1. eProcurement Breakout Session
UWSA Problem Solver
Denise McDonald -

2. eProcurement Breakout Session Agenda
eProcurement Overview
eProcurement Role Definitions
eProcurement Requester
Creates Requisition
Reviews Status of Requisition
eProcurement Approver
Approves Requisition
eProcurement Buyer
Provides Final Review and Budget Checks Requisition
Expedites Requisition to Purchase Order
Dispatch PO to Supplier for Fulfillment

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
Permanent record of approvals in the system

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. eProcurement Requester
Log into SFS to Create eProcurement Requisition
eProcurement Requisitions are created in SFS. Most people use SFS to enter and/or approve Expense reports. This is the same system. If you are not a current SFS user, go to the below link to access SFS.
If you have trouble logging in, please reach out to your Business Unit Administrator or contact Security using the below link.

6. eProcurement Requester

7. eProcurement Requester
Navigate to Requisition Page
Navigator > eProcurement > Requisition

8. The Requester goes to Navigator

9. eProcurement

10. Requisition

11. Defaults can be changed on the Requisition.
Requisition Settings
This can be the first step when creating requisitions, but it is not required.
Requisition settings are requisition specific. It allows the Requesters to select Line, Shipping, and Distribution defaults per requisition. The defaults will apply to all requisition line item(s), but can be changed if necessary. This is similar to PO Defaults.
Defaults can be changed on the Requisition.
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.

12. Enter Line and Shipping defaults

13. 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

14. Special Request most common method to create requisition
Special Request most common method to create requisition. Other options will be available once you start creating requisitions.
Select a Method to Create Requisition. Special Request is most common.

15. Enter the Item information and click Add to Cart

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

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

18. 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.

19. The Confirmation Page lists the workflow approvers.

20. Manage Requisition Page
After the requisition is created, the requester can check on the status of the requisition from the Manage Requisition Page.
Navigation: Navigator > eProcurement > Manage Requisition

21. Manage Requisition Page can also be used to complete Actions on the Requisitions. For Example, select Edit to complete requisitions that were “Saved For Later.”

22. eProcurement Approver
After the requisition is Saved & Submitted, the requisition will route for approval, per the department(s) on the chart fields.
The department manager(s) will receive an indicating a requisition line has been entered which requires your attention.
Click the link to review the requisition for approval

23. eProcurement Approver
Approvers in the workflow will receive an notification.
The link in the will take the Approver directly to the Requisition Approval page.

24. The Requester will receive an email when the requisition is Fully Approved.
Clicking the link will take the requester into SFS to view the approvals

26. eProcurement Buyer
Once the Requisition is Fully Approved, the Buyer can begin the process to create the purchase order (PO).
After approving the requisition the, Buyer can manually perform the below steps.
Budget Check Requisition
Only if all lines of the requisition have been Approved
Batch Job scheduled to Budget Check 2x a day (noon and 10:00 pm)
Expedite Requisition to a Purchase Order
Batch Job can be set up to expedite requisition to Purchase Order
PO Auto Source set up for UWMSN to run daily at 9:00 am
Complete Purchase Order creation
Make any necessary modifications
Approve and Budget Check Purchase Order
Dispatch Purchase Order to the Supplier for fulfillment.
Most campuses have batch jobs set up to dispatch POs

27. eProcurement Buyer

28. eProcurement Buyer
Click the Manage Requisitions Page to Budget Check the Requisition

29. eProcurement Buyer
Select “Check Budget” from the Action Menu and Click Go

30. eProcurement Buyer
After the Budget Check job completes, the Approved Requisition will be at a “Valid” status.
The Approved Requisition can now be expedited to a Purchase Order.

31. eProcurement Buyer
Click the Expedite Requisitions link from the Buyer WorkCenter.
Enter Search Criteria and Click Search

32. eProcurement Buyer Select requisition(s) to expedite. Verify Supplier
Enter Default Buyer, if field blank
Check box to Build POs as Approved
Click Submit to run the PV_PO_Create Process.
Click “Go to Process Monitor” link to view status of Process

33. eProcurement Buyer
Status of Success and Posted indicates PO has been created
Go to the Sourcing Workbench to access created PO

34. eProcurement Buyer
Click Procurement Processes from the eProcurement section of the Buyer WorkCenter

35. eProcurement Buyer
Click Sourcing Workbench Link

36. eProcurement Buyer
Enter Search Criteria and click Search. Stg Status of “Completed” indicates Purchase Order has been created
Requisition will be listed with created Purchase Order ID
Click Purchase Order Hyperlink to go directly into created Purchase Order. You can also take note of the PO ID and go into the Express or Regular Purchase Order page

37. eProcurement Buyer The Maintain Purchase Order page will be displayed
Make any necessary updates to the PO
After all the updates are completed Budget Check and Dispatch the PO

38. eProcurement Buyer
PO is Approved, Budget Checked, and Dispatched to Supplier for fulfillment.

39. Questions?
UWSA Problem Solver
Denise McDonald -