Procure to Pay (P2P) Welcome. Presenters: Barbara Moser- Purchasing Joanne Webb- Accounts Payable

Transcription

1 Procure to Pay (P2P) Presenters: Barbara Moser- Purchasing Joanne Webb- Accounts Payable Welcome

2 Before we Get Started Please turn cellphones to silent or vibrate Be courteous to presenters and other people who may question Questions are encouraged

3 Procure to Pay (P2P) Business Process Workshop Agenda Introduction Key Terms TUmarketplace Discussion General Requirements and Policy Review Creating a requisition for PO, approval, processing, and payment New TUmarketplace Upgrade Preview Summary

4 After this Workshop you should: Be familiar with the systems and processes required for purchasing Know how to get invoices paid quickly and accurately Understand your role in the P2P process 4

5 Procure to Pay also known as req to check Business process covering Requisitioning Purchasing Invoice Entry Receiving Payment 5

6 Purchasing Department Our mission is to procure goods and services for the University community customers in a timely, cost-effective, and efficient manner. Provide the tools to purchase efficiently TUmarketplace TUebid 6 Conducts correspondence with and selects suppliers Obtain quotations and rates for goods and services Contract negotiation Conduct bidding for goods, services, and capital projects Award of bid to the lowest responsive and responsible bidder with the ability to service University needs in a safe, economical, sustainable, and efficient manner

7 - Purchasing Key Terms eprocurement Temple s electronic ordering system Showcase Catalog Vendor Electronic static" catalog in TUmarketplace Punchout Catalog Vendor TUmarkeplace linked to vendor s website Requisition (PR) Initial request to make a purchase Purchase Order (PO) Legal document authorizing use of university funds Blanket Purchase Order (BPO) Used for recurring purchases Change Order Original conditions of order have changed Pcard Temple issued credit card for small dollar transactions Vendor/Supplier Contribute goods or services in a supply chain Contract Legally-enforceable promise made by one party to another Terms and Conditions Set the rights and obligations of contracting parties Encumbrance Anticipates a future expenditure and is recorded by a PO 7

8 TUmarketplace (eprocurement) How to obtain access: Finance Access Request Form also used for Banner Finance, COGNOS Reporting Signature Authorization - form to obtain authority on a FOAPAL 8

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11 Purchasing General Requirements and Policies Purchases less than $3,000 Temple Pcard (JPMorgan Visa Card) Purchase direct from vendor with Temple Pcard Purchase on TUmarketplace with Temple Pcard JPMorgan Chase PaymentNet provides account activity Purchases greater than $3,000 will require a Purchase Order 11

12 Temple Pcard (purchasing card) Example of Allowable Purchases UPS Conference Registrations Memberships to Professional Organizations Books Non-hazardous lab supplies Benefits of the Pcard Example of Non- Allowable Purchases Travel Food Gifts and Gift Cards Personal Contributions, Donations, or Sponsorships Faster order placement Reduces the number of purchasing forms and processes Reduces the use of personal funds for University business transactions Reduces the number of reimbursements Payment is within 24 hours to vendor Building a Lean and Green Invoice-to- Pay Process. We support sustainability initiatives reducing paper. 12

13 TUmarketplace Pcard Enabled Vendors 13

14 Vendor s copy of a purchase order. 14

15 Purchasing General Requirements and Policies Less than $5,000* $5,000 and greater Competitive Bid Not Required Non-catalog requisitions route to purchasing Quote? Complete Vendor Quote Form Showcased & Punchout orders do not route to purchasing May require a Contract Approval Form *Excluding Pcard allowable purchases *Reminder over $3,000 requires a PO Competitive Bid Required Both catalog and non-catalog requisitions route to purchasing May require a Sole Source Form Other possible requirements: Capital Expense Report (CER) Professional Services Agreement (PSA) Statement of Work (SOW) Contract Approval Form

16 Sole Source Form One single source Unique expertise or technology leadership Patent protection or copyrighted materials Original Equipment Manufacturer (OEM) No suitable competitor Preference for one vendor does not justify sole source This is the exception rather than the rule 16

17 Contract Approval Form Electronic workflow approval of legal documents If contract is greater than $3,000 and commits University funds Complete Contract Approval Request Form After workflow approval, the requisition is routed to Purchasing Purchasing reviews for proper documentation and requisition routes to University Counsel University Counsel reviews, receives electronic signature When a Purchase Order is required the signed contract routes to Purchasing to create a PO The requisition is closed and the contract is exported to Imaging 17

18 Accounts Payable Overview Accounts Payable (AP) is the source of all vendor payment information Benefits of Electronic Invoicing: Automation of matching receipts to purchase orders Two Way Match Three Way Match Workflow - track and route documents through the approval process in TUmarketplace 18

19 Accounts Payable Key Terms 19 AP Accounts Payable ACH Direct Deposit E-Invoicing Electronic Data Interface T & E Travel and Expense Reports FOAPAL Fund, Org, Account, Program, Activity, Location NRA - Nonresident alien Receivers Approval on invoice or entered in TUmarketplace GL General Ledger JE Journal Entry P-Card Temple University s Purchasing Card PO Purchase Order Req. Requisition Net 1,15, 30 When the invoice is released for payment based off the invoice date

20 Direct Pay (Non-PO related invoices) Regular Purchase Order Invoices (Committed PO Invoices) Accounts Blanket Payable Purchase Online Order Invoice Invoices Payment (Not committed Form to budget) Independent Contractors Should not (PO to be and used Non-PO) if a Pcard is available Credit Invoices Types of Payment Requests Using TUmarketplace Travel and Expense Reports (Concur Travel and Expense System) Now for the visual demonstration of our systems (TUmarketplace, Self Services Banner, Controllers Website, and Forms) 20

21 Accounts Payable Frequently Asked Questions How do I know whether I should call Accounts Payable or Purchasing with a question? Check status of purchase orders or payments on an invoice/check request by using Self Service Banner or contact Accounts Payable at ap@temple.edu Accounts Payable Online Invoice Payment Form Missing a purchase order number, please call Purchasing Should not to be used if a Pcard is available Need to make a change to a purchase order, contact Purchasing Questions regarding P-Card, contact Purchasing Questions regarding contract specifics, contact Purchasing How do I know if a person is an Independent Contractor or an Employee, contact Accounts Payable 21

22 How do I know if a person is an Independent Contractor or an Employee? Employee: Accounts Payable Frequently Asked Questions Temple controls what work will be done and how it will be done. Temple has the right to control and manage the details of how and when the work is Accounts performed. Payable Online Invoice Payment Form Should not to be used if a Pcard is available Independent Contractor: Individual specializes in a field, ex: landscaper, consultant, etc. Contractor decides how the work will be done, not Temple Typically set their own hours and are paid on a free-lance basis, either a flat rate or per job rate 22

23 Accounts Payable Frequently Asked Questions How do I enter a receipt in TUmarketplace? Quantity Receipt: Quantity receipts are used for products regardless of how many items are purchased Cost Receipt: Accounts Payable Online Invoice Payment Form Cost Receipts are Should used with not orders to be used that if are a Pcard for services is available such as Independent Contractors, Maintenance Agreements, Software installation and any other service related orders Here is the link which is located in the Unified Resource Center. Go to TUportal, right hand corner click on the help. Here is where you will find all the material to walk you through a lot of your questions. 23

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