Transcript eBis Training Presentation

eBis Training
Presentation
Presented by
Charis Thomas
How is this session
structured?

Introduction


Demonstration


Step by Step guide – showing how to use eBis
Practice Time


Background describing the impending changes and effects
Exercises to confirm your understanding
Conclusion


A summary of the learning from the day.
You will receive a Handbook to take away with you to help
you use the system.
How is this session
structured?

Introduction


Demonstration


Step by Step guide – showing how to use eBis
Practice Time


Background describing the impending changes and
effects
Exercises to confirm your understanding
Conclusion


A summary of the learning from the day.
You will receive a Handbook to take away with you to help
you use the system.
What is the P2P Project?
P2P
(Purchase to Pay)
Project
Image scanning
Procurement Card
eBis Purchase Orders
What are P-Cards?
 Operate
in a similar manner to a credit card
 Make it easier to purchase ad hoc goods and
services worth < £1,000
 Over 30 P-Cards are now accessible
throughout Trust
 Spend is approved retrospectively and must
be supported by invoices/delivery notes
What is eBis?
eBis is a web based version of Open
Accounts
It’s fundamentally a purchasing tool
 Allows the approval of spend in advance
 Ensures budgets accurately reflect commitments
Allows orders to be raised on-line
 Prompts users to approve/action items
 Generates automated reports
Facilitates on-line invoice approval
What are the benefits of eBiz?

Simple to use

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Replicates Trust Structure and processes
Designed to be intuitive and well-supported
Allows a clear track of actual and committed spend
Removes paper trail of invoices and orders (all
paperwork accessible on-line)
Allows simple tracking of order status
Accessible to staff based off-site
Pre-approval of spend for higher-value purchases.
SO … which tool should I use?
I have completed a
procurement process in
accordance to I Need!
No
No
No
Use eBiz
Will the supplier
accept P-cards?
Is the item a
centrally ordered item
(eg stationery)?
Yes
Is the item/
service >£1000?
Yes
Yes
Use eBiz
Order through
central order point
Use the P-card
In essence unless your purchase
can be made through the p-card it should be made through e-bis.
Are there any exceptions?
There are very few areas of spend that do not need
to pass through the process:
 Recoupement from other councils – as spend has
been deemed exceptional
 Utility Bills – as these will be moving to direct debit
 Expense Claim forms – As the receipts will need to
be attached.

Exceptional eBis items form to be found on outlook
– see Trust News
What are your responsibilities
around eBis?

Cost-Centre Managers
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To ensure orders/invoices are approved in a timely manner
To ensure to process is followed and administrators are
informed of impending spend
Requisitions/Administrators

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To ensure orders are raised accurately
To ensure all orders are receipted once the good/service
has been delivered
How is this session
structured?

Introduction


Demonstration


Step by Step guide – showing how to use eBis
Practice Time


Background describing the impending changes and effects
Exercises to confirm your understanding.
Conclusion


A summary of the learning from the day.
You will receive a Handbook to take away with you to
help you use the system.
How do I use eBis?

Before starting to use eBis you must have
undertaken a robust supplier selection
process in accordance with the appropriate I
Need! procedure unless this is a
procurement from a framework contract (see
Supplier Relations for a list of current
framework contracts).
So … how do I use eBis?
Step 1: Requisition Entry

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Confirm spend (through
the
Confirm price
Confirm Cost-code
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Confirm Expense code

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Register of authorities in
outlook
Expense codes found in
outlook
Enter order details
Forward to
approver/substitute
How do I use eBis?
Step 2: Requisition Approval

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You receive an email informing
you that a req is awaiting
approval.
Simply enter the system and
approve it.
Orders now automatically
merge
Orders and reminders are sent
via e-mail
How do I use eBis?
Step 3: Goods Receiving
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Inform system:
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Goods are received
Items have been returned
Items are no longer in stock
Changes in request
Payment will only be made
once goods/services have
been received so…
Weekly receipting reminders
sent to managers
How do I use eBis?
Invoice Approval

If an invoice that is not PO-related
is received it can also be
approved

As all Invoices are now scanned
in so the approval can occur
electronically.

NB : You will be subject to
disciplinary action if invoices are
received for items that should
have been purchased via eBis.
What if I don’t understand?

It is important that if you do not understand
you ask us for help. This is because:

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Suppliers will no longer accept orders not
accompanied with a PO Number or paid for using
the P-card.
Payment to suppliers may be delayed.
You risk disciplinary action if you fail to use the
system.
How is this session
structured?

Introduction


Demonstration


Step by Step guide – showing how to use eBis
Practice Time


Background describing the impending changes and effects
Exercises to confirm your understanding
Conclusion


A summary of the learning from the day.
You will receive a Handbook to take away with you to help
you use the system.
Conclusion


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Almost all purchases should be made using
eBiz or P-card.
P2P should make ordering simpler, more
accountable and easier to administer.
Use your Handbook to practice on your own.
Charis will be in contact face-to-face within
the next week and by phone the week after.
Don’t hesitate to contact Charis Thomas on
x7027 if you have any questions.
Any
Questions?