Operations Information Exchange March 26, 2014 Banner Accounts Payable and Purchasing Jen Pastorek and Patty Peterson.

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Presentation transcript:

Operations Information Exchange March 26, 2014 Banner Accounts Payable and Purchasing Jen Pastorek and Patty Peterson

Accounts Payable Staff Dorene Spotts Fiscal Manager Payroll and Accounts Payable Megan Lindsey – AP, Travel Reimbursements Kelly Donovan – Pcards, Department audits Estella Parra (> 25 years) Diana Bressler (> 20 years) Ellen Yaffe (> 10 years) Students: Jackie Jones, ‘14 Social WorkEmily Kurfis, ‘15 Social WorkAmanda Dearmond, ‘15 Biology Maggie May, ‘16 History, Education Marissa Gibbons, ‘16 BusinessRebecca Soisson, ’16 Bioengineering Kristin Dohner, ’16 Rec Therapy

How much do we spend? Approximately 82,000 invoices and 104,000 Pcard transactions per year

What is changing and when? AP direct pay invoices will be processed in Banner instead of Lawson beginning mid-April Requisitions and PO’s (except for Hospital) will be done on the Banner system starting May 1st after training is completed All Hospital direct pays, PO’s and inventory will remain in the Lawson system

Benefits of the new system Electronic imaging of all invoices – all users will be able to drill-down from Banner self service expense query to get the invoice image Simplification of our electronic payments via ACH or wire transfer to vendors Real-time posting of invoices to our financial systems Paper-free invoice processing – save some trees and the hassle of piles of paper and filing cabinets

Access account activity through finance self-service – any internet connection

Drill into a document to see more detail Select View Document for the scanned image

Invoices, s, backup, notes can be scanned and attached

Electronic Requisitions Uses Banner Self Service Simple and intuitive 1 screen of entry Ability to now upload attachments (ie. Quotes, statements of work, any vendor information helpful for the order). Easy visibility as to where the requisition is in the process

Requisition Statistics All indexes, other than hospital, will account for approximately 2000 Purchase Orders annually Requester/Approver Information Break Down by campus Count of UserID CampusApproverTotal NAApprover29 HSCApprover164 Both22 Requestor31 MainApprover148 Both33 Requestor34 RemoteApprover3 Grand Total 464

Training Plan Week of 3/31 – Purchasing staff Week of 4/7 – Receiving staff Week of 4/14 – Requestors/Approvers Week of 4/21 – Approvers only Week of 4/28 – Breathe! GO LIVE – Thursday, 5/1/2014

Session Dates/Times MondayTuesdayWednesdayThursdayFriday :00 am - 11:00 am PURCHASING TRAINING 1:00 pm - 3:00 pm :00 am - 11:00 am PURCHASING & RECEIVING TRAINING 1:00 pm - 3:00 pm REQUESTOR/APPROVER TRAINING 9:00 am - 11:00 am COB0208 UC1600 1:00 pm - 3:00 pmUC1600 COB APPROVER ONLY TRAINING 10:00 am - 12:00 pm CC1300 2:00 pm - 4:00 pm CC No Training Go Live

Look for sign up information by week’s end QUESTIONS ?