferred or Marketplace Suppliers on our Contract Page

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7 I. OSCAR What is OSCAR? OSCAR is a fully capable electronic web application for purchasing goods and services. OSCAR allows shoppers to: Browse and shop through our Punch-out catalogs Submit requisitions electronically Electronic approval by financial managers/special approvers/procurement services Generate and transmit approved Purchase Order to suppliers Approve invoices for payment Launching OSCAR 1. Navigate to Procurement Services website 2. Click on OSCAR link on the side of our website 3. Once on the OSCAR landing page click on Launch OSCAR link and provide your login information. Navigating OSCAR

8 a. HOME MENU Allows for quick navigation to your set home page b. Shopping Menu The Shop menu contains the menu options related to shopping tasks including product quick search, access to the shopping page, forms and favorites and access to carts and orders. c. Orders & Document Menu Orders related to Document Search and Approvals are located in the Orders & Documents menu. d. Contract Manager Allows for users to search established contracts (blanket order or agreement) entered by the sourcing manager. e. Main User Profile Menu Allows user the ability to edit their OSCAR user profile f. Action Item Menu List of documents that require an action (review/approval) from a user g. Notifications Menu Notifications are clickable and take you to the appropriate area of the application (i.e. the requisition) o Newer notifications are highlighted o Automatically deleted after 30 days h. Cart Preview Menu The View My Cart button takes you to any active cart from which you can Proceed to Checkout i. Quick Search Menu Ability to search all documents on a certain criteria j. Shop & Browse Search Menu Users have the ability to place an order directly from the results derived from product/service search k. Requisition Form-Procurement Services Request form submitted to Procurement Services to purchase products/services from non-catalog l. Direct Pay Form-Disbursement Operations Payment form to authorize disbursement directly to a supplier for items on the approved Direct Pay list m. Punch-out Catalogs Punch-out catalogs are integrated external links to a supplier s web-based catalog. n. Organizational Message Used to communicate with users on training materials, policies and procedures

9 II. How to Buy The purchase of all supplies, equipment and services not available from within the Institute must be processed on a Requisition form (Punch-out Catalog/Non-Catalog form) or through an established Blanket Order in OSCAR and submitted to Procurement Services for their review. The following recommended buying methods are described below. III. Requisitions Types of Requisitions Punch-out Catalog Requisition What is a Punch-out Catalog? Punch-out catalogs are integrated external links to a supplier s web-based catalog. The user accesses the supplier s external web catalog through OSCAR to search and select products from a supplier s web catalog, and then returns the items to OSCAR s shopping cart. The selected items are then automatically populated into the requisition form and the user is then able to place their order. Orders placed through supplier Punch-out catalogs in the Rensselaer Marketplace do not require additional processing by Procurement Services. Benefits of a Punch-out Catalog Goods or services offered within our punch-out catalogs offer the best value. Suppliers with available Punch-out catalogs are considered Preferred Suppliers as they have Master Agreements in place negotiated by Rensselaer s Strategic Sourcing Managers. In return, preferred suppliers guarantee contractual pricing that provides the overall "least total cost" to the Institute for the most commonly ordered goods and services. Examples: VWR, OfficeMax, and AirGas Other Marketplace Punch-out Suppliers Within Rensselaer s Marketplace we have Other Marketplace suppliers who provide Rensselaer access to their punch-out catalogs, however, no Master Agreement is in place.

10 Non-Catalog Requisition Procuring products/services that not available from our Supplier Punch-out Catalogs, must be processed through the Requisition form in OSCAR. Requisitions route to any special approvers (if any are selected) and then is submitted to Procurement Services for evaluation by a Strategic Sourcing Manager. The Sourcing Manager will need to review any requisitions processed on a non-catalog form, prior to the creation of a purchase order. If the Requisition is approved then a Purchase Order is created in OSCAR and sent to the supplier for processing. Certified Suppliers What are Certified Suppliers? Certified Suppliers are active suppliers in OSCAR and Banner that have completed Rensselaer's required vendor certification process and have pre-approved payment terms. If the product/service is not available through our Punch-out Catalogs, it is recommended that a search within OSCAR or Banner be conducted for an existing Certified Supplier. If the supplier is active within OSCAR, you will be able to place a requisition against the specified supplier indicating the product/service you are looking to procure. New Supplier What is a New Supplier? New suppliers are suppliers which are not currently in OSCAR or Banner. When products and/or services are not available through Preferred Supplier or Certified Suppliers, a New Supplier request may be made through OSCAR to Procurement Services. Procurement Services shall determine whether a new supplier request is valid and, if so, will proceed with setting up the supplier in Banner and OSCAR for ordering. Vendor Certification Process for a New Supplier All New Supplier request are evaluated by Procurement Services. Suppliers are vetted against our current suppliers. If the new supplier request is approved by Procurement services then the supplier must complete our vendor certification process. However, if an existing supplier offers a comparable product or service, our Strategic Sourcing Manager s will reach out to the requisitioner and inform them of a current supplier from which the product or service can be purchased through. The requisition will then be rejected. Suppliers must complete and provide the following documents Vendor Certification Form W9 Single/Sole Source Single Source: Single Source is procurement in which, although two or more vendors supply the commodities or services, the department selects one for substantial reasons, eliminating the competitive bidding process. 'Single' means 'the one among others'.

