iProcurement Processes Guideline II (user manual).pdf · •Internal Requisitions through...
Transcript of iProcurement Processes Guideline II (user manual).pdf · •Internal Requisitions through...
1. iProcurement Standard Process
• Controlled usage of Categories and Items
• Funds Check are set at the Preparer level
• Administrators within the Approval chain can review
related Requisitions
• Security is enhanced
• Approval Hierarchy is redefined (detailed through next
agenda item)
• Categories and related accounts are more controlled
• Automate many old manual processes
2
2. Approval Hierarchy
Requisitions requests will go through 4 major approval
hierarchies:
All requisition requests will be routed through the Managerial
and Finance Hierarchy in a parallel path to expedite the
approval process. Requisition associated with Grants (PTAEO)
will also be routed through the Grant Approval Hierarchy.
In addition there are Exceptional (special) approvals that are
required for IT, Hazard, Travel and Student Work requisitions
3
iProcurement Home Page
9
- Shop > Stores =
Internal Requests
(Material
Management/Store
Items)
- Shop > Non-Catalog
Requests =
Purchasing , Express,
Direct, Service
Requests
- Requisitions =
To query entered
Requests
- Receiving =
Receive process
iProcurement Home Page
10
- Home = Return to
iProcurement Home
Page
- Logout = Return to
Sign-On, or Exit
- Preferences =
Change preferences
and Password
Non-Catalogue Request
11
- Item Description =
Free Text describing
the Item, Product,
Goods, Service
- Category = Select
from flash search
(use % as wild
character)
- Quantity
- Unit of Measure =
Select from flash
search
- Unit Price
- Currency = use the
drop down search if
needed
Create and Add to Shopping Cart
13
- Once filled Required
Fields, Add to Cart
- If need to add
another Item,
override existing ,
and Add to Cart
- Once Done,
- View Cart and
Checkout
Shopping Cart Review
14
- Can revise/correct
Quantity, amount
- If Item non-
Inventory, Select No
- If Item not needed,
can delete the line
- Return to Shopping
if need to add new
or another line
- Save the Cart if need
to hold and continue
later
- If all OK, Checkout
Requisition Information
15
- Requisition
Description will
default from Item
Description, can
override and
change
- Fields will default
as per User
definition and
preferences
- Enter if PTAEO
related charges
- Edit Lines if need
to split or change
default accounting
- If all OK, select
Next
Requisition Information - Requester
16
- Requestor will
default as the
Preparer
- Can be changed if
Preparer is
different than the
Requestor
- Accordingly, the
Approval
Hierarchy of the
Requestor will
apply
Edit Lines for Billing or Accounts
17
- Can split distributions
- PTAEO will
autogenerate the
Accounts
- Account will default
from the Category –
Sub-Category
- Organization will
default from the User
Profile
- Check Funds is
implicit at time of
Submit
Splitting Accounts
18
- Add Rows as many as
required splits
- Can have as many
splits as long as Total
Percent (is 100), Total
Quantity or amount
adds up to the Line
- Can apply split
distribution to all lines
(if requisition is more
than one line and
same split is required)
- If all OK, Apply
Attachments and Approvals
19
- Approvals will
automatically default
according to the
Requester’s Human
Resources Hierarchy
(in addition to the
Exceptional Hierarchy
if any)
- Justifications or
Special Notes can be
added
- If attachments are
required (additional
specifications,
Invoices for Direct
Pay), select Add
Attachment
- If All OK, select Next
Attachments
20
Add a Summary
Information
Select from a File
(example scanned
Invoice)
Once done, Select Apply
Review and Submit
21
Note the autogenerated
Requisition Number
Review the entered data
Can drill down to details
If all OK, select Submit
3. Non-Catalog Requests
• These are required items to be purchased through the
help of Procurement and Contracts Administration
Department (not standard, not in store)
• Access iProcurement
• Create a Non-Catalog Request
• Follow-up on Request Approval
• Query the Requisition
• Upon Approval of Requisition, Procurement Team
(Buyers) will review and start the Procurement Process
(Contact suppliers, Bid process (if needed), create
Purchase Order
23
4. Express Buy Process
• These are required ad-hoc (non equipment/furniture) items, that
are purchased without the assistance of Procurement and
Contracts Administration Department (PCA).
• The current Express Buy Process is maintained through
iProcurement requests, with the exception of new monetary
restrictions.
