1. Barbara Moser - Purchasing Joanne Webb - Accounts Payable
Procure to Pay (P2P)
Barbara Moser - Purchasing
Joanne Webb - Accounts Payable
Welcome

2. P2P Business Process Workshop Agenda
Introduction
Key Terms
TUmarketplace Discussion
General Requirements and Policy Review
Creating a Requisition for PO, Approval, Processing, and Payment
Summary

3. After This Workshop You Should:
Be familiar with the systems and processes required for purchasing
Know how to get invoices paid quickly and accurately
Understand your role in the P2P (req to check) process

4. Procure to Pay P2P Business process covering Purchasing Invoice Entry
Requisitioning
Purchasing
Invoice Entry
Receiving
Payment

5. Purchasing Department
Our mission is to procure goods and services for the University community customers in a timely, cost-effective, and efficient manner.
Provide the Tools to Purchase Efficiently:
TUmarketplace – electronic ordering system
TUebid – electronic bidding system
Supplier Relationship Management (SRM)
Supplier qualification review and approval
Obtain quotations
Contract negotiation and management
Conduct bidding
Award bid

6. Purchasing Key Terms - eProcurement
An electronic ordering system - TUmarketplace
Showcase Catalog Vendor
Electronic “static" catalog in TUmarketplace
Punchout Catalog Vendor
TUmarketplace linked to vendor’s website
Requisition (PR)
Initial request to make a purchase
Purchase Order (PO)
Legal document authorizing use of university funds
Blanket Purchase Order (BPO)
Used for recurring purchases – not encumbered
Change Order (CO)
Original conditions of order have changed
TPcard
Temple issued credit card for small dollar transactions
Vendor/Supplier
Contribute goods or services in a supply chain
Contract
Legally-enforceable promise made by one party to another
Terms and Conditions
Set the rights and obligations of contracting parties
Encumbrance
Anticipates a future expenditure and is recorded by a PO

7. TUportal Administrative System Access
TUmarketplace Access
TUportal Administrative System Access

8. TUmarketplace “Landing Page”

9. TUmarketplace Catalogs
SHOWCASE Catalog
PUNCHOUT Catalog

10. TUmarketplace TPcard Enabled Vendors
$5,000
Beginning Feb.1

11. Purchasing General Requirements and Policies
Less than $5,000
$5,000 and greater
Competitive Bid Not Required
Competitive Bid Required
May require a Sole Source Form if not bid
Only non-catalog requisitions route to
Both catalog and non-catalog requisitions route to purchasing
purchasing for review and PO
Showcased & Punchout catalog orders do not route to purchasing for review or PO
Purchase Order Required

12. Temple Pcard (TPcard) ~Purchasing Card~
$5,000
Beginning Feb.1
Temple Pcard (TPcard) ~Purchasing Card~
Non-Allowable
Travel
Food
Gifts and Gift Cards
Personal
Contributions, Donations, or Sponsorships
Computers
Allowable
UPS
Conference Registrations
Memberships to Professional Organizations
Books
Non-hazardous lab supplies
Benefits
Reduces: Number of PO and invoice processing
Reduces: Use of personal funds for University business transactions & reimbursements
Faster order placement, quicker delivery
Quicker payment to vendor
Reduces paper
Sample List
Sample List
Please Refer to Purchasing Dept. Website for Complete List

13. Forms Purchasing Not Processed in Purchasing
Might be processed
In Purchasing
Accounts Payable Online Invoice Payment
Development Communications
HSC OFM Work Order
Creative Services
Automated Clearing House (ACH) Deposit Authorization
Internal Photography
Surplus Work Order
Contract Approval
Police/Security Services
Diamond Dollars
Main OFM Work Order
Vendor Quote

14. Contract Approval Form
Electronic workflow approval of legal documents
Will process through Purchasing if contract is greater than $5,000 and commits University funds
Supporting documents are sent to vendor by department
Beginning Feb.1
Complete Contract Approval Request Form
After workflow approval, the requisition is routed to Purchasing – if commits funds >$5,000
Purchasing reviews for proper documentation and requisition routes to University Counsel
University Counsel reviews, obtains electronic signature
When a Purchase Order is required the signed contract routes to Purchasing to create a PO
The requisition is closed and the contract is exported to Imaging

