RazorBuy University’s new procurement system Review and Approval of Purchase Requisitions

Overview of RazorBuy New Roles Approval process – RazorBuy and BASIS Getting Started

RazorBuy Home Page

New Roles Shopper – person(s) designated within your department to perform the shopping duties – adding items to a cart. Requester – person(s) designated within your department to create the Purchase Requisition (PR). This person may assign or change accounting information; may add line items or change quantities of existing lines; may also be a shopper. This person must have a BASIS (Admin) id since he/she will be the initiator of the transaction.

Combining Carts and Vendors Requester may combine shopping carts (within the same department) when creating the purchase requisition Multiple vendors are allowed on the same purchase requisition

BASIS RazorBuy Log In Create PO Departmental Review (Optional) Departmental Review (Optional) Send Via: cXML EDI Fax Portal Send Via: cXML EDI Fax Portal Login Shop (Shopper) Create Req. (Requester) Approvals Create PO Transmit PO Create Requisition Target Chain Approvals Create Requisition Target Chain Approvals Encumber Funds Encumber Funds RazorBuy/BASIS Integration Scenario Punch-out Catalogs Punch-out Catalogs Custom Forms Custom Forms Non-Catalog Items Non-Catalog Items Hosted Catalogs Hosted Catalogs Create Purchase Req Create Purchase Req PO Create PO Create BASIS Additional Approvals: IT, Trademark & Licensing etc. Additional Approvals: IT, Trademark & Licensing etc. Approved Outbound Sync: Vendors and Accounting Information

TARGET Approval Process In order to maintain good internal controls and oversight of departmental funds - the decision has been made to export all RazorBuy requisitions into BASIS to utilize the TARGET routing for approvals.

New review criterion A new TARGET review criterion is being developed to streamline REQT approvals. Applies to REQT transactions only New review criterion will have an additional tier for approvals that is designed to assist in streamlining the approval of small dollar purchases. TARGET policy rules apply

New levels for REQT Greater than $10,000 Below $10,000 and above $1,000 $1,000 or less

Immaterial Review The immaterial review is broken into two groups – transactions $1,000 or less and those above $1,000 and less than $10,000. An opportunity to assign different reviewers to each of these groups or leave them the same.

RazorBuy offers a Departmental Review

Departmental Review (optional) Workflow (review) will be based upon the Company/BU of each of the cost centers. User based review No central administrative approval necessary Please keep in mind that if a person is designated as a reviewer in RazorBuy and TARGET – that person will have to review/approve in both applications.

Advantages of Departmental Review Allows users to make revisions to the purchase requisition. Provides more flexibility for setting up substitutes (i.e. proxy). Permits the lower level review to be performed within RazorBuy. Allows users to review and approve purchase requisitions via (the user will enter his/her PIN for identification and security).

Example of Workflow The PR Validation to BASIS is the integration point to export the RazorBuy requisition to BASIS for TARGET approval Departmental Approval – optional workflow within RazorBuy

Information Needed New review groups for REQT (BASIS TARGET) Financial Affairs in consultation with each college/unit will build the new review groups  Departments will be encouraged to  Simplify the new review as much as possible  Utilize the various levels (3 tiers) Departmental review (RazorBuy)  Consider your options  Consider performing lower level reviews here  Review is user based

Suggestions for managing this information How to manage RazorBuy users – shoppers, requesters, and departmental reviewers ◦Departmental Liaison How to communicate changes, such as terminations, changing positions ◦BASIS notification How to request new users

Need your assistance! Shoppers - identify employees/affiliates for this role Requesters – all UPS users who have logged in recently? Other criteria? Must have a BASIS id Departmental Review – do you want to use? New REQT review chains – identify the reviewers and levels

Thank You!