1. Teresa Page Kistie Manders Dave Register Kate Smith 9:45 am 9/14/18
Procurement from A to Z
Teresa Page
Kistie Manders
Dave Register
Kate Smith
9:45 am 9/14/18

2. Agenda Procurement Contract functionality Travel & Expense Update
Decisions
Security Roles & User Preferences
Demo
Testing & Roll out
Travel & Expense Update
Accounts Payable Update
Purchasing Update

3. Procurement Contracts
Procurement Contract functionality allows you to enter basic contract information in to PeopleSoft, once the contract has been finalized, so that you can track spend against it.
This functionality does NOT assist in the creation of or execution of a contract.

4. Procurement Contracts
Decisions
Institutions will use a shared SetID for procurement contracts – ‘POCON’.
Institutions will add/maintain their agency contract information in the POCON SetID.
Institutions will need a Contract Administrator. This person will add/maintain the agency contract information.
Contract Admins will have authority to view and edit any contract entered in the POCON SetID, even if it was entered by a different institution. Admins will need to be careful to only update contracts that have been entered for their institution.
BOR & Statewide contracts will be added/maintained by the system office in the POCON SetID.

5. Procurement Contracts
Decisions
Institutions must use the SHARE SetID suppliers in order to use the procurement contract functionality.
Procurement Contracts entered by the Institution will have a Contract ID that begins with the first 2 digits of their Business Unit. The contract ID field allows for 25 characters.
BOR contracts that are available for all to use will begin with a different identifier, still to be decided.
Statewide Contract ID’s will not be changed and will be entered into the system in the same format as they are received.

6. Procurement Contracts
Security Roles & User Preferences
Roles:
BOR_PO_CONTRACT_ADMIN – Contract Administrator
BOR_PO_CONTRACT_INQUIRY – Those who need inquiry access for Procurement Contracts
BOR_PO_CONTRACT_REPORTS – Those who need access to reports
User Preferences:
Procurement link > Contract Process link – here you will define default options as well as the type of action a Contract Admin can take

7. Procurement Contracts
DEMO

8. Procurement Contracts
When can I start?!
Institutions should plan to test in the FPLAY environment.
Available for testing mid December, once configuration is setup following the refresh of FPLAY due to the application of Release 5.40
Institutions to let ITS know when they are ready to begin testing, following the application of REL 5.40.
USO will begin loading BOR contracts and Statewide contracts shortly, to ensure they are available for use in January.

9. Questions?

10. Travel & Expense

11. Travel and Expense Support
Kate Smith
Kate joined ITS in 2012 supporting the Travel and Expense module and is transitioning to the General Ledger and Commitment Control modules. Prior to joining ITS, she served in various roles in consumer banking and college administration. Kate received a Bachelor of Arts degree in Business Administration from Piedmont College.
Kristi Bradshaw
Kristi has been employed with ITS for over 3 years. She has supported the General Ledger and Commitment Control modules and is transitioning to the Travel and Expense module. Prior to joining ITS, Kristi spent over 20 years in the banking industry, serving in various roles.

12. Annual Maintenance Release 5.40 Updates
Introducing Classic Plus pages
Hybrid between existing Classic and Fluid
Classic Plus present throughout Travel and Expenses
Slightly different look but same page layout

13. New Classic Plus Pages – Create Travel Authorization
Classic Classic Plus
Note the new Reference field… this field has been present on Expense Reports for some time. We do not use the Reference field, so just leave it blank.

14. New Classic Plus Pages – View Travel Authorization

15. New Classic Plus Pages – View Travel Authorization

16. New Classic Plus Pages – View Travel Authorization

17. New Classic Plus Pages – Create Cash Advance

18. New Classic Plus Pages – View Cash Advance

19. New Classic Plus Pages – View Cash Advance

20. New Classic Plus Pages – Create Expense Report
Classic Classic Plus

21. New Classic Plus Pages – Print Expense Report

22. New Classic Plus Pages – View Expense Report

23. New Classic Plus Pages – View Expense Report

24. New Classic Plus Pages – View Expense Report

25. New Classic Plus Pages – Expense Processing

26. New Classic Plus Pages – Authorize Expense Users

27. New Classic Plus Pages – Reassign Approval Work

28. Annual Maintenance Release Preparation
Fully approve OR send back all transactions
No transactions should be in workflow

29. New Query BOR_EX_DESIGNATED_APPROVERS
Returns all employees with a Designated Approver. Available now in FPROD.

30. Travel and Expense Payment Processing

31. Expense Report Payment Process

32. Expense Report Void/Reissue Payment Process

33. Tips and Tricks
To populate today’s date, enter a “T” or “t” in any date field in PeopleSoft Financials. Click Save and today’s date will populate.

