Requisition Donts Kristen Berning Sourcing Specialist Purchasing Services The Goal of This Session You! Agenda 1.U Market 2.Standard Purchase and Blanket Orders 3.VCPS 4.Comments & Attachments 1. Shopper creates the cart in U Market (SciQuest). U Market Requisition Overview 2. Preparer initiates the requisition in EFS 4. Preparer submits cart and requisition in EFS 3. Preparer punches out to pull cart from U Market (SciQuest) to EFS. 5. EFS sends cart via a PO to SciQuest Key Point: SciQuest expects the cart (#3) to be the same in every detail when it comes back via the PO (#5). Remember Basic Shopping Cart Logic Once a cart is returned to EFS, it must NOT be changed. SciQuest will reject the cart/PO if it isnt the same. SciQuest rejects duplicate carts. New Feature in Version 9.2: Copying U Market: Dont Copy Dont Do ThisWhy You Shouldnt Do ThisDo This Instead Dont use the copy feature from Manage Requisitions page in EFS. Since the cart was already submitted via another requisition and PO, a copied requisition will have the same cart number. SciQuest will reject the new PO because it has a duplicate cart. Create a new cart and requisition per the regular process. New Functionality: Recently Ordered U Market: Dont Use Recently Ordered Dont Do ThisWhy You Shouldnt Do ThisDo This Instead Dont use the Recently Ordered feature on the Create Requisitions page in EFS. Items ordered this way do not appear to have been initiated in SciQuest. Therefore the purchase orders will fail. Create a new cart and requisition per the regular process. U Market: Changing Lines Once in EFS U Market: Dont Change Lines in EFS Dont Do ThisWhy You Shouldnt Do ThisDo This Instead Dont delete or add a line after the cart has been returned to EFS. There will be a discrepancy between the original cart and the purchase order created after items have been modified. The purchase order will fail. Start a new cart and requisition per the normal process. Approvers: Give Directions in Comments Instruct preparer to cancel requisition and create a new one in the send back comments. U Market: Dont Use Outdated Favorites Dont Do ThisWhy You Shouldnt Do ThisDo This Instead Dont use favorites that have had price changes or no longer are sold by the supplier. Outdated favorites often have prices or other information that is inaccurate. This will cause the purchase order to fail. Access the favorite then copy the part or item number. Click, paste the number, then click. Locate the item and add it to your cart. A. Locate favorite, then copy the part number. B. Shop for that number, then add it to your cart. U Market: Dont Upload Quotes in EFS Dont Do ThisWhy You ShouldntDo This Instead Dont upload the quote as an attachment on the EFS Review and Submit Page. U Market suppliers never see EFS specific comments or attachments; the prices will be wrong on the PO. Quotes must be uploaded in U Market. Follow the instructions on the Shopping in U Market section at: umarket.umn.edu/faq.html Dont upload quotes here either Dont upload quotes here U Market: Things That Make EFS Crash Dont Do ThisWhy You Shouldnt Do ThisDo This Instead Dont add items that cost $0. Example: free with purchase. PeopleSoft does not know what to do with a $0. It will cause the procurement jobs to fail! Instruct your sales rep to charge us $0.01 for the free item. Dont add 100 or more lines of items on a U Market Requisition. PeopleSoft is designed to have 99 lines or less. 100 or more lines causes the procurement jobs to fail! Create multiple requisitions for those big orders. Example: requisition 1 has 50 lines, requisition 2 has 50 lines. Dont Manually Enter SQ- (U Market) Suppliers Dont Do ThisWhy You ShouldntDo This Instead Dont use a SQ- supplier on a standard purchase or blanket order req. The order will never get sent to the supplier! There will be no cart in SciQuest to match them against. Use a non SQ- supplier for these orders. Example: Innovative Office regular supplier ID, or UStores if ordering a blanket order for dry ice. Dont upload quotes here either SQ- suppliers only! Approvers: Verify Supplier & Req Type -U Market orders must have a SQ- supplier name and created via a U Market type of requisition. -Verify the world icon appears with SQ- suppliers. Approvers: Send Back SQ + Waiter Reqs -If you see an icon that is NOT the world and has a SQ- supplier name, the PO will fail and may cause the jobs to fail. -If creating a blanket order for U Market Stock, the U Stores supplier must be used. Send these back. Tell them to fix or cancel. Tips for Monitoring U Market Orders Step 1: Requisition is Approved Requester receivesconfirmation of reqs approval. 