11 Sole Source: Sole Source is procurement in which only one vendor is capable of supplying the commodity or service. This may occur when the goods or services are specialized or unique in character. Written justification must be provided. 'Sole' means ' the one and only'. Requisitioner s must substantiate the reason for a single/sole source purchase by completing the Sole/Single source Justification form, which shall include a detailed written explanation acceptable to the Procurement Services department. The written explanation must detail what steps were taken to determine no other sources were available. Additionally, the requestor needs to provide information as to why the product or service is unique. Strategic Sourcing Managers will work with the requestor to ensure the rationale meets Federal guidelines. This may include suggesting alternate suppliers or products, documenting price reasonability and soliciting competitive bids. When adequate rationale for single/sole source purchases cannot be provided the Procurement Services will reject the requisition. Independent Contractor/Consultant An independent contractor or consultant is an individual engaged in the pursuit of an independent trade, business or profession, in which they offer their services to the public in which the employer has the right to control and direct the individual with regard to the result to be accomplished, but not the process. They use their SSN as their Federal Tax ID number. Prior to engaging the services of any individual as an independent contractor, Human Resources must review the scope of work and make a determination as to whether the individual is to be classified as an employee or an independent contractor/consultant. Rensselaer will abide by all Internal Revenue Service regulations to ensure penalties are not levied due to misclassification of individuals who are thus paid incorrectly and taxes are not appropriately withheld. If the request meets the independent contractor/consultant criteria listed above, the requestor must submit a completed requisition identifying the specific need, along with supporting documentation must be submitted to Procurement through the OSCAR e- Procurement system. Supporting documentation includes the following: A completed IRS Determination Questionnaire A completed Independent Contractor Agreement (ICA) Check yes for Independent Contractor under Special Approvers Check yes for Services under Special Approvers Attach any other pertinent paperwork; i.e. proposal, statement of work, contract NOTE: The IRS Determination Questionnaire and the ICA must be completed by the department not the supplier. The competitive bid process does not apply to approved independent contractors since they possess a unique set of skills for the service they are providing. If the consultant is a company or an individual using a Federal Tax ID number then only a requisition is required with an attached proposal, statement of work or contract. If the total is

12 greater than $5,000, then 3 competitive bids/proposals are required unless a single/sole source justification is provided. Blanket Orders A Blanket Order is an agreement with a supplier for purchasing commodities or services of low dollar value and high volume repetitive activity or when the total price is unknown such as click charges on a copier or printer. A Blanket Order is a request that is placed with a supplier based upon the Blanket Order Agreement established; this is the actual contract between the vendor and Rensselaer. A Blanket Order does not encumber funds, is for a specified term typically one year but not to exceed five years and may be established with more than one supplier providing the same commodity or service. If the request meets the criteria listed above the requestor must submit a completed requisition identifying the specific need, along with supporting documentation must be submitted to Procurement Services through the OSCAR. Supporting documentation includes the following: The requisition should be submitted for a total of $1.00 A statement of commodities or services to be provided Include in the internal notes what your anticipated spend is for a one year period. If the anticipated spend will exceed $5, include competitive bids or a single/sole source justification. A listing of individuals authorized to purchase from the Blanket Order Location(s) and/or Department(s) for who the commodities/services are required Attach any other pertinent paperwork; i.e. proposal, statement of work, contract Check yes for any Special Approvers; i.e. Services As commitments are authorized, departmental budgets are charged and the total order amount is decremented from the department budget. When the order amount has been depleted or a proposed commitment would cause an overrun, a change order may be issued by the Procurement Services if adequate justification is provided by the requesting department. A Strategic Sourcing Manager will then make necessary changes to increase the funding.

13 IV. Processing a Requisition Documentation Required to Process a Requisition A completed requisition identifying the specific need, along with supporting documentation, must be submitted to Purchasing through OSCAR, and depending upon the type of requisition must include: A Quote or documentation of estimated price for product/service from a supplier Competitive Quotes if product or service requested is over $5000 Sole/Single Source forms Agreement/Documents/Terms or anything required to be signed Statement of work/specifications Vendor Certification Form(New Suppliers) If you are unsure about whether or not the correct documentation is attached reach out to Procurement_support@lists.rpi.edu for help. Punch-out Catalog Requisition Processing an order through a Punch-out Catalog: 1. Select the Shop icon and navigate to the shopping landing page. This may already be your homepage, if not, go to Shop -> Shopping -> Shopping Home 2. Select the punch-out catalog for the product/service you would like to procure.

