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The EProcurement Solution

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Note* Line items can be un-rejected before the requisition is ... Most vendors have a 30 day return policy however technology items are usually only 14 days. ... – PowerPoint PPT presentation

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Title: The EProcurement Solution


1
Arizona BuyWays
The E-Procurement Solution
Revised June 2007
2
E-Purchasing Contact Information
Arizona BuyWays Customer Service Team
626-8979

Vendor Contact Information
Arizona BuyWays Vendor Contact Information is
located on each Purchase Order.
3
Benefits of Arizona BuyWays
  • Easier ordering Arizona BuyWays allows multiple
    vendors (purchase orders) on one requisition.
  • Quick, simple access to contracted or negotiated
    pricing Arizona BuyWays allows users to shop
    from vendors online using one login with
    contracted/negotiated pricing.
  • Elimination of paper, copying and filing
    Arizona BuyWays allows users an electronic
    history of requisitions and purchase orders.
  • Faster handling of purchase orders Arizona
    BuyWays electronically routes purchase orders to
    the vendor.
  • On-line catalogs Arizona BuyWays gives users
    access to real-time pricing and inventory.
  • Electronic routing for approvals Arizona
    BuyWays notifies approvers by email when a
    requisition is pending approval.

4
Logging into the system
5
Module 1- Shopping and Requisitioning
6
Module 1 Shopping and Requisition
Basic Navigation on the Home Page
  • Use the top custom tool bar to
  • Go to the home page
  • Go to my favorites list
  • Go to product search to look for product
  • Go to cart to start or access a pending
    requisition
  • Go to approvals
  • Go to history to view requisition / order
    history
  • Go to profile to access your login information
    and default settings
  • Quick link from the Home Page to
  • Order from your Favorites
  • Place a Quick Order
  • Run an Advanced Search
  • Logout

7
Module 1 Shopping and Requisition
Basic Navigation on the Home Page
  • Other Home Page Functions
  • Organization Message Administrative Updates,
    Current Hosted Vendors and Quick Links to the
    Return Form and Web Page.
  • Search For Allows users to quickly search for
    Catalog No. (SKU), Catalog Keyword, CAS No., PO
    No. or PR No.

8
Module 1 Shopping and Requisition
Web Catalogs
  • Web Catalogs or Punch out catalogs
  • These are online shopping catalogs that when
    selected, take the user into the vendors website
    and online catalog. Two examples are VWR and
    Office Depot (see main pages for these vendors at
    right).
  • All browsing, shopping, real-time inventory
    lookup and pricing are done from the vendors
    website and their catalog.
  • When finished shopping and putting items into a
    shopping cart, all the information is
    automatically transferred back to Arizona BuyWays
    for requisitioning, approving, and creating a
    purchase order.

9
Module 1 Shopping and Requisition
Hosted Catalogs
  • In cases where vendors do not have their own Web
    page or online catalog, the University may work
    with the vendor to list their products and prices
    as a Hosted Catalog.
  • Search for an item using Product Description.
    The search engine cross references all hosted
    catalogs at the same time. It is recommended
    that the ALL category be selected for optimal
    search results.

Note A list of Hosted Suppliers and a link to
the Arizona BuyWays web page are also located in
the organization message in the Arizona BuyWays
home page.
10
Module 1 Shopping and Requisition
Exercise I Creating a Requisition
11
Module 1 Shopping and Requisition
  • Select the desired category, for example, ALL or
    Office Supplies / Computer.
  • Select the desired Punch-out Merchant, for
    example, Office Depot
  • Search for stapler, enter the desired quantity
    and Add to Cart.
  • Any item you selected to add to your cart will be
    brought back into the AZ BuyWays requisition.

Exercise II Shopping a Web Catalog
?
?
?
12
Module 1 Shopping and Requisition
Exercise III Shopping a Hosted Catalog
  • Click on ALL or Office Supplies / Computer.
  • Use the Search feature to find book using the
    Office / Computer Hosted Catalog Search. Note
    The Hosted Catalog Search does not
    cross-reference the Punch-Out Catalogs
  • Select item by entering the desired quantity and
    clicking Add to Cart.
  • Any item you selected to add to your cart will be
    entered into the requisition.

