Teresa Page Kistie Manders Dave Register Kate Smith 9:45 am 9/14/18 Procurement from A to Z Teresa Page Kistie Manders Dave Register Kate Smith 9:45 am 9/14/18

Agenda Procurement Contract functionality Travel & Expense Update Decisions Security Roles & User Preferences Demo Testing & Roll out Travel & Expense Update Accounts Payable Update Purchasing Update

Procurement Contracts Procurement Contract functionality allows you to enter basic contract information in to PeopleSoft, once the contract has been finalized, so that you can track spend against it. This functionality does NOT assist in the creation of or execution of a contract.

Procurement Contracts Decisions Institutions will use a shared SetID for procurement contracts – ‘POCON’. Institutions will add/maintain their agency contract information in the POCON SetID. Institutions will need a Contract Administrator. This person will add/maintain the agency contract information. Contract Admins will have authority to view and edit any contract entered in the POCON SetID, even if it was entered by a different institution. Admins will need to be careful to only update contracts that have been entered for their institution. BOR & Statewide contracts will be added/maintained by the system office in the POCON SetID.

Procurement Contracts Decisions Institutions must use the SHARE SetID suppliers in order to use the procurement contract functionality. Procurement Contracts entered by the Institution will have a Contract ID that begins with the first 2 digits of their Business Unit. The contract ID field allows for 25 characters. BOR contracts that are available for all to use will begin with a different identifier, still to be decided. Statewide Contract ID’s will not be changed and will be entered into the system in the same format as they are received.

Procurement Contracts Security Roles & User Preferences Roles: BOR_PO_CONTRACT_ADMIN – Contract Administrator BOR_PO_CONTRACT_INQUIRY – Those who need inquiry access for Procurement Contracts BOR_PO_CONTRACT_REPORTS – Those who need access to reports User Preferences: Procurement link > Contract Process link – here you will define default options as well as the type of action a Contract Admin can take

Procurement Contracts DEMO

Procurement Contracts When can I start?! Institutions should plan to test in the FPLAY environment. Available for testing mid December, once configuration is setup following the refresh of FPLAY due to the application of Release 5.40 Institutions to let ITS know when they are ready to begin testing, following the application of REL 5.40. USO will begin loading BOR contracts and Statewide contracts shortly, to ensure they are available for use in January.

Questions?

Travel & Expense

Travel and Expense Support Kate Smith Kate joined ITS in 2012 supporting the Travel and Expense module and is transitioning to the General Ledger and Commitment Control modules. Prior to joining ITS, she served in various roles in consumer banking and college administration. Kate received a Bachelor of Arts degree in Business Administration from Piedmont College. Kristi Bradshaw Kristi has been employed with ITS for over 3 years. She has supported the General Ledger and Commitment Control modules and is transitioning to the Travel and Expense module. Prior to joining ITS, Kristi spent over 20 years in the banking industry, serving in various roles.

Annual Maintenance Release 5.40 Updates Introducing Classic Plus pages Hybrid between existing Classic and Fluid Classic Plus present throughout Travel and Expenses Slightly different look but same page layout

New Classic Plus Pages – Create Travel Authorization Classic Classic Plus Note the new Reference field… this field has been present on Expense Reports for some time. We do not use the Reference field, so just leave it blank.

New Classic Plus Pages – View Travel Authorization

New Classic Plus Pages – View Travel Authorization

New Classic Plus Pages – View Travel Authorization

New Classic Plus Pages – Create Cash Advance

New Classic Plus Pages – View Cash Advance

New Classic Plus Pages – View Cash Advance

New Classic Plus Pages – Create Expense Report Classic Classic Plus

New Classic Plus Pages – Print Expense Report

New Classic Plus Pages – View Expense Report

New Classic Plus Pages – View Expense Report

New Classic Plus Pages – View Expense Report

New Classic Plus Pages – Expense Processing

New Classic Plus Pages – Authorize Expense Users

New Classic Plus Pages – Reassign Approval Work

Annual Maintenance Release Preparation Fully approve OR send back all transactions No transactions should be in workflow

New Query BOR_EX_DESIGNATED_APPROVERS Returns all employees with a Designated Approver. Available now in FPROD.

Travel and Expense Payment Processing

Expense Report Payment Process

Expense Report Void/Reissue Payment Process

Tips and Tricks To populate today’s date, enter a “T” or “t” in any date field in PeopleSoft Financials. Click Save and today’s date will populate.