14 3. The supplier s Punch-out will launch directly to their site through OSCAR. You will then be able to browse through the supplier s catalog add items to your cart. 4. Ensure to review items added to your cart for: a. Unit cost of the product/service b. Quantity ordered c. Item is in stock 5. Select the checkout button to return a cart to OSCAR. 6. Once the cart is returned to OSCAR s. Fill out the Requisition form.

15 Requisition Form

16 Fields on Requisition Form a. Requisition Name: You will be able to Name the requisition with a description that can be identified by your department/organization. This field can be queried against when conducting a document search. b. Description: This field is a duplicate of the Requisition Name field. c. Priority: Identify the urgency of the requisition to Procurement Services. Default will always be Normal. d. Banner Authorization: Please select an individual whom is authorized to post to the FOAPAL that will be listed on the requisition. This field normally defaults to the requestor (Preparer). Requisitioner s have the ability to select a different a Banner authorized user if they are preparing a requisition on behalf of another OSCAR user. Note: If user is not an authorized to charge to the FOAPAL listed in the requisition then the requisition will fail. Procurement Services will notify the user indicating that they need to obtain access from Finance to post to the FOAPAL or provide another FOAPAL that the user has access to post. e. Internal Note: Click on the Add Note link to leave a note to Procurement Services, Special/Financial Approvers, and/or Accounts Payable of special instructions about the product/service being ordered. f. Special Approver: If necessary select a special approver that may need to review the items ordered. Refer to the Special Approver section for more information. Modifying Line Items to a cart g. Actions on Line Items 1. Modifying Items on a Punch-out Catalog: You can modify the quantity ordered directly on the requisition form by adjusting the number in the Quantity field Adding Additional Items to a cart 2. To add additional items to a cart: i. Click on the Modify Items link

17 ii. iii. This will link out back to the supplier s punch-out catalog. Add additional items to cart and proceed to checkout to return to the OSCAR requisition form Final Review Form Removing Line Items from a cart 3. To remove items from a Cart: i. Scroll to the drop down For selected Items ii. iii. From the drop down select Remove Selected Items Click on Go to remove items h. Transaction Date: Please leave this field blank as the date will default to current date in the system. i. If all is correct click on the Proceed to Checkout button to navigate to OSCAR s review form and Place Order. If you are preparing a cart on behalf of another Banner Authorized user, click on Assign Cart. 7. Once the proceed to checkout button has been selected you will then navigate to the Final Review form (screenshot provided down below)

18 Fields on the Final Review Form 8. On the Final Review form prior to placing your order please review the following: a. Please click on the Final Review link at the top of the page. From this page you will be able to modify all the following fields described above as well as the following fields below. b. General Section- Click on the edit button to modify: 1. Requisition Name 2. Description 3. Priority 4. Banner Authorization 5. Prepared By: 6. Financial Approver c. Shipping Section-Click on the edit button to modify 1. Ship To: Please select the address of which the product should be delivered to. d. Billing Section- Click on the edit button to modify 1. Bill To: This field will default to the Digital Mailroom address. This is the only option available to users. Users are able to modify the name defaulted. e. Internal Notes and Attachments Section: 1. Special Approvers: If you forgot to click on a special approver on the requisition form you will be able to select approvers at this time. 2. Internal Note: 3. Attachments: Please note that attachments are not allowed on orders placed through any punch-out suppliers. Click on the attachment button when placing a non-catalog order through our normal OSCAR requisition form. f. External Notes and Attachments Section: This section is primarily used by our Strategic Sourcing Manager and it s used to communicate information to a Supplier directly. Please do not fill out information in these fields. g. FOAPAL and Dept Approver Section-Click on the edit button to modify: 1. Fund Code: Enter the appropriate fund to charge

19 2. Org Code: Enter the appropriate Org to charge 3. Account Code: Enter the appropriate account to charge 4. Program Code: Enter the appropriate program to charge 5. Activity Code: Enter the appropriate activity to charge Splitting a FOAPAL 6. To split charges across different FOAPAL s a. Click on edit button in this section to access the FOAPAL information b. Click on the Add Split button in the FOAPAL area. c. Another FOAPAL line will appear, please enter alternate FOAPAL information. d. Split is calculated on percentages rather than dollar amounts. Enter the appropriate split by percentage. e. Click on the Save button to return to OSCAR s Final Review form. 7. Click on Save to exit to review form 8. Commodity Code: This is a required field. Please select the appropriate commodity code. For more information refer to the Commodity Code section in manual for more information. 9. Product Location: This field is only required if a chemical is being ordered. Procurement Services and Environmental Health and Safety require that the location be listed for any chemicals ordered on campus due to safety regulations. If the product being ordered is not a chemical this field can default to NA. h. Supplier /Line Item Details section- Click on edit button to modify: 1. Verify the information of the product/service appears correct. 2. If correction needs to be made, click on the Modify Item link for that particular line. Edit any information. Since this is a punch-out you will be directed to the supplier s punch-out catalog to edit any information on the item. Once the information is complete please click on checkout to return to OSCAR s requisition form. i. Once everything is complete click on Place Order button at the top of the form.

