e-procurement (epro) Overview Advantages of epro

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1 e-procurement (epro) PeopleSoft e-procurement (epro) is designed to make it easier for a casual user to requisition items. This ease-of-use method helps reduce out-of-system purchasing; also known as maverick purchasing. PeopleSoft s epro helps enforce contract purchasing as well as capture spending information for future analysis. Do not use the navigation buttons from your Web browser to navigate to previous pages. Using the Web browser s navigation buttons, such as the forward or backward arrow keys, may cause you to lose data. Instead use the Main Menu Pagelet or links such as Return to Main Page link. There will always be a way to navigate directly from the PeopleSoft page, the button needed for navigation may be scrolled off the page. Advantages of epro Lower costs for department: e-procurement allows the University to make it easier for requesters to find vendors with which we have contract pricing. The vendor offer items at discounted prices, established direct to the University shipping methods as well as ease of payment processing. This will save the department and the University money. Procurement process moves quicker: It is much simpler to create the requisition online and route it electronically rather than routing a piece of paper around the University or through intercampus mail. Know the status of the requisition at any time: Because epro is connected to a workflow, you can see the status of the requisition at any time, specifically on which the requisition is waiting. No more will you have to call around to find the requisition or know how much longer until it is ordered. Communication is improved: epro makes it easy to identify the current status of the requisition in the procurement process. The requisition can always be viewed by all parties involved; it is not limited to just whoever has it on their desk. Requisitions get a specific ID number as soon as they are saved which makes them easier to identify and differentiate between multiple requisitions to the same vendor. Requisitions are not lost: The requisitions are created in the PeopleSoft system so they cannot be lost. Supports the Green Initiative: By moving the requisitioning process online all the paper that would otherwise need to be used to print the requisition and other supporting documentation can be saved. Page 1 of 7

2 Procurement The two main ways to procure goods and services at the University are the University credit cards (PCard & T&E Card) or electronic procurement (epro). When should a PCard be used? A PCard should be used when acquiring a majority of low dollar (under $2500) and low risk purchases of goods and services. Use of the PCard for these types of purchases eliminates the necessity of generating Purchase Orders and can reduce the associated administrative costs by as much as 75%. A list of exceptions can be found in the Cardholder Handbook. (Purchasing Card Handbook). When should a T&E Card be used? T&E Cards should be used for: Travel and travel related expenses (e.g. airfare, accommodations, meals and car rentals); Miscellaneous incidents to a maximum of $250 incurred during travel; and, Travel and travel related expenses incurred through the preferred travel agency (UNIGOBE Beacon Travel). (Travel and Expense Card Program Handbook) When should a Requisition be used? A Requisition is to be used for all purchases of goods or services when a PCard or T&E Card is not a suitable purchase method. When should an eprocurement Requisition be entered? All purchase requisitions must be entered before the goods or services are ordered. Vendors must receive a copy of the purchase order (not just the purchase order number) before they provide goods or services. Purchasing Through epro 1. Initiating Requisitions: Purchase requisitions are created in two ways in PeopleSoft, either manually through the Special Request page, or through the Direct Connect Vendors tab, which will pre-populate the requisition automatically with information from the shopping cart on the vendor's web site. After reviewing the details of the purchase, including items, shipping and accounting information, the requestor has the option to save and preview the approvals, or to submit the requisition and check the budget status. 2. Reviewing and Approving: Once a requisition is submitted it is first routed for review if it is for Research and Trust, and then for approval by Activity Owner, then Project Owner and then Department Owner. For operational requests there is no review, and the requisition is immediately sent for approval. Reviewers and approvers will receive an notification, and approve the requisition through PeopleSoft. Page 2 of 7

