1. University of Louisville Health Sciences Center
Purchasing Order Form Training
Originator Role
April 2016

2. Things to Remember Look up feature- Magnifying glass
Fields that have a magnifying glass next to them allows you to lookup information already in the system
* The Asterisk Symbol
All required fields have an asterisk next to them
University of Louisville Health Sciences Center
April 2016

3. Starting Your Purchase Order
Select the “Add” button to start your SSC purchasing order
University of Louisville Health Sciences Center
April 2016

4. Completing Your Purchasing Form
Notice some of your personnel information is already filled out
You will need to fill in your phone number the first time you complete a request.
Type your 10 digit phone number into the box with no formatting
After the first time the system will remember this information
The system will format your phone number once you save the form
University of Louisville Health Sciences Center
April 2016

5. Department Financial Analyst Look Up
If you have more than one Department Financial Analyst - use the look up magnifying glass to select one
University of Louisville Health Sciences Center
April 2016

6. Vendor Information
You can manually fill out the “Vendor Name” and “Address” information or use the look up magnifying glass to select one from the “Vendor Number ” list
University of Louisville Health Sciences Center
April 2016

7. Vendor Information
the “Vendor Number ” look up will display all vendors in the system that the University utilizes
University of Louisville Health Sciences Center
April 2016

8. Vendor Location
the “Vndr Loc” look up will display the vendors address you selected that is in the system
University of Louisville Health Sciences Center
April 2016

9. Vendor Location
Now the vendor name and location has been populated by using the look up feature
It would be best to finish all required fields before saving and then use the “Add Attachment” button
University of Louisville Health Sciences Center
April 2016

10. Ship To First fill in the required “Recipient” of this purchase
University of Louisville Health Sciences Center
April 2016

11. Ship To
Then use the “Ship To Location” look up to select the address or manually enter
University of Louisville Health Sciences Center
April 2016

12. Ship To Manually enter the required “Phone” number
Remember that you just enter the 10 digits without any formatting
University of Louisville Health Sciences Center
April 2016

13. Justification/Comments (Required)
Manually enter your justification / comments
Needed for research
University of Louisville Health Sciences Center
April 2016

14. Item(s) To Be Purchased
Enter the Description, Quantity, and Unit Price manually
University of Louisville Health Sciences Center
April 2016

15. Item(s) To Be Purchased
Use the look up feature to select the “UOM” (unit of measure)
University of Louisville Health Sciences Center
April 2016

16. Use The “Save” Button To Finish
University of Louisville Health Sciences Center
April 2016

17. Attachments
Now that you have saved your work your ready to upload your quote
University of Louisville Health Sciences Center
April 2016

18. Attachments
Only PDF, Word, , and Excel are accepted into the system
“Add Attachment” to get the prompt to upload documents
University of Louisville Health Sciences Center
April 2016

19. Attachments “Browse” to find your document and then select “Upload”
University of Louisville Health Sciences Center
April 2016

20. Attachments
You can either select the document to view or go ahead and press the “OK” button to complete your attachment setup
University of Louisville Health Sciences Center
April 2016

21. Attachments Notice it now says “Yes” next to Quote Attached
University of Louisville Health Sciences Center
April 2016

22. Attachments
You can select the “Review Attachment” button to view your uploaded document - make sure you have pop-up windows enabled in your browser
University of Louisville Health Sciences Center
April 2016

23. Save Again
University of Louisville Health Sciences Center
April 2016

24. SSC Order Number Notice after saving you have an SSC Order Number
Write this down if you need to track or look this order up again
University of Louisville Health Sciences Center
April 2016

25. Submit Order University of Louisville Health Sciences Center
April 2016

26. Questions?
University of Louisville Health Sciences Center
April 2016

27. University of Louisville Health Sciences Center
Purchasing Order Form Training
Department Financial Analyst Role
April 2016

28. Things to Remember Look up feature- Magnifying glass
Fields that have a magnifying glass next to them allows you to lookup information already in the system
* The Asterisk Symbol
All required fields have an asterisk next to them
University of Louisville Health Sciences Center
April 2016

29. Once Request is Received via PeopleSoft workflow
Ensure correct speed type, project, account code or category, and amount are designated for each item to be purchased If transaction involves a PSC or Subgrant, the associated contract must be referenced.
University of Louisville Health Sciences Center
April 2016

30. Attachments
Only PDF, Word, , and Excel are accepted into the system
“Add Attachment” to get the prompt to upload documents
University of Louisville Health Sciences Center
April 2016

31. Attachments “Browse” to find your document and then select “Upload”
University of Louisville Health Sciences Center
April 2016

32. Attachments
You can either select the document to view or go ahead and press the “OK” button to complete your attachment setup
University of Louisville Health Sciences Center
April 2016

33. Attachments Notice it now says “Yes” next to Quote Attached
University of Louisville Health Sciences Center
April 2016

34. Attachments
You can select the “Review Attachment” button to view your uploaded document - make sure you have pop-up windows enabled in your browser
University of Louisville Health Sciences Center
April 2016

35. Save Again
University of Louisville Health Sciences Center
April 2016

36. Make Note if Confirmation Only
Make note if request is “Confirmation Only”
University of Louisville Health Sciences Center
April 2016

37. Submit Order Can this screenshot be used?
University of Louisville Health Sciences Center
April 2016

38. Questions?
University of Louisville Health Sciences Center
April 2016

39. University of Louisville Health Sciences Center
Purchasing Order Form Training
Shared Services Purchasing Role
April 2016

40. Things to Remember Look up feature- Magnifying glass
Fields that have a magnifying glass next to them allows you to lookup information already in the system
* The Asterisk Symbol
All required fields have an asterisk next to them
University of Louisville Health Sciences Center
April 2016

41. Determine Means of Procurement
After receiving approved request and any applicable backup documents via PeopleSoft workflow, determine means of procurement (purchase order, pro card, or RFD)
University of Louisville Health Sciences Center
April 2016

42. Vendor Information
You can manually fill out the “Vendor Name” and “Address” information or use the look up magnifying glass to select one from the “Vendor Number ” list
University of Louisville Health Sciences Center
April 2016

43. Vendor Information
The “Vendor Number ” look up will display all vendors in the system that the University utilizes
University of Louisville Health Sciences Center
April 2016

44. Vendor Location
The “Vndr Loc” look up will display the vendors address you selected that is in the system
University of Louisville Health Sciences Center
April 2016

45. Vendor Location
Now the vendor name and location has been populated by using the look up feature
It would be best to finish all required fields before saving and then use the “Add Attachment” button
University of Louisville Health Sciences Center
April 2016

46. For Pro Card Purchase
Place order with vendor, unless a “confirmation only” order
Reallocate speedtype and account code via PeopleSoft Financials and verify information before saving
Validate ProCard bank statement to BA3 log and forward supporting documentation to SSC Finance for reconciliation
University of Louisville Health Sciences Center
April 2016

47. Questions?
University of Louisville Health Sciences Center
April 2016