20 j. When order is placed successfully a confirmation page is displayed with the requisition number. Non-Catalog Requisition Certified Supplier Requisition Non Catalog Form 1. Select the Requisition form in OSCAR the Non-Catalog form will populate (please refer to screenshot below). 2. A Non-Catalog form will populate with the Suppliers information only if the supplier was selected from a conducting a supplier search. If the supplier s information is not visible on the form, do the following: 3. In the Supplier Info section of the non-catalog form, click on Supplier Search. a. A Supplier Search box will populate, enter the name of the supplier.

21 b. Search results will populate with the Supplier information. Select the Supplier to return to the Requisition form with the information of the supplier pre-populated in the form 4. In the General Info section fill out the following information:

22 a. Catalog Number: Enter a short description of the product/service being procured b. Product Details: Enter the details of product/service being requested. This can include the product name and a description of the product. c. Quantity: Enter the required quantity of this order d. Packaging UOM: Select the appropriate Unit of Measure for the product/service being ordered. e. Estimated Price: Estimated Price of the Product/Service f. Health & Safety: This field is not actively used by Rensselaer. However, you can select one or more of the Environmental Health & Safety classifications as appropriate for this product if desired, especially if the item procured is a chemical. g. Single or Sole Source: Determine if the product/service procured is single or sole source or select NA. if these choices are not applicable. Please refer to the Single/Sole Source section for more information. 5. Once this information is entered, scroll to the top of the Non-Catalog form and in the Available Options box, select Add and Go to Cart, however, if you need to add another line item to the requisition form please select Add to Cart and Return 6. Click on GO to save your changes Adding a line item to a Non-Catalog Requisition form 1. Scroll to the top of the Non-Catalog form and in the Available Options box, select Add to Cart and Return and Click on GO 2. A new non-catalog form will populate and you will be able to enter the information for a new line item. Once complete select Add and Go to Cart and Click on GO to save your changes 3. Once saved you will navigate to OSCAR s requisition form Field s on Requisition form Refer to Fields on Requisition Form under the Punch-out Catalog section for information on the fields that need to be completed prior to submitting your requisition in OSCAR. Fields on the Final Review form Refer to the Fields on the Final Review form if you need more information on the fields that need to be completed prior to submitting your requisition in OSCAR.

23 New Supplier Requisition 1. Go to the Shop page. This may already be your homepage, if it is not it go to Shop > Shopping > Shopping Home 2. Select the Requisition form 3. Click on Supplier Search link 4. In the Supplier Search field, enter New Supplier and click on the Search button. 5. Select New Supplier to return to the Non-Catalog form. Non Catalog Form Please follow the instructions on Fields on the Non-Catalog Form to proceed and place your order. Fields on a Requisition Form Please follow the instructions on Fields on the Requisition Form to proceed and place your order. Fields on a Final Review Form Please follow the instructions on Fields on the Final Review Form to proceed and place your order. Additional Information Required Provide the following information on the indicated fields: 1. In the Internal Notes and Attachments section, provide the following information: Supplier s Legal/DBA Name Address Tax ID Phone Fax Vendor Certification Form W9

24 2. Attach a Quote or screenshot of website. It is preferable that a Quote is attached to the requisition 3. If Procurement determines the requisition is acceptable the supplier is set-up in BANNER and OSCAR. 4. Procurement Services will change the name from New Supplier to the name legal company name of the supplier. 5. If Procurement Services determines that the product/service can be procured by one of our current preferred/certified supplier, the requisition will be rejected and procurement will notify you. Conducting a Product/Service Search Users have the ability to place an order directly from a product/service search. To perform a keyword search: 1. Go to Shop > Shopping, enter the search term in the simple or advanced search then click Go. 2. The search results will be displayed and you can click the Order from Supplier button to access the punch-out site. 3. Please follow instructions above to place order.non-catalog Orders non-catalog form, prior to the creation of a purchase order. If the Requisition is approved then a Purchase Order is created and sent to the supplier for processing. Documents Required to Process a Requisition A completed requisition identifying the specific need, along with supporting documentation, must be submitted to Purchasing through OSCAR, and depending upon the type of requisition must include:

25 A Quote or documentation of estimated price for product/service from a supplier Competitive Quotes Sole/Single Source Forms Agreement/Documents/Terms or anything required to be signed V. Requisition Workflow Approvals on a Requisition Financial Approvers Financial Approval by a Financial Manager is required on all requisitions a submitted through OSCAR. Financial approvers are authorized with spending authority for a particular organization or portfolio. Selecting a Financial Approver: In the General section of the requisition form select the Financial Approver from your drop down list Please reach out to Procurement_support@lists.rpi.edu if you need to add a Financial Approver to your OSCAR user profile. Department Approvers Department approvers may be added as an additional approver to a requisition. This approver manually identified by the requisitioner to review and approve a purchase. The individual identified, does not have to have spending authority. Selecting a Department Approver: In the FOAPAL and Dept Approver section of the requisition form select the Department Approver* from your drop down list.

26 *Please Note: the individual will need to be set up as a Department Approver within OSCAR. If they are not set up as a Department Approver they will not appear in the list of available approvers to select. Please contact Procurement Services to request an individual s profile be established as a Department Approver. Special Approvers Individuals outside of the Procurement Services who have a need to track the purchase of certain items or ensure policies are complied with. Please select any special approvers that are required to review your requisition. Special Approvers section on a Requisition form

27 Asset Management (Property Administration) Capital Equipment is any movable asset valued at $3,000 or more with a useful life of 1 year or more and not permanently affixed to a building. Fabricated Equipment is multiple pieces which build an item of capital equipment valued at $3,000 or more with a useful life of 1 year or more and not permanently affixed to a building. Component Equipment is any value which enhances an existing piece of capital equipment. Capital Equipment/Projects >$50k (Finance) Capital expenditures for the purpose of purchasing approval are defined as the construction, renovation, purchase or lease of an asset (facilities, equipment, software) that costs $50,000 or greater and has an expected life of at least one year. Note: When choosing this special approver, Capital Review must also be selected. Capital Review Capital expenditures for the purpose of purchasing approval are defined as the construction, renovation, purchase or lease of an asset (facilities, equipment, software) that costs $50,000 or greater and has an expected life of at least one year. * In addition, any equipment purchases less than $50,000 requiring fit-up. Note: When choosing this special approver for purchases > $50,000, Capital Equipment/Projects >$50K (Finance) must also be selected. Creative Services Any request for Print, Photography, Video or Design services Independent Contractor (Human Resources) Prior to engaging the services of any individual or firm as an independent contractor, the hiring department must complete and submit an IRS questionnaire along with a description of services and the Independent Contractor Agreement through OSCAR to Human Resources to determine the proper work status of that individual either as an employee of the Institute or an independent contractor/consultant. Laboratory Animals Any live animal falling under the IACUC and residing on RPI property. Services Required (Risk Management/Purchasing) Suppliers performing services for Rensselaer or providing transportation services for Rensselaer shall provide and maintain insurance to indemnify Rensselaer. Real Estate (Administration) Any properties that Rensselaer leases as landlord or tenant need to involve the Real Estate Management Office.

28 Radioactive Material Includes any source or product of radioactive material Research Administration & Finance General Purpose Equipment: equipment charged to a research fund that is valued at $5,000 or more. Subcontracting: Non-Rensselaer organizations that are performing a portion of the research work. Non-Resident Alien/Foreign Company (Disbursement Operations) Review required for Suppliers or individuals operating in a foreign country Procurement Services Once approved financially all non-catalog requisitions routes to Procurement Services to be reviewed by a Sourcing Manager/Small Dollar Sourcing Agent for approval. Routing of a Requisition Requisitions over $2500 will route to the appropriate sourcing manager according to the commodity code selected at the time the Requisition is submitted. Requisitions under $2500 route to the small dollar sourcing agent. Commodity Codes What are commodity codes? Commodity codes are standard classification codes for products and services used to detail where money is spent within the institute. How does the Rensselaer use commodity codes and why are they important? Rensselaer has its own set of commodity codes established within BANNER. It is required that the appropriate Commodity code is selected within the Requisition; which in turn, directs the requisition to the appropriate Strategic Sourcing Manager for evaluation of your Purchase Order. These commodity codes aid in the evaluation of supplier spend between departments and with peer institutions. It also informs Procurement Services what kinds of items are purchased most, so we can build better contracts to serve your needs. Finding Commodity Codes For your convenience we have compiled a list of the commodity codes that are actively used within BANNER. Please refer to this list when procuring a product or service: Example of Commodity List Commodity Code Commodity Description SSM Advertising Services Buyer Amusement & Entertainment Services Buyer Animals Buyer 2