?
?
13
Module 1 Shopping and Requisition
Exercise IV Shopping a Hosted Catalog- Stores
Inventory
  • Click on ALL or Office Supplies / Computer.
  • Use the Search feature to find paper using the
    Office / Computer Hosted Catalog Search. Note
    The Hosted Catalog Search does not
    cross-reference the Punch-Out Catalogs
  • Select item by clicking on the picture of the box
    listed jointly under the quantity and add to
    cart section.

1
2
3
14
Module 1 Shopping and Requisition
Exercise IV cont. Shopping a Hosted Catalog-
Stores Inventory
7
4
5

6
  • Select the Order from Inventory Tab
  • Enter desired quantity
  • Click Add to Current Cart
  • Close Window

15
Module 1 Shopping and Requisition
Exercise V - Comparing Hosted Products
  • Use the Search feature to find water using the
    Lab Supplies Hosted Catalog Search.
  • Choose two or more items by clicking the Select
    box next to each product.
  • Choose the Compare option and click GO.
  • The side-by-side search results allow for a quick
    product comparison.

16
Module 1 Shopping and Requisition
Levels of Data for Accounting Codes Shipping
Information
  • User Profile (your default user information)
  • Accounting code and shipping default for all
    requisitions
  • Information can be changed at any time in the
    User Profile screen
  • Requisition Header (information associated with
    an entire requisition)
  • Accounting code and shipping information for
    individual requisition
  • Information can be changed at the time a
    requisition is created
  • Information may be changed before or after line
    items are added to the requisition
  • Line Item (information associated with a single
    item within a requisition)
  • Accounting code per line item within a
    requisition
  • Information can be changed at the time a
    requisition is created
  • Information must be entered AFTER line items are
    added to the requisition

17
Module 1 Shopping and Requisition
  • Click Review

Exercise VI Reviewing a Requisition
  • Click on the Edit button in the Shipping section
    to modify the shipping address at the header
    level
  • To modify the shipping address by line item,
    click on View/edit by line item
  • Click on the Edit button in the Accounting Codes
    section to modify the account number and object
    code at the header level
  • To modify the Accounting codes by line item,
    click on View/edit by line item
  • Click on the Edit button in the Internal Notes
    and Attachments or General sections to modify at
    the header level.

18
Module 1 Shopping and Requisition
Exercise VII Modifying the Shipping Address
from the Profile
  • After clicking on the Edit button in the Shipping
    section, a pop up screen will appear. Select
    from your profile values any shipping address
    from your profile
  • Update the Room Number and Dept Name if needed.
  • Click Save

1
2
3
19
Module 1 Shopping and Requisition
Exercise VIII Modifying the Shipping Address
from all University Addresses
  • After clicking on the Edit button in the Shipping
    section, you can select from any valid University
    Address by clicking on From UA Addresses
  • Enter the name or partial name of a building or
    address into the Nick Name field. Use signs
    before and after to find all addresses containing
    the name/partial name.
  • Click Search

20
Module 1 Shopping and Requisition
Exercise VIII Modifying the Shipping Address
from all University Addresses, cont.
  • Click Select next to the desired address
  • Update Room Number/Dept Name Information
  • Click Add to profile to add to your saved list of
    address for future requisitions
  • Click Save

21
Module 1 Shopping and Requisition
Exercise IX Modifying Accounting Codes
  • After clicking on the Edit button in the
    Accounting Codes section, a pop up screen will
    appear.
  • Free form enter any Account Number within the
    Department Number in your profile
  • Click Save
  • Select from your profile values any Accounting
    Codes from your profile
  • Click Save

1
OR
2
22
Module 1 Shopping and Requisition
Header Split by only Line item Split by or
amount
Exercise X Splitting Accounting Codes
  • After clicking on the Edit button in the
    Accounting Codes section, a pop up screen will
    appear.
  • Click Add Split for additional lines as needed
    Click Remove to remove a line of a split
  • Make changes to Account Number or Object Code
    fields as needed
  • Select the percentage of price or quantity for
    each line item to equal 100.
  • Click Save

23
Module 1 Shopping and Requisition
Exercise XI Copying Information to Other Lines
  • On multi-line requisitions, you can copy the
    changed accounting/shipping information from one
    line item to others.
  • After updating one line item, the Copy to Other
    Lines option will appear under the changed item.
    Click on this option.
  • The remaining items will appear in a pop up
    window. Select the items to be changed by
    selecting the checkbox next to the items
  • Click Copy
  • Note Line items that are coded differently
    from the requisition header will be flagged with
    the message values differ from header.

