Purchasing Goods and Services using UTShare

Agenda Create a Requisition 7 UTShare Purchasing Terminology 23 Interim Approval Process 4 Creating a Requisition Overview 5 Course Objectives 1 Purchasing Forms and Instructional Guides 6 Summary & Resources 7 Revised - 5/7/15

COURSE OBJECTIVES PROCUREMENT USING UTShare  Identify and apply new UTShare Purchasing Process and Terminology.  Discuss and demonstrate the interim Requisition Approval process  Outline and breakdown creating a requisition from a high level overview  Review and evaluate Purchasing forms and instructional guides. REQUISTION IN UTShare  Demonstrate and build a UTShare Requisition. Revised - 5/7/15

Business Process Impact (BPI) An icon to highlight a change to current business process Look for these icons on slides throughout the course Interim Processes (IP) An icon to indicate an interim process during Go-Live Revised - 5/7/15

UTShare Procurement Terms

UTShare Purchasing Terms  Module – a component within PeopleSoft, to be combined with other modules.  eProcurement (ePro) Module – a module within PeopleSoft to generate requisitions, punch- out catalog orders, and receive goods/services.  Desktop Receiving – a process of the eProcurement Module that allows end users to receive goods/services for orders. Revised - 5/7/15

UTShare Purchasing Terms (Cont’)  Purchasing Module – a module within PeopleSoft that allows Purchasing more purchase order options when process high dollar requisitions.  This module will also be used to create Change Order Requests by Purchasing.  Receiving – a process of the Purchasing Module that allows Central Receiving to receive goods/services for orders.  Return to Vendors - a process of the Purchasing Module that allows Central Receiving to return goods. Revised - 5/7/15

UTShare Purchasing Terms (Cont’)  SpeedCharts – Shortcut key that populates data into the financial accounting lines for most financial transactions (such as vouchers and requisitions) within 48 hours.  SpeedCharts greatly increase data efficiency by reducing the number of keystrokes required to enter frequently used ChartField combinations.  Workflow – an electronic process that routes a requisition through financial approvals before a requisition can be sourced to a purchase order. Revised - 5/7/15

 Process – A term used to describe a series of actions directed to some end.  Budget Check – an electronic process that checks funds availability.  When a requisition is Budget Check, a pre- encumbrance is created.  When a Purchase Order is Budget Check, the pre-encumbrance is reversed and an the encumbrance is generated. UTShare Purchasing Terms (Cont’) Revised - 5/7/15

 Source Requisition to Purchase Order – an electronic process that converts an approved requisition to a purchase order.  Dispatch – an electronic process that releases an approved Purchase Order. UTShare Purchasing Terms (Cont’) Revised - 5/7/15

UTShare SharePoint: Interim Requisition Approval Process

Creating a UTShare PeopleSoft Requisition * High level overview

Creating a Requisition Revised - 5/7/15

Vendor Selection Revised - 5/7/15

Vendor Selection Revised - 5/7/15

Vendor Selection Selecting a vendor in PeopleSoft is extremely important as it affects payment process End users must use the SHARED vendor location, even if the correct vendor address is not listed in the search option To correct an address on a purchase order, please contact your designated Department Buyer. Revised - 5/7/15

UTShare – Category (Commodity) Code Search Revised - 5/7/15

UNSPSC (United Nations Standard Products and Services Code) coding will be used in UTShare. This coding system is a global standard for categorizing goods and services. Codes are now 8 digits: 2 Digit Segment (Aggregation of Families) 2 Digit Family (Familial Grouping) 2 Digit Class (Grouped by Function) 2 Digit Commodity (Product or Service) UNSPSC Website: NIGP becomes UNSPSC (con’t) Revised - 5/7/15

UNSPSC.org Revised - 5/7/15

Entering Line Item Revised - 5/7/15

Line Item Detail Revised - 5/7/15

Review and Submit Revised - 5/7/15

Chart of Accounts Revised - 5/7/15

Budget Error Revised - 5/7/15

Desktop Receiving Revised - 5/7/15

Match Exceptions Revised - 5/7/15

Purchasing Forms and Instructional Guides

Creating a UTShare Requisition (Hands on)

In this course we covered: 1.New key concepts and how they are applied to the new UTShare purchasing processes 2.The interim requisition approval process and using UTShare SharePoint 3.Review Purchasing forms and instructional guides 4.Overviewed and created a PeopleSoft requisition Summary Revised - 5/7/15

Resources and Contacts

PeopleSoft Support and Sustainment Center Contact Us – Reaching the PSSC Your Single Point of Contact (SPOC) The PSSC is ready for your PeopleSoft questions! 2 ways to contact us: 1)Telephone: SPOC ( ) 2)Go to UTShare Website: link to the SPOC icon for the PeopleSoft ticketing system Questions raised now through post-go live helps PSSC establish a comprehensive knowledge base and appropriate Service Levels! Revised - 5/7/15

Training Resources PeopleSoft Sustainment Center –UPK’s – ePro/Purchasing –Business Process Guides – Face-to-Face Classes Purchasing Office –“How To” Instructional Guides –Online reference material Revised - 5/7/15

Contacts Purchasing Office –Call: – –Purpose: answer questions related to requisition business processes Central Receiving –Call: (Main Campus) (DT or ITC Campus) – –Purpose: answer questions related to receiving business processes Revised - 5/7/15

Questions Revised - 5/7/15

Thank You!