Purchasing Goods and Services Using UTShare PeopleSoft Course # - PS 202.02 www.utsa.edu/purchasing Revised - 1/21/16

Agenda 1 2 3 4 5 6 Course Objectives UTShare Purchasing Terminology Creating a Requisition Overview 3 Purchasing Forms & Instructional Guides 4 Create a Requisition 5 Resources 6 Revised - 1/21/16

COURSE OBJECTIVES Purchasing using PeopleSoft Identify and apply new PeopleSoft Purchasing processes and terminology. Outline and breakdown requisition creation from a high level overview Review and evaluate Purchasing forms and instructional guides. Requisition in PeopleSoft Demonstrate and build a PeopleSoft Requisition. Revised - 1/21/16

Procurement Terms Revised - 1/21/16

Purchasing Terms Module – a component within PeopleSoft, to be combined with other modules. eProcurement (ePro) Module – a module within PeopleSoft to generate requisitions, punch-out catalog orders, and receive goods/services. Desktop Receiving – a process of the eProcurement Module that allows end users to receive goods/services for orders. Revised - 1/21/16

Purchasing Terms (Cont’) Purchasing Module – a module within PeopleSoft that allows Purchasing more purchase order options when process high dollar requisitions. This module will also be used to create Change Order Requests by Purchasing. Receiving – a process of the Purchasing Module that allows Central Receiving to receive goods/services for orders. Return to Vendors - a process of the Purchasing Module that allows Central Receiving to return goods. Revised - 1/21/16

Purchasing Terms (Cont’) SpeedCharts – Shortcut key that populates data into the financial accounting lines for most financial transactions (such as vouchers and requisitions) within 48 hours. SpeedCharts greatly increase data efficiency by reducing the number of keystrokes required to enter frequently used ChartField combinations. Workflow – an electronic process that routes a requisition through financial approvals before a requisition can be sourced to a purchase order. Go Live set for March 28th Revised - 1/21/16

Purchasing Terms (Cont’) Process – A term used to describe a series of actions directed to some end. Budget Check – an electronic process that checks funds availability. When a requisition is Budget Check, a pre- encumbrance is created. When a Purchase Order is Budget Check, the pre-encumbrance is reversed and an the encumbrance is generated. Revised - 1/21/16

Purchasing Terms (Cont’) Source Requisition to Purchase Order – an electronic process that converts an approved requisition to a purchase order. Dispatch – an electronic process that releases an approved Purchase Order.

Creating a UTShare PeopleSoft Requisition * High level overview Revised - 1/21/16

Creating a Requisition

Vendor Selection

Vendor Selection

Vendor Selection

Vendor Selection Revised – 1/21/16

Vendor Selection

Category Code Search

Category Code Search Revised - 1/21/16

UNSPSC UNSPSC (United Nations Standard Products and Services Code) coding will be used in UTShare. This coding system is a global standard for categorizing goods and services. Codes are now 8 digits: 2 Digit Segment (Aggregation of Families) 2 Digit Family (Familial Grouping) 2 Digit Class (Grouped by Function) 2 Digit Commodity (Product or Service) UNSPSC Website: http://www.unspsc.org/

UNSPSC.org

Entering Line Item Revised - 1/21/16

Line Item Detail

Review and Submit

Chart of Accounts

Budget Error

Requisition Workflow

Requisition Workflow

Requisition Workflow Budget Approvals from Cost Center/Project ID’s (Grants & Capital) Grant approval includes PI (Principle Investigators), PM (Project Manager, if applicable), and RSC (Research Service Centers) Capital Project approval includes designated PM (Project Managers) Commodity Approvals include: X-Ray/Laser equipment – approval by EHSRM Research animals, equipment & accessories – approval by LARC Office Vehicle purchases – approval by Facilities FLEET Office Facility Construction Services – approval by Facilities EPM Office Foreign Vendor Approval includes ORI (Office of Research Integrity)

Desktop Receiving

Match Exceptions

Purchasing Forms and Instructional Guides. http://www. utsa Revised - 1/21/16

Creating a UTShare Requisition (Hands on) Revised - 1/21/16

Resources and Contacts Revised - 1/21/16

PeopleSoft Support and Sustainment Center Contact Us – Reaching the PSSC Your Single Point of Contact (SPOC) The PSSC is ready for your PeopleSoft questions! 2 ways to contact us: Telephone: 210-458-SPOC (458-7762) Go to UTShare Website: www.utsa.edu/UTShare, link to the SPOC icon for the PeopleSoft ticketing system Questions raised now through post-go live helps PSSC establish a comprehensive knowledge base and appropriate Service Levels! Revised - 1/21/16

Training Resources PeopleSoft Sustainment Center UPK’s – ePro/Purchasing Business Process Guides Face-to-Face Classes Purchasing Office “How To” Instructional Guides Online reference material Revised - 1/21/16

Contacts Purchasing Office Central Receiving Call: 458-4060 Email: purchasing@utsa.edu Purpose: answer questions related to requisition business processes Central Receiving Call: 458-4127 (Main Campus) 458-2780 (DT or ITC Campus) Email: crw@utsa.edu Purpose: answer questions related to receiving business processes Revised - 1/21/16

Questions

Thank You! Revised - 1/21/16