Tips and Tricks Expense Reports on Hold Hold will not allow end of month reset of accounting date BOR Menus > BOR Expenses > BOR EX Month End > Reset Expense Report Hold will prevent budget checking

Questions?

Accounts Payable

Accounts Payable - Payment Request Payment Request provides a self-service option for users to submit non-Purchase Order invoices to Accounts Payable for the payment of approved Suppliers. Approved Payment Requests may be processed into vouchers using the Voucher Build batch process. Implemented in our spring 2018 release. Currently used by FVSU and GSU. ASU to implement soon.

Security Roles for AP Payment Request BOR_PAYMENT_REQUEST: User enters and submits Payment Requests BOR_PAYMENT_REQ_APPR: Department Manager and Ad Hoc Approver role BOR_PAYMENT_REQ_AMOUNT_APPR: Special Approver for Amounts over $2,500.00 BOR_PAYMENT_REQ_AP_APPR: AP Approver (final workflow Approver) BOR_PR_ADMINxx: Payment Request Administrator (Reviewer)

Entering Payment Requests Step 1: Summary Information Business Unit is required. Invoice Number is required. Invoice Date is required. Cost Sub-Total is required. Attached Invoice is required.

Entering Payment Requests Step 2: Supplier Information Supplier ID is required. Only approved Suppliers are allowed. Use Supplier search to choose Location.

Entering Payment Requests Step 3: Invoice Details Add lines to enter Line info and Accounting Details. Line amount is required. Distrib line amount is required. Required fields: Account, Fund, and Bud Ref.

Entering Payment Requests Step 4: Review and Submit Select the Review button to review PR details. Select Previous/Next buttons to edit Payment Request. Select the Submit button to submit Payment Request.

Approval Workflow for AP Payment Request Department Approval: Payment Request routes to the listed Department Manager for the Department ID entered on Line 1, Distrib 1. Amount Approval: If the Payment Request total exceeds $2,500.00, it will route to an Amount Approver. AP Approval: Payment Request route to the AP Approver for final approval.

Accounts Payable – New for REL5.40 New workflow available for Voucher Fund Approval. Non-PO vouchers using specified Fund Codes will route for Voucher Fund Approval. Fund Codes to be used are institution-specific. Voucher Fund Approvers are pooled for all Fund Codes. New security role: BOR_VOUCHER_FUND_APPROVAL. Use of Voucher Fund Approval is optional. Change request presented by Clayton State and Middle Georgia State. Invitation will be sent out through the AP listserv for BU’s wishing to implement and list of Fund Codes to be used.

Accounts Payable – New for REL5 Accounts Payable – New for REL5.40 Classic Plus stylesheet changes the look of Accounts Payable Pages that will NOT change to Classic Plus: Match Workbench Regular Entry Pay Cycle Details Accounting Entries

Accounts Payable – New for REL5 Accounts Payable – New for REL5.40 Classic Plus stylesheet changes the look of Accounts Payable

Accounts Payable – New for REL5 Accounts Payable – New for REL5.40 Classic Plus stylesheet changes the look of Accounts Payable

Accounts Payable – New for REL5 Accounts Payable – New for REL5.40 Classic Plus stylesheet changes the look of Accounts Payable

Accounts Payable – New for REL5 Accounts Payable – New for REL5.40 Classic Plus stylesheet changes the look of Accounts Payable

Accounts Payable – New for REL5 Accounts Payable – New for REL5.40 Classic Plus stylesheet changes the look of Accounts Payable

Questions?

ePro & Purchasing

ePro & Purchasing – Release 5.40 Classic Plus is not enabled for most pages within eProcurement and Purchasing Exceptions would be approval pages and inquiry type pages No new Known Issues at this point Expect to resolve 2 Known Issues: KI9.2-71_PO: Unable to Create Amount Only PO via Express Purchase Order page KI 9.5-49_PO: Process Option Changes for Maintain Purchase Order and Express Purchase Order pages

Purchasing – Returning with REL5.40

ePro & Purchasing Month-End Process Checklist Created to assist users in completing month end processing Available on the GAFIRST website. Documentation > Documentation Index > Purchasing > Job Aids and Reference Documents Suggestions welcome!

ePro/GFM Amazon punchout now available in GeorgiaFIRST Marketplace Institutions should contact ITS when ready to complete live order testing Amazon will provide an overview training with buyers at institution (via webex) Amazon will provide a basic training to all requesters (via webex) Looking at implementing a punchout with Newegg

Questions?