15. Independent Contractor Forms
Independent Contractor Determination and Certification Independent Contractor should answer yes to all of the questions
2) Independent Contractor Service Agreement
Scope of Work
Total Cost
W-9 – I.R.S. Tax Form
Under $5,000 – Agreement can be executed by department dean or vice president
Beginning Feb.1
Over $5,000 – Agreement must be attached to a purchasing requisition with all Independent Contractor forms for review and approval by Accounts Payable

16. Sole Source Form Only One Source
Unique expertise or technology leadership
Patent protection or copyrighted materials
Original Equipment Manufacturer (OEM)
No suitable competitor
Preference for one vendor does not justify sole source
This is the exception rather than the rule

17. Order Consolidation – Making Cent$
$aves Time
$aves Money
Conserves Resources
Promotes Environmental Sustainability
Reduces Waste
Reduces Delivery Truck Congestion
“Free Shipping” - cost of shipping can be buried in cost of product
What You Can Do
Preplan Your Purchases
Anticipate Needs
Keep Stock of Items Frequently Used
Order Consumable Products Once a Week, or less, In a Larger Order

18. Returnable Totes for Office Supplies
Arrange for pick-up of all Alpha/Staples delivery totes by ing:  or

19. Upcoming Enhancements
February 1st Increase from $3,000 to $5,000
TPcard transaction limit
Contract Approval Form
Independent Contractor
February 17th PaymentNet4 (TPcard administration site)
March 30th SciQuest Upgrade
New features to be announced
Spring 2014 New TUmarketplace Vendors:
AMD/DVSS ~ Medical Supplies– Punchout
National Gift Card (NGC) ~ Gift Cards - Punchout

20. Accounts Payable Overview
Accounts Payable (AP) is the source of all vendor payment information
Benefits of Electronic Invoicing:
Automation of matching receipts to purchase orders
Two Way Match
Three Way Match
Workflow - track and route documents through the approval process in TUmarketplace

21. Accounts Payable Key Terms
AP– Accounts Payable
ACH – Direct Deposit
E-Invoicing – Electronic Data Interface
T & E – Travel and Expense Reports
FOAPAL – Fund, Org, Account, Program, Activity, Location
NRA - Nonresident alien
Receivers – Approval on invoice or entered in TUmarketplace
W-9 – IRS Requirement
JE – Journal Entry
TPCard – Temple University’s Purchasing Card
PO – Purchase Order
Req. – Requisition
Net 1,15, 30 – When the invoice is released for payment based off the invoice date

22. Types of Payment Requests
Using TUmarketplace
Direct Pay (Non-PO related invoices)
Regular Purchase Order Invoices (Committed PO Invoices)
Blanket Purchase Order Invoices (Not committed to budget)
Independent Contractors (PO and Non-PO)
Credit Invoices
Travel and Expense Reports (Concur Travel and Expense System)
Accounts Payable Online Invoice Payment Form
Should not to be used if a Pcard is available

23. Accounts Payable Frequently Asked Questions
How do I know whether I should call Accounts Payable or Purchasing with a question?
Check status of purchase orders or payments on an invoice/check request by using Self Service Banner or contact Accounts Payable at
Need to make a change to a purchase order, contact Purchasing
Questions regarding PCard, contact Purchasing
Questions regarding contract specifics, contact Purchasing
How do I know if a person is an Independent Contractor or an Employee, contact Accounts Payable
Accounts Payable Online Invoice Payment Form
Should not to be used if a Pcard is available

24. Accounts Payable Frequently Asked Questions con’t
How do I know if a person is an Independent Contractor or an Employee?
Employee:
Temple controls what work will be done and how it will be done.
Temple has the right to control and manage the details of how and when the work is performed.
Independent Contractor:
Individual specializes in a field, ex: landscaper, consultant, etc.
Contractor decides how the work will be done, not Temple
Typically set their own hours and are paid on a free-lance basis, either a flat rate or per job rate
Accounts Payable Online Invoice Payment Form
Should not to be used if a Pcard is available

25. Accounts Payable Frequently Asked Questions con’t
How do I enter a receipt in TUmarketplace?
Quantity Receipt:
Quantity receipts are used for products regardless of how many items are purchased
Cost Receipt:
Cost Receipts are used with orders that are for services such as Independent Contractors, Maintenance Agreements, Software installation and any other service related orders
Here is the link which is located in the Unified Resource Center. Go to TUportal, right hand corner click on the help. Here is where you will find all the material to walk you through a lot of your questions.
Accounts Payable Online Invoice Payment Form
Should not to be used if a Pcard is available

27. Need Help?