eProcurement Breakout Session UWSA Problem Solver Denise McDonald - dmcdonald@uwsa.edu

eProcurement Breakout Session Agenda eProcurement Overview eProcurement Role Definitions eProcurement Requester Creates Requisition Reviews Status of Requisition eProcurement Approver Approves Requisition eProcurement Buyer Provides Final Review and Budget Checks Requisition Expedites Requisition to Purchase Order Dispatch PO to Supplier for Fulfillment

eProcurement Currently, UWSYS and UWADM are the only institutions using ePro. Upgrade includes implementation of ePro for institutions with the same workflow requirements: UWLAC UWMSN (RSP) UWRVF UWGBY (Facilities) Benefits Creates efficiencies in the purchasing process by implementing electronic workflow Streamlines approval process by allowing a requester to create and submit a request for purchase electronically, thus eliminating the current manual paper process Permanent record of approvals in the system

eProcurement Roles eProcurement Requester (Dynamic Role) All SFS users can enter requisitions in the system. Enters chart field information. eProcurement Approver (Dynamic Role) Approves requisitions. Individuals identified as department approvers will automatically have the security to approve requisitions. eProcurement Buyer (Requires Security Form) Provides final revision and approval of a requisition. Triggers the creation of the PO and the dispatch to the Supplier for fulfillment. eProcurement Business Unit Administrator The responsibilities of this role have been added to the existing BU Administrator role. Responsibilities include Approver table maintenance as well as re-routing of requisitions should an approver be unavailable.

eProcurement Requester Log into SFS to Create eProcurement Requisition eProcurement Requisitions are created in SFS. Most people use SFS to enter and/or approve Expense reports. This is the same system. If you are not a current SFS user, go to the below link to access SFS. https://portal.sfs.wisconsin.edu If you have trouble logging in, please reach out to your Business Unit Administrator or contact Security using the below link. https://www.wisconsin.edu/sfs/security/

eProcurement Requester

eProcurement Requester Navigate to Requisition Page Navigator > eProcurement > Requisition

The Requester goes to Navigator

eProcurement

Requisition

Defaults can be changed on the Requisition. Requisition Settings This can be the first step when creating requisitions, but it is not required. Requisition settings are requisition specific. It allows the Requesters to select Line, Shipping, and Distribution defaults per requisition. The defaults will apply to all requisition line item(s), but can be changed if necessary. This is similar to PO Defaults. Defaults can be changed on the Requisition. Requester navigates to the Create Requisition Page to create the Requisition Navigator: eProcurement > Requisiton Click Requisition Settings Hyperlink from the Create Requisitions Page Click to set up the Requisition Settings before selecting the method to create the requisition. These settings will create the defaults for the requisition.

Enter Line and Shipping defaults

Enter chart field defaults Click OK after entering all Defaults Benefit of Requisition Settings Inputs feed into the requisition lines Makes requisition creation more efficient

Special Request most common method to create requisition Special Request most common method to create requisition. Other options will be available once you start creating requisitions. Select a Method to Create Requisition. Special Request is most common.

Enter the Item information and click Add to Cart

After Add to Cart is selected, the Shopping Cart will be created. If done selecting items, click Checkout.

Revie the requisition from the Checkout – Review and Submit page. If it looks good, you can scroll down.

If requisition is not ready to be submitted, click the Save for Later button at the bottom of the page. Requisition will be saved at an Open Status. You can come back and complete the requisition at a later date from the Manage Requisition page, using the Edit Action If ready to submit the requisition, click the Save and Submit button at the bottom of the page. This will submit the requisition for approval.

The Confirmation Page lists the workflow approvers.

Manage Requisition Page After the requisition is created, the requester can check on the status of the requisition from the Manage Requisition Page. Navigation: Navigator > eProcurement > Manage Requisition

Manage Requisition Page can also be used to complete Actions on the Requisitions. For Example, select Edit to complete requisitions that were “Saved For Later.”

eProcurement Approver After the requisition is Saved & Submitted, the requisition will route for approval, per the department(s) on the chart fields. The department manager(s) will receive an email indicating a requisition line has been entered which requires your attention. Click the link to review the requisition for approval

eProcurement Approver Approvers in the workflow will receive an email notification. The link in the email will take the Approver directly to the Requisition Approval page.

The Requester will receive an email when the requisition is Fully Approved. Clicking the link will take the requester into SFS to view the approvals

eProcurement Buyer Once the Requisition is Fully Approved, the Buyer can begin the process to create the purchase order (PO). After approving the requisition the, Buyer can manually perform the below steps. Budget Check Requisition Only if all lines of the requisition have been Approved Batch Job scheduled to Budget Check 2x a day (noon and 10:00 pm) Expedite Requisition to a Purchase Order Batch Job can be set up to expedite requisition to Purchase Order PO Auto Source set up for UWMSN to run daily at 9:00 am Complete Purchase Order creation Make any necessary modifications Approve and Budget Check Purchase Order Dispatch Purchase Order to the Supplier for fulfillment. Most campuses have batch jobs set up to dispatch POs

eProcurement Buyer

eProcurement Buyer Click the Manage Requisitions Page to Budget Check the Requisition

eProcurement Buyer Select “Check Budget” from the Action Menu and Click Go

eProcurement Buyer After the Budget Check job completes, the Approved Requisition will be at a “Valid” status. The Approved Requisition can now be expedited to a Purchase Order.

eProcurement Buyer Click the Expedite Requisitions link from the Buyer WorkCenter. Enter Search Criteria and Click Search

eProcurement Buyer Select requisition(s) to expedite. Verify Supplier Enter Default Buyer, if field blank Check box to Build POs as Approved Click Submit to run the PV_PO_Create Process. Click “Go to Process Monitor” link to view status of Process

eProcurement Buyer Status of Success and Posted indicates PO has been created Go to the Sourcing Workbench to access created PO

eProcurement Buyer Click Procurement Processes from the eProcurement section of the Buyer WorkCenter

eProcurement Buyer Click Sourcing Workbench Link

eProcurement Buyer Enter Search Criteria and click Search. Stg Status of “Completed” indicates Purchase Order has been created Requisition will be listed with created Purchase Order ID Click Purchase Order Hyperlink to go directly into created Purchase Order. You can also take note of the PO ID and go into the Express or Regular Purchase Order page

eProcurement Buyer The Maintain Purchase Order page will be displayed Make any necessary updates to the PO After all the updates are completed Budget Check and Dispatch the PO

eProcurement Buyer PO is Approved, Budget Checked, and Dispatched to Supplier for fulfillment.

Questions? UWSA Problem Solver Denise McDonald - dmcdonald@uwsa.edu