Procurement Workflows
2
BUPA SPECIAL REQUISITION PROCESS log into peoplesoft, select eProcurement then select create requisition http://peoplesoft.internal.bupa.co.uk/psp/ psf8live/ ?cmd=login&languagecd=ENG&language Cd=ENG& enter desired requisition name click ‘continue’ change settings if required add further items if required then click ‘review and submit’ make any amendments save preview approvals show list of approvers & requisition id displayed submit requisition requisition sent for financial and commodity approval supplier delivers goods receipt goods supplier sends invoice to accounts payables does a match exception exist? invoice paid by accounts payable Key Code Requisitioner Approver System Supplier Accounts Payable enter description, category code or search categories and select code, price, quantity, vendor id, vendor item id and unit of measure. Click Add vendor must be set up on ep for ordering e-purchasing frequently asked questions doc http://stapurprod01:8282/index.asp?context=ep_quick_guides please ensure the vendor can supply items, provide net price including any delivery charges. NB; quantity & price must match invoice for it to be paid click ‘e-purchasing’ from intranet page, then ‘Open ePurchasing’ Change dispatch method to print if PO not required to be sent to the vendor. http://stapurprod01:8282/ index.asp?context=ep_quic k_guides foreign currency http://stapurprod01:8282/ index.asp?context=ep_quic k_guides select ‘special request fixed cost service’ user manual pg 35 select ‘special request goods’ user manual pg 30 amending cost centre & gl unit add a project code amending vat info amend account code info amend shipping info add comments for approver or supplier add attachments click on ‘lorry’ to find the appropiate code via search tool user manual pg 19 click on ‘lorry’ or modify shipping user manual pg 19 click on ‘lorry’ icon user manual pg 19 click on ‘lorry’ icon user manual pg 19 click on ‘lorry’ icon user manual pg 19 click on ‘speech bubble’ user manual pg 21 check ‘send to vendor’ box if comments are for supplier resolve chartfield combo errors q15 on faq http://stapurprod01:8282/ index.asp?context=ep_quic k_guides check approval status http:// stapurprod01:8282/ index.asp?context=ep_q uick_guides pushing back approval in workflow user manual page 58 approving and denying a requisition user manual page 58 log into peoplesoft, select e-procurement then manage approvals click on link received in approval email adding on an approver or reviewer user manual page 62 is dispatch method set to print? Yes how to find PO number http:// stapurprod01:8282/ index.asp?context=ep_q uick_guides cancelling receipts http:// stapurprod01:8282/ index.asp?context=e- p_user click on ‘manage requisitions’, ‘receive items or link in receipts email’ return goods to supplier faq http:// stapurprod01:8282/ index.asp?context=e- p_user request on behalf of rights http:// stapurprod01:8282/ index.asp?context=ep_q uick_guides check to see if invoice is paid http://stapurprod01:8282/ index.asp?context=ep_quic k_guides create change request, amend price or quantity supplier sends credit note to accounts payable quoting PO# enter description, category code or search categories and select code, price and vendor id. Click Add No request credit note from the supplier faq http://stapurprod01:8282/ index.asp?context=ep_quic k_guides yes accounts payable load credit note onto system accounts payable load invoice onto system no copy of PO sent to requestor PO sent to supplier, copy sent to requisitioner select ‘special request’ tab select ‘favourites’ tab tick the item you wish to order, amend the quantity and click ‘add’
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Transcript of Procurement Workflows
BUPA SPECIAL REQUISITIONPROCESS
log into peoplesoft, selecteProcurement then select
create requisitionhttp://peoplesoft.internal.bupa.co.uk/psp/
psf8live/?cmd=login&languagecd=ENG&language
Cd=ENG&
enter desired requisitionname
click ‘continue’
change settings if required
add further items if requiredthen click ‘review and submit’
make any amendments
save preview approvals showlist of approvers & requisition
id displayed
submit requisition
requisition sent for financialand commodity approval
supplier delivers goods
receipt goods
supplier sends invoice toaccounts payables
does a match exceptionexist?
invoice paid by accountspayable
Key Code
Requisitioner
Approver
System
Supplier
Accounts Payable
enter description, categorycode or search categories
and select code, price,quantity, vendor id, vendoritem id and unit of measure.
Click Add
vendor must be set up on ep for orderinge-purchasing frequently asked questions doc
http://stapurprod01:8282/index.asp?context=ep_quick_guides
please ensure the vendor can supply items,provide net price including any delivery charges.
