1. September 21, 2017 Carmen Connect Webinar
Audio – code:484159#

2. Housekeeping Items All lines will be muted
*6 to unmute your line to ask a question
*6 to mute your line after you are done speaking
The leads will be monitoring the questions via the chat boxes, please feel free to ask questions there.

3. Agenda PSSC Staff updates eStores updates Pcard Reminders
Signatures on Contacts
eStores Accepting a Myquote
Open PO’s

4. Website http://u.osu.edu/pssc Staffing No current updates. Next Call
October 19, 10:00 AM

5. eStores New Supplier Websites
Johnstone Supply – HVAC equipment & supplies; Quotes can be retrieved from the Find Quote link at the top of the catalog landing page
Loeb Electric – Replaces their hosted catalog. Along with a comprehensive product selection to match the new OSU contract, this supplier website includes a quote pick-up feature called "Open Bids" located under the My Account menu on the landing page. Users can also save wish lists on the site for future reference and share copies of quotes via . The hosted catalog from Loeb Electric has been removed from eStores.
Additional information can be found at websites-johnstone-supply-and-loeb-electric

6. eStores
New Hosted Catalogs
Aable Rents – Tent Rental
BBJ Rentals – Specialty linens
Posh Events – event staging
Real Zeal – temporary staffing for dining and catering services

7. Pcard Reminders
Pcard Logs – Managers of Department cards must maintain a Pcard Log
Records the chain of custody when the card is checked out
Is a reminder system of who used the card and when
Can be used as a tracking mechanism for cycle spend
Allows you to track what eRequest or eTravel are associated with each transaction
Is required by University Policy
Must be kept within the University’s retention policy guidelines (4 years)
The PSSC version of the log can be found at
May be used to send transaction information to the PSSC

8. Pcard Reminders
Pcard Approvals- What is required?
PSSC is required to approve each non-Travel related Pcard transaction in the Financial System no later than 30 days from the transactions reallocation deadline.
Travel related transactions must be approved within 30 days from the end of the month in which the trip was completed.
Documentation must be attached to the eREquest or eTravel system to substantiate each transaction
Itemized receipts – must be legible
Lists of attendees (when applicable)
Packing slips (Goods shipments over $75) or confirmation of receipt of goods

9. Pcard Reminders
Pcard receipt documentation and collection is the responsibility of the Pcard manager
The card manager has the authority to deny usage of the card
Transactions that aren’t fully support with appropriate documentation by the approval deadline will be marked as Exceptions and must be logged in the department’s exception log.

10. Purchasing Contract Signatures
Allow 2-3 weeks for the contracts to be finalized
If the event is already taken place (ATF) the contract will not be signed
Continue to submit contracts through eRequest and the PSSC will work with purchasing for the signature
Purchasing may have questions for the department or the vendor that will need to be answered prior to signature.

11. Once the quote is approved it can only be used one time
MyQuote
Quotes through MyQuote submitted by the vendor must be approved by the Purchasing Department’s commodity managers prior to being pulled in to eRequest.
Once the quote is approved it can only be used one time
If the quote is pulled into the eRequest and then the eRequest is not saved, the quote needs to be reapproved by the eStores team.
The eRequest for the purchase shouldn’t be created until the MyQuote is approved by Purchasing.
MyQuote user guide can be found

12. PO Closures Start looking at open PO report
eReports Financials General Procurement Reports POB101DW-Purchase Order Report
Can run the report by the through Due date so that you capture any open PO before your selected Due date (I.e. 06/30/2017).
Select the summary pivot report to get each PO that is open as one line on the report
Select the detailed pivot report to have each line of each open PO appear on the report
Send Excel worksheets of the PO’s needing closed to your designated unit box for the Service Center to Close

13. PO Closures
Areas with Open PO’s (with Due dates of 6/30/2017 or older)
Student Life – 3824
Business & Finance – 3680
OAA – 1912
University Advancement – 134
Human Resources – 118
College of Law – 112
Legal Affairs – 58
John Glenn College – 58
President – 17
Government Affaris – 12
Board of Trustees - 5

14. PO Closures
Areas with Open PO’s (with Due dates of 6/30/2017 or older) Top 10 Dnodes:
D5118 – 3432
D5242 – 1238
D5206 – 1045
D5288 – 305
D5280 – 192
D5290 – 188
D4012 – 184
D3200 – 178
D4560 – 172
D4272 – 152
Sum of all open PO balances (with due dates of 6/30/2017 or older)
$136,800,366

15. Questions?

16. Thank You!