CUNYfirst eProcurement Workshop Part 1: How to Buy The Office of Institutional and Academic Programs 1160 Boylan Hall 718.951.5102

Topics What is eProcurement? eProcurement Workflow Chartfields Budget Query Create and Submit Requisitions Purchase Requisition Approvals Track and Manage: eProcurement Notes

What is eProcurement? CUNYfirst eProcurement is a self-service purchase requisition module that allows end users to control their OTPS spending. End users may submit and track their requests throughout the procurement process.

eProcurement Workflow

Requesting and Procuring Goods and Services (How to Buy) Requester: Check the budget Create and Submit a purchase requisition Supervisor/Approver: Review and approve requisition Office of Purchasing and Contracting: Assign purchase requisition to a Buyer Buyer works on procuring items/services Create and approve a purchase order

eProcurement Checklist Check Budget Create and Submit Requisition Approvals Track and Manage Create and Submit Receipt

Chartfields Most departments have a Tax-Levy budget. Each Tax-Levy budget is represented by a combination of numbers called ‘chartfields’ Your chartfields can be found by using the Chartfield Crosswalk. Every eProcurement user has a default set of chartfields, which can be modified as necessary.

Chartfield Crosswalk Navigate to: Brooklyn.cuny.edu/budget > Resources > Instructions and Guidelines > CUNYfirst Chartfield Crosswalk

Budget Query Navigate to: home.cunyfirst.cuny.edu > Login > Financials Supply Chain > Reporting Tools > Query > Query Viewer

eProcurement Checklist ✔ Check Budget Create and Submit Requisition Approvals Track and Manage Create and Submit Receipt

Create and Submit Requisition Navigate to: home.cunyfirst.cuny.edu > Login > Financials Supply Chain > eProcurement > Create Requisition

Category Crosswalk Navigate to: brooklyn.cuny.edu/budget > Resources > CUNYfirst OTPS Category Crosswalk

eProcurement Checklist ✔ Check Budget Create and Submit Requisition Approvals Track and Manage Create and Submit Receipt ✔

Approvals Navigate to: home.cunyfirst.cuny.edu > Login > Financials Supply Chain > Worklist

eProcurement Checklist ✔ Check Budget Create and Submit Requisition Approvals Track and Manage Create and Submit Receipt ✔ ✔

Track and Manage: eProcurement Notes Navigate to: brooklyn.cuny.edu > WebCentral > E-Services > Restricted Administrative Applications > eProcurement Notes

eProcurement Checklist ✔ Check Budget Create and Submit Requisition Approvals Track and Manage Create and Submit Receipt ✔ ✔ ✔

eProcurement Checklist ✔ Check Budget Create and Submit Requisition Approvals Track and Manage Attend eProcurement Workshop Part 2: How to Pay! Create and Submit Receipt ✔ ✔ ✔

Contacts Regarding a specific requisition or purchase order: eProcurement Notes (BC WebCentral) Budget: ext 5220 Michael Lanza (mlanza@brooklyn.cuny.edu) Tax Levy Budget Reports (tlbr@brooklyn.cuny.edu) CUNYfirst Requisitions: ext 5116 David Gretah (dgretah@brooklyn.cuny.edu) Trainings: ext 1550 / 5102 Patrick O’Connor (patricko@brooklyn.cuny.edu)

Register for our other classes! Introduction to Purchasing eProcurement Workshop 2: How to Pay (Receipts) Introduction to Travel & Expense Travel & Expense Workshop Brooklyn College Knowledge