NB; quantity & price mustmatch invoice for it to be paid
click ‘e-purchasing’from intranet page,
then ‘Open
ePurchasing’
Change dispatchmethod to print if PO
not required to besent to the vendor.
http://stapurprod01:8282/index.asp?context=ep_quic
k_guides
foreign currencyhttp://stapurprod01:8282/
index.asp?context=ep_quic
k_guides
select ‘special requestfixed cost service’user manual pg 35
select ‘special requestgoods’
user manual pg 30
amending cost centre& gl unit
add a project codeamending vat infoamend account code
infoamend shipping info
add comments forapprover or supplier
add attachments
click on ‘lorry’ to findthe appropiate code
via search tooluser manual pg 19
click on ‘lorry’ ormodify shipping
user manual pg 19
click on ‘lorry’ icon
user manual pg 19
click on ‘lorry’ icon
user manual pg 19
click on ‘lorry’ icon
user manual pg 19
click on ‘speechbubble’
user manual pg 21
check ‘send to vendor’box if comments are
for supplier
resolve chartfieldcombo errors
q15 on faqhttp://stapurprod01:8282/
index.asp?context=ep_quick_guides
check approval statushttp://
stapurprod01:8282/index.asp?context=ep_q
uick_guides
pushing backapproval in workflowuser manual page 58
approving anddenying a requisition
user manual page 58
log into peoplesoft,select e-procurement
then manageapprovals
click on link receivedin approval email
adding on anapprover or revieweruser manual page 62
is dispatch method setto print?
Yes
how to find POnumber
http://stapurprod01:8282/
index.asp?context=ep_q
uick_guides
cancelling receiptshttp://
stapurprod01:8282/index.asp?context=e-
p_user
click on ‘managerequisitions’, ‘receive
items or link inreceipts email’
return goods tosupplierfaq http://
stapurprod01:8282/index.asp?context=e-
p_user
request on behalf ofrightshttp://
stapurprod01:8282/index.asp?context=ep_q
uick_guides
check to see if invoiceis paid
http://stapurprod01:8282/index.asp?context=ep_quic
k_guides
create changerequest, amend price
or quantity
supplier sends creditnote to accounts
payable quoting PO#
enter description, categorycode or search categoriesand select code, price and
vendor id. Click Add
No
request credit notefrom the supplier
faqhttp://stapurprod01:8282/
index.asp?context=ep_quic
k_guides
yes
accounts payable loadcredit note onto
system
accounts payable load invoiceonto system
no
copy of PO sent to requestor
PO sent to supplier, copy sentto requisitioner
select ‘specialrequest’ tab
select ‘favourites’ tab
tick the item you wish toorder, amend the quantity and
click ‘add’
BUPA CATALOGUE REQUISITIONPROCESS
log into peoplesoft, selecteProcurement then select
create requisitionhttp://peoplesoft.internal.bupa.co.uk/psp/
psf8live/?cmd=login&languagecd=ENG&language
Cd=ENG&
enter desired requisitionname
click ‘continue’
change settings if required
add further items if requiredthen click ‘review and submit’
make any amendments
save preview approvals showlist of approvers & requisition
id displayed
submit requisition
requisition sent for financialand commodity approval
supplier delivers goods
receipt goods
supplier sends invoice toaccounts payables
does a match exceptionexist?
invoice paid by accountspayable
Key Code
Requisitioner
Approver
System
Supplier
Accounts Payable
drill down on catalogue orsearch in description, vendor
item id or item idhttp://stapurprod01:8282/
index.asp?context=ep_quick_guides
click ‘e-purchasing’from intranet page,
then ‘Open
ePurchasing’
amending cost centre& gl unit
add a project codeamending vat infoamend account code
infoamend shipping info
add comments forapprover or supplier
add attachments
click on ‘lorry’ to findthe appropiate code
via search tooluser manual pg 19
click on ‘lorry’ ormodify shipping
user manual pg 19
click on ‘lorry’ icon
user manual pg 19
click on ‘lorry’ icon
user manual pg 19
click on ‘lorry’ icon
user manual pg 19
click on ‘speechbubble’
user manual pg 21
check ‘send to vendor’box if comments are
for supplier
resolve chartfieldcombo errors
q15 on faqhttp://stapurprod01:8282/
index.asp?context=ep_quick_guides
check approval statushttp://
stapurprod01:8282/index.asp?context=ep_q
uick_guides
pushing backapproval in workflowuser manual page 58
approving anddenying a requisition
user manual page 58
log into peoplesoft,select e-procurement
then manageapprovals
click on link receivedin approval email
adding on anapprover or revieweruser manual page 62
how to find POnumber
http://stapurprod01:8282/
index.asp?context=ep_q
uick_guides
cancelling receiptshttp://
stapurprod01:8282/index.asp?context=e-
p_user
click on ‘managerequisitions’, ‘receive
items or link inreceipts email’
return goods tosupplierfaq http://
stapurprod01:8282/index.asp?context=e-
p_user
request on behalf ofrightshttp://
stapurprod01:8282/index.asp?context=ep_q
uick_guides
check to see if invoiceis paid
http://stapurprod01:8282/index.asp?context=ep_quic
k_guides
create changerequest, amend
quantity
supplier sends creditnote to accounts
payable quoting PO#
request credit notefrom the supplier
faqhttp://stapurprod01:8282/
index.asp?context=ep_quic
k_guides
yes
yes
accounts payable loadcredit note onto
system
accounts payable load invoiceonto system
no
PO sent to supplier, copy sentto requisitioner
select catalogue tabselect shopping list
tab
item found?see special requisition
processno
tick the item you wish toorder, amend the quantity and
click ‘add’
