1. Please log in to your workstation using your KU Online ID and password.

2. Aimee Bergmann – Instructor
Stephanie Fisher – Instructor

3. Financials in the Cloud Procure to Pay (FITC P2P) introduction
Accessing and navigating
Creating, saving, Reassign, and editing requisitions
Finding and requesting suppliers
Create a shopping list
Searching Requisitions
View Document History

4. Financial Systems Transformation (FST) Project:
Core Transactional Systems
Planning and Budgeting Cloud Services (PBCS)
Streamlyne
Financials in the Cloud (FITC)
Concur
Reporting Systems
Business Intelligence Tools
Financial Systems Transformation (FST) Project:
With the Financial Systems Transformation, the University of Kansas will move our finance-related business processes from our KU-hosted systems to an integrated set of cloud-hosted systems.
These include Core Transactional Systems:
Planning and Budgeting Cloud Services, also known as PBCS, includes budget preparation tools and tools for scenario planning for non-grant funds.
Streamlyne—a proposal preparation, routing, and tracking system used for sponsored project-related pre-award functions. It provides system-to-system proposal submission.
Financials in the Cloud, also known as FITC (pronounced “Fitsy”), includes Distributed Accounts Receivable and Billing tools also known as DARBI (pronounced “DAR-BEE”), purchasing, additional options for making payments, transferring funds between budgets, creating requisitions for purchases, which is currently known as shopping, Grants, specifically post-award management, and asset management.
Concur will manage p-card reconciliations, travel authorizations, and travel-related expense reimbursements.
Business Intelligence Tool will also introduce cutting-edge business intelligence tools which will provide reporting across all funding types that will include budget statuses, scenario planning and forecasts.
Budget preparation
Scenario planning for non-grant funds
Proposal preparation & tracking
S2S proposal submission
AR/Billing
Payments
Budget transfers
Requisitions/PO's
Sponsored Projects – “Grants”
P-Card reconciliation
Travel authorizations
Travel expense reimbursements
Scenario planning and forecasts
Grant & non-grant budget status
Salary forecasting of active positions at the position level

5. FITC P2P GENERAL OVERVIEW
Financials in the Cloud (FITC) –P2P
Procure to Pay (P2P)
What it is?
Hosted application that replaces most of functionality currently in PeopleSoft & KUPPS
Who will use it?
Finance related staff, including SSCs, anyone who shops/pays for products or services, bills for items or services
How is it accessed?
By logging into FITC via a computer using KU single sign-on. Link to FITC available on Financial Systems Resource Center MyCommunity site or MyKU-Services-Financial Systems-FITC
Which department supports it? Who is the lead?
KU Procurement Services – Chief Procurement Officer, Rick Beattie
KUCR Fiscal Affairs – Executive Director of the Division of Fiscal Affairs and CFO of KUCR, Gina Cregg

6. Changes in terminology
FITC P2P INTRODUCTION
Changes in terminology
KUPPS will now be known as:
FITC-P2P or P2P
KUPPS Check Requests will now be known as:
Non-PO Invoices
Vendors will now be known as:
Suppliers
Shopping Carts will be known as:
Requisitions
Vouchers will be known as:
Invoices
Account segment will be known as:
Charge account number or Distribution Combination (Invoices)

7. FITC P2P INTRODUCTION
What will stay the same
Common Punch-Out Suppliers will remain the same
STAPLES, DELL, FISHER SCIENTIFIC, etc.
The sites will not change (once you punch out, it will look familiar)
KU Contracted suppliers will not change
Other than updates (same as today)
Process for Suppliers (vendors) Additions / Changes will not change
We’ll continue to use the Web-form Payables Vendors)
The bid process will remain the same

8. What will change FITC P2P INTRODUCTION
KUPPS is no longer used once FITC-P2P is live
How to find past purchases (OAC)
Requisitions will be created/approved in FITC-P2P
Check requests will be Invoices
Speed charts will no longer be available
Approvers need to pay special attention
FITC P2P used for internal settlements instead of SOV process, which is connected to FITC Distributed Accounts Receivable and Billing (DARBI)
One approver per cost center

9. High-level Purchasing Process Overview
FITC P2P INTRODUCTION
High-level Purchasing Process Overview
Create Requisition
Approval - PO  Created
Invoice and Payment
Close PO
Shop Create Order

10. FITC P2P INTRODUCTION
Best Practices
Prior to starting the requisition you’ll need to confirm the correct Business Unit is active (KURES or UKANS) in your user preferences.
Set up user specific preferences to save time
Specifies the default account setup
You'll need to verify that there is not an active requisition prior to starting a new purchase – One Supplier to a Requisition

11. Chart Field Changes ACCOUNTING CHANGES What’s Staying the Same?
General Structure & Hierarchy
Examples: Funds, Primary & Secondary ARSP, Appropriations & Cost Centers
What’s Changing?
Account Values being restructured to match the State and best practices
Today Change
Assets Begins with 1
Liabilities Begins with 2
Net Position Begins with 3
Revenue Begins with 2 Begins with 4
Expenses Begins with 1 Begins with 5
Crosswalk Matrix of old to new accounts will be available on FSRC (MyCommunity)

12. How to read a charge account number
FITC P2P INTRODUCTION
How to read a charge account number
Future
Program Code
CF1
Cost Center
Interfund
Account
Project
Fund
Reimbursable Also -KUEA OPER ID

13. Financial Systems Resource Center Site
FINDING HELP INFORMATION
Financial Systems Resource Center Site
Browse to
Log in using your KU Online ID and password.
Select SharePoint.
Search for and select Financial Systems Resource Center.
Tip: Follow the FSRC site to find it again later.
Glossary
Terms Crosswalk
Documentation
P-Card Policies
System links

14. Accessing FITC From your computer: ACCESS AND NAVIGATION
KU.EDU MYKU  Services  Financial Systems  FITC or
Log in to mycommunity.ku.edu, navigate to the FSRC site, and click on the FITC link.

15. Navigating FITC in Production
ACCESS AND NAVIGATION
Navigating FITC in Production
TO log into Production:
KU.EDU MYKU Services Financial Systems  FITC
Use the Company Sign-in on the right had side of the screen.
Test site used on training day only
Will take you to myCommunity
Sign in:

16. Navigating FITC ACCESS AND NAVIGATION The Welcome Screen
Home -
Favorites -
Watchlist -
Notifications -
Accessibility -
Help -
User Information -
Click on Home -

17. Navigating to P2P functions
ACCESS AND NAVIGATION
Navigating to P2P functions
Home Screen
Each user's home screen may be different .
Individual component access -
Multiple component access -
Click on the requisition icon. May be located within the Procurement icon.

18. REQUISITIONS
Requisitions

19. Requisitions overview
Set up user specific preferences and find suppliers
Find catalogs and understand the general shopping process
Make catalog hosted purchases, punch-out purchases, and non- catalog purchases
Create a shopping list and accounting distributions
Edit a saved requisition, Reassign, and understanding general process of creating a requisition

20. General shopping workflow
REQUISITIONS
General shopping workflow
Create Requisition
Approval - PO  Created
Invoice and Payment
Close PO
Shop Create Order

21. Setting up User Specific Preferences
REQUISITIONS
Setting up User Specific Preferences
Click Edit in Requisition Preferences  

22. Setting up user specific preferences
REQUISITIONS
Setting up user specific preferences
Preferences
Requisitioning Business Unit – Each  requisition that is created defaults to this value. CANNOT BE CHANGED ONCE REQUISITION IS STARTED. Must set up both if you use both Business Units.
Shipping and Delivery -  Each  requisition that is created defaults to this value. Can be changed within the requisition
Projects - Each  requisition that is created defaults to this value. Should consider not populating if you are purchasing to multiple project
Favorite Charge Accounts – This allows you to create multiple charge accounts that you can choose from within the requisition.
Preferences may be set up for either or both business units

23. Finding a supplier REQUISITIONS Supplier Search
Catalog Suppliers are alphabetically listed under the Browse Catalog section of the Purchase Requisition screen
To search for non-catalog suppliers click on the Non-Catalog Request link under the Quick Link section of the Purchase Requisition Screen

