University of Louisville Health Sciences Center Purchasing Order Form Training Originator Role April 2016

Things to Remember Look up feature- Magnifying glass Fields that have a magnifying glass next to them allows you to lookup information already in the system * The Asterisk Symbol All required fields have an asterisk next to them University of Louisville Health Sciences Center April 2016

Starting Your Purchase Order Select the “Add” button to start your SSC purchasing order University of Louisville Health Sciences Center April 2016

Completing Your Purchasing Form Notice some of your personnel information is already filled out You will need to fill in your phone number the first time you complete a request. Type your 10 digit phone number into the box with no formatting After the first time the system will remember this information The system will format your phone number once you save the form University of Louisville Health Sciences Center April 2016

Department Financial Analyst Look Up If you have more than one Department Financial Analyst - use the look up magnifying glass to select one University of Louisville Health Sciences Center April 2016

Vendor Information You can manually fill out the “Vendor Name” and “Address” information or use the look up magnifying glass to select one from the “Vendor Number ” list University of Louisville Health Sciences Center April 2016

Vendor Information the “Vendor Number ” look up will display all vendors in the system that the University utilizes University of Louisville Health Sciences Center April 2016

Vendor Location the “Vndr Loc” look up will display the vendors address you selected that is in the system University of Louisville Health Sciences Center April 2016

Vendor Location Now the vendor name and location has been populated by using the look up feature It would be best to finish all required fields before saving and then use the “Add Attachment” button University of Louisville Health Sciences Center April 2016

Ship To First fill in the required “Recipient” of this purchase University of Louisville Health Sciences Center April 2016

Ship To Then use the “Ship To Location” look up to select the address or manually enter University of Louisville Health Sciences Center April 2016

Ship To Manually enter the required “Phone” number Remember that you just enter the 10 digits without any formatting University of Louisville Health Sciences Center April 2016

Justification/Comments (Required) Manually enter your justification / comments Needed for research University of Louisville Health Sciences Center April 2016

Item(s) To Be Purchased Enter the Description, Quantity, and Unit Price manually University of Louisville Health Sciences Center April 2016

Item(s) To Be Purchased Use the look up feature to select the “UOM” (unit of measure) University of Louisville Health Sciences Center April 2016

Use The “Save” Button To Finish University of Louisville Health Sciences Center April 2016

Attachments Now that you have saved your work your ready to upload your quote University of Louisville Health Sciences Center April 2016

Attachments Only PDF, Word, Email, and Excel are accepted into the system “Add Attachment” to get the prompt to upload documents University of Louisville Health Sciences Center April 2016

Attachments “Browse” to find your document and then select “Upload” University of Louisville Health Sciences Center April 2016

Attachments You can either select the document to view or go ahead and press the “OK” button to complete your attachment setup University of Louisville Health Sciences Center April 2016

Attachments Notice it now says “Yes” next to Quote Attached University of Louisville Health Sciences Center April 2016

Attachments You can select the “Review Attachment” button to view your uploaded document - make sure you have pop-up windows enabled in your browser University of Louisville Health Sciences Center April 2016

Save Again University of Louisville Health Sciences Center April 2016

SSC Order Number Notice after saving you have an SSC Order Number Write this down if you need to track or look this order up again University of Louisville Health Sciences Center April 2016

Submit Order University of Louisville Health Sciences Center April 2016

Questions? University of Louisville Health Sciences Center April 2016

University of Louisville Health Sciences Center Purchasing Order Form Training Department Financial Analyst Role April 2016

Things to Remember Look up feature- Magnifying glass Fields that have a magnifying glass next to them allows you to lookup information already in the system * The Asterisk Symbol All required fields have an asterisk next to them University of Louisville Health Sciences Center April 2016

Once Request is Received via PeopleSoft workflow Ensure correct speed type, project, account code or category, and amount are designated for each item to be purchased If transaction involves a PSC or Subgrant, the associated contract must be referenced. University of Louisville Health Sciences Center April 2016

Attachments Only PDF, Word, Email, and Excel are accepted into the system “Add Attachment” to get the prompt to upload documents University of Louisville Health Sciences Center April 2016

Attachments “Browse” to find your document and then select “Upload” University of Louisville Health Sciences Center April 2016

Attachments You can either select the document to view or go ahead and press the “OK” button to complete your attachment setup University of Louisville Health Sciences Center April 2016

Attachments Notice it now says “Yes” next to Quote Attached University of Louisville Health Sciences Center April 2016

Attachments You can select the “Review Attachment” button to view your uploaded document - make sure you have pop-up windows enabled in your browser University of Louisville Health Sciences Center April 2016

Save Again University of Louisville Health Sciences Center April 2016

Make Note if Confirmation Only Make note if request is “Confirmation Only” University of Louisville Health Sciences Center April 2016

Submit Order Can this screenshot be used? University of Louisville Health Sciences Center April 2016

Questions? University of Louisville Health Sciences Center April 2016

University of Louisville Health Sciences Center Purchasing Order Form Training Shared Services Purchasing Role April 2016

Things to Remember Look up feature- Magnifying glass Fields that have a magnifying glass next to them allows you to lookup information already in the system * The Asterisk Symbol All required fields have an asterisk next to them University of Louisville Health Sciences Center April 2016

Determine Means of Procurement After receiving approved request and any applicable backup documents via PeopleSoft workflow, determine means of procurement (purchase order, pro card, or RFD) University of Louisville Health Sciences Center April 2016

Vendor Information You can manually fill out the “Vendor Name” and “Address” information or use the look up magnifying glass to select one from the “Vendor Number ” list University of Louisville Health Sciences Center April 2016

Vendor Information The “Vendor Number ” look up will display all vendors in the system that the University utilizes University of Louisville Health Sciences Center April 2016

Vendor Location The “Vndr Loc” look up will display the vendors address you selected that is in the system University of Louisville Health Sciences Center April 2016

Vendor Location Now the vendor name and location has been populated by using the look up feature It would be best to finish all required fields before saving and then use the “Add Attachment” button University of Louisville Health Sciences Center April 2016

For Pro Card Purchase Place order with vendor, unless a “confirmation only” order Reallocate speedtype and account code via PeopleSoft Financials and verify information before saving Validate ProCard bank statement to BA3 log and forward supporting documentation to SSC Finance for reconciliation University of Louisville Health Sciences Center April 2016

Questions? University of Louisville Health Sciences Center April 2016