2. Jobs Pick Up Approved Req EFS runs like clockwork! The procurement jobs run: -10 am -1 pm -3 pm -4 pm It takes about minutes for the jobs to run. 3. PO Sources and Dispatches Requester receivesconfirmation of POs creation. Some suppliers also sendconfirmation to requester. What If I Didnt Get an? Navigate to: eProcurement>Manage Requisitions. Requisitions Request Status should be PO(s) Dispatched. Example: U Market PO that Doesnt Dispatch While it is rare, sometimes POs do not dispatch due to various reasons. It does NOT necessarily mean your PO didnt get sent to the supplier. Verify the PO Was Sent to Supplier Access U Market. Click Document Search>Search Documents. Search by the PO number. Failed PO Successful PO Most Common Errors for All Reqs All POs: Dont Add $0 Lines The eProcurement/Purchasing modules do not understand a $0. POs with $0 lines will be force closed at fiscal year end because they will not roll. The $0 line can also cause errors or encumbrance issues when a change order is made to the PO. Correct Way to Enter Free Stuff Click so it prints on the PO. Explain why its $0.01. Pay $0.01 for it. Standard Req: Dont Enter Freight as a Line U of MN business process is to add freight at the time of invoice. Dont use postage as the category unless you are buying stamps! Many hours are wasted on unnecessary change orders for freight discrepancies between the invoice and PO. Correct Way to Enter Freight on Reqs Explain why its $ Enter the freight details in the requisitions header-level comments on the Checkout Review and Submit page. -Type Freight is estimated at $ and will be paid at the time of invoice. -If shipping internationally, type DB Schenkers information. -Click so it prints on the PO. Freight is Entered on the Voucher The actual cost for freight will be listed on the invoice. The voucher specialist will enter the freight on the voucher. Do not create PO change orders for freight! Freight field on voucher Standard & Blanket: Dont Forget Price Comparison Forms Required on standard purchases $10,000 - $49,999. For the past 5 years, compliance was between 30-50%. New version of the form will be available in the next month. Increased monitoring and enforcement for compliance by Purchasing Services. Preparers: Uploading the Form Name file price comparison and attach it. Explain why its $0.01. Do NOT check send to supplier on either box. Upload the form and enter comments at the header level. Approvers: Ensure Compliance Watch for alert. Ensure attached form was properly completed. Standard: Dont Assume 1 LOT is Amount Many preparers choose LOT believing it makes the PO receivable by dollar amount. 1 LOT only makes CPS and blanket POs receivable by amountNOT general POs. If a quantity of 1 needs to be received multiple times, check amount only on the requisition. Procurement specialists can change the PO to amount only if it hasnt been received or vouchered. How to Change from Qty to Amount Each line must be changed to Amount Only Click Line Details Icon Check Amount Only VCPS: Dont Enter Bad End Dates The VCPS follows the same PO functionality of a CPS and blanket order. Every fourth Sunday, EFS force closes CPS and blanket orders with end dates that have passed 60 days ago or more. Each month VCPS vouchers get stuck due to old end dates causing the PO to get closed before the payments creation. There are around 1,000 fully vouchered POs that have future dated end dates. Reminder: How to Enter VCPS Dates Explain why its $0.01. End Date drives the POs close date Invoice Date drives the date the supplier is paid VCPS: Dont Forget Imaging VCPS requisitions generate payments. Payments must have imaged documentation. Preparers can nowtheir invoices or CRFs (UM 1659) to fulfill this requirement. How to Find a VCPS Voucher ID The day after PO is created/dispatched, navigate to: eProcurement>Manage Requisitions. Locate the requisition, then expand its view. Click on the voucher icon to find the vouchers ID. Click to expand view. Then click this icon. How to Find a VCPS Voucher ID The voucher ID will appear. Createto attach file of invoice/CRF, and enter the only the 8-digit voucher ID as the subject. This is the vouchers ID. Purchase Order Reminders Requisitions are not just a transaction. They create Purchase Orders (POs) issued to external suppliers. A PO is a binding agreement. Suppliers see what is printed on your POs. Auditors see your comments. The Code of Conduct and Purchasing Code of ethics state employees must be professional when representing the University. Understand Which Fields Print on PO Fields that are boxed print on the PO. Specify what you are ordering. Dont use internal terms such as FY16. If Send to Supplier is checked, it will print on the PO. Dont Upload Multiple Attachments in Same Box EFS looks for a matching pair: one comment with one attachment When req sources, each attachment gets its own comment box. Blank comment box appears. Subsequent attachments do not get sent to supplier. Req has multiple attachments. This is what its PO looks like. No Comments + Attachments = Buffer Errors If an attachment exists without an associated comment box, a no matching buffer error commonly occurs if a change order is created for that PO. These errors prevent approvers from seeing the PO. Purchasing and Module Support have to fix them. Correct Way to Add CPS Attachments One comment box per attachment. SOW must have Send to Supplier checked twice. Internal forms must NOT have Send to Supplier checked. Do NOT combine all attachments in 1 file. Other Reminders on Comments/Attachments Attachments: EFS will only accept Word, Excel, or PDF files. If you use other file types, it can actually cause the jobs to fail! Please dont attachchains unless they are really relevant. Be sure to save them as PDFs. Approvers: if you cannot read the file, send the req. back. Comments: Please dont use special characters. They print as upside down ?s on POs. Certain fonts can cause the jobs to fail! U Market comments/attachments in EFS are not submitted via SciQuest: suppliers never see them. Please do not copy/pastechains of internal approval. Keep important offline approval on file in your department. Questions and Thank You! Kristen Berning or