24. Finding a supplier REQUISITIONS Supplier Search
Type in the suppliers name in the Supplier search field
If the supplier you are searching for does not come up for selection, click on the magnifying glass to continue the search
At his point utilize Advanced Search. The drop downs provide 13 search criteria that can be used to further search for the supplier. Use Contains.
If you still cannot find the supplier contact the  P2P helpdesk

25. Requesting or updating a supplier Request to Add or Change Vendor Form
REQUISITIONS
Requesting or updating a supplier Request to Add or Change Vendor Form

26. Making hosted catalog purchases
REQUISITIONS
Making hosted catalog purchases
All Catalogs, both Punch-out and Hosted are listed alphabetically on the home Purchase Requisition Screen.
To create a requisition from a hosted catalog click on the KU Bookstore icon.

27. Making hosted catalog purchases
REQUISITIONS
Making hosted catalog purchases
Choose the item and quantity  you need to purchase and click on Add to Requisition.

28. Making hosted catalog purchases
REQUISITIONS
Making hosted catalog purchases
The Oracle requisition number is then assigned and the item(s) and pricing of the requisition are displayed in the upper right hand corner of the catalog screen.
The shopper can then continue to add items to the requisition from the catalog or select Edit and Submit

29. The requisition - Header
REQUISITIONS
The requisition - Header
Description – defaults to the description first item on the requisition. This can be changed such as a Cart Name.
Justification – This is an optional field available to provide internal justification for the purchase.
Click on the attachment add icon.

30. The requisition – Header adding attachments
REQUISITIONS
The requisition – Header adding attachments
Type – Attachments can be either a file, text , or a URL.
Category – The attachment can be assigned to Internal to the requisition, Miscellaneous, To Approver, To Buyer, To Receiver, To Supplier.
Internal to Requisition is an internal comment that stays with the requisition for all to see. You must give the comment a TITLE>

31. The requisition – Requisition Lines
REQUISITIONS
The requisition – Requisition Lines
Requisition Lines – The shopper can
 duplicate, edit or delete the lines on the requisition. 
Change the quantity ordered
 Identified Items as radio-active or requiring special approval.

32. The requisition – line details delivery
REQUISITIONS
The requisition – line details delivery
Line detail delivery allows for editing :
Requestor name
Whether the item is urgent or not
The requested delivery date
The  location type
The delivery location
This will default from your Requisition Preferences that were set up prior. If you need your building code you can find it out on the FSRC in FITC P2P.

33. The requisition – Billing
REQUISITIONS
The requisition – Billing
Billing entered by Approvers & SSC
Charge Account box
Add or Edit default billing and preferences if necessary
Add storeroom of work order for Campus Operations orders
Split funding by clicking on the split funding icon
PROJECTS-
Must enter the Project Number in the POET line and TAB to the next fields.

34. The requisition – Notes and Attachments
REQUISITIONS
The requisition – Notes and Attachments 
Notes and Attachments - allows the shopper to add line specific notes and attachments at line level

35. The requisition – Source
Source – Provides supplier and contract information

36. Saving or submitting a requisition
REQUISITIONS
Saving or submitting a requisition
Save – The save button keeps the requisition active and saves the requisition.
Save and Close (Drop down arrow next to save) - Saves and closes the requisition for future editing, or reassigning.
Submit – Places the requisition into approval workflow. Bypasses SSC and goes straight to Approver for that Cost Center.

37. Finding a saved requisition
REQUISITIONS
Finding a saved requisition
The shopper can find their list of requisitions at the bottom of the home Purchase Requisition screen. My Requisitions.
Clicking on the requisition number will open the requisition. Highlighting to the left of the requisition and clicking Actions and Reassign will let you Assign to the SSC or your Approver. Select persons name and check the notification box.
The shopper can also look up a requisition by clicking on the task icon and selecting Manage requisitions.

38. Finding a saved requisition
REQUISITIONS
Finding a saved requisition
The shopper can then look up their requisition by entering the BU and Requisition number and clicking on search.