24
Module 1 Shopping and Requisition
Click the PR Approvals Button
Review Requisition- Approval Workflow
  • Every requisition placed in Arizona BuyWays must
    go through an approval workflow before purchase
    orders are generated and forwarded to the
    vendors. The approval workflow is determined by
    the items purchased following the criteria below
  • Funding Approval Determined by the FRS
    Account Number chosen
  • Dollar Approval (over 5000) Each requisition
    over 5000 is sent to the E-Purchasing team for
    forwarding to Fund Accounting. If the
    requisition contains an individual purchase order
    which is over 5000, it will be forwarded to Fund
    Accounting for approval. If not, the order will
    be released.
  • Property Management Each requisition containing
    object codes 5750, 7600-7799 is forwarded to
    Property Management for approval.

25
Module 1 Shopping and Requisition
Exercise XII- Submitting a Requisition
  • Click the Place Order Button to submit
    Requisition
  • The Requisition is created.
  • Requisition goes to the Approver(s) shown in
    the Approval Workflow
  • To Return to your order, click on the
    Requisition No.

26
Module 2 - Approving
27
Module 2 Approving
28
Module 2 Approving
Exercise I- Approving/Rejecting a Requisition
29
Module 2 Approving
Exercise II- Rejecting Line Items Within A
Requisition
30
Module 2 Approving
Exercise III Copy a Request
31
Module 3 - Search Tools and History
32
Module 3 Search Tools and History
Exercise I- Checking the status of a requisition
33
Module 3 Search Tools and History
Exercise II- Viewing the Purchase Orders
34
Module 3 Search Tools and History
Exercise III- Order Search
  • Click on History
  • A search screen will appear. Search by PO Number,
    by Requisition Number or by Supplier/SKU by
    clicking on the corresponding header tab.
  • If you know the PO, Req, Supplier or SKU,
    populate the appropriate field and click the
    Search box. Note H must precede a PO number
    when searching by Purchase Order Number
  • You may also narrow a search by clicking the
    Filter checkbox.
  • After clicking this box, the search may be
    narrowed by date range and/or PO status.



35
Module 3 Search Tools and History
Exercise III cont.- Order Search
36
Module 4 - Returns
37
Module 4 Returns
Returns To return an item purchased through the
Arizona BuyWays E-Commerce system, complete a
Return Form online at http//pacs.arizona.edu/ari
zona_buyways/applications/returnsd.html The
item(s) will be picked up by Central Receiving
and returned for credit to the appropriate
vendor. Please return items in the original
packaging. Most vendors have a 30 day return
policy however technology items are usually only
14 days.
Requesting an Invoice / Purchase Order
The Arizona BuyWays Invoice Request Form Copies
of Requisitions and Purchase Orders are
maintained within the Arizona BuyWays
E-Procurement system to be viewed by each user.
If a department requires additional
documentation on an invoice paid, they may fax an
Invoice Request Form to 520/621-1245. The Arizona
BuyWays Invoice Request From is located on
E-Forms.  
38
Module 4 Returns http//pacs.arizona.edu/arizon
a_buyways/applications/returnsd.html
39
Module 5 - My Favorites
40
Module 5 My Favorites
  • My Favorites allows you to
  • Save frequently ordered items
  • Create Folders and Sub-Folders to organize your
    favorites lists
  • Edit existing folders
  • Move or copy items from one folder to another
  • Delete items or folders
  • Add items to new requisition from your favorites
    list individually, or in groups

41
Module 5 My Favorites
Exercise I Create Favorites List
  • Click My Favorites, Edit Folders
  • Click the sub-folder icon under Options for My
    Favorites to create a new Folder
  • Give the folder a name and click Submit
  • The new folder appears under My Favorites

42
Module 5 My Favorites
Exercise II Add Items to Favorites List
  • Punch-Out or Hosted Items may be added to the
    Favorites List from a pending requisition.
    Hosted Items may also be added to the Favorites
    List from the Hosted Catalog Search screen.
  • Hosted Items will reflect real-time quantity and
    pricing on the Favorites List. Punch-Out items
    will reflect the quantity and pricing at the time
    they were added to the Favorites List.
  • After items are added to a requisition, Select
    the items to add to My Favorites by checking the
    box next to each item
  • Pull down the menu choice to Add To Favorites,
    click GO.

