1. Purchasing and Distribution Services Vendor Locations, Pre- Encumbrance/PO Balances, and Additional Purchasing Information FAR Meeting – August 12 th, 2014

2. Selecting a Vendor on a Requisition When selecting a vendor in eProcurement, end user must select the “SHARED” vendor location. These are SPECIFIC to UTEP ONLY

3. Selecting a Vendor on a Requisition Selecting non “SHARED” vendor location causes payment problems for Disbursements If the vendor address desired is not available, used the listed SHARED location to complete the requisition. Submit a POC form to Purchasing (purchasing@utsa.edu) to correct the vendor address on the PO.purchasing@utsa.edu Selecting non “SHARED” vendor location causes payment problems for Disbursements If the vendor address desired is not available, used the listed SHARED location to complete the requisition. Submit a POC form to Purchasing (purchasing@utsa.edu) to correct the vendor address on the PO.purchasing@utsa.edu

4. Pre-Encumbrance Balances Requisition Pre-Encumbrance Balance A pre-encumbrance balance is money not used on a PO, i.e. PO is reduced lower than requisition End user should monitor requisition balances after PO’s are created and dispatched. Remaining Pre-encumbrance can be released by Purchasing, please send a request to release pre-encumbrance to Purchasing@utsa.eduPurchasing@utsa.edu PO Closing Remaining balances on PO can be released by Purchasing, please send a request to close a PO to Purchasing@utsa.eduPurchasing@utsa.edu Requisition Pre-Encumbrance Balance A pre-encumbrance balance is money not used on a PO, i.e. PO is reduced lower than requisition End user should monitor requisition balances after PO’s are created and dispatched. Remaining Pre-encumbrance can be released by Purchasing, please send a request to release pre-encumbrance to Purchasing@utsa.eduPurchasing@utsa.edu PO Closing Remaining balances on PO can be released by Purchasing, please send a request to close a PO to Purchasing@utsa.eduPurchasing@utsa.edu

5. Pre-Encumbrance Balances Monitor requisition/PO balances using Manage Requisition

6. Additional Purchasing Information Desktop Receiving – –Important to issue a receipt for items delivered directly to the department – –Avoid delays in Payment, match exception occurs when a receipt is not issued promptly – –“How To” on Purchasing website for instructions on issue Desktop Receipt Capital Asset Orders – –Capital Asset items should reflect the appropriate Account Code for tagging an asset Review the category code selected Review the account code defaulted into the COA Desktop Receiving – –Important to issue a receipt for items delivered directly to the department – –Avoid delays in Payment, match exception occurs when a receipt is not issued promptly – –“How To” on Purchasing website for instructions on issue Desktop Receipt Capital Asset Orders – –Capital Asset items should reflect the appropriate Account Code for tagging an asset Review the category code selected Review the account code defaulted into the COA

7. Resources:Resources: Purchasing Website:Purchasing Website: http://www.utsa.edu/purchasing/index.cfm Purchasing PeopleSoft Forms:Purchasing PeopleSoft Forms: http://www.utsa.edu/purchasing/PS_Purch_Forms.cfm Purchasing PeopleSoft Instructional Guides:Purchasing PeopleSoft Instructional Guides: http://www.utsa.edu/purchasing/PS_Purch_HowTo.cfm Purchasing Website:Purchasing Website: http://www.utsa.edu/purchasing/index.cfm Purchasing PeopleSoft Forms:Purchasing PeopleSoft Forms: http://www.utsa.edu/purchasing/PS_Purch_Forms.cfm Purchasing PeopleSoft Instructional Guides:Purchasing PeopleSoft Instructional Guides: http://www.utsa.edu/purchasing/PS_Purch_HowTo.cfm