Procurement Services. Order to Payment Training May Presented by Sonya Chambers Janet Spencer

Transcription

1 May 2008 Presented by Sonya Chambers Janet Spencer

2 Agenda Order to Payment Cycle Overview for Goods & Services... p. 3 Requester/Buyer Responsibilities Purchase Request Submission. p. 4 Purchase Request & Order Changes & Returns... p. 4 Receiving Notification p. 5 Invoice Payment Approval.. p. 5 Vendor Issues... p. 5 Request for Proposals & Competitively Bid Purchases Process.. p. 6-7 Pcard Usage. p. 8 Accessing Purchase Request Tools p. 9 F&S Request Form for Bids, RFPs, & New Vendors... p Accessing Pcard Tools.... p New Purchase Request Website with ibuy Accessing.... p. 15 Request List..... p Request Creation. p Declined Request p Search.. p. 24 Status Definitions p. 25 Vendor Purchase Order Champs Sample.... p Vendor Purchase Order - ibuy Sample (Image not available as of 5/2008) n/a Questions

3 Order to Payment Cycle for Goods & Services Payment 11) PO, receipt,& invoice match, invoice approved for payment 1) Need determined Request 2) Vendor quote acquired for orders $ ) Vendor sends invoice to UPAY 3) Request & quote to Procurement 9) Receiving enters receipt into business system Acquiring Goods or Services 4) Procurement creates Banner requisition Business Systems Banner ibuy Pcard Solutions PO Web Request CHAMPS 8) Requester communicates receipt of service or good Shipment & Receipt 7) Requester takes receipt of good or service 6) Vendor Receives PO & ships order 5) Campus Purchasing converts req to PO Order Creation RFP/Bid Process CSAS (SMR only) Page 3 of 27

4 Requestor/Buyer Responsibilities Purchase Request Submission Use prime and preferred vendor contracts or standing purchase orders (SPO s) when possible. See F&S Purchasing Website for link to prime & preferred vendor contracts. If purchase does not require a bid or RFP use the F&S Online Purchase Request Website to submit purchase requests. Verify and provide: o Vendor part number o Vendor item description o Vendor unit of measure o Vendor current cost for item o Work order-step o Accurate need by date o Specific delivery location If purchase request requires bid or RFP use the F&S Request Form for Bids and RFPs, which is also used for new vendors. Ask vendor if F&S pays freight. If yes, supply an additional line labeled freight on purchase request with an accurate freight estimate. Provide quote for purchases of $1000 and above unless it is a purchase for an emergency on campus. Request an version of the quote instead of faxed version, when possible. all price quotes and bid specifications to FandS Purchasing-Procurement at fsprocpur@oandm.uiuc.edu. Purchase Request / Order Changes & Returns Changes - send an to FandS Purchasing-Procurement at fsprocpur@oandm.uiuc.edu with details of the change. Format as listed below: o Subject Line - Change Order: PO or Request ID# o Change in Price - price change from to on item o Change in Quantity - quantity change from to on item o Change in Location - delivery location change from to location Returns - send an to FandS Purchasing-Procurement at fsprocpur@oandm.uiuc.edu. Format as listed below: o Subject Line - Return : PO #. o Enter in body of what was returned and why Page 4 of 27

5 Requestor/Buyer Responsibilities Receiving Notification Communicate receipt of ordered items to your unit s Receiving area if ordered items are not delivered to PPSB, SMR, G&CP Receiving docks. Send the packing slip to your unit s receiving area. or Send notification with the order number, item(s) ordered, and quantity received to your unit s receiving area. Non-storeroom line items that are not received in system and o Total less than $500 per invoice and Business unit did not respond, within 2 business days, to Procurement s asking if the item(s) were physically received. Procurement Services will enter the receipt and approve the invoice for payment. o Total more than $500 per invoice Procurement will the foreman and copy the requester to resolve. If neither the foreman nor the requester responds to , Procurement will elevate it to the next supervisory level. Invoice Payment Approval Services or Rental Invoices o Review and approve service invoices within 2 business days of notification. o Indicate if invoice is a partial or final payment. o If applicable, scan and invoice to FandS Accounts Payable -Procurement at fsprocap@oandm.uiuc.edu. Invoice Variance Rule If the invoice amount is more than the PO amount by $250 or less, Procurement will approve invoice for payment. $251 or more, Procurement will the requester for approval to approve the invoice. Vendor Relations & Issues Communicate problems with vendor to Procurement Services by providing o PO # or suborder # o Vendor name o Description of item ordered and vendor part # o Description of problem Page 5 of 27

