1. Business Office Advanced Purchasing Hosted By MNPS Business Office Please Sign In 1

2. Computer Please sign on your computer using your own user name and password Open two tabs –Sign into EBS –Sign into P2P 2

3. Purchasing Department Introductions 3 Director of Purchasing Gary Appenfelder Contract Specialist Mace Neal Purchasing Manager Allan Gonce Purchasing Assistant Theresa Miller Purchasing Assistant Carnell Hughes Travel Agent Carmen Sparkman Contracting Officer Brad Wyatt Purchasing Assistant Donna Gosnell Purchasing Assistant Sara Nelson

4. What We Will Cover Finding PO Numbers in EBS (using a P2P requisition number) Exporting P2P Requisition Data to Excel Large Order Spreadsheets Requisition Status 4

5. Assumptions Access and navigate EBS Access and navigate P2P Employee Portal 5

6. Hands On Show you how and practice together 6

7. Finding PO Numbers in EBS Once a P2P requisition (aka web req) is approved by the principal or department head, overnight P2P communicates with EBS. The P2P requisition number then can be used to find the EBS requisition and PO number. 7

8. Finding PO Numbers in EBS Why would you need to find a PO number in EBS? Vendor didn’t include PO number on packing slip The PO number is not displayed in P2P All you have is the EBS requisition number 8

9. Finding PO Numbers in EBS Find the P2P requisition number 9

10. Finding PO Numbers in EBS After signing into EBS select Navigator Metro Task View Distribution MNPS Procurement Inquiries Purchase Order 10

11. Finding PO Numbers in EBS Select on the PO type 11

12. Finding PO Numbers in EBS Enter the P2P requisition number into the Related Order field Related Order is for the P2P requisition number Original Order is for the EBS requisition number 12

13. Finding PO Numbers in EBS Click on Find Scroll to Order Number column Here we see the PO number is 326741 13

14. Let’s Try It After signing into EBS select Navigator Metro Task View Distribution MNPS Procurement Inquiries Purchase Order Purchase Order Inquiry – Local (OH) 14

15. Let’s Try It Your screen should look like this 15

16. Let’s Try It Use P2P requisition number 46535 OH Find the PO number What did you find? 16

17. Let’s Try It 17 The answer is PO number is 266646 Bonus question, find the EBS requisition number EBS requisition is 45620 (Original Number)

18. Questions Questions about finding a PO number in EBS? 18

19. Exporting Requisition Data Why would you need to export requisition data? Locate an order Locate a product Match orders with Detailed Transaction Report in EBS 19

20. Exporting Requisition Data Requisition Status Select radio button (all, today, week, month or year) Lookup Requisition Leave Requisition Number field blank and leave your email address in the Requestor Email field. This will export all requisitions that were entered by you. 20

21. Exporting Requisition Data Click the Excel icon 21

22. Exporting Requisition Data A spreadsheet will display similar to this one Order ReqLine ItemAccount NumberSubledgerVendor NumberVendor Name 4151180101784.505233.2316499236013DIGITAL BUSINESS MACHINES (ACH) 4215180101784.503100.2316499236013DIGITAL BUSINESS MACHINES (ACH) 4215280101784.503100.2316499236013DIGITAL BUSINESS MACHINES (ACH) 4215380101784.503100.2316499236013DIGITAL BUSINESS MACHINES (ACH) 4215480101784.503100.2316499236013DIGITAL BUSINESS MACHINES (ACH) 4215580101784.503100.2316499236013DIGITAL BUSINESS MACHINES (ACH) 4220180101784.503100.2316406213044A Z OFFICE RESOURCE INC (ACH) 4220280101784.503100.2316499213044A Z OFFICE RESOURCE INC (ACH) 4220380101784.503100.2316499213044A Z OFFICE RESOURCE INC (ACH) 4220480101784.503100.2316499213044A Z OFFICE RESOURCE INC (ACH) 4220580101784.503100.2316499213044A Z OFFICE RESOURCE INC (ACH) 22

23. Exporting Requisition Data Now start manipulating the data by Adding lines Turn on filters Sorting data Control F Type in key word to search Order Req Line Item Account Number Subl edge r Vendor NumberVendor Name 4220180101784.503100.2316406 213044A Z OFFICE RESOURCE INC (ACH) 4220280101784.503100.2316499 213044A Z OFFICE RESOURCE INC (ACH) 4220380101784.503100.2316499 213044A Z OFFICE RESOURCE INC (ACH) 4220480101784.503100.2316499 213044A Z OFFICE RESOURCE INC (ACH) 4220580101784.503100.2316499 213044A Z OFFICE RESOURCE INC (ACH) 6878180101784.503100.2316499 213044A Z OFFICE RESOURCE INC (ACH) 6878280101784.503100.2316499 213044A Z OFFICE RESOURCE INC (ACH) 6878380101784.503100.2316499 213044A Z OFFICE RESOURCE INC (ACH) 6878480101784.503100.2316499 213044A Z OFFICE RESOURCE INC (ACH) 6878580101784.503100.2316499 213044A Z OFFICE RESOURCE INC (ACH) 23

24. Let’s Try It 24

25. Let’s Try It Requisition Status Select radio button (month) Lookup Requisition Click Excel icon 25

26. Questions Questions regarding exporting requisition data from P2P? 26

27. Large Order Spreadsheet Requisitions with multiple lines can be entered in P2P using a Large Order Spreadsheet also known as a “LOS.” 27

28. Large Order Spreadsheet The requisition must have a minimum of 10 lines but is recommended for orders that have 30 or more lines. 28

29. Large Order Spreadsheet The LOS can be found on the employee portal Departments Purchasing Forms and Resources –Large Order Requisition Procedure –Large Order Spreadsheet Template 29

30. Completing the Large Order Spreadsheet 30 1.Quantity to be ordered 2.Unit of measure 3.Unit cost 4.Extended cost is automatically calculated (do not change) 5.Line type of “J” is pre-populated (do not change) 6.Enter first 30 characters of description (must have item number or ISBN number in this field first) 7.Enter up to 30 additional characters if needed 8.Enter account number unit.objectcode.subsidiary such as 80101450.503100.2316499 9.If required enter a sub ledger type 10.If required enter a sub ledger number 11.Enter the sum ∑ function in the box below the last line in the Extended Cost column. This sum should be used when entering the requisition in P2P.

31. Completing the Large Order Spreadsheet Please do not alter the LOS! 31 No Altering

32. Completing the Large Order Spreadsheet Enter the following in each field 1.Quantity to be ordered 2.Unit of measure 3.Unit cost 4.Extended cost is automatically calculated (do not change) 5.Line type of “J” is pre-populated (do not change) 6.Enter first 30 characters of description (must have item number or ISBN number in this field first) 7.Enter up to 30 additional characters if needed 32

33. Completing the Large Order Spreadsheet 8.Enter account number –unit.objectcode.subsidiary such as 80101450.503100.2316499 9.If required enter a sub ledger type 10.If required enter a sub ledger number 11.Enter the sum ∑ function in the box below the last line in the Extended Cost column. This sum should be used when entering the requisition in P2P. 33

34. Completing the Large Order Spreadsheet 34

35. Completing the Requisition Using a LOS 1.Go into Procure to Pay and start a requisition 2.Item #/Model/Product Description box, enter the following LARGE ORDER SPREADSHEET 3.Quantity box, enter 1 4.Unit of Measure box, enter Each 5.Unit Price box, enter the $total cost of the requisition (the number generated in step 11) 35

36. Completing the Requisition Using a LOS 6.Account and Subledger # boxes, select accounts, if needed, (must use the same numbers entered on the LOS) 7.Continue to complete the requisition 36

37. Completing the Requisition Using a LOS 37 8.Upload LOS by clicking the Attachments tab 9.Finish the requisition as usual

38. Completing the Requisition Using a LOS After the requisition is approved by all parties the LOS is uploaded into EBS by a Purchasing Assistant. Altering the spreadsheet will cause this upload to fail and the order may be rejected. Please do not alter the LOS. 38

39. Questions Questions about completing a LOS? 39 No Altering

40. Requisition Status Inquiring on the status of the requisition can be started by reviewing information in P2P Select “Requisition Status” from the menu Click on the Requisition tab Type in the requisition number Select the magnifying glass 40

41. Let’s Try It 41

42. Let’s Try It Select “Requisition Status” from the menu Click on the Requisition tab Type in the requisition number Select the magnifying glass 42 87519

43. Let’s Try It 43 First check to see if the requisition has been approved by clicking the Disapproval Notes tab

44. Let’s Try It Requisition was approved 07/23/2014 * Please note that if the order is an IT order you should look for two approvals, one from the approver and one from the CTM 44

45. Let’s Try It Click on the Order Header tab 45

46. Let’s Try It Loaded in EBS on 07/22/2014 EBS Requisition #88233 EBS Requisition created 07/23/2014 EBS PO #326741 EBS PO created 07/24/2014 46

47. Requisition Status Purchase Orders are emailed to vendors on the next business day (after the PO is created in EBS) 47

48. Requisition Status What should I do if: Requisition hasn’t been approved by principal or department head –Contact approver by email, phone, or send reminder email through P2P Requisition hasn’t loaded to EBS –Check the date the requisition was approved –What is the time of day Between 12:30 a.m. and 1:30 p.m. is the midday update Requisition doesn’t have PO number in EBS –All of the above has been explored –Local funds and more than 3 business days has passed email purchasing@mnps.org purchasing@mnps.org –Federal funds and more than 6 business days has passed email purchasing@mnps.org purchasing@mnps.org 48

49. Questions Questions about using requisition status in P2P 49

50. Survey Our training is designed to meet your needs and your feedback is important to us. Please tell us what we did well and what we need to improve or add to this training. Find the survey link on the employee portal Departments Financial Operations Financial Management Training Survey Advanced Purchasing for Central Office 50

51. Thank you!!!! Please complete our survey before you leave. 51