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W E L C O M E TO : Phoenix basic navigation tips and how to find
information Account Funds Available Authorized Account Approver Procurement Services Website navigation
Texas Woman’s University
Phoenix Navigation Tips
Requisitions: Request to purchase. This does not mean you may buy goods/services.
Purchase Orders: Once PO is created and approved by Purchasing, Purchasing Dept. will forward PO directly to vendor electronically authorizing purchase of goods/services.
Requisition(s)/Purchase Order(s) submitted by you Requisitions
To receive your purchase order(s) Receiving
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Phoenix Navigation Tips
Search for previously submitted Requisitions/Purchase Orders (yours and other TWU members) iProcurement Requisitions Search Clear Search (may search using different criteria)
Supplier Previous creator/requestor (enter last name of individual who
created/requested requisition/purchase order) Requisition number Purchase Order number
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Phoenix Navigation Tips
View Requisition/Purchase details: Requisition number versus purchase order number
Not an authorized purchase until a PO has been assigned and approved. PO number will be in blue font once it has been approved by purchasing department.
Requisition lines Select “Requisition” number
Account number & object code Select “Requisition” number Select “Details” for appropriate line(s) Select “Show Additional Information”
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Phoenix Navigation Tips
View Requisition/Purchase details (continued) Who received PO lines in Phoenix
Select “Requisition” number Select “Details” for appropriate line(s) Select “Show Additional Information”
Purchase Order buyer This is the person you should contact should you have any questions for
Purchasing department about your requisition/PO Supplier information
Email Address Phone
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Phoenix Navigation Tips
View Requisition/Purchase details (continued) Attachments on Requisition/PO
Select “Purchase Order” number Hover over “attachments”
Pop-up will appear with attachments
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Phoenix Navigation Tips
View Purchase Order Status Received amount (what has been received in Phoenix)
Select “Purchase Order” number Select “Received Amount” to view actual line(s) received and when
received Invoiced amount (what the vendor has billed for & when each line
was paid) Select “Invoiced Amount”
Payment Status … REMEMBER, payment will not be processed until PO has been received in Phoenix & Payables has been invoiced Select “Purchase Order” number Select “Paid” to view
Form of payment (check or direct deposit) Payment date
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Update Employee Information
Update your Employee. Personal information
Preferred name / last name Marital Status Email Address
Updating your address is especially important if you receive any reimbursements via Procurement Services office; this is not referring to your paycheck.
Emergency Contact W-2 Distribution Method
Update how you wish to receive annual W-2; electronically or mail.
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Check Funds Available
Log-in to Phoenix TWU Financial Systems Inquiry Inquiry Funds Period
Select appropriate month/year Account
Enter as demonstrated “A” for Low Object “Z” for High Object Be sure to include grant # if available
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Authorized Account Approvers
Log-in to Pioneer Portal My Tools Phoenix Account Lookup Account
Enter as demonstrated. Be sure to include grant # if available
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Procurement Services Website Navigation
Accounts Payable (http://www.twu.edu/procurement/accounts-payable.asp) Texas Transparency Accounts Payable Contacts Payable Process Check Request Policy Employee Reimbursement Policy Cash Receipts Policy Petty Cash Policy Year End Information
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Procurement Services Website Navigation
Accounts Payable (continued) Accounts Payable Forms Commonly Used Object Codes Accounts Payable FAQs
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Procurement Services Website Navigation
Travel (http://www.twu.edu/procurement/travel.asp) Travel Process Official Business Travel Contacts Travel Request Reimbursement for Travel Reimbursement for Lodging & Meals Transportation Prospective Employee & Registration Fees Student & Group Travel Travel FAQs Common Delays in Processing Travel Vouchers
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Procurement Services Website Navigation
Purchasing (http://www.twu.edu/procurement/purchasing.asp) Purchasing guidelines: Spending limitations/requirements. Collaborative Buying: Buying using a state contract. Special Procurements: Purchases that require special permissions or
have restrictions. Best Value Procurement Procedures: Scope for buying on a basis of
“Best Value” to the University. HUB Program: Historically Underutilized Business State appropriated Purchases: Purchasing on a state contract or
making a purchase on State funds Purchasing FAQs
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Procurement Services Website Navigation
Purchasing (continued) Common Delays in Converting a Requisition For Vendors:
BS 353 Terms & Conditions Bid Opportunities
Helpful Tips HUB Search CMBL / HUB Search Ethics Policy
Summus Contact: [email protected]
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Procurement Services Website Navigation
Account Guidelines (http://www.twu.edu/procurement/guidelines.asp) Elements of Accounts: PowerPoint Differential Tuition: PowerPoint Program Fees: University Policy Manual 4.04 Designated Operating Accounts: To provide a greater flexibility in
achieving the educational mission of TWU. Discretionary Gift Accounts: Funded with private donations
awarded to benefit the mission of TWU, specifically the departments identified.
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Procurement Services Website Navigation
Procurement Card / Pcard Program (http://www.twu.edu/procurement/pcard.asp) PCard Process Ethics Policy Points of Contact Terms & Conditions Obtaining a PCard PCard Guidelines Returns, Credits, & Disputed Charges Record Keeping & Transaction Reconciliation Non-compliance Penalties Restricted Items
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Procurement Services Website Navigation
PCard Program (continued) PCard Object Codes Global Card Management System (GCMS) Instructions PCard Forms Amazon Tax Exempt Program information Helpful Tips
Chip & Pin Card FAQ Commonly Used PCard FAQs
Summus Contact:
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Procurement Services Website Navigation
Training (http://www.twu.edu/procurement/training.asp) End of Year End of Year Training Q & As Education Forum Materials
Sole Source & Emergency Purchases Guest Lecturer, Check Requests, & Confirming POs Travel Forms
UPK Training Navigation of Phoenix iProcurement TWU Self Service HR Users
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Procurement Services Website Navigation
Procurement Forms & Instructions: (http://www.twu.edu/procurement/Forms.asp)
DO NOT SAVE FORMS. Instead save the web link where forms are located as forms are updated without notice. Vendor Accounts Payable Travel Departmental Air Card Purchasing PCard
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Procurement Services Website Navigation
Staff Directory (http://www.twu.edu/procurement/6568.asp) Director
Vanna Parr Assistant Director
Nancy Cinnater Sr. Financial Systems Analyst
Thuy Phan Application Analyst & Training Administrator
Andrea Massey Accounts Payable
Janel Sprayberry, Manager of Payment Operations Lisa Gebard, Procurement Assistant
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Procurement Services Website Navigation
Staff Directory (continued) Travel
Bianca Washington, Travel Program Coordinator Purchasing
Teri Hasten, Manager of Strategic Sourcing Diane Creed, Buyer 1 Kari Vander Wege, Contract Analyst
PCard Lori Cantrell, Procurement Card Coordinator
Vendor Maintenance Irma Castillo, Procurement Relations Assistant
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