3 Note: A buyer can cancel the PO and say yes to resourcing; the requester is then able to make changes to the requisition (i.e. price, adding lines). Then the Buyer can create a new PO. 3. Purchasing: After the requisition is approved, a purchase order is generated and dispatched to the vendor. The original requestor has the option to edit the requisition if a change is necessary. If the dollar amount or quantity of goods or services increases, the requisition will have to go through the approval process again. 4. Change Request: Department purchase order change requests must be submitted through the epro system. 5. Receiving: Properly receiving an item is a crucial stage in the process, and is required on all orders, including "amount only" orders. Receiving is to be done within PeopleSoft in a timely manner, as the goods are received - do not save up receiving s and do them all at once. 6. Returns: Requestors have the option to return goods to the vendor if the goods are damaged, or a replacement is required. This will lead to a match exception. 7. Payment: Once the item is received, Accounts Payable matches the quantity and dollar amounts on the Purchase Order, Receipt and invoice, and payment is made to the vendor. Three way matching is required before a voucher will be posted and paid. 8. Corrections: If a change needs to be made to the ChartField information, a correction can be made through the Accounts Payable Journal. Vendors: Vendors are persons or companies offering something for sale. The term carries a more specific meaning within the University of Calgary s Accounts Payable Systems. Within PeopleSoft, a vendor is a unique individual or company who is eligible to receive payment. In order to be paid by the University System, an individual or company must be set up as a vendor. This means businesses, faculty, and staff are all considered types of vendors. Direct Connect Vendors (web enabled): Direct Connect is more than just a requisition type in PeopleSoft Financials. It also uses technology that allows us to directly connect to a vendor s website, with access to electronic catalogs. Direct connect enables PeopleSoft epro requisition users to interact directly with a supplier's website. Vendors that have established a Direct Connect relationship are preferred suppliers of the University of Calgary. This means that the prices listed on the Direct Connect vendor s website have been negotiated through the appropriate procurement method and requires no additional bid competition or justification. Current Direct Connect Vendors: Sigma Aldrich Acklands Grainger Dell Wesclean Wesco Distribution Praxair Grand and Toy Fisher Scientific VWR Life science products, laboratory equipment, supplies and chemicals Tools, Fasteners and Safety Products Computer Equipment Cleaning Products Lamps, ballasts and electrical supplies Atmospheric, process and specialty gases Office Products Scientific Products Scientific Products Page 3 of 7

4 Preferred Vendors: A preferred vendor is a vendor who has been investigated by the University and approved. When you need services, turn to these vendors first. List of Preferred vendor at the University of Calgary: Active Vendor: A vendor in an approved status indicates the vendor is ready for order placement. Please note that any vendor NOT in an approved status cannot be used without further validation from Supply Chain Management (SCM). Inactive Vendors: A vendor in an inactive status indicates the University has not disbursed payment activity in the past 2 years and does not currently have any outstanding purchase orders. This status is applied behind the scenes, and requires a new vendor request to change it to an active vendor. E-Pro Areas Requisition Status Monitor: After you have entered a Purchase Order Receipt, you should access the Requisition Status Monitor area to ensure that the process is progressing. With Requisition Status Monitor, you can see when the payment voucher is approved so the vendor can be paid and also that the payment was processed. You can also view the vendor invoice by accessing this component. There will be no automatic notification of the user when the POs have been dispatched. It will be the individual user s responsibility to monitor their requisitions and know when a PO has been generated and purchase authorized. Create Requisition: A Requisition is a formal request intended to procure/buy something that is needed by the organization. It is created and approved by the department requiring the goods and services. A purchase requisition typically contains the description and quantity of the goods or services to be purchased, a required delivery date, account number and the amount of money that the purchasing department is authorized to spend for the goods or services. In PeopleSoft, requisitions consist of four components: Header - Defines the Business Unit, the Requestor, Date, and Status. Line - Contains the line item information. For each line item the quantity, category, description, vendor, and price. Schedule - Defines when (due date) and where you want the line items delivered. Distribution - Where accounting information (i.e. the general ledger Chartfield string) is entered. The Chartfield string includes the account, fund, department ID, program, class and project. Page 4 of 7