6 Request for Proposals and Competitively Bid Purchases Process Required for acquisition of goods & services above bid limit. Procurement Services Requestor/Buyer Responsibilities To begin the Bid or RFP Process requesters should contact Procurement Services before contacting Campus Purchasing by doing the following: o Creating a draft specification document. o Creating potential vendor list of vendors who may be interest in responding to bid. o Completing the F&S Request Form for Bids & RFPs located on Procurement Services Purchasing Website. o Indicating on F&S Request Form for Bids & RFPs whether you want To attend the bid opening at Campus Purchasing and take vendor responses with you. Campus Purchasing to mail vendor responses to Procurement Services who will forward them to requester. Campus Purchasing to mail vendor responses to F&S Business Unit, if not located in Physical Plant building. If left blank the vendor responses will be mailed to Procurement Services attention and forwarded to requester. o ing all of the above to FandS Purchasing-Procurement at fsprocpurc@oandm.uiuc.edu. F&S Procurement Services will o Create and submit the Banner purchase requisition to Campus Purchasing. o the draft specifications document to Campus Purchasing. o Determine what additional documents, departmental, or campus reviews may be required by Campus Purchasing to complete purchase approval. o If appropriate, schedule a pre-bid planning meeting. Requester may contact Campus Purchasing buyer to finalize bid or RFP specs after Procurement Services submits the Banner requisition and specs to Campus Purchasing. Page 6 of 27

7 Requestor/Buyer Responsibilities Request for Proposals and Competitively Bid Purchases Process (continued) Campus Purchasing will o Post RFP/bid on Illinois Procurement Bulletin (14dys). o Conduct bid opening. o Distribute vendor responses to bid/rfp per requester s preference checked on purchase request. Requester will o Evaluate vendor responses. o Send an to Campus Purchasing buyer and FandS Purchasing-Procurement at fsprocpurc@oandm.uiuc.edu with name of vendor awarded the bid/rfp. o Maintain copy of winner s response to bid/rfp. Campus Purchasing will o Post the award on the Procurement Policy Board (PPB) - can be as long as 30dys. o Issue purchase order to vendor awarded the bid/rfp once PPB says it s ok. o Ensure all required documents are obtained, routed for signature, and filed appropriately per state laws and University policies. Page 7 of 27

8 Requestor/Buyer Responsibilities P-Card How to Get One Business unit head will o Approve who should have a P-Card and ask the employee to take the on-line Pcard Training, o See F&S Purchasing Website for link to on-line Pcard Training. o Send to Pcard Manager at FandS Admin-Procurement at fsprocadmin@oandm.uiuc.edu, include default FOAP and purchasing limits based on projected purchasing activity for new cardholders. o Notify the P-Card manager whether Pcard should be cancelled or transferred due to employment status changes. Employee will o Complete on-line Pcard Training for new Pcard or renewal Pcard (every 2 yrs). o Meet with Pcard Manager, Robert VanderZalm to complete Procurement Card Authorization/Agreement and Application. o Meet with Pcard Manager, Robert VanderZalm to complete F&S Pcard Policy training and to pick up Pcard. P-Card Usage Obtain a receipt from vendor, complete P-Card Purchase Form for each transaction, submit to ProcSrvcs within 1 business day after purchase. Follow up with the vendor on any problems, billing discrepancies, or damaged goods to request credit and credit receipt. Submit credit receipt attached to P-Card Purchase Form to ProcSrvcs. Purchase of equipment items that are $500 and over, are prohibited. Respond to ProcSrvcs inquires within 2 business days of inquiry to FandS Admin-Procurement at fsprocadmin@oandm.uiuc.edu. P-Card Disputes ProcSrvcs will send to request receipt information if charges appear and no paperwork has been submitted by Pcardholder. If the cardholder believes that he/she is not responsible for a P-Card charge, the cardholder must notify the bank by calling the number that appears on the back of the P-Card and notify the department P-Card manager or reconciler. The cardholder should also notify the vendor who submitted the charge in an effort to further investigate the charge details and request that a credit is issued. After the bank has completed the investigation, the cardholder will be notified of the resolution. If the dispute is not settled in the cardholder's favor, the account will be charged again for the disputed transaction amount. P-Cards Lost or Stolen Notify the bank by calling and the P-Card manager by or phone. Page 8 of 27

