September 21, 2017 Carmen Connect Webinar Audio – 1-877-820-7831 code:484159#

Housekeeping Items All lines will be muted *6 to unmute your line to ask a question *6 to mute your line after you are done speaking The leads will be monitoring the questions via the chat boxes, please feel free to ask questions there.

Agenda PSSC Staff updates eStores updates Pcard Reminders Signatures on Contacts eStores Accepting a Myquote Open PO’s

Website http://u.osu.edu/pssc Staffing No current updates. Next Call October 19, 2017 @ 10:00 AM

eStores New Supplier Websites Johnstone Supply – HVAC equipment & supplies; Quotes can be retrieved from the Find Quote link at the top of the catalog landing page Loeb Electric – Replaces their hosted catalog. Along with a comprehensive product selection to match the new OSU contract, this supplier website includes a quote pick-up feature called "Open Bids" located under the My Account menu on the landing page. Users can also save wish lists on the site for future reference and share copies of quotes via email. The hosted catalog from Loeb Electric has been removed from eStores. Additional information can be found at https://it.osu.edu/news/2017/09/10/supplier- websites-johnstone-supply-and-loeb-electric

eStores New Hosted Catalogs Aable Rents – Tent Rental BBJ Rentals – Specialty linens Posh Events – event staging Real Zeal – temporary staffing for dining and catering services

Pcard Reminders Pcard Logs – Managers of Department cards must maintain a Pcard Log Records the chain of custody when the card is checked out Is a reminder system of who used the card and when Can be used as a tracking mechanism for cycle spend Allows you to track what eRequest or eTravel are associated with each transaction Is required by University Policy Must be kept within the University’s retention policy guidelines (4 years) The PSSC version of the log can be found at http://u.osu.edu/pssc/forms/ May be used to send transaction information to the PSSC

Pcard Reminders Pcard Approvals- What is required? PSSC is required to approve each non-Travel related Pcard transaction in the Financial System no later than 30 days from the transactions reallocation deadline. Travel related transactions must be approved within 30 days from the end of the month in which the trip was completed. Documentation must be attached to the eREquest or eTravel system to substantiate each transaction Itemized receipts – must be legible Lists of attendees (when applicable) Packing slips (Goods shipments over $75) or confirmation of receipt of goods

Pcard Reminders Pcard receipt documentation and collection is the responsibility of the Pcard manager The card manager has the authority to deny usage of the card Transactions that aren’t fully support with appropriate documentation by the approval deadline will be marked as Exceptions and must be logged in the department’s exception log.

Purchasing Contract Signatures Allow 2-3 weeks for the contracts to be finalized If the event is already taken place (ATF) the contract will not be signed Continue to submit contracts through eRequest and the PSSC will work with purchasing for the signature Purchasing may have questions for the department or the vendor that will need to be answered prior to signature.

Once the quote is approved it can only be used one time MyQuote Quotes through MyQuote submitted by the vendor must be approved by the Purchasing Department’s commodity managers prior to being pulled in to eRequest. Once the quote is approved it can only be used one time If the quote is pulled into the eRequest and then the eRequest is not saved, the quote needs to be reapproved by the eStores team. The eRequest for the purchase shouldn’t be created until the MyQuote is approved by Purchasing. MyQuote user guide can be found http://osustores.osu.edu/FileStore/User%20Guides/My%20Quote%20User%20Guide.docx

PO Closures Start looking at open PO report eReports Financials General Procurement Reports POB101DW-Purchase Order Report Can run the report by the through Due date so that you capture any open PO before your selected Due date (I.e. 06/30/2017). Select the summary pivot report to get each PO that is open as one line on the report Select the detailed pivot report to have each line of each open PO appear on the report Send Excel worksheets of the PO’s needing closed to your designated unit email box for the Service Center to Close

PO Closures Areas with Open PO’s (with Due dates of 6/30/2017 or older) Student Life – 3824 Business & Finance – 3680 OAA – 1912 University Advancement – 134 Human Resources – 118 College of Law – 112 Legal Affairs – 58 John Glenn College – 58 President – 17 Government Affaris – 12 Board of Trustees - 5

PO Closures Areas with Open PO’s (with Due dates of 6/30/2017 or older) Top 10 Dnodes: D5118 – 3432 D5242 – 1238 D5206 – 1045 D5288 – 305 D5280 – 192 D5290 – 188 D4012 – 184 D3200 – 178 D4560 – 172 D4272 – 152 Sum of all open PO balances (with due dates of 6/30/2017 or older) $136,800,366

Questions?

Thank You!