34. Tips and Tricks Expense Reports on Hold
Hold will not allow end of month reset of accounting date
BOR Menus > BOR Expenses > BOR EX Month End > Reset Expense Report
Hold will prevent budget checking

35. Questions?

36. Accounts Payable

37. Accounts Payable - Payment Request
Payment Request provides a self-service option for users to submit non-Purchase Order invoices to Accounts Payable for the payment of approved Suppliers.
Approved Payment Requests may be processed into vouchers using the Voucher Build batch process.
Implemented in our spring 2018 release. Currently used by FVSU and GSU. ASU to implement soon.

38. Security Roles for AP Payment Request
BOR_PAYMENT_REQUEST: User enters and submits Payment Requests
BOR_PAYMENT_REQ_APPR: Department Manager and Ad Hoc Approver role
BOR_PAYMENT_REQ_AMOUNT_APPR: Special Approver for Amounts over $2,500.00
BOR_PAYMENT_REQ_AP_APPR: AP Approver (final workflow Approver)
BOR_PR_ADMINxx: Payment Request Administrator (Reviewer)

39. Entering Payment Requests Step 1: Summary Information
Business Unit is required.
Invoice Number is required.
Invoice Date is required.
Cost Sub-Total is required.
Attached Invoice is required.

41. Entering Payment Requests Step 2: Supplier Information
Supplier ID is required.
Only approved Suppliers are allowed.
Use Supplier search to choose Location.

43. Entering Payment Requests
Step 3: Invoice Details
Add lines to enter Line info and Accounting Details.
Line amount is required.
Distrib line amount is required.
Required fields: Account, Fund, and Bud Ref.

45. Entering Payment Requests Step 4: Review and Submit
Select the Review button to review PR details.
Select Previous/Next buttons to edit Payment Request.
Select the Submit button to submit Payment Request.

47. Approval Workflow for AP Payment Request
Department Approval: Payment Request routes to the listed Department Manager for the Department ID entered on Line 1, Distrib 1.
Amount Approval: If the Payment Request total exceeds $2,500.00, it will route to an Amount Approver.
AP Approval: Payment Request route to the AP Approver for final approval.

48. Accounts Payable – New for REL5.40
New workflow available for Voucher Fund Approval.
Non-PO vouchers using specified Fund Codes will route for Voucher Fund Approval.
Fund Codes to be used are institution-specific.
Voucher Fund Approvers are pooled for all Fund Codes.
New security role: BOR_VOUCHER_FUND_APPROVAL.
Use of Voucher Fund Approval is optional.
Change request presented by Clayton State and Middle Georgia State. Invitation will be sent out through the AP listserv for BU’s wishing to implement and list of Fund Codes to be used.

49. Accounts Payable – New for REL5
Accounts Payable – New for REL5.40 Classic Plus stylesheet changes the look of Accounts Payable
Pages that will NOT change to Classic Plus:
Match Workbench
Regular Entry
Pay Cycle Details
Accounting Entries

50. Accounts Payable – New for REL5
Accounts Payable – New for REL5.40 Classic Plus stylesheet changes the look of Accounts Payable

51. Accounts Payable – New for REL5
Accounts Payable – New for REL5.40 Classic Plus stylesheet changes the look of Accounts Payable

52. Accounts Payable – New for REL5
Accounts Payable – New for REL5.40 Classic Plus stylesheet changes the look of Accounts Payable

53. Accounts Payable – New for REL5
Accounts Payable – New for REL5.40 Classic Plus stylesheet changes the look of Accounts Payable

54. Accounts Payable – New for REL5
Accounts Payable – New for REL5.40 Classic Plus stylesheet changes the look of Accounts Payable

55. Questions?

56. ePro & Purchasing

57. ePro & Purchasing – Release 5.40
Classic Plus is not enabled for most pages within eProcurement and Purchasing
Exceptions would be approval pages and inquiry type pages
No new Known Issues at this point
Expect to resolve 2 Known Issues:
KI9.2-71_PO: Unable to Create Amount Only PO via Express Purchase Order page
KI _PO: Process Option Changes for Maintain Purchase Order and Express Purchase Order pages

58. Purchasing – Returning with REL5.40

59. ePro & Purchasing Month-End Process Checklist
Created to assist users in completing month end processing
Available on the GAFIRST website. Documentation > Documentation Index > Purchasing > Job Aids and Reference Documents
Suggestions welcome!

60. ePro/GFM Amazon punchout now available in GeorgiaFIRST Marketplace
Institutions should contact ITS when ready to complete live order testing
Amazon will provide an overview training with buyers at institution (via webex)
Amazon will provide a basic training to all requesters (via webex)
Looking at implementing a punchout with Newegg

61. Questions?