Purchasing Highlights

Transcription

1 Purchasing Highlights April

2 Agenda State Contract Purchases e-pro Requisitions Comments & Attachments Upcoming Classes for Purchase Requisitions and Receiving 2

3 State Contract Purchases All State Contract Items must be purchased via a Purchase Order. Requisitions must include the SC State Contract Number. SC State Contract link: 3

4 State Contract Purchases 4

5 e-procurement Comments Create a new Purchase Requisition using the navigation eprocurement > Requisition 5

6 Comments Complete the Item Details and Supplier information sections. Be sure to make your Item Description representative of what is being ordered from the Supplier. This could be copied from a supplier quotation or an online catalog description that contains specific model numbers or specifications of the product. Don t forget Due Date should correspond to expected delivery of goods or expiration of blanket order. The Supplier Item ID field can be used to identify the vendor s catalog number. Skip the Manufacturer section, as this is not utilized here at USC. 6

7 Comments Line Comments can be used if more space is needed to add information regarding the line item. The Item Description field allows for 254 characters, so if you need to include a description longer than that, go to Line Comments. Check the box(es) below the comments to display comments on the PO (Send to Supplier), or to make them visible at the Receipt or Voucher entry pages. This page does not contain an attachments upload link; however, it is available at the Checkout page. 7

8 Comments 8

9 Comments When all line items are entered, proceed to the Checkout page. If you entered Line Comments on the Item Details page, notice the comment bubble icon will appear to have writing inside ( squiggles ) and the link will say Edit. Expand the grey arrow next to the line number to reveal shipping information. There is a link to include Ship to Comments if there is info relevant to the shipping location, such as location of a loading dock or courier instructions. 9

10 Comments 10

11 Comments Click the comments icon or the Edit link to add additional (or to modify existing) comments and attachments. 11

12 Comments Line Comments added on the Item Details page will be distinguished by angle brackets. The checkboxes are still able to be toggled if needed. At this point, an attachment can also be added. 12

13 Click the plus button to add additional comments. The minus button will delete and existing comment. Comments 13

14 Comments Multiple Comments Additional Comments are a good way to separate information for specific purposes. Not all comments need to be to sent to the Supplier or copied onto the Purchase Order. Some comments are intended for internal communication or documentation only. Each comment can be used to address a different business policy, or just provide additional information for future reference. 14

15 Attachments Attachments Each comment can have its own attachment(s). Supplier quotations, sole source and emergency justifications, tax exemption forms, and signed contracts or agreements are some examples of the types of attachments that can be dedicated to their own comment box. There is a Send to Supplier checkbox associated with each attachment that will designate whether or not the document should be sent to the Supplier whenever the PO is dispatched. The dispatch method must be set to for those attachments to be included with the PO. 15

16 Line Comments & Attachments 16

17 Comments 17

18 Comments 18

19 Attachments Header Comments Near the bottom of the Checkout page, the Requisition Header Comments and Attachments box can be used for comments and attachments that apply to the entire Requisition. Use this section with caution since these comments and attachments are not readily visible on the approval workflow page. 19

20 Approval Justification Approval Comments Below the Header section is the Approval Justification section, which can be used for justification comments for the various layers of approval. These comments are displayed on the Requisition Approval page. They will convert into Header Comments on the Purchase Order. Note: There are no options to add attachments or check boxes to display the justification comments on the PO, at the Receipt, or at the Voucher. 20

21 Multiple Header Comments Multiple Header Comments The Header Comment sections works the same way as the Line Comment page. 21

22 PO Comments Viewing PO Comments at Receipt Whenever a new Receipt document is being processed, the user can view the comments that exist on the PO by clicking the Source Information tab, then the comment icon. (see next page for display) 22

23 PO Comments 23

24 Comments Viewing PO Comments at Receipt Each comment that had the Show at Receipt box checked on the Purchase Order will be available to view when creating receipts. Click View All to display all the comments in one window. If the comment was copied to the Supplier s PO, the Send to Supplier box will be checked. Attachments are not viewable from the Add/Update Receipts page. To view PO attachments, the PO Inquiry page would need to be accessed: Purchasing > Purchase Orders > Review PO Information > Purchase Orders 24

25 Comments 25

26 Comments 26

27 PO Comments Visible at Voucher Comments at Voucher Each comment that had the Show at Voucher box checked on the Purchase Order will be available for Accounts Payable to view when creating vouchers. This applies to both the Header and the Lines, just like with the Show at Receipt checkbox. Remember, the PO setting ultimately controls this behavior, but the Requisition setting is initially transferred to the PO. 27

28 Header Comments à Voucher 28

29 PO/Receipt Header & Line Comments 29

30 What Not To Do Comments One common misconception is that the checkboxes related to the comments affect what happens to the attachment. The attachments never get transferred to the Add/Update Receipts or Voucher Entry pages, so the only checkbox that affects the behavior of the attachment is the Send to Supplier box on the attachment line. For the example on the next page, there is no comment entered, and the Send to Supplier box for the attachment is unchecked. Therefore, no comments will be visible on the PO, at the Receipt, or at the Voucher; and the attachment will not be dispatched with the PO. 30

31 Comments 31

32 PO Comments PO Sample An authorized Dispatched PO appears like this to its recipients (see next page). If Header Comments are shown on the PO, they will appear after all the Item Totals, just before the Total PO Amount. 32

33 PO Comments 33

34 Upcoming Classes for New Requisitioner s Upcoming Training Schedule for Requisition and Receiving ØTuesday, May 2 nd, 9 am 1 pm ØTuesday, June 6 th, 9 am 1 pm Classes are filling up fast. If an extra class is needed we will be glad to add an additional class. 34

35 Upcoming Training 35

36 Where to Find this Recorded Webinar and PPT 36

37 Additional Questions If you have any additional questions please them to For all other questions go to the Contact Us page and them to the appropriate department. This presentation is also available to download on our PeopleSoft Training website. 37

38 Thank You! 38