CREATING REQUISITIONS IN ARIBA Please log on to the computer while waiting for class to begin. COURSE OBJECTIVES At the end of this course you should be able to: Create a Catalog Requisition Create a Non-Catalog Requisition Understand the Approval Process and Approval Methods How to Monitor a Requisition Status How to Withdraw or Edit a Requisition 2 1
ARIBA PROCURE-TO-PAY (P2P) MODULE 1 CREATING REQUISITIONS MODULE OBJECTIVES At the end of this module you should be able to: Describe the Components of a Requisition Create a Catalog Item Requisition 4 2
REQUISITION TO PURCHASE ORDER Create Requisition Approve Request Issue Purchase Order Supplier Receives P.O. 5 RECEIVING TO PAYMENT Create Receipt Reconcile Invoice Exceptions Approve Invoice Supplier Receives Payment 6 3
REQUISITION KEY CONCEPTS In Ariba P2P, you the Requester, create the Requisition. You may create (i.e. prepare ) the Requsition on behalf of another user. In this instance, they are considered the Requester. Ariba P2P will assign a Requsition ID number. When fully approved, P2P will generate a Purchase Order (PO) number. The Requisition consists of the following: Basic information such as the requester, date, total price of items, reason for purchase Line items: each catalog or non-catalog item being requested for purchase Accounting details (accounts, commodity codes, etc.) for each line item 7 Raise your hand if you have ever shopped using the internet. 8 4
VENDORS/SUPPLIERS All vendors who could be found in SRM will be available in Ariba. Vendors who were found in BOILERMART are going to be loaded in Ariba as a Catalog option. Enabled Vendor: An enabled vendor integrates electronically with the Ariba network with both receiving Purchase Orders and submitting Invoices. Partially Enabled Vendor: A partially enabled vendor integrates electronically with the Ariba network in only one way, typically by electronically accepting Purchase Orders through the Ariba network and submits invoices manually. Manual Vendor: A manual vendor is a vendor that currently does not integrate electronically with the Ariba network and only accepts manual submissions of Purchase Orders and submits Invoices manually. 9 CREATE CATALOG REQUISITION Shop by Category, Supplier, or Contract Or use the carousels to shop by Recently Viewed, Favorites, or Popular Categories Begin referencing the Creating Requisitions in Ariba QRC 10 5
CREATE CATALOG REQUISITION Search all of the catalogs by entering a part number, supplier name, or keyword Or use the carousels to shop by Recently Viewed, Favorites, or Popular Categories 11 SEARCH THE CATALOG A keyword search for paper returned 96 items Sort the results in a variety of ways Narrow the results using menus Add items to cart 12 6
CREATE CATALOG REQUISITION Shop by Supplier will yield a listing of all catalogs TIP Suppliers with a Punch Out Catalog are indicated by the icon. 13 CREATE CATALOG REQUISITION To shop at a punch out supplier s site, click on the supplier name 14 7
CREATE CATALOG REQUISITION PUNCH OUT CATALOG TIP Since Punch Out catalogs are maintained by the Supplier, each site will have a different look & feel. 15 CREATE CATALOG REQUISITION PUNCH OUT CATALOG Browse the catalog and add items to cart as desired. If you do not find what you are looking for, click Close Punchout Catalog Shopping Session. 16 8
ADD LINE ITEMS TO SHOPPING CART Add all of the required line items to your shopping cart 17 CHECK OUT Click on Submit Requisition to transfer the line item and supplier information back to the Purdue Ariba application 18 9
CHECK OUT The line items automatically populate the Ariba requisition 19 Catalogs in Ariba can be CIF or Punchout True or False True. Punchout Catalogs jump the user outside of the Purdue Ariba instance to the supplier s site, allowing the user to shop for items and return those items to the user s requisition. 20 10
