PURCHASING PeopleSoft P2P Presenter: Lane Brinson, Assistant Director of Purchasing

PURCHASING PO Accuracy and Match Exceptions Communication with Vendors Freight Charges PO Encumbrances from DEFINE PO Accuracy and Match Exceptions Communication with Vendors Freight Charges PO Encumbrances from DEFINE

PO Accuracy and Match Exceptions – –“Match Exceptions” occur when PO and Voucher information does not match – –Care should be taken to ensure requisitions are entered accurately – –Purchase orders must match invoices exactly to prevent “match exceptions” on the voucher – –Double check vendor, unit of measure, unit price – –Avoid combining items that will be invoiced as separate line items – –“Match Exceptions” occur when PO and Voucher information does not match – –Care should be taken to ensure requisitions are entered accurately – –Purchase orders must match invoices exactly to prevent “match exceptions” on the voucher – –Double check vendor, unit of measure, unit price – –Avoid combining items that will be invoiced as separate line items

Communication with Vendors – –Inform vendors about UT Share/PeopleSoft and the need for accurate invoicing – –Invoices MUST match Purchase Orders exactly – –Include suggested paragraph in all requisitions See Important Vendor Notification on the website – –Use both and verbal vendor communication – –Inform vendors about UT Share/PeopleSoft and the need for accurate invoicing – –Invoices MUST match Purchase Orders exactly – –Include suggested paragraph in all requisitions See Important Vendor Notification on the website – –Use both and verbal vendor communication

Freight Charges – –Request a “Not to Exceed” freight charge when obtaining quotes – –Ensure a line item for the “Not to Exceed” freight charge is placed on the requisition – –Freight charges not appearing on PO will not be paid without a justified change order – –“Account” code must be added to line item on the requisition for freight.

PO Encumbrances from DEFINE PAYMENTS USING PURCHASE ORDER – –Purchasing will enter open Purchase Orders – –Includes all PO encumbrances over $5,000 and encumbrances for controlled/capital assets – –Legacy PO Numbers will be utilized – –POs will be entered as invoices are received PROCARD PAYMENTS – –Presented in Following Slides

Purchasing Contact Information – – – –Phone: – –Yvette Medina – –Phone: – – – –Lane Brinson – –Phone: – –

Questions?