29 04500 Appliances Buyer Architectural Services Buyer Asbestos Removal & Testing Buyer 3 Entering Commodity Codes The Commodity code field is located in the FOAPAL section of a requisition. Please see example below. Approval Workflow Punch-out Catalog Process Overview OSCAR Workflow Overview To view the workflow on a requisition in OSCAR you will need to navigate to the PR Approvals tab in the requisition form Non-Catalog Requisition Workflow Process Overview

30 OSCAR Workflow Overview To view the workflow on a non-catalog requisition in OSCAR you will need to navigate to the PR Approvals tab in the requisition form Requisition Issues & Solutions Withdrawing a Requisition Failed Requisition

31 PO Order Distribution PO Pending Creation PO Change Order Encumbrance Release Cancelling a PO

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33 VII. Disbursement Operations Contacting Accounts Payable Visit Finance website: Refer to our Contact List on Finance s website to find contact information for each member of the Disbursement Operations Department. Please Invoices@lists.rpi.edu for: Missing Invoices Troubleshooting Invoices Forward Approvals to another OSCAR user Payment Information Questions on invoices

34 Electronic Invoicing (e-invoices) What are e-invoices? E-invoices are invoices against PO s (from a punch-out supplier) electronically sent by the supplier to Rensselaer. These invoices are fed directly into OSCAR and automatically feed to Banner for payment. They do not require review or approval by invoice owner or Accounts Payable. E-invoice Process Workflow Digital Mailroom The DMR is the outsourcing of receipt, scanning, capturing, quality assurance, and input of all supplier invoices. All invoices should be submitted to the digital mailroom. Invoices are available in OSCAR within 2 business days for processing. Once in OSCAR, invoices are matched and routed for approval to maximize early payment discount opportunities. Both PO and Non-PO information will be populated into the Invoice Document in OSCAR. An image of the invoice and any other documents that accompany the invoice will be attached and available in OSCAR. DMR Process 1. All invoices should be sent by the supplier to the DMR via: rpi@divintech.com

35 Fax: Mail: Rensselaer Polytechnic Institute Attn: Name of Designated Rensselaer Employee PO Box Raleigh, NC Invoices sent to the DMR will be entered by the Digital Mailroom employees into a system. The invoice information is then reviewed by two independent people to ensure that the information entered is correct. If all of the information matches, the data will then feed into the OSCAR system. Both Purchase Order and Non-Purchase Order (Blanket Order) information will be populated into the Invoice Document in OSCAR. An image of the invoice and any other documents that accompany the invoice will be attached and available in OSCAR. 3. If the invoice is against a PO, it will match to the PO if possible. If the invoice does not have a PO, it will populate the Invoice form in OSCAR and be routed as a Non-PO invoice.

36 Purchase Order Invoices When a Purchase Order invoice is generated by the Digital mailroom, it is available within OSCAR for review by the invoice owner. A notification is sent by informing the invoice owner of an invoice awaiting their approval. PO Invoices Workflow Processing PO Invoices If the Purchase Order number is properly identified on the invoice, the invoice will route to the owner of the PO. Note: The PO owner is considered to be the Banner Authorized user selected at the time the PO was generated and submitted to the supplier. Invoice Owner Process 1. Navigate to the Orders & Documents Approvals ->My Approvals 2. Correct any errors 3. Validate the PO lines are accurate 4. Validate the TOTAL invoice amount, matches the invoice document attached 5. The FOAPAL defaults from the PO if the PO was imported properly into the invoice 6. When an invoice is approved it will route to Accounts Payable for processing and payment

37 Financial Approval on PO Invoices Financial Approvals on all invoices against a purchase order takes place at the time a Requisition is submitted. Therefore, no workflow is currently in place requiring the financial approval on invoices against a purchase order. PO Approval Workflow Process in OSCAR 1. Once approved by the invoice owner the lines are matched against the original Purchase Order 2. Once validated against PO to ensure the line items invoiced are not out of tolerance of the originally approved PO the invoice it is flagged as OK to Pay 3. Once it set as OK to Pay then it will then be processed by Accounts Payable What you need to know about PO Invoices 1. If the Purchase Order number is properly identified on the invoice, the invoice will route to the owner of the PO 2. If the PO number entered on the invoice matches the PO in OSCAR and the PO Total then: The line items for the PO will be imported properly into the invoice form FOAPAL information will default from PO 3. If the PO number is invalid, incorrectly entered or missing on the invoice; the invoice will route into OSCAR as a Non-PO invoice and will need to be corrected. Non-Purchase Order Invoices What are Non-PO Invoices?