9 Accessing Purchase Request Tools 1. Go to 2. Click on staff resources in the resources column 3. Click on Purchasing under the Business Tools section. The Business Tools section lists all of the business functions for Procurement Services, which are the following: Accounts Payable P-Card Property Accounting Purchasing Page 9 of 27

10 F&S Request Form for Bids, RFPs, and New Vendors (see page 9 for steps 1-3) 4. Click on F&S Request Form for Bids & RFPs 5. Enter User Name and Password (same as when logging on to your computer each morning) 6. Click on OK 7. Review Instructions 8. Click Request Form tab 9. Complete, save, and form per instructions Page 10 of 27

11 F&S Request Form for Bids, RFPs, and New Vendors (continued) Procurement Services Page 11 of 27

12 F&S Request Form for Bids, RFPs, and New Vendors (continued) Procurement Services Page 12 of 27

13 Accessing P-Card Tools 1. From the Staff Resources web page under Business Tools, click on P Card 2. Select Pcard Purchase Form for a blank copy of the form 3. View policies on prohibited and restricted purchases, cardholder responsibilities, and disputed transactions Page 13 of 27

14 P-Card Purchase Information Form Checklist For Purchases and Credits Provide the Tax Exempt number, printed on your P-Card, at time of purchase. Obtain original receipts for purchases or returns that include the following information: Vendor name, address, phone Date of purchase Itemized description, quantity, and price Total dollar amount charged or credited If any of the above information is missing, write it on the receipt or attach it to the receipt. Submit the Following Attach the original receipt to this document and complete the following: Cardholder Badge Number Phone Cardholder Printed Name Brief Description of Purchase Complete this section if applying your purchase to a Work Order/Step Work Order/Step - Amount $ Work Order/Step - Amount $ Work Order/Step - Amount $ Work Order/Step - Amount $ If more than one Work Order/Step is used, identify the dollar amount associated with each WO/Step. Complete this section if a Work Order/Step is not applicable, and to verify FOAP accuracy FOAP(AL): (- - ) Amt $ Fund Organization Account Program Activity (Opt..) Location (Opt.) FOAP(AL): (- - ) Amt $ Fund Organization Account Program Activity (Opt..) Location (Opt.) FOAP(AL): (- - ) Amt $ Fund Organization Account Program Activity (Opt..) Location (Opt.) If more than one FOAP(AL) is used, identify the dollar amount associated with each FOAP(AL). Activity and location numbers are optional. Send this form with the attached Original Receipt and any applicable paperwork within 24 hours of purchase to: Procurement/P-Card, PPSB, Room 158, MC-820 Date submitted: Page 14 of 27

15 New Purchase Request Website with ibuy (see page 9 for steps 1-3) 4. Click on F&S Online Purchase Request 5. Enter your Bluestem Login Id and Password 6. You are now at the main screen of the F&S Purchase Request Website which has three tabs: (a) Request List (b) Request (c) Search Page 15 of 27

16 New Purchase Request Website with ibuy (continued) (a) Request List Procurement Services The Request List will display a list of purchase requests with the following statuses: Not submitted by ibuy - Statuses for purchase requests sent to vendor by Procurement Services o Saved requests that are partially filled out or requests created for the purpose of modeling. o Submitted requests that have been submitted to but have not been viewed by Procurement Services o In Process requests that have been submitted to and have been viewed by Procurement Services but not converted. o Sent to CHAMPS requests which Procurement Services has converted. Will only see an order in this status if CHAMPS is down. o Processed by CHAMPS requests which Procurement Services has converted, but the purchase order hasn t been sent to the vendor. Once a request is converted, the request will no longer appear in the Request List. Page 16 of 27