43
Module 5 My Favorites
Exercise II Add Items to Favorites List, Cont.
  • Select the Folder to place item
  • Change quantity or give the item a nickname
    before adding to list (optional)
  • Click Submit
  • Click Close

44
Module 5 My Favorites
Exercise III Add Items to Requisition from
Favorites List
  • Click on My Favorites, Active Folders
  • Select checkbox next to item or folder
  • Click Add To Current Cart

Punch Out items on the Favorites List will not
reflect price changes made by the merchant
My Favorites List can also be accessed
on the Arizona BuyWays Home Page
Click on My Favorites, Active Folders
45
Module 6 - User Profile
46
Module 6 User Profile
Exercise II Forgotten Password
  • Click on the question Forgot your Password?
  • As instructed, enter your user name and email
    address
  • You will then receive an email with a password
    link.
  • Click on the link and a question will appear that
    you have pre-set in your profile
  • When you answer the question correctly, you will
    be prompted to enter a new password.

Hint Be sure to verify your email and QA in
your user profile in case your password is ever
forgotten.
47
Module 6 User Profile
  • User Profile
  • Your user Profile allows you to
  • Modify User ID information
  • Modify default ship to information
  • View default Dept number Modify FRS account
    number and object code
  • Reset Password
  • Password must be at least six characters,
    no more than twelve (alpha and/or numeric).
    Password expires every 90 days.
  • Set a password reminder question

48
Module 6 User Profile
Exercise III Changing your password
49
Module 6 User Profile
Exercise IV Adding Default Address information
Guidelines for Ship to information
arboretum
50
Module 6 User Profile
Exercise V Adding default account codes
51
Module 6 User Profile
Exercise VI Email Preferences
52
Appendix 1 - Miscellaneous Tips
53
Appendix 1 Miscellaneous Tips
Unique and Synonymous Terms
54
Appendix 1 Miscellaneous Tips
Browser Operating System Requirements
Error Messages
55
Appendix 1 Miscellaneous Tips
Arizona BuyWays The Whole Picture
Shopping Online
  • Account Billing
  • The day a requisition is approved by the final
    approver, FRS will expense the account(s)
    indicated on the requisition.
  • Charges that expense in FRS will be coded with
    the Purchase Order number in reference field one.
    Reference field two will be coded BuyWays.
    The description field will list the vendor name.
    Additional charges will also reference the PO
    number.
  • Any additional charges added by the vendor, such
    as hazardous material charges, dry ice charges,
    etc., will be expensed at the time E-Purchasing
    receives the invoice from the vendor.
  • Note Stores, Xerox and Ikon may not expense the
    same day when using Arizona BuyWays.

Creating a Requisition
Approving through a custom workflow
Creating Purchase Orders
Payment through Account billing
56
Appendix 2 - Requisitioning Quick Guide
57
Requisition Checklist
     
 
 
Requisitioning Quick Guide Checklist
____ 1- Logon to https//solutions.sciquest.co
m/Arizona   ____ 2- Click Carts   ____ 3-
Click Create Cart   ____ 4- Click Add
Products   ____ 5- Click Product Search, select
commodity type under categories   ____ 6-
Search for product under Hosted Catalog Search
and/or Punch Out Search   ____ 7- Add items to
cart (requisition)   ____ 8- Click
Review   ____ 9- To Change or Split
Defaults Click Edit to modify shipping
address Click Edit to modify accounting
codes Click Add Split to split fund
Click Save to save changes   ____ 10- Click
Place Order
58
Appendix 3 - Approval Quick Guide
59
Approval Quick Guide Checklist
  • ____ 1- Logon to https//solutions.sciquest.com
    /Arizona
  •  
  • ____ 2- Click Approvals
  •   
  • ____ 3- Locate Requisition and Click Assign
  •  
  • ____ 4- Click on Requisition Number
  •  
  • ____ 5- Click Sub-Tabs under Requisition Tab
    History to review
  •  
  • ____ 6- Select an Available Action
  • Approve/Complete Step Approves any
    non-rejected items on the Requisition
  • Reject Selected Item Reject by Line Item
  • Return to Shared Folder Leaves Requisition in
    Pending Status
  • Place PR on Hold Leaves Requisition in Pending
    Status, but identifies Approver to the
    Requisitioner
  • Forward to Passes Approval rights to another
    Approver
  • Add Notes To History Allows Approver to add
    Notes
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