38 Invoices against a Blanket Purchase Order e.g. Crystal Rock Invoices that do not have a Purchase Order e.g. UPS, FedEx Non PO invoices are considered: Invoices against a Blanket Purchase Order Invoices that do not have a Purchase Order e.g. FedEx, UPS, o These purchases should have been approved by Procurement Services and granted permission to make the purchase without generating a PO. o Invoices for products or services that were formerly (before March 2014) on the Approved Direct Pay list (for example, Utilities, Postage, Advertising, Freight invoices are able to be generated for these purchases and therefore can be routed through the Digital Mailroom for payment without a PO). Non-PO Workflow Invoice Owner Process 1. Navigate to the Orders & Documents Approvals ->My Approvals 2. Invoices will route to the Invoice Approval folder in OSCAR 3. Correct any error notifications 4. Validate the lines are accurate 5. Validate the TOTAL invoice amount, matches the invoice document attached 6. Enter the FOAPAL information 7. Approve invoice and send it to the next approver in the process

39 Financial Approval Process Non PO Invoices will route to approvers based on the ORG and the dollar amount entered on the invoice. 1. Validate if this is truly a Non PO Invoice by verifying the information against the attached invoice in OSCAR. 2. Validate the amount on the invoice is correct 3. Validate the FOAPAL entered by the invoice owner is correct 4. Approve the invoice and send it to the next approver in the process No-PO Approval Workflow Process in OSCAR Workflow has been designed to include two designated individual in a Financial/Supervisor role to review and approve all Non PO Invoices.

40 What you need to know about Non-PO Invoices Credit Memo 1. Non-PO invoices and Blanket Order payments will route as an invoice document to the name on the invoice 2. Correct any notifications and validate the data from the mailroom is correct [amount, quantity, invoice date, invoice number, remit to address, etc.] 3. Require a FOAPAL to be entered 4. If applicable, enter a blanket order number in the notes section 5. Approve/Complete the invoice to send it to the next approver in the process Credit memos are generated when money is owed back to Rensselaer All credit memo s should be sent to DMR Buyer Credit Memo document should be populated Note: If the credit memo was entered as a payment and reflects on the Buyer Invoice document please comment out to invoices@lists.rpi.edu Direct Pay Request A Direct Pay request is a payment form in which a request is made to authorize disbursement directly to vendors without the need to process a Purchase Order through the Procurement Services department. Payments to suppliers and reimbursements to individuals may be processed via the Direct Pay form in OSCAR, when there is no "added value" to obtaining a purchase order. The following payment types are allowed to be processed OSCAR using the

41 Direct Pay Form. All other payments (invoices) not on this list must be submitted to the Digital Mailroom for processing. Direct Pay Process Prizes Awards(including participant support / living allowance payments Honorarium (Lecture Fees) Visitor Reimbursements Student Tuition Refunds Greater than $10,000 Parent Plus Loan payments Employee Benefit Reimbursements Tuition reimbursement Weight watchers etc. Conference/Training Registrations (paid directly to the vendor) Memberships/Subscriptions (paid directly to the vendor) Payroll withholding distributions United Way, Garnishees, Credit Union, State tax, etc Human Resources benefit withholding distributions Health Flex Spending Supplemental Retirement, etc RA&F refunds to grantors Royalties Reissuance of checks or rejected ACH payments Abandon property Lost or damaged checks, etc. Medical Services Any invoice where we must keep confidential because patient s name is on the invoice. Payments to Fraternities/Alumni Chapters Operating Fund replenishments Debt Service and Other bank payments Payments made from a statement that is pulled by a campus user from a vendor portal (this is very rare) 1. Go to the Shop page. This may be your homepage. If it is not it go to Shop > Shopping > Shopping Home. 2. Click on Direct Pay Form. 3. A Direct Pay Form will populate and in the Supplier Information section enter the name of the supplier. To search for a supplier, please do the following. a. Click on Supplier Search. b. Enter the name of the supplier. c. A search result will populate with the Supplier information. d. If the Supplier is not available, please enter New Supplier as the supplier name. For all new suppliers 4. In the General Information section, please fill out the following:

