1. eProcurement (ePro) UWSA Problem Solver
Denise McDonald -

2. eProcurement (ePro) Agenda
eProcurement Overview
eProcurement Roles
Create Requisition
Approve Requisition
ePro Buyer Activities
Budget Checking
Expedite Requisition
Manage Requisition Page

3. eProcurement
Currently, UWSYS and UWADM are the only institutions using ePro.
Upgrade includes implementation of ePro for institutions with the same workflow requirements:
UWLAC
UWMSN (RSP)
UWRVF
UWGBY (Facilities)
Benefits
Creates efficiencies in the purchasing process by implementing electronic workflow
Streamlines approval process by allowing a requester to create and submit a request for purchase electronically, thus eliminating the current manual paper process

4. eProcurement Roles eProcurement Requester (Dynamic Role)
All SFS users can enter requisitions in the system. Enters chart field information.
eProcurement Approver (Dynamic Role)
Approves requisitions. Individuals identified as department approvers will automatically have the security to approve requisitions.
eProcurement Buyer (Requires Security Form)
Provides final revision and approval of a requisition. Triggers the creation of the PO and the dispatch to the Supplier for fulfillment.
eProcurement Business Unit Administrator
The responsibilities of this role have been added to the existing BU Administrator role.
Responsibilities include Approver table maintenance as well as re-routing of requisitions should an approver be unavailable.

5. The Requester navigates to the Create Requisition Page to create the Requisition

6. The Requester goes to Navigator

7. eProcurement

8. Requisition

9. Requester navigates to the Create Requisition Page to create the Requisition
Navigator: eProcurement > Requisiton
Click Requisition Settings Hyperlink from the Create Requisitions Page
Click to set up the Requisition Settings before selecting the method to create the requisition. These settings will create the defaults for the requisition.

10. Enter Line and Shipping defaults

11. Then we will enter the Chartfield information.

12. C C Enter chart field defaults Click OK after entering all Defaults
Benefit of Requisition Settings
Inputs feed into the requisition lines
Makes requisition creation more efficient C C

13. Select a Method to Create Requisition. Special Request is most common.

14. Enter the Item information and click Add to Cart

15. After Add to Cart is selected, the Shopping Cart will be created.
If done selecting items, click Checkout.

16. Revie the requisition from the Checkout – Review and Submit page.
If it looks good, you can scroll down.

17. If requisition is not ready to be submitted, click the Save for Later button at the bottom of the page. Requisition will be saved at an Open Status. You can come back and complete the requisition at a later date from the Manage Requisition page, using the Edit Action
If ready to submit the requisition, click the Save and Submit button at the bottom of the page. This will submit the requisition for approval.

18. The Confirmation Page lists the workflow approvers.

19. eMail to Workflow Approver
Approvers in the workflow will receive an notification.
The link in the will take the Approver directly to the Requisition Approval page.

20. The link takes you to the Requisition Approval Routing page so that the Approver can approve or deny the requisition.

21. The Approver can Approve or Deny the Requisition.
They can also View Line Details
Approvers also have the ability to Insert additional Approvers and/or Reviewers.

22. Once the Requisition is Fully Approved, the Buyer can begin the process to create the purchase order (PO).
The first step is to Budget Check the Requisition from the Manage Requisition Page.

23. Once the Budget Status is Valid, the Requisition can be Expedited to a Purchase Order

24. Select Requisition(s) to Expedite
Select Requisition(s) to Expedite. Select Default Buyer and Build POs as Approved.
Click Submit to Begin Process

25. View Created Purchase Order from the Sourcing Workbench
Can also view the PO via the lifespan of the requisition on the Manage Requisition Page.

28. The Manage Requisition page allows a user to view the Lifespan of the Requisition and perform Actions.
Enter at least one Criteria and Click Search, i.e. Empl ID, Req ID, etc.

29. Click the arrow next to the Requisition ID to view the Lifespan of the Requisition.

30. Here you can click on any highlighted icon to access more details on the status.
You can also perform actions on the requisition by selecting an action and clicking Go.
Available Actions include:
Copy: Allows you to take an existing requisition and copy it for the creation of a new requisition.
Edit: Use to complete Saved, but not Submitted requisitions. Can also be used to edit existing requisitions.
Approvals: Displays the approvers on the requisition.
View Print: View Printable version of the requisition.
Cancel: Cancel the requisition.
Budget Check: Validate Requisition for Purchase Order Creation. Only available to the ePro Buyer.

31. The “Copy” Action is selected here.
Click “Go” to create a new copy of this requisition. Another way the eProcurement streamlines requisitioning.

32. The “Copy” Action is selected here.
Click “Go” to create a new copy of this requisition. Another way the eProcurement streamlines requisitioning.