INSTRUCTOR DEMONSTRATION CATALOG NAVIGATION SEARCHING 21 ARIBA TRAINING ENVIRONMENT Open Internet Explorer Go to: http://purdue-t.procurement.ariba.com/ Using ID and Password given to you by the Instructor, log in to the Ariba Training Environment. IDs are in all CAPS. Password is: ariba (all lowercase) 22 11
PARTICIPANT EXERCISE 1A SEARCHING IN ARIBA 5 Minutes Objectives: o Search by Vendor o Search by Item o Search by Category 23 ARIBA SHOPPING CART The Requisition number is shown and the cart contents are displayed Click Proceed to Checkout 24 12
CHECKOUT Populate the fields on the Summary tab. TIPS 1) Required fields are noted with a green asterisk * need by date also required. 2) The information Icon indicate when a field explanation is available 25 LINE ITEMS Review the Line Items and use Action Buttons as needed. o Edit Edit line item details o Copy Copy the selected item o Delete Delete the selected item(s) oupdate Total Update the total cost 26 13
EDIT LINE ITEMS To view the line item details, select the line item and click Edit. 27 ACCOUNTING BY LINE ITEM Review the Accounting By Line Item section. Enter appropriate funding information (e.g. IO,RIO, Cost Center WBSE and fund). 28 14
SPLIT ACCOUNTING Account Assignment If the splits all have Internal Order or Real Internal Order numbers use F Order If the splits all have Cost Centers use K Cost Center If the splits all have Projects (WBSE s) use P Project If the splits have different Account Assignment (e.g. Cost Center and Internal Order or a Project and a Cost Center) use X Multi Account Assignment Reference the Split Accounting in Ariba QRC 29 SPLIT ACCOUNTING NOTE: Add Splits prior to entering the account assignment details. Allocate the split by Percentage or Quantity is recommended. Enter the corresponding values and click OK. Add additional splits as needed. 30 15
COMMENTS/ATTACHMENTS To add comments specific to a line item, click Add Comment. To add an attachment specifically to a line item, click Add Attachment. 31 APPROVAL FLOW The Approval Flow section will show any errors or missing required fields 16
APPROVAL FLOW Review the Approval Flow 33 APPROVAL FLOW SERIAL VS. PARALLEL Example of Approval Flow added in Serial Example of Approval Flow added in Parallel 34 17
APPROVAL FLOW ADDITIONAL Example of an Order less than $500 for Office Supplies Level 1 Fiscal Approver needed for Cost Center xxxxxxx Example of a Catalog Order greater than $5,000 Level 1 Fiscal Approver needed for Cost Center xxxxxxx Level 2 Fiscal Approver needed for Cost Center xxxxxxx Asset Approver needs to review all requisitions that total more than $5,000 35 APPROVAL FLOW ADDITIONAL Example of a submitted requisition where approvals have not started Once the Level 1 Fiscal Approver approves the order it turns green; it is now ready for the Level 2 approver 36 18
MODIFY APPROVAL FLOW Optionally, you may add additional approvers or watchers to the flow as needed before clicking Submit. In a Serial approval flow (straight line) one person receives notice at a time. Each Approver pending will not receive notice until the Approver that precedes them approves the document. Parallel indicates that all approvers in parallel are simultaneously notified about the document needing approval. A Watcher will receive notification at the same time the first Approver receives notification. Reference the Adding or Deleting an Approver or Watcher to Approval Flow in Ariba QRC 37 SUBMIT THE REQUISITION When you are ready to submit the requisition for review and approval to the Approvers and/or Watchers listed in the approval flow, click Submit. o Continue Shopping Add additional items to cart o Delete Delete the PR from the system o Save Save the PR to your My Documents Portal o Submit Trigger the Approval Flow 38 19
REQUISITION SUBMITTED 39 Split Accounting allows you to split the cost of the goods or services to two different cost centers True or False True. Split accounting can split to 2 different cost centers, or as many different cost centers as needed. 40 20