42 a. Catalog Number: Enter a short description of the product/service being procured b. Product Details: Enter the product detail information. This can include the product name and a description of the product. Include any information that would be relevant to the supplier. c. Quantity: Enter the required quantity of this order d. Packaging: Select the appropriate packaging of the product. e. Cost of item or Service: Exact amount reflected on invoice/receipt f. Vendor ID (TIN or RIN): Enter the Federal ID/RIN of the supplier/employee/individual. g. Invoice #: Enter the invoice number, the date on the invoice, if no date exists then enter today s date. Note: when entering today s date on the Invoice Number field; ensure that no dashes or slashes are entered. If the invoice number itself has these special characters, then by all means enter the invoice number as it appears on the form. h. ACH Date: Does not need to be filled out. i. Special Handling Instructions: Use this section to inform accounts payable of any specific directions that the supplier/employee/individual has requested. You can be very detailed on this field. An example is when a check needs to be picked up and not mailed. Note: Internal Information only pertains to individuals receiving disbursements. It is necessary to answer all the questions. If this section is not applicable to the disbursement requested please choose Not Applicable as an answer. i. Identify the citizenship of the individual ii. Country of Citizenship iii. Do you wish the payment to be grossed up? i. Select Yes if prior approval to include additional funds to cover the tax withholding that would normally be incurred by the individual receiving payment. ii. Select No if the department does not want to pay the tax on behalf of the individual. 5. Once this information is correctly entered on the form, scroll to the top of the Non- Catalog form and in the Available Options box, select Add and Go to Cart and Click on GO to save your changes. 6. Refer to OSCAR s Final Review section to complete information and place order. Available Actions in OSCAR Approve Approve provides the ability for an OSCAR user to approve an invoice document within OSCAR.

43 1. Click on the appropriate invoice number from your Approvals folder. Once the invoice is open, navigate to the Buyer Invoice > Summary tab to review the invoice information. Review other information as needed. 2. From the Available Actions drop-down choose Approve/Complete step and then click the Go button 3. Once approved document will continue to the next step in the approval process Assign to Myself If an invoice resides in a shared folder or is in possession of another user and you have visibility of it, then you can select Assign to myself. Once invoice is assigned you then have the ability to edit or complete any action from the Available Actions dropdown. Forward: The forward feature allows you to forward the document to another user in the OSCAR system. Please do the following to complete this action: 1. In the Available Options dropdown box in the upper right hand corner of the invoice, select forward invoice. 2. Search for the person you would like to forward the invoice to: 3. Add a note as to why you are forwarding the invoice 4. To ensure that the invoice has been forwarded properly, click on the Approvals tab of the invoice you will see that the invoice owner has been changed to the person you forwarded the invoice to If you receive an invoice that does not belong to you: If the name of the individual is noted on the invoice document, then forward it to the correct person. If you do not know who the invoice belongs please forward the invoice in OSCAR to Susie Palluti in Accounts Payable. If you are not sure how to forward an invoice, or send an to invoices@lists.rpi.edu. Rejecting/Cancel If you have a duplicate/erroneous invoice that you need to reject, put an "R" in front of the supplier invoice number BEFORE the invoice is rejected. This will prevent from getting the Duplicate Invoice Number error when processing another invoice. Errors & Notifications Adding a PO to an Invoice If the PO number is missing on the Buyer Invoice it will need to be added to the document

44 To correct this error: 1. Navigate to the Buyer Invoice tab 2. Scroll down to the Line Item details section 3. Click on the Add New PO button 4. Search for the Purchase Order number and click on Go 5. Click on the [Add PO] or [Add Lines] link 6. The PO line items will then appear on your invoice. 7. Once the PO lines are added to the invoice you will need to REMOVE the Non-PO lines that were originally imported from the digital mailroom. 8. Select the Non-PO lines imported from the DMR. 9. Scroll to the drop down box labeled For Selected Line Item, select Remove Selected Line Items. 10. The only PO lines added are the ones to remain on the invoice. NOTE: THE SYSTEM WILL LET YOU APPROVE/COMPLETE THE INVOICE WITHOUT CORRECTING THIS ERROR HOWEVER THE INVOICE WILL NOT PAY AGAINST THE PO IF YOU DO NOT CORRECT IT AND WILL LEAVE THE PO ENCUMBRANCE OPEN

45 Duplicate Invoices This notification indicates there is more than one invoice in the system for that particular supplier with the same invoice number. If you are sure you have a duplicate invoice that requires it to be rejected, remember to put an "R" in front of the supplier invoice number BEFORE you reject it. This will prevent you from getting the duplicate invoice number error when you go to process the other invoice. 1. Put an R in front of the Supplier Invoice Number field a. Click on the Buyer Invoice tab b. In the General section, click on the Edit button c. In the Supplier Invoice field enter a R 2. On Available Actions, select Reject Invoice 3. Provide a comment as to why this document is being rejected Billing & Remit To This notification informs you that it is unable to match the Remit To or the Bill To address to that of what is on the supplier s profile in OSCAR. If possible, please select the correct Remit To or Bill To. If unable to select the correct remit to/bill to, please discard the notification. Accounts Payable will verify the correct Remit to address when issuing payment to the supplier. o o Billing Address: Unable to Match Remit To: More than one match Values have been overridden for this line This error indicates the value entered in the invoice FOAPAL field does not match the description in the FOAPAL lines of the Purchase Order Occurs only on PO Invoices in the following fields: FOAPAL Product Location Commodity Code To correct this error: 1. Navigate to the Codes tab on the Buyer Invoice tab