17 New Purchase Request Website with ibuy (continued) The Request List will display a list of purchase requests with the following statuses: Submitted by ibuy - Statuses for purchase requests sent to vendor by ibuy o Saved requests that are partially filled out or requests created for the purpose of modeling. o Submitted requests that have been submitted to but have not been viewed by Procurement Services o In Process requests that have been submitted to and have been viewed by Procurement Services but not converted. o Sending to ibuy requests which Procurement Services has converted, sent to ibuy, and is awaiting ibuy s acknowledgment. o ibuy error - requests which Procurement Services has converted, sent to ibuy, and were rejected by ibuy. Procurement Services may make corrections and resend at this point. o ibuy not available requests which Procurement Services has converted, sent to ibuy, and ibuy is not available to acknowledge. Procurement Services may make corrections and resend at this point. o ibuy processing order - requests which Procurement Services has converted and sent to IBuy. o Processed by ibuy requests which Procurement Services has converted and sent to ibuy, and have a Banner purchase order number. ibuy will send the order to the vendor. o Sent to CHAMPS requests which Procurement Services has converted. Will only see an order in this status if CHAMPS is down. o Processed by CHAMPS requests which Procurement Services has converted, but the purchase order hasn t been sent to the vendor. Once a request is converted, the request will no longer appear in the Request List. Page 17 of 27

18 New Purchase Request Website with ibuy (continued) 7. Click on the Request tab to create, update, model, or submit a Purchase Request (b) Request Page 18 of 27

19 New Purchase Request Website & ibuy (continued) 8. Complete the Request form. Vendor: type a portion of the vendor s name and click, enter, or tab out of the field and select the Vendor from the list of values. Ship to: type a portion of the building name and click, enter, or tab out of the field and select the Building from the list of values. Badge: Your badge will be the default badge id. If you are ordering on behalf of someone else you may: o Enter a badge id o Enter a crew code and click, enter, or tab out of the field and select the badge from the list of values o Enter a portion of the name and click, enter, or tab out of the field and select the badge from the list of values Work Order and step: enter a valid work order and step. Work Order Building: automatically fills in based on the work order entered. Submit Date: defaults with today s date. Need Date: enter a date you will need your product delivered by. This field is not required. Delivery Method: select Delivery or Pickup from drop down list. Memo for PO: comments will appear on the Purchase Order sent to the vendor. Enter the quote number in the section, if applicable. F&S Comment: comments entered are for F&S, the vendor doesn t see them. If there is a quote, type will or deliver quote. For multiple work orders and steps, if you have enough room to type all of the information pertaining to the split please do. Otherwise send an to F&S Purchasing Procurement at fsprocpurc@oandm.uiuc.edu. Format purchase request and as listed below: o F&S Comments Will multiple work order step splits o Subject line enter Online request number - Multiple Work Orders, where number is the purchase request number. If the purchase request number is not included Procurement will not know to which purchase request to apply the splits. o Enter in body Request line number, work order/step and percent splits. The percent splits should total 100%. Page 19 of 27

20 New Purchase Request Website & ibuy (continued) 8. Complete the Request form (continued) Created by: automatically fills in with your name Total: automatically totals line items Quantity: enter quantity Procurement Services Unit of Measure: select applicable unit of measure from drop down list Part #: enter the vendor part number first, followed by description. If there is not a part number, then enter the following o N/A for no part number for the item o Service for a service being performed o Rental - for a rental of equipment o Shipping for shipping charges Part Description: enter vendor description of item, service, or rental requested. Unit Cost: enter cost per unit of item, service, or rental requested Extended: automatically calculates the total cost of line item by multiplying the quantity by the unit cost Del: removes the line and its contents. 9. Click Submit Request button to submit request to Procurement Services 10. any quotes that apply to the purchase request to F&S Purchasing Procurement at fsprocpur@oandm.uiuc.edu. Format Subject line - Quote for Request ID #. Page 20 of 27

21 New Purchase Request Website & ibuy (continued) (b) Request Request Actions Cancel: status purchase request as cancelled New Request Line: displays an additional line Save/Update Request: assigns a purchase request number and will save changes. The Request Id will display in the upper left corner. Submit Request : assigns a purchase request number and forwards request to procurement. The request is no longer available for updates. Model Request: copies everything into a request except for the work order and step New Request: refreshes the page with a blank request Page 21 of 27

22 New Purchase Request Website & ibuy (continued) 11. Correct Declined Purchase Request If a purchase request is not completed as instructed above, it will be declined by Procurement Services. You will receive an if an order is declined. To view your declined request, from the Search screen enter the PR# and click on Search. Click on the PR# link. Declined Request Page 22 of 27

