Purchasing – Requester Training

Agenda• Welcome – Introductions & Class Expectations

• PeopleSoft - eProcurement Overview• Intro to the online tool• Demo how to create a Requisition - Small Cost

• Demo - Online inquiries & running queries• Break• Demo how to create a Purchase Order & a Receipt• Demo Questions & Answers• Introduction to UPK • Create a Req for a SW Contract• Individual Work on UPK - Create a Req for RFB

Asset• Accounts Payable/Asset Management Integration• Next Steps in Training• Questions & Answers

Introductions

Tony

Melani Joni

Expectations for Today’s Class

• Introduction to PeopleSoft eProcurement• Overview of PeopleSoft eProcurement• Process Flow• Demonstrate how eProcurement works• Examples

• Introduction to UPK• Hands-on Testing • Instructions on how to use at your desk

• Expectations• You will not leave this class as an expert of the system• You will leave with a knowledge of how the process works• You will leave with a good knowledge of how to use the

UPK tool to increase your knowledge of the system• We have 3 hours scheduled – Please hold questions to the end

Why did the County choose PeopleSoft?

• Replace systems that are out of date or failing; take advantage of current technology

• Implement one integrated system to replace multiple stand-alone and “shadow” systems

• Ensure access to real-time reporting to support decision making

• Look at doing business a new way: be more efficient, use data better, be more accountable

• Allows the County to implement an “off the shelf” solution with little customization

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Glossary - New Terms(Link to the PeopleSoft Glossary)

Query

Dispatching

Category Matching – 2 Way

Matching – 3 Way

SuppliersProgram

Sourcing

Voucher

Glossary - New Terms Link to the PeopleSoft Glossary)

Old AMS Term New PeopleSoft Term

Match 2-way - Purchase Order to the Voucher (Services, Blanket, amount only)

Match 3-way - Purchase Order, Invoice/Voucher and Receipt (Goods)

Object AccountAgency/Dept DepartmentVendor Bidder or a SupplierMaster Agreement Contract

PO Contract or PO

Agency DepartmentGAX Direct Pay VoucherCommodity Code Item CategoryActivity ProgramMoney is available in the Budget. Not Encumbered Provisionally Valid

DO (Delivery Order) Purchase OrderRequisition Clerk Requester

Smart Numbers System Generated Numbers - Robust Queries

Invoice Voucher

Process Review – Small Cost Reqs

Requester / Agency

1. Enters Req info into PS. (Req Name = "SM - ", Supplier, Category, Description, Accounting Info, Line Detail Info, Shipping info etc)

3. Source the Req to a PO (budget check the req)

4. Dispatches PO to Supplier 6. Receives

product in PS

Approver 2. Approves Req

Buyer

Bidders / Suppliers 5. Receives

emailed PO

Contracts

Process Review –Contract Purchase

Requester / Agency

1. Enters Req info into PS. (Req Name = "SW - ", Suppl ier, Category, Description, Accounting Info, Line Deta i l Info, Shipping info etc)

3. Source the Req to a PO (budget check the req)

4. Dispatches PO to Suppl ier

6. Receives product in PS

Approver 2. Approves Req

Buyer

Bidders / Suppliers

5. Receives emai led PO

Contracts

Process Review – RFP – “BID”Requester / Agency

1. Enters Req info into PS. Sets Supplier to "BID" and provides draft RFP/Specs to C&P

3. Provides RFP document & Notification Letter to C&P buyer and agency attorney if necessary

5. Reviews RFP Packet and obtains Department Director approval

14. Delivers Agreement to Supplier for signature

19. Receives Signed Contract - Sends to Supplier

Selection Committee

9. Reviews / Evaluates Proposals

10a. Interviews and Scores Finalists

Agency Approver 2. Approves Req

Buyer4. Receives & Prepares RFP Packet

6. Posts RFP and Issue Notification

8. Prepares Committee Packets, Reviews / Evaluates Proposals

10. Facilitates Scoring and Interviews

11. Prepares Recommendation for Mayor's Approval

12. Prepares Agreement Request for Attorney

21. Cancels Original Req

Bidders / Suppliers

7. Responds to RFP Solicitation

10c. Interviews (if necessary)

15. Signs Contract and returns to County

20. Receives Signed Contract and begins work

Contracts16. Sends contract to Mayor for signature

18. Enters Executed Contract in SIRE and PS - sends copy to Agency

Attorneys 3a. Reviews RFP document

13. Prepares Agreement and Sends to Agency

Mayor 12. Approves Recommendation

17. Signs Contract

eProcurement DemoPS - Test Link

UPK – eProcurement 9.2

Accounts Payable

• AP Mailbox– ap@slco.org– Subject Line• N/A (Mark on the subject line if the payment is a

“Rush”

– Attachments• PO Vouchers

– Supplier Name / PO Number

• Direct Payment– Supplier Name

Accounts Payable

– Attachments (continued)• Excel Upload File

– Use same description for PO Vouchers/Direct Payment

• Vendor/Supplier Mailbox– suppliers@slco.org– Supplier name included on subject line

PO/Non-PO Invoice Expectations

• Invoice Approvals• Required Information on Invoices– Supplier Code– Accounting Distribution (Direct Payment)• Fund• Agency• Department• Account• Program (if applicable)• Project BU/ID/Activity (if applicable)

Matching Expectations

• Match Exceptions Report• Issues resolved by:– County Departments– Accounts Payable– Contracts & Procurement

Excel Upload Files

• Allows for the mass upload of invoices when:– Multiple invoices/accounting lines– Similar payments to multiple Suppliers

• Excel Upload for Non-PO Vouchers• Excel Upload for PO Vouchers

Next Steps…..

• Make time at your desk and go through the UPKs• Proficiency takes time and practice…• Practice… Don’t be afraid to make a mistake• Post Questions – FAQ – PeopleSoft page

(Procurement FAQs)• System goes live January 1, 2014• Hands-On Lab

• January 6th (afternoon)• January 7th (morning)• January 14th (afternoon)• January 16th (morning)• May schedule more if needed• Hands-on work • Bring actual work… we will access the production database

Questions & Comments

Glossary - New Terms(Link to the PeopleSoft Glossary)

Query

Dispatching

Category Matching – 2 Way

Matching – 3 Way

SuppliersProgram

Sourcing

Voucher

Expectations for Today’s Class

• Introduction to PeopleSoft eProcurement• Overview of PeopleSoft eProcurement• Process Flow• Demonstrate how eProcurement works• Examples

• Introduction to UPK• Hands-on Testing • Instructions on how to use at your desk

• Expectations• You will not leave this class as an expert of the system• You will leave with a knowledge of how the process works• You will leave with a good knowledge of how to use the

UPK tool to increase your knowledge