1. Welcome to Business Day 2011
Welcome to what is eProcurement session. Cartoon save that thought
Renee Braun Procurement Services

2. What is eProcurement?
The use of the internet or a company’s intranet to procure goods and services used in the conduct of business.

3. NYS Contract Suppliers
Staples
UPS
VWR
User friendly and customized web portals for the University to view NYS contract rates

4. Benefits Streamlines ordering and payment process
User friendly portals to order commonly required products and specific services
Approval process/Administrative function
Increased order accuracy
View NYS Contract rates
Quicker delivery
Easy access to tracking status history and notification
By using user friendly and customized
Judy’s story process saved 3 steps 2 for Judy 1 for Amy no idi
enduser creates the order routes to an approver just like ereq the approver accept order can make changes and click submit directly to the supplier
Good example of improve efficiency by eliminating unnecessary steps
Explain UPS admin feature
Flexiibilty in set up to make it condusive the departments needs
Next day delivery, Administration cost of for each ereq order confirmations the for VWR AND sTAPLES ups has a administrative function. The admin centralized control and visibilty for the department can view the users activity history next delivery desktop delivery VWR order before 12. no past dues invoices due to consolidated billing method no floating invoices. Less hands touching enduser can place order and Innovative cost savings and efficiency
Easy access and tracking order confirmation availability

5. Benefits Continued No need for eReqs or Speed Orders
Can allocate expenditures using all funds
Consolidated billing
Point was made in the in the cartoon ,instead of processing an ereq,which is an adminisrative cost of $100 per ereq. and entering the information every time an ereq is created just log into one of the 3 portals all of the inofrmation is already in your profile all you neeed to do is select the items and allocate the expediture to a departmental account no idi’s as I was geeting every story about their department process wasStaples monthly ups weekly vwr research weekly state monthly and ubf 16th and 30th Consolidated billing no past due invoices. VWR is the newest member of consolidated billing eProcurement tab message cbill frequency

6. University Business Services Homepage
Access Start account set go ubbusiness homepage forms up Online ordering authorization form ,in the ups link campusship guide UPS information sheet
UPS Link
Forms

7. UPS Information Sheet
Helpful information sheet this refer thus this sheet helpful
tool,contact information,
Drop box locations
,ups customer service assistance,
,same day PICKUP PHONE REQUESTS, make sure you identify that you are with the university

8. Please complete form and return to: braun@buffalo.edu or fax 645-2687
When the account has been created you will receive an autogenerated with the login information username and temp password

9. Staples Advantage Login
Staples the familiar one enhanced search and browse. Explain research blanket order or amex

10. Select Ship-to Location
Select ship to location funding source
Ship-To Location

11. Home Page Change Ship to
Shopping lists, change ship to location ubf nc c state nc c

12. Item Search
Change Ship to
Item Search
Shopping lists

13. Enter Multiple Items
If you have the item numbers

14. Select Item and Check Out
View/Check Out
Select item add to cart and checkout

15. View Shopping Cart

16. Purchase / Shipping Information
Room number

17. Account Information
Research enter PO number UBF enter account number with the dash and state select from drop down click invoice this account also option of pcard and submit order or route to approver to submit order
Place Order or Route to Approver

18. Comparative Feature
Compare
Select the items you would like to compare

19. Comparative Feature

20. Shopping Lists
Create Shopping Lists

21. My Orders
My Orders
My order order status return appove order searh for orders

22. Customer Service
Customer service helpful links tutorial reference guide tech support number

23. Seamless/order placement and delivery remains the same
University at Buffalo is working together with Staples to meet our diversity spending goals
Transfer office supplies program to run through Proftech, a business partner of Staples
Seamless/order placement and delivery remains the same
Changes-New URL and Summary Billing will be from Proftech
A marketing piece will be ed shortly with the new URL. Please log in User id and password will remain the same. During Business Days please feel free to bring your questions to the Staples table

24. Making Shipping More Efficient
View CampusShip User Tutorial

25. Login Information Page
profile has ben created

26. User ID and Password
enter user id and password if you lock yourself out the department admin or myself can reset password

27. Administration Tab
Always good to have 2 admin for a depaartment admin create and delete multiple users the damin tab is great benefit to utilize if you have a large department with different locations can view activity through history elimates having to ask for paperwork form dept useres

28. Manage Users

29. Create User

30. Manage User Information
Once the user profile is created they will receive the login information.

31. My Settings
Build address lists, Print shipping labels from desktop printer
Validate addresses to reduce delays and additional charges
View NYS contract rates and various shipping options
Enable multiple users within each department to ship
Build address lists
Provide easy access to tracking numbers, history and notification

32. Shipping Preferences
Select service packaging, set account number default, notifications, international documentation

33. Notifications

34. Create a Shipment
Create a shipment create a return, validate address feature reduces additional charges and delays

35. Select Service
Select packaging letter my packaging type and service next day air-compare time and cost ability to make better shipping choices
Compare

36. Allocate Shipping Charges
Mandatory Reference Fields
Reference Fields
1st Account Number
2nd Funding Source
3rd Department Use
1st Account Number
2nd Funding Source
Enter account numbers (same format as eReq)
3rd Department Use
1st Reference same format as ereq
3 mandatory fileds all funding sources Account charged 1 a week ok 1 1/2weeks/ click next

37. Shipping Document
Print label right from desk top print more efficient method than the hand written documents. Which create delays and address correction fees

38. Statement 1st and 2nd Reference
Departmental account number wlil appear on invoice balance zero already paid not further action /supply chain bills

39. Resources Tab
ClicK UPS CUSTOMER SERVICE TO ENROLL IN ELECTRONIC BILLING

40. Billing and Payment

41. UPS Billing Center

42. Electronic Invoice
View statement online, have previous invoice in front of you

43. Invoice Notification
Receive weekly

44. UPS CampusShip Detail

45. Login

46. Select My Account

47. Shipping Information

48. Select Shipping Account Number
Select the correct ship account number corresponding to the funding source that you will allocating the charges to

49. Select Funding Source
Example of

50. Enter Ship To Address

51. Select Items

52. Search for Items

53. Select and Add to Basket

54. Shopping Basket
Checkout or route to approver to submit

55. Checkout
Ship to address has already been entered

56. Enter Additional E-mail Address

57. Payment Information
Dept use field,review order

58. Review and Place Order
Review route to approver if needed and place order
Place Order or Route to Approver

59. Create Shopping Lists
Click to Chat
Create shopping lists tabs products, services programs support search click and chat

60. Order Status
Invoice and order detail status

61. Questions? Stop by the eProcurement table
to sign up for a training session !
Thank you for attending UB Business Day 2011
Presentation will be posted on UBBusiness