INTRODUCTION TOePROCUREMENT

eProcurement Class Agenda

• Introductions• Benefits of eProcurement• Orientation to eProcurement• Terms you’ll hear• Place an order using hosted

and punchout catalogs• Order status definitions• Searching (basic and advanced)• eProcurement reports

Introductions

• Name• Department• Primary products you’ll

purchase, or currently purchase

• Level of familiarity with eProcurement

eProcurement Benefits

• Pre-negotiated Contracts– Volume and Non-volume pricing discounts– Frequently no delivery charge– Dedicated support staff– Better return policies

• Quotes (scientific, technology & furniture)• Helps with reconciliation & records retention• Links to online invoices from MyFD

Orientation to eProcurement

My Documents: Show the status of an

order

To Do: Appears if you are a watcher or approver

(defined later)

Search Area for orders, not

productsStart placing an order & search for suppliers

eProcurement Access

• Any staff UW NetID can place an order– Pre-Approved Preparer– Approver– Watcher

• Must contact Administrator if you need one of the roles above

• LEARN MORE:

http://f2.washington.edu/fm/ps/ecommerce/eprocurement//roles

Terms You’ll Hear & Use

• Requistion: Internal number given to an in-process order. Not seen by suppliers.

• Purchase Order: External number given to suppliers to confirm placement of order. How suppliers track an order.

• Punchout Catalog: Users are directed to a supplier website to search for and order products.

• Hosted Catalog: Catalog items stored within Ariba. Searching for, and ordering, products is performed within eProcurement module.

eProcurement Demonstrationshttps://ar.admin.washington.edu/AribaBuyer/uw/login.asp

Purpose Vendor Notes

Demo #1 Simple Punchout Catalog Order

Office Depot ________________________________________________________________________________________________________________

Demo #2 •Hosted Catalog•Changing budget #•Changing address•Split accounting•Changing quantities

Haakenson ________________________________________________________________________________________________________________

Demo #3 •Machine & Equipment (M&E)•Adding labels•Adding Project Cost Accounting (PCA)

VWR International

________________________________________________________________________________________________________________

Order Status Definitions & Process

Order Status Composing Submitted Ordered

This means that the order………..

•has not been submitted, or “released” to the supplier.•has a requisition ID for internal purposes

•has not yet been approved by ASTRA authorized approver•has a requisition ID for internal purposes

•has been submitted to the supplier and has either an “EI” or “EP” PO number (found on the order summary)•will have both a requisition ID and a Purchase Order #

Searching for Orders

• Order #• Requisition #• LabelsNOTES:______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Advanced Search

• Search by NetID– Supplier– Period of time

NOTES:______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

eProcurement Reports

• Hugely helpful reports!– Invoicing– Prior orders by commodity

NOTES:______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Who to Contact and When?

Supplier See supplier attribute guidehttp://f2.washington.edu/fm/ps/ecommerce/eprocurement/suppliermatrix

IMPORTANT: You’ll need to provide them with the Purchase Order # (eg: begins with ‘EI’ or ‘EP’)

Procurement Customer Supporteprocure@uw.edu or 206-685-3558

Shipment is delayed System problem

Product identification Help using Ariba* (editing orders, reconciling, applying labels, retrieving quotes, etc) *does not include eTravel

Product returns Advanced reporting

Customized quotes Delayed invoicing

Mighty Helpful Resources

• Supplier Attribute Guide– http://f2.washington.e

du/fm/ps/ecommerce/eprocurement/suppliermatrix

• eLearnings– http://f2.washington.e

du/fm/ps/ecommerce/eprocurement/onlinetrain

• Quick Guides– http://f2.washington.e

du/fm/ps/ecommerce/eprocurement/documentation

Super Dooper Important Homework!

• Set up user profile– http://f2.washington.edu/fm/

ps/ecommerce/eprocurement/documentation

• Fill out our post-classsurvey (you’ll get an email from us).