– $200 across all entities
– $1000 for Research related Functions
• Key Process Elements
– Category=‘Express Buy’
– Mandatory “Supplier Contract Reference” that will default
the supplier
– Exclude VAT amount from the entered amount
24
iProcurement Requisition for Express Buy
• Follow-up same steps to create a non-catalogue
Requisition
• Changes applicable to order Express Buy Items
at the item request form (as per below)
25
Enter Non-Catalog Request information,
selecting ‘Express Buy’ Category with
the appropriate Sub-Category
26
Select Category of
‘Express Buy’ (and
required sub-category)
Secure that the Contract-
Supplier exists (can
search by Contract)
Amount (excluding VAT)
should be within
tolerance amount of
accounts
Express Buy Requisition
• Continue with the Requisition creation,
submittal, and approval
• Once the Requisition is approved, the system
will automatically create the related Purchase
Order (PO)
• You can view the Requisition and Related PO
through the Requisition Tab
28
Print Express Buy Form to communicate to Supplier
29
Select ‘Print Xpress Buy
PO’ from the main menu
Enter the PO number
that was automatically
generated (can get from
the Requisition query tab
against the express buy
requisition)
Special Note
• Users should not order items that are available
in AUB’s Stores (users will need to acknowledge
policy, upon reviewing the items published
under the Materials Management department’s
website
33
Express Buy Receiving
• Once the Express Buy Items are received, the
User should Receive the Goods through the
iProcurement receive Process
34
5. Direct Pay Process
• The process is to replace the ‘Payment Vouchers’
for non-AUB related members, through an
iProcurement request
• Key Process Elements
– Category=‘Direct Pay’
– Mandatory Payee/Supplier/Beneficiary
– Ship-To Code (Delivery) is ‘DP-xxx’, where xxx
identifies the related Business units/Officers
– Exclude the VAT amount from the entered amount
35
iProcurement Requisition for Direct Pay
• Follow-up same steps to create a non-catalogue
Requisition
• Changes applicable to process Direct Pay at the
item request form (as per below)
36
Enter Non-Catalog Request information,
selecting ‘Direct Pay’ Category with
the appropriate Sub-Category
37
Select Category of ‘Direct
Pay’ (and required sub-
category)
Secure that the Supplier
exists (can search by
Supplier)
Amount (excluding VAT)
should be within
tolerance amount of
accounts
Change the defaulted Deliver-To Location to the
related Unit Direct Pay (DP-xxx)
39
Change the
defaulted
Deliver-To
Location to the
related Unit
Direct Pay
(DP-xxx)
Direct Pay Requisition
• Continue with the Requisition creation,
submittal, and approval
• Once the Requisition is approved, the Unit
Business Officer will autocreate the Purchase
Order (PO)
• You can view the Requisition and Related PO
through the Requisition Tab
• Once the PO is approved, the User should
process the Receiving action
40
6. Service Requests
• The process is to replace the old manual ‘Service
Order Requests’
(mainly for Servicing Departments requests, ex: Physical Plant)
• Key Process Elements
– Ship-To Code (Delivery) is ‘SRV-xxx’, where xxx
identifies the requested Servicing Unit
41
Example of Servicing Units
42
Service Code
SRV- Unit CDC Central Duplicatig Center MCO Maintenance Contracts Office POST Post Office IDC ID Center BKP Book Purchase PPD Physical Plant (Campus) ITS IT Services (IT)
7. Internal Requisitions
• Internal Requisitions through iProcurement will
replace the old Store Requests
• Key elements
– Users will have multiple search options to select
store items (main store search, sub stores)
– Requests will pass through the regular funds check
and accounting needs, in addition to approval
hierarchy (similar to any iProcurement requisition)
– Source of items will be Material Management
43
8. Receiving Process
• Receiving Types (including Routing) :
– 4 Way matching – PO, Receipt, Inspection, Invoice
– 3 Way matching - PO, Receipt, Invoice
User should secure Receiving through iProcurement
– 2 Way Matching – Used for Advance payments to
suppliers
44
9. Other Processes
• Advances
– iExpense Process
• Ticket Purchase
– iProcurement Requisition (Auxiliary Services
process, Deliver-to TICKETS-AUX)
• Expense Report
– iExpense Process
• Student Work support
– iProcurement Requisition (Student Services process,
Deliver-To SWS-SSD) 46