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CFO - Procurement

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eProcurement 8.8 (ePro)Requisition Preparer Training

John Speros, Procurement

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Class Agenda

Terminology Procurement systems overview Procurement Web site eProcurement walkthrough ePro step-by-step hands-on Restricted Items training Practice requisition with project split Looking up ePro information Requisition approvals Reference Materials

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Terminology

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Terminology

Requisition Purchase Order Extended-Term Subcontract Requester Preparer (“Entered By”) Approver Certifier Buyer / Subcontract Administrator Distributed Procurement Unit (DPU) PCard Order

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Procurement Systems Overview

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Procurement Systems Overview

B2B

FMS 8.8(ePro, eBuy,

Purchasing, PCard,AP, Receiving, GL,

RAPID, Travel-TREX )

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Procurement Web Site

http://procurement.lbl.gov

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ePro Walkthrough & Step-by-Step

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Restricted Item Training

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Item Categories List

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ePro EH&S Requisition Approval/Review

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What is A Restricted Item? There are many types of restricted items…

computers… furniture… services… From an EH&S perspective, a Restricted

Item: Has inherent safety hazards Requires special controls and/or authorizations,

and If handled improperly, may: hurt people, harm

the environment, damage equipment and result in citations or DOE Reportable Occurrences

For these reasons, purchasing Restricted Items needs to be controlled

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Restricted Item List Procurement Dept maintains the

Restricted Item List The most current version available via LBNL

Home Page “A to Z Index” Restricted Item List is subject to change

ES&H related items are grouped together EH&S Division POCs and phone extensions are

listed Note: notification versus approval (more later)

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What Do We Want You To Do?

Ask the Requester if an item is Restricted/Sensitive/Hazard

When you prepare a requisition: Determine if item is on the Restricted

Item List Go to LBNL’s A-Z index and select “Restricted

Items List” Use PDF binocular view to find item

Categorize item by selecting the most appropriate Category when filling out eProcurement Line Information

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Conclusion Requesters need to be aware of the Lab’s

Restricted Item purchasing process They should already know this & that

controls/authorizations are needed…but preparers can remind them

Check items against the Restricted Item List Use the Web based version for the current list Use the PDF binocular view to find the item on

the list Still unsure? Contact EH&S

Correctly categorize items in ePro This is important - it flags materials that

require approval

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Practice ePro Requisitionwith Project Split

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Requisitions Status & Reports

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Manage RequisitionsNavigation

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Manage Requisitions

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eProcurementPCard Information

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IRIS Reports

Quick Reports on the right give you quick Requisition & PO Status on individual POs

IRIS Reports give you more details, better formatting, and more filters

IRIS is refreshed nightly

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IRISPO Information

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IRISPO Information

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IRISPCard Order Information

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IRISPCard Order Information

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8.8 Approvals

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8.8 ApprovalsEmail arrives in Mozilla mail inbox

The Email shows “Approval is Requested” in the subject area.

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8.8 ApprovalsEmail text

Hyperlink to approval page

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8.8 ApprovalsPeopleSoft 8.8 login

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8.8 Approvals

Click Approve or Deny

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Advanced8.8 Approval TopicsRequisition Details

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Advanced 8.8 Approval TopicsAdd another Approver or Reviewer

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Advanced 8.8 Approval TopicsView All Approvals

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Advanced 8.8 Approval TopicsView All Approvals

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Advanced 8.8 Approval TopicsBLIS Approval

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Advanced 8.8 Approval TopicsComplex Approvals

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Requisition PreparerReference Materials

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Requisition Preparer Training Materials

Quick Reference Guides Web-based training through the

“User Productivity Kit” ePro Help x7774 Procurement Web Site:

http://procurement.lbl.gov

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