1. eBis Training Presentation
Presented by
Charis Thomas
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2. How is this session structured?
Introduction
Background describing the impending changes and effects
Demonstration
Step by Step guide – showing how to use eBis
Practice Time
Exercises to confirm your understanding
Conclusion
A summary of the learning from the day.
You will receive a Handbook to take away with you to help you use the system.
Lesson descriptions should be brief on this slide

3. How is this session structured?
Introduction
Background describing the impending changes and effects
Demonstration
Step by Step guide – showing how to use eBis
Practice Time
Exercises to confirm your understanding
Conclusion
A summary of the learning from the day.
You will receive a Handbook to take away with you to help you use the system.

4. What is the P2P Project? Procurement Card eBis Purchase Orders P2P
(Purchase to Pay)
Project
Image scanning
Procurement Card
eBis Purchase Orders

5. What are P-Cards? Operate in a similar manner to a credit card
Make it easier to purchase ad hoc goods and services worth < £1,000
Over 30 P-Cards are now accessible throughout Trust
Spend is approved retrospectively and must be supported by invoices/delivery notes
How presentation will benefit the audience: Adult learners are more interested in a subject if they know how or why it is important.
Presenter’s level of expertise in the subject: Briefly state credentials in this area; or, why participants should listen to you.

6. What is eBis? eBis is a web based version of Open Accounts
It’s fundamentally a purchasing tool
Allows the approval of spend in advance
Ensures budgets accurately reflect commitments
Allows orders to be raised on-line
Prompts users to approve/action items
Generates automated reports
Facilitates on-line invoice approval

7. What are the benefits of eBiz?
Simple to use
Replicates Trust Structure and processes
Designed to be intuitive and well-supported
Allows a clear track of actual and committed spend
Removes paper trail of invoices and orders (all paperwork accessible on-line)
Allows simple tracking of order status
Accessible to staff based off-site
Pre-approval of spend for higher-value purchases.

8. SO … which tool should I use?
In essence unless your purchase
can be made through the p-card it should be made through e-bis.

9. Are there any exceptions?
There are very few areas of spend that do not need to pass through the process:
Recoupement from other councils – as spend has been deemed exceptional
Utility Bills – as these will be moving to direct debit
Expense Claim forms – As the receipts will need to be attached.
Exceptional eBis items form to be found on outlook – see Trust News

10. What are your responsibilities around eBis?
Cost-Centre Managers
To ensure orders/invoices are approved in a timely manner
To ensure to process is followed and administrators are informed of impending spend
Requisitions/Administrators
To ensure orders are raised accurately
To ensure all orders are receipted once the good/service has been delivered

11. How is this session structured?
Introduction
Background describing the impending changes and effects
Demonstration
Step by Step guide – showing how to use eBis
Practice Time
Exercises to confirm your understanding.
Conclusion
A summary of the learning from the day.
You will receive a Handbook to take away with you to help you use the system.

12. How do I use eBis?
Before starting to use eBis you must have undertaken a robust supplier selection process in accordance with the appropriate I Need! procedure unless this is a procurement from a framework contract (see Supplier Relations for a list of current framework contracts).

13. So … how do I use eBis? Step 1: Requisition Entry
Confirm spend (through the
Confirm price
Confirm Cost-code
Register of authorities in outlook
Confirm Expense code
Expense codes found in outlook
Enter order details
Forward to approver/substitute

14. How do I use eBis? Step 2: Requisition Approval
You receive an informing you that a req is awaiting approval.
Simply enter the system and approve it.
Orders now automatically merge
Orders and reminders are sent via

15. How do I use eBis? Step 3: Goods Receiving
Inform system:
Goods are received
Items have been returned
Items are no longer in stock
Changes in request
Payment will only be made once goods/services have been received so…
Weekly receipting reminders sent to managers

16. How do I use eBis? Invoice Approval
If an invoice that is not PO-related is received it can also be approved
As all Invoices are now scanned in so the approval can occur electronically.
NB : You will be subject to disciplinary action if invoices are received for items that should have been purchased via eBis.

17. What if I don’t understand?
It is important that if you do not understand you ask us for help. This is because:
Suppliers will no longer accept orders not accompanied with a PO Number or paid for using the P-card.
Payment to suppliers may be delayed.
You risk disciplinary action if you fail to use the system.

18. How is this session structured?
Introduction
Background describing the impending changes and effects
Demonstration
Step by Step guide – showing how to use eBis
Practice Time
Exercises to confirm your understanding
Conclusion
A summary of the learning from the day.
You will receive a Handbook to take away with you to help you use the system.

19. Conclusion Almost all purchases should be made using eBiz or P-card.
P2P should make ordering simpler, more accountable and easier to administer.
Use your Handbook to practice on your own.
Charis will be in contact face-to-face within the next week and by phone the week after.
Don’t hesitate to contact Charis Thomas on x7027 if you have any questions.

20. Any Questions?