23 New Purchase Request Website & ibuy (continued) 11. Correct Declined Purchase Request (continued) Click Model Request and all information, with the exception of the work order number, will be copied into a new purchase request. Re-enter the work order and step and make corrections. Click Submit Request which will result in a new request number. Page 23 of 27

24 New Purchase Request Website & ibuy (continued) 12. Click on the Search tab to search for Purchase Requests created in the New Purchase Request application. Enter your search criteria within the Search screen. If you don t enter any criteria and simply click on the Search button your previous 365 days of converted requests will be displayed. Enter a portion of the name for Vendor, Ship to Building, Badge, Crew, and Work Order Building and click, enter, or tab out of the field then select from the list of values. See Request tab section for explanation of purchase request statuses. (c ) Search 13. Click on Search Old Purchase Request System link displayed at the top of the Search screen to search for Purchase Requests created in the Old Purchase Request application. Page 24 of 27

25 New Purchase Request Website & ibuy Status Definitions New requests that have not been saved Procurement Services Saved requests that are partially filled out or requests created for the purpose of modeling. Submitted requests that have been submitted to but have not been viewed by Procurement Services In Process requests that have been submitted to and have been viewed by Procurement Services but not converted. Sending to ibuy requests which Procurement Services has converted, sent to ibuy, and is awaiting ibuy s acknowledgment. ibuy error - requests which Procurement Services has converted, sent to ibuy, and were rejected by ibuy. Procurement Services may make corrections and resend at this point. ibuy not available requests which Procurement Services has converted, sent to ibuy, and ibuy is not available to acknowledge. Procurement Services may make corrections and resend at this point. ibuy processing order - requests which Procurement Services has converted and sent to IBuy. Processed by ibuy requests which Procurement Services has converted and sent to ibuy, and have a Banner purchase order number. ibuy will send the order to the vendor. Sent to CHAMPS requests which Procurement Services has converted. Will only see an order in this status if CHAMPS is down. Processed by CHAMPS requests which Procurement Services has converted, but the purchase order hasn t been sent to the vendor. Converted - requests which Procurement Services has converted and sent to the vendor. Will trigger an to the requester who created the request and to the associated with the badge on the request. Declined requests which Procurement Services has declined. Will trigger an to the requester who created the request and to the e- mail associated with the badge on the request. Cancelled requests which the requester has cancelled. A request can only be cancelled if it has not been submitted. Page 25 of 27

26 Univeristy of Illinois, Facilities & Services PO Number: R CAPITOL GROUP Page 1 of 2 University of Illinois at Urbana-Champaign Facilities & Services, Procurement Services 1501 South Oak Street, Room 158 Champaign, IL PO Cover Sheet Date: 04/07/2008 Pages including cover sheet: 2 Time: 14:34 PM To: CAPITOL GROUP 3101 RESEARCH ROAD CHAMPAIGN, IL Phone1: Contact: DEL FAX: From: Janet Spencer Facilities & Services, Procurement Services 1501 South Oak Street, Room 158 Champaign, IL Phone: FAX: fsprocpur@fs.uiuc.edu Attached is a detailed list of items ordered. Questions concerning this order should be directed to the person listed above. Payment via Vendor Invoice. Illinois Dept. of Revenue Sales Tax Exemption # E Do NOT modify this order without authorization from this office. Include packing slip with shippment. Reference: R and P on Invoice and Packing Slip. Note: Please pass this on to Mr. Smith asap For questions concerning this purchase order, please contact: Spencer, Janet Page 26 of 27

27 Univeristy of Illinois, Facilities & Services PO Number: R CAPITOL GROUP Page 2 of 2 Purchase Order University of Illinois - Urbana-Champaign Facilities & Services Release: SPO Number: R P Note: Please reference both the Release number and the SPO number on all packing slips and invoices Need Date: 04/08/08 Supplier: CAPITOL GROUP 3101 RESEARCH ROAD CHAMPAIGN, IL Contact: DEL Phone: FAX: Comments: Attention: Mr. Smith Ship To: DAVENPORT HALL 607 S. MATHEWS AVE. URBANA, IL Attn: Janet Spencer (2157) Phone: Line Description Unit Quantity Price Total 1 #123 FIXTURES EA Total: For questions concerning this purchase order, please contact: Spencer, Janet Page 27 of 27