E1 – Indirect Purchases Training Course (V4) PURINDPUR Steve Churchill BSA Purchasing

1

• E1 Indirect PurchasesTraining Course
  (V4)PURINDPURSteve Churchill BSA Purchasing

2
Agenda Day 1
Session 1 Day 1 1300 1630

• Why are you here ? Role of Delegated Purchaser
  
• Questions on role of Delegated Purchaser
• Whats in a name ?
• Fusion, ERP, JDE, E1 .
• Cost centres.
• Administration
• User names etc
• Basics
• Log on/off
• Passwords
• Task Properties
• Coffee Break
• Create Non Stock PO.

3
Agenda Day 2
Session 2 Day 2 900 1630

• Purchasing Transactions
• Create Non Stock CapEx POs
• Walkthrough Exercise WT1
• Walkthrough Exercise WT 2 (Create OF)
• Coffee Break (1030)
• Updating Non Stock PO WT3
• Walkthrough Exercise WT 3
• PO Inquiry PO Exit Toolbars
• Approval Process Overview
• Lunch Break (1230)
• Refresher Exercise Create ON/OF
• Printing Non Stock Pos
• Walkthrough Exercise WT 4
• Non Stock PO Receipt Reversal
• Walkthrough Exercise WT 5
  End approx 3pm

4
E1 Indirect PurchasesSession 1

• HAREFIELD

5
Introduction to the role ofDelegated Purchaser
6
Why are you here ?

• Currently Client Company spends about 20 million
  on Direct Purchases (Stock)- Materials used in
  Production - Raw materials Packaging
• But we spend in excess of 40 Million on Indirect
  Purchases - Non Stock and Fixed Assets.
• Historically we have focused more on the Direct
  spends.
• Many Non Stock purchases have been made without
  the use of a Purchase Order. This has meant
  Finance have been unable to budget for this
  expenditure properly.
• So it is clear that moving forward the business
  needs to be more in control of our Indirect
  spend.
• To achieve this, the business will be
  implementing a simple policy where Non Stock
  purchases can only be made using either an
  authorised PO or using a Procurement card
• So we have to expand the number of people allowed
  to create POs for their cost centres.

7
Delegated Purchaser - summary

• Requests from your department / cost centres
  will come to you
• (email or paper requisitions).
• If it less than 300 and you have a Procurement
  Card, you
• should use this to make the purchase. (Pilot
  in Harefield)
• If it is between 300 and 2000, you can raise
  the PO in E1
• Or if it less than 2000 and you dont have a
  Procurement Card
• If it is more than 2000, you pass the request
  to the Purchasing
• Manger in Harefield
• If you place the PO, when it has been approved
  you will get an
• email telling you this. You must then send
  the PO to the
• supplier. (we will talk later how this can
  be sent automatically)

8
Non Stock Purchasing Cycle
START
Originator Sends Email Of their requirement to
their Delegated Purchaser
Where Value is greater than 2000 / 3000 the
request is Forwarded to a Purchasing Manager
Delegated Purchaser / Purchasing Manager posts
a receipt when the goods arrive
Delegated Purchaser / Purchasing Manager prints
the PO and sends it to supplier and notifies the
originator that the order has been placed
Once fully approved, a Notification of Approval
email is sent to the PO creator.
PO is routed to Next level of approval If required
9
Client Company Purchasing web page
10
Purchasing Principles
11
Delegated Purchasing
12
Delegated Purchasing

• Questions on the Delegated Purchaser Role ?

13
Enterprise 1 (E1)
14
Whats in a Name

• FUSION Project Name
• ERP Type of system (Enterprise Resource
  Planning)
• JDE Original Developers
• Peoplesoft, Oracle.
• E1 New name for JDE world / One World
• Cost Centres
• In the Purchasing Screens, Cost Centres are also
  called Branch Plants.
• Cost Centre numbers will change from those we
  have today
• eg UK01HR01, UK02MED02, UK02REG01, UK01GIT02
• UK01 Client Company Ltd
• UK02 Client Company Pharmaceuticals

15
User Accounts

• User User ID Initial Password
• Fred Bloggs FBLOGGS FBLOGGS
• Steve Churchill SCHURCHILL SCHURCHILL

16
E1 Log on
17
Time for a break ? (1430)

• Questions ?

18
Delegated Purchaser - Refresher

• Requests from your department / cost centres
  will come to you.
• If it less than 300 and you have a Procurement
  Card, you
• should use this to make the purchase. (Pilot)
• If it is between 300 and 2000, you can raise
  the PO in E1
• (Or if it less than 2000 and you dont have a
  Procurement Card)
• If it is more than 2000, you pass the request
  to the Purchasing
• Manger in Harefield.
• If you place the PO, when it has been approved
  you will get an
• email telling you this. You must then send
  the PO to the
• supplier. (we will talk later how this can
  be sent automatically)

19
Approval Overview (FYI)

• As Delegated Purchasers, you can not approve
  Purchase
• Orders. Access to the approval screens will
  only be given to
• authorised approvers.
• The role of the PO approver (usually budget
  owner) is to
• ensure purchases requests do not exceed budget
  and are
• appropriate for the business.
• An Approver can delegate their approval
  authority (when they
• are out of the office or on a more permanent
  basis)
• The person who can approve a PO is defined in
  the cost
• centres approval route a file help in the
  new system
• eMail (Outlook) is used to notify each approver
  when approval
• is required, and to notify each Delegated
  Purchaser when a
• PO has been approved or rejected

20
Delegated Purchaser Task View
21
Create Non Stock PO (ON)
Exit Bar
22
Create Non Stock PO Header
Send Method (Print, Fax, Email)
23
Create Non Stock PO Header
24
PO Send Method
Blank Print 1 Fax 3 Email
(limited use) You can change 1 to Blank Do NOT
change Blank to 1
25
Create Non Stock PO - Details
Order Status Last / Next 220 / 230 Order
Created 230 / 230 Order waiting for
approval 230 / 225 Order has been
rejected 230 / 280 Order has been approved
is ready to print. 280 / 400 Order has been
printed and waiting receipt 400 / 400 Order
has been partially received 400 / 999 Order
has been received is closed
Status will update automatically
X
If warnings are given, click OK to clear the
warning and proceed
26
Create Non Stock PO

• When details have been added and you click OK,
  you are
• taken back to the PO Header Revision screen
• Click Cancel at the PO header unless you wish
  to create
• another PO.
• Then click close at the work with order details
  screen

27
Create Fixed Asset PO

• Creating a Fixed Asset PO is the same as a Non
  Stock PO
• except
• Use the OF order Type
• Obtain the Asset Number from Finance and enter
  it into
• the field

28
End Day 1

• Questions ?
• Recap Day 1
• Introduction to the Role of Delegated
  Purchaser.
• Client Company Purchasing Web Site
• Segregation of duties
• Overview of Purchasing Cycle
• E1 Common Foundation Basics
• Create Non Stock PO in E1
• Tomorrow Hands on User practice creation
  of Pos
• PO Inquiry PO Exits
• Review of Approvals
• Printing / Faxing POs
• Receiving POs
• Start at 900