39. Editing a saved requisition
REQUISITIONS
Editing a saved requisition
To edit a requisition highlight the requisition line and click on Action and then Edit

40. Editing a saved requisition
REQUISITIONS
Editing a saved requisition
This returns you to the edit and submit screen discussed above.
If you click Actions in Requisition Lines you are able to Edit the information.

41. Forward or assign requisitionsx
To assign a requisition highlight the requisition line and click on Actions and then Reassign

42. Forward or assign requisitions
Enter the name of the person who the requisition is being assigned to and click on OK.
*Check the send notification box so the person receives a system notification and an .
Click OK

43. Making punch-out purchases
REQUISITIONS
Making punch-out purchases
All Catalogs, both Punch-out and Hosted are listed alphabetically on the home Purchase Requisition Screen.
To create a requisition from a punch-out catalog click on the punch-out icon. Build the order in the punch-out and submit it to return to Oracle.
*Staples is the only supplier with a $35.00 minimum. The other suppliers are $5.00.

44. Making punch-out purchases
REQUISITIONS
Making punch-out purchases
The punch-out supplier's cart becomes the shoppers active requisition.
To finish processing the requisition the shopper clicks on the Edit and Submit button and processes the requisition as outlined above

45. Making non-catalog purchases
REQUISITIONS
Making non-catalog purchases
To create a non-catalog requisition click on non- catalog request under the Quick Links section of the Purchase requisition home screen. ( insure that your preferences are set to the correct Business Unit)

46. Making non-catalog purchases
REQUISITIONS
Making non-catalog purchases
Select the Item Type 
Goods or services billed by quantity (goods)
Goods or services billed by amount (services)
Enter the item description-catalog#
Select the Category Name
Enter the quantity being ordered
Select the Unit of Measure EA
Enter the price
Currency defaults to USD
Check the Negotiated Box!!
Enter the Supplier
Enter the Supplier Site or Contract # or default option. If you leave this blank your requisition goes to procurement.
Click on Add to Requisition

47. Making non-catalog purchases
REQUISITIONS
Making non-catalog purchases
If more than one item is being order repeat the following slide steps until the order is complete.
The active requisition is populated with the items you have entered.
When the requisition has been built click on Edit and Submit and process the requisition as outlined above.

48. Creating a shopping list
REQUISITIONS
Creating a shopping list
To create a shopping list click on the Shopping List Link in the Quick Link section.

49. Creating a shopping list
REQUISITIONS
Creating a shopping list
Click on the Manage My Shopping List Link
Click on add row and name the shopping list.
Click on Save and Close

50. Adding hosted catalog items to a shopping list
REQUISITIONS
Adding hosted catalog items to a shopping list
To add an item from a hosted catalog to a shopping list open the hosted catalog. Click on the KU Bookstore icon.

51. Adding hosted catalog items to a shopping list
REQUISITIONS
Adding hosted catalog items to a shopping list
Choose the item and click on Add to Shopping List.
Select the shopping list that you want to add the item to.

52. Adding a non-catalog item to a shopping list
REQUISITIONS
Adding a non-catalog item to a shopping list
To add a non-catalog item to a shopping list click on the Noncatalog request link in the Quick Links section 

53. Adding non-catalog items to Shopping List
REQUISITIONS
Adding non-catalog items to Shopping List
Select the Item Type 
Goods or services billed by quantity
Goods or services billed by amount
Enter the item description
Select the Category Name
Enter the quantity being ordered
Select the Unit of Measure EA
Enter the price
CHECK THE NEGOTIATED BOX!
Enter the Supplier and Supplier Site contract
Click on Add to Shopping List

54. View document history REQUISITIONS
To view document history open the requisition, click on the Actions Icon, and select view document history

55. Click on Submit Purchase Order or Submit Requisition
Document History
Click on Submit Purchase Order or Submit Requisition
You can scroll down and see the workflow chart on a requisition and if it is sitting with an approver or hover over the X if it was rejected in workflow.

56. Requisition approval process
REQUISITIONS
Requisition approval process

57. Help site: kansas.sharepoint.com/teams/FSRC
Drop-in support:
Contact info for support: kansas.sharepoint.com/teams/fsrc/SitePages/Support.aspx 
P2P Helpdesk
Aimee Bergmann
Stephanie Fisher