5 Each component of a requisition has a one-to-many relationship, starting with the header information and ending with the distribution information. Manage Requisition: After a requisition is created and submitted it will be routed for approval. All requisitions that are pending approval can be viewed and selected for approval through the Manage Requisition Approvals screen. In order for the requisition to move on to the next approval step in the process, it must be budget checked or to be created into a Purchase Order (PO) and approvals must be completed. The Manage Requisitions page is where you can view information about all requisitions created for a specific requestor. From here, you can cancel or re-open a requisition; you have the capability to see where in the life cycle your requisition is located or who needs to approve it before it can be dispatched into a purchase order. You can also edit a requisition by adding or deleting items from the order. You can cancel or re-open a requisition after it has been approved, but not after it has been sourced into a purchase order. You are only allowed to make edits as long as the status is Pending or Open. If not, perform a Change Order by editing your requisition. Buyer Center: The Buyer s Center is a central access point for all of your buying operations. The Buyer Center page provides numerous links to PeopleSoft Purchasing and enables you to: Process requisitions and change requests from requesters. Add purchase orders and change orders. Perform tasks that are related to a purchasing position. Vendors: The University shares a central vendor file maintained by Supply Chain Management. The file contains both companies and individual vendors. Employees are NOT allowed in the vendor system and student records have their own system. Many vendors have multiple order addresses, if you do not know the address you should be using, let the vendor route to its default setting by using the vendor ID instead of selecting an address. This allows ordering and payment addresses to rout automatically. The Purchasing System is used to process purchases and payments to vendors, not to employees or students. Many vendors have multiple order addresses. Data entry operators are responsible for knowing and selecting the appropriate vendor order address when they enter their epro requisitions. If you are unable to locate the desired information in the Vendor Lookup page in the epro requisition data entry pages, you may be able to find it in the Maintain Vendors application. A Common Misconception: Just because a vendor is listed in the Vendor File does not mean that the vendor is a contract vendor. All it means is that the University has created a purchase order or made a payment to that vendor. Procurement Card Center The Purchasing Card (PCard is T&E Card included) program is offered to help simplify small dollar purchasing needs. This area is used to reconcile your monthly statements, dispute credit claims and create reports. Page 5 of 7

6 New Changes to e-pro Comments: If an operator has a message or a note that they wish to make about a purchase, they may use the requisition Comments feature. Comments are MANDATORY for all changes including pushback or deny. There are two types of comments: Comments that are attached to a requisition/purchase order line (called Additional Information, or Line comments) Comments that appear at the end of the requisition (called Justification Comments, or Header comments). Change Requests: Once a requisition has been sourced to a purchase order (status is POs Created, POs Dispatched and Received), if a change is necessary, the change must be made to the purchase order by central staff. Operators may request changes by entering a Change Request Requisition. A Change Request Requisition is used to request the following: Increases to purchase orders Decreases to purchase orders Add Lines Cancel Lines Change Budget Requisition Print Report: Operators may run a report to view and print a copy of their requisition. The report mimics information what the vendor will see on the printed version of the purchase order. In addition, the chartfield information for each requisition line is displayed. Budget Checking: A budget must be associated with each epro requisition. Once the procurement requisition has been entered and saved, each line is budget checked by the system. The system will run a batch file every two hours that budget checks, after it has passed budget checking the budget checking status = Valid. If budget checking fails, the transaction is marked as Error (budget checking status = ERROR). While errors are usually due to lack of a budget or lack of a sufficient budget balance there may be other reasons. It is the user s responsibility to ensure that budget errors are reported to the appropriate staff and addressed. Page 6 of 7

7 New Category List: E-procurement (epro) is the automation of the procurement processes so that the sourcing, vendor selection, procurement processes, shipment status tracking and payments can be made in an online environment. The epro catalogue is split in to two sections General and Restricted Construction and sub divided in to categories. General Categories Restricted Construction Animals: Ordering Live Material Computers & Software: Computer supplies and accessories, including software, Computer Supplies and Accessories, Construction: Including Software, Computers & Software: Construction: Equipment: Furnishings: Lab Consumables: Leased & Purchased: Lease Holds, Maintenance, Upgrades and Renovations Basic Equipment, like Medical Caretaking Equipment, Photocopiers/Printers Furnishings for; Classroom, Common areas, Office, Repairs and Window Coverings Chemicals, Clothing, Compressed Gas, Safety Supplies, Laboratory and Science Supplies Land Leases, Vehicle Leases, Vehicle Rental Equipment: Furnishings: Leased & Purchased: Safety: Supplies: Capital Expenditures, Furnishings (basket) Maintenance, Upgrades, Renovations, Services, Site Improvement Basic equipment, like Medical Caretaking Equipment, Photocopiers/Printers Furnishings for; Classroom, Common areas, Office, Repairs and Window coverings Land Leases Bio Safety Cabinets, First Aid Kits Supplies Maintenance Operations Rare Books & Artwork: Safety: Services & Consulting: Supplies: Transportation: Rare Books & Artwork Bio Safety Cabinets, Explosives and Flares, Radioactive Material, First Aid Kits Accommodations, Advertising, Conferences, Memberships/Dues, Caretakers, Consultants, General, Printing, Waste Removal, Training Staff General Supplies i.e.: Book Subscriptions, Reprints, Research Materials, Stationary Vehicles, Trailers End of Overview Page 7 of 7