INSTRUCTOR DEMONSTRATION PREPARE AND SUBMIT CATALOG BASED REQUISITION 41 PARTICIPANT EXERCISE 1B CREATE AND SUBMIT A CATALOG REQUISITION 10 Minutes Objectives: o Navigate Catalog Tab o Explore Local and Punch Out Catalogs o Create Requisition o Modify Workflow 42 21
PARTICIPANT EXERCISE 1C CREATE AND SUBMIT A UNIVERSITY STORES REQUISITION 5 Minutes Objectives: o Create a Requisition with a University Stores Item o Submit for Approval 43 ARIBA PROCURE-TO-PAY (P2P) MODULE 2 NON-CATALOG REQUISITIONS 22
MODULE OBJECTIVES At the end of this module you should be able to: Create a Non-Catalog Item Requisition Submit a Requisition for Approval Review the Lifecycle of a Requisition 45 CREATE NON-CATALOG REQUISITION Two icons are available to initiate a Non Catalog Item PR. 46 23
CREATE NON-CATALOG REQUISITION Enter a full description, select the commodity code, quantity, Price and click Update total. Enter the supplier, if known and the supplier part number. If not number exists enter No PN. Once complete click Add to Cart. 47 CREATE NON-CATALOG REQUISITION The requisition number is shown and the cart contents are displayed 48 24
CREATE NON-CATALOG REQUISITION Populate the title, Deliver To, and need by Date and enter comments or add attachments, if needed, on the Summary tab. TIPS 1) Required fields are noted with a green asterisk * 2) The Information Icon indicate when a field explanation is available 49 CREATE NON-CATALOG REQUISITION The Approval Flow section will show any errors or missing required fields 50 25
EDIT LINE ITEMS To view the line item details, select the line item and click Edit. When complete click OK. 51 CREATE NON-CATALOG REQUISITION Click Submit 52 26
REVIEW MY DOCUMENTS From the Home tab, reference My Documents to see the status of all requisitions. 53 Non-Catalog requisitions require less work than Catalog requisitions True or False False. Catalog Requisitions default all of the item information such as the commodity code, supplier, etc. For Non-Catalog Requisitions, the fields must be entered manually. 54 27
INSTRUCTOR DEMONSTRATION CREATE AND SUBMIT NON CATALOG REQUISITION 55 PARTICIPANT EXERCISE 2A CREATE NON CATALOG REQUISITION 10 Minutes Objectives: o Create a non catalog Requisition o Submit Requisition for Approval 56 28
ARIBA PROCURE-TO-PAY (P2P) MODULE 3 MONITOR A REQUISITION EDIT OR WITHDRAWAL MODULE OBJECTIVES At the end of this module you should be able to: Edit a Requisition Withdraw a Requisition 29
REQUISITION STATES Document Statuses Actions Allowed Requisition Composing Edit, Withdraw Requisition Submitted Edit, Withdraw Requisition Ordering, Ordered View, Monitor Begin referencing the Monitoring and Editing Requisitions in Ariba QRC 59 LOCATE SUBMITTED REQUISITION Submitted requisitions can be found in the My Documents content pane on the Dashboard The status of each document is visible 60 30
MODIFY REQUISITION Edit PR must be in a Submitted Removes requisition from Approval process status. Puts requisition in Composing status and into Edit mode Can be edited until the requisition is fully approved PR must be in a Submitted status. 61 MODIFY REQUISITION Withdraw Removes requisition from Approval process Puts requisition in Composing status Additional step to edit request PR must be in a Submitted status. PR must be in a Submitted status. 62 31
PARTICIPANT EXERCISE 3A EDIT AND WITHDRAW REQUISITION 5 Minutes Objectives: o Edit Requisition o Withdraw Requisition 63 RESOURCES Quick Reference Cards, Business Processes and Simulations https://spa.itap.purdue.edu/business/businessatpurd ue/pages/ariba.aspx Procurement Services Helpdesk pshelpdesk@purdue.edu 64 32
ACCESSING ARIBA Access Employee Portal: http://www.purdue.edu/employeeportal/ Select Ariba: Enter Career Account ID and Password: 65 NEXT STEPS Review User Profile in Ariba October 14, 2013 Enter Purchasing Unit Update Ship-To Location (If Missing) Refer to Setting Purchasing Unit and Shipping/Delivery Information in Ariba QRC. Email Notification Settings these can be managed in the user profile. Refer to Edit Email Notifications in Ariba QRC. 66 33
QUESTIONS? 34