INTRODUCTION TO ePROCUREMENT

eProcurement Class Agenda Introductions Benefits of eProcurement Orientation to eProcurement Terms youll hear Place an order using hosted and punchout catalogs Order status definitions Searching (basic and advanced) eProcurement reports

Introductions Name Department Primary products youll purchase, or currently purchase Level of familiarity with eProcurement

eProcurement Benefits Pre-negotiated Contracts – Volume and Non-volume pricing discounts – Frequently no delivery charge – Dedicated support staff – Better return policies Quotes (scientific, technology & furniture) Helps with reconciliation & records retention Links to online invoices from MyFD

Orientation to eProcurement My Documents: Show the status of an order To Do: Appears if you are a watcher or approver (defined later) Search Area for orders, not products Start placing an order & search for suppliers

eProcurement Access Any staff UW NetID can place an order – Pre-Approved Preparer – Approver – Watcher Must contact Administrator if you need one of the roles above LEARN MORE: /eprocurement//roles

Terms Youll Hear & Use Requistion: Internal number given to an in-process order. Not seen by suppliers. Purchase Order: External number given to suppliers to confirm placement of order. How suppliers track an order. Punchout Catalog: Users are directed to a supplier website to search for and order products. Hosted Catalog: Catalog items stored within Ariba. Searching for, and ordering, products is performed within eProcurement module.

eProcurement Demonstrations PurposeVendorNotes Demo #1Simple Punchout Catalog Order Office Depot____________________________ ____________________________ Demo #2 Hosted Catalog Changing budget # Changing address Split accounting Changing quantities Haakenson____________________________ ____________________________ Demo #3 Machine & Equipment (M&E) Adding labels Adding Project Cost Accounting (PCA) VWR International ____________________________ ____________________________

Order Status Definitions & Process Order StatusComposingSubmittedOrdered This means that the order……….. has not been submitted, or released to the supplier. has a requisition ID for internal purposes has not yet been approved by ASTRA authorized approver has a requisition ID for internal purposes has been submitted to the supplier and has either an EI or EP PO number (found on the order summary) will have both a requisition ID and a Purchase Order #

Searching for Orders Order # Requisition # Labels NOTES: _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________

Advanced Search Search by NetID – Supplier – Period of time NOTES: _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________

eProcurement Reports Hugely helpful reports! – Invoicing – Prior orders by commodity NOTES: _______________________________________ _______________________________________ _______________________________________ _______________________________________ _______________________________________

Who to Contact and When? Supplier See supplier attribute guide erce/eprocurement/suppliermatrix IMPORTANT: Youll need to provide them with the Purchase Order # (eg: begins with EI or EP) erce/eprocurement/suppliermatrix Procurement Customer Support or Shipment is delayedSystem problem Product identificationHelp using Ariba* (editing orders, reconciling, applying labels, retrieving quotes, etc) *does not include eTravel Product returnsAdvanced reporting Customized quotesDelayed invoicing

Mighty Helpful Resources Supplier Attribute Guide – /fm/ps/ecommerce/epro curement/suppliermatrix /fm/ps/ecommerce/epro curement/suppliermatrix eLearnings – /fm/ps/ecommerce/epro curement/onlinetrain /fm/ps/ecommerce/epro curement/onlinetrain Quick Guides – /fm/ps/ecommerce/epro curement/documentation /fm/ps/ecommerce/epro curement/documentation

Super Dooper Important Homework! Set up user profile – ps/ecommerce/eprocuremen t/documentation ps/ecommerce/eprocuremen t/documentation Fill out our post-class survey (youll get an from us).