33. Questions?
UWSA Problem Solver
Denise McDonald -

34. Purchasing
UWSA Problem Solver
Denise Mcdonald -

35. Purchasing Agenda
Buyer WorkCenter (New)
Purchase Order Entry
Purchase Order Maintenance
Purchase Order Monthly Reconciliation
Requisition Monthly Reconciliation (New)
Purchase Order Year End Process

36. The Buyer Work Center is a “one stop shop” for all Purchasing related transactions. It provides a centralized component which allow users to access a variety of alerts, pages, processes, queries and reports without using navigation.
Buyer WorkCenter 36

38. Buyer WorkCenter: Main Tab
The Main tab contains a “My Work” and “Links” section.
My Work lists all the items requiring your attention, i.e. Pending Approvals, Pending Activities, and Alerts.
The Links provides direct access/short cuts to all the pages you will need or use to handle purchase order activities. No need to navigate to pages like Add/Update POs, Add/Update Express POs, Buyer’s Workbench, etc. A link to these pages will be on the Buyer WorkCenter page.

39. Buyer WorkCenter: Reports/Queries Tab
The Reports/Queries tab on the Buyer WorkCenter contains a “Queries”,  “Reports/Processes” section.   
The Queries section provides links to Query Manager and Budget Year End Queries. The Query Manager link will take you to the page where you create queries and access public & private queries.
Reports/Processes provides links to the POADJBAL reports, Purchase Order Reports, Processes, Report pages, and PS/nVision.

40. Purchase Order Entry Purchase Order Entry is unchanged.
POs still created from Add/Update Regular or Express Page.
When selecting the Add/Update Regular or Express page, the image displayed below will appear.
You can access Purchase Order Entry from the Buyer WorkCenter or through navigation.

41. Purchase Order Entry: Regular Entry

42. Purchase Order Entry: Express Entry

43. Purchase Order Maintenance
The pages accessed today for Purchasing Maintenance are unchanged.
The business process to complete various Purchasing Maintenance activities is also unchanged.
You can access PO maintenance pages from the Buyer WorkCenter or through navigation.

44. Purchase Order Maintenance: View Existing Purchase Orders
Process to access existing Purchase Orders for inquiry or change orders, is the same.
Enter Criteria and Click Search.

45. Purchase Order Maintenance: Budget Check
Budget Check can be accessed from the Buyers WorkCenter or through navigation
Navigator: Purchasing > Purchase Orders > Budget Check

46. Purchase Order Maintenance: Budget Check
Enter Criteria and Click Run

47. Purchase Order Maintenance: Dispatch POs
Dispatch can be accessed from the Buyers WorkCenter or through navigation
Navigator: Purchasing > Purchase Orders > Dispatch POs

48. Purchase Order Maintenance: Dispatch POs
Enter Criteria and Click Run

49. Purchase Order Monthly Reconciliation
Purchasing Monthly Reconciliation process is strongly encouraged for each institution.
The process involves closing fully spent purchase orders.
Purchase orders can be closed via the Buyer’s Workbench, Mass Close POs file, and Close Purchase Orders page.

50. Purchase Order Monthly Reconciliation: Buyers Workbench
Access from Buyer WorkCenter or through navigation.
Navigator: Purchasing >Purchase Orders > Buyers Workbench

51. Purchase Order Monthly Reconciliation: Buyers Workbench
Enter Criteria of Purchase Order(s) requiring an action

52. Purchase Order Monthly Reconciliation: Buyers Workbench
Select the PO and click on the Close or any other action that is needed.

53. Purchase Order Monthly Reconciliation: Mass Close POs file
Can be accessed from the Buyers WorkCenter or through navigation.
Navigator: Purchasing >Purchase Orders > Reconcile POs > Mass Close POs File

54. Purchase Order Monthly Reconciliation: Mass Close POs file
Upload text file with POs to close and click Add

55. Purchase Order Monthly Reconciliation: Close Purchase Order Page
Access from the Buyer WorkCenter or through navigation
Navigator: Purchasing > Purchase Orders > Reconcile POs > Close Purchase Orders

56. Purchase Order Monthly Reconciliation: Close Purchase Order Page
Be very careful if using this option. Make sure to enter a Business Unit and a PO Number

57. Requisition Monthly Reconciliation (New)
For eProcurement Institutions only, the monthly reconciliation process includes closing requisitions.
Run the (PO_REQRCON) process to close requisitions that are fully sourced or no longer need to be modified.
Run after the PO_PORCON process for closing purchase orders has completed.
Benefits:
Improves System Performance

58. Purchase Order Year End Process
No changes to the Purchasing Fiscal Year End process, for non-ePro institutions.
Institutions on ePro have to run the process to close fully sourced requisitions.
Pages to complete Fiscal Year End Purchasing activities can be accessed directly from the Buyer WorkCenter.

59. Questions?
UWSA Problem Solver
Denise Mcdonald -

60. Wrap Up Day 2 SFS 9.2 Upgrade Email Address: SFS_9.2_Upgrade@uwsa.edu
Eau Claire Roadshow Agenda: August 1
Break
9:00 – 9:15
Train-the-Trainer Sessions
Time
Room Location
Expenses
8:00 – 12:00
Ojibwe 330C
eProcurement
9:15 – 11:15
Ojibwe 330B
General Ledger
Little Niagara #211
Accounts Payable/ Share Supplier
Dulany Inn #122
SFS